Policies and Payment
Rental Confirmation & Payment Process:Once an initial confirmation notice is provided, 100% of room or site rental fees, and signed confirmation letter due by the confirmation deadline date. If we do not receive your payment by the confirmation deadline date, we regrettably will cancel your reservation and make the date available to new requests.
Rental payments may be made by cash, check (personal, cashier or money order) or credit card (VISA, MasterCard, and Discover Card). If your check is returned NSF, the terms of the rental contract are cancelled and will not be reinstated if reserved by another party or until the renter pays the amount due plus a $25 NSF service fee.
Damage Deposit Payment:
The damage deposit is due 30 days prior to the rental event. This deposit may be waived based on use of the leased space. The deposit amounts are as follows: $500-$1000 deposit for events serving alcohol and $350-$1000-for events not serving alcohol. If we do not receive a deposit or credit card number within the 30 day timeframe, we regrettably will cancel your reservation and make the date available to new requests. The damage deposit is used to offset the cost of damage, repair, replacement and/or excessive cleaning needs to the building, grounds, furniture and/or fixtures. It is also used to offset additional facility rental fees which may be incurred if event hours extend original contracted time. Damage Deposit fees will be reconciled by the second business day following your rental.
Rescheduling a Rental:
Rescheduling of an event may be done within one year of original event date. The rental fee may be applied to the new date. We will make every effort to accommodate your new request; however we cannot guarantee that a facility or meeting room will be available.
Canceling a Rental:
A 50% refund will be allowed if cancellation notice is received 151 days prior to the event. No refunds will be made with less than a 150day notice or due to inclement weather conditions. If a rental is cancelled by PDZA because the renter has failed to provide all of the necessary information or fees, PDZA shall retain the rental paid unless the facility is rented by another group. Updated 7/2010
PDZA shall make every effort to open a facility when a rental is scheduled. However, if severe inclement weather or other acts of nature (ice storm, snow storm, damage caused by weather) prohibits the opening of the zoo and facilities, the renter will be notified ASAP. The renter will be provided the opportunity to reschedule to another available date. No refunds will be made if event cancellation is due to inclement weather conditions.
Liquor arrangements must be made between licensee and Lancer Catering. Licensee may not bring alcohol on to zoo grounds unless approved by Lancer Catering and PDZA Management. All liquor activities must end 30 minutes prior to the event end time as listed on the contract.
Use of Building:
If licensee leaves prior to designated time, rental fees paid for this time will be forfeited. If rental goes over designated time, an hourly rate of $150.00 will be charged. Only restroom facilities and areas designated on contract are available for licensee usage.
Sound level limits will be strictly enforced for events utilizing the Aquariums. Loud noises and vibrations from sound amplifiers have an adverse effect on the sea life in the seahorse exhibit located on the upper level. Live band music and sound amplifiers are prohibited. For more information, please contact your group sales coordinator. The seahorse exhibit in the upper North Pacific Aquarium is closed during after-hours events.
Set-up/Clean up/Equipment Usage:
Arrangements for the room setup and dismantle of event banquet tables, chairs, catering service tables and catering equipment are made between the licensee and Lancer Catering. PDZA has limited banquet tables and chairs available on a first to contract basis. When the limited quantity of tables expires, banquet tables and chairs will be rented at the client's expense; and are not included in room rental fee. It is the responsibility of the licensee to return the rental space to the condition in which it was found. If facility is left in unacceptable condition, cleaning fees will be charged at the rate of $150/hour.
No tacks or tape on any building/exhibit surface (i.e: walls, beams, windows, fences, trees, etc.) or tables, chairs. Confetti, glitter, rice and balloons are prohibited. ALL decor brought in by Licensee or outside vendor contracted with Licensee must be removed from zoo grounds at end of event. Additional fees will be assessed if decorating facility (including set up, removal, disposal of decorations) requires additional facility hours (over and above contracted event hours), use of PDZA equipment, and PDZA staff; fees will be assessed at $150/hour.
The Tacoma Fire department regulates the use of flammable material. In compliance with City Fire Codes and under the City of Tacoma Fire Marshal, the use of candles is acceptable if enclosed in glass. Any other type of open flame is strictly forbidden unless pre-approved by the Fire Marshal.
A certificate of insurance (may be required) naming Point Defiance Zoo & Aquarium as an additional insured with respect to your event. Insurer should have a minimum per occurrence limit of $500,000, and $1,000,000 for bodily injury & property damage liability.
Release of Liability:
The Licensee shall indemnify and hold harmless Point Defiance Zoo & Aquarium, Metro Parks Tacoma, its elected Board of Commissioners, employees, agents, and volunteers and the City of Tacoma, from and against any and all claims, demands, suits, actions, payments and judgments as a result of injury, death or property damage arising from, resulting from or connected with the use of the premises and/or participation in the rental event.
Security may be required at the discretion of Point Defiance Zoo & Aquarium for any event renting space at the Zoo & Aquarium. Security service fees are paid directly by the licensee to the security agent.
Copies of any advertising are subject to PDZA Management approval and must be submitted to PDZA Group Sales no less than 15 days prior to rental date. Forms of advertising for public events include, but are not limited to; radio, flyers, etc.
All catering services are provided exclusively by Lancer Catering. Outside caterers and outside food and beverages are prohibited in leased areas in the zoo. For catering information please contact the catering sales manager at (253) 404-3825.
Point Defiance Zoo & Aquarium is a non-smoking facility.