2017 Cape Cod Hydrangea Festival
$50.00 Participation Fee per Non-profit for Cape Cod Chamber Non-Members
Email Greta if you are interested in receiving further notices of Hydrangea Fest meetings or in participating!
WHAT: The Cape Cod Hydrangea Festival – ten days of open gardens Cape-wide. Note: gardens do not have to be on tour every day of that ten-day period, the number of days a garden is open, and which day of the week they are open, is up to the sponsoring non-profit: details below.
WHEN: The CCHF will take place over a ten-day period that includes the second and third weekend every July. In 2017 this would be from July 7th-16th. We view this as an annual event that will build and grow over time.
WHERE: Open gardens would be located on Cape Cod, from Provincetown to Woods Hole. In the future Martha’s Vineyard and Nantucket might also be included.
WHO: Any Cape non-profit or business could become a member of the CCHF and be listed on the festival website and all promotional materials. Organizations that are already members of the Cape Cod Chamber of Commerce can be a part of the CCHF without charge, and non-members would pay $50 a fee to join. (All proceeds will be used to promote the event or support other costs such as signs.)
Non-profits will sponsor and staff the private gardens that will be open during the festival. A day-by-day list of open gardens will be published on the CCHF website.
Museums, businesses and other organizations with public facilities might also choose to hold special garden/hydrangea related events such as lectures, sales, and demonstrations in this time. A list of CCHF events will also be on the website.
The umbrella organization for the coordination and marketing of the CCHF will be the Cape Cod Chamber of Commerce. The Chamber, along with committees of volunteers, will provide support and information to the participating CCHF members.
HOW: Cape non-profits will find homeowners/gardeners who are willing to have their gardens open during the festival. All gardens will charge $5.00 for entry and this money will go directly to the non-profit.
Non-profits can choose to have their garden/gardens open on any or all of the festival’s ten days. (For example, next year one group might only have two gardens that are on tour, one on Saturday July 11th and another on Wednesday the 15th. Another organization might have one garden that’s open all ten days, while a third group might have five gardens that are all open only on a Sunday.) The number of gardens and days they will be open are determined by the non-profits and the property owners who are willing to open their yards for this event.
The non-profit will be responsible for finding their gardens and staffing them with enough people to take tickets, watch the visitors, and direct traffic/parking if needed. A minimum of four staffers per garden is recommended, but larger properties might need more. Non-profits with fewer volunteers might want to space out the gardens that they have open over several days so that staffing is adequate at each property.
The non-profit will decide if they want to offer refreshments at their gardens or if they want to sell plants or other small items as an additional way to raise funds on that day. The non-profit is free to find additional sponsors for their tours and they are encouraged to promote their tours locally to the best of their ability.
The non-profit will be responsible for working with the homeowner to assist with any preparations in advance and cleanup after the event. The non-profit will also be responsible for procuring any additional umbrella-coverage insurance that the homeowners may request for the days of the event.
All gardens will be open from 10 AM to 4 PM on the day of the tour. Gardens on tour will be provided with signs that showing the CCHF logo for identification on the day of the tour.
It will be the non-profit’s responsibility to know that a garden will be appealing to those who visit their chosen properties. Many types and styles of gardens are welcome, including those that have few hydrangeas and those with many of the “signature plant.” Note that hydrangeas in containers are acceptable. Hydrangea-free gardens are welcome although this fact will need to be in the garden’s description.
Non-profits will provide the CCHF with a description of each garden they have on tour for the festival website. The CCHF will provide non-profits and property owners with guidelines for writing compelling descriptions for the gardens they will have on tour. Non-profits will also need to provide simple directions to their garden/gardens from the closest major roadways.
All advance ticket sales will be handled by the CCHF but tickets may be purchased at each garden on the day of the event. Especially small properties might restrict the number of people who can be in the garden at any one time. Such restrictions would be on a first-come-first-serve basis and access to the garden controlled by the ticket takers and other staff at that property.
If an organization wants to provide a shuttle-bus service to and from their gardens they are welcome to do so. All expenses for such services will be up to the non-profit and they should consider finding sponsors who would help with such transportation.
Additional garden tour guidelines will be provided for those organizations and gardeners who want to participate in this event.
Gardeners who are not affiliated with a non-profit but would like their gardens to be considered for the tour can contact the chamber or committee member C.L. Fornari to be matched with a sponsoring organization.
If you are a Cape Cod Hydrangea Fest participant and would like to use the logo on your website, please right click the logo below and choose "Save As" to save the logo to your computer. Please link the logo to the main event page at CapeCodHydrangeaFest.com.
Ticketing Frequently Asked Questions:
How do ticket sales for the festival work?
- Each nonprofit should be selling admission at the entrance to each of their participating gardens, $5 for that single garden, or $5-per-garden for their entire multi-garden tour. Nonprofits should give physical tickets to the patron for these in person transactions.
- In addition, if the nonprofit has an online website and webstore they should be offering online sales, and subsequently handling communication to the patrons regarding tickets and their distribution.
- The Cape Cod Chamber of Commerce is able to offer Cape Cod Hydrangea Festival online ticket sales to any nonprofit which requires it. If you do, please contact [email protected]
Are tickets sold by the Cape Cod Chamber specific to a single garden, or for entire multi-garden tours?
Tickets sold through the Chamber's online ticketing platform will be for multi-garden tours only, for this first year.
How does a nonprofit verify each ticket for entry is not simply the same ticket copied multiple times? Are nonprofits responsible for checking tickets to be sure they have not been already redeemed?
Nonprofits will be able to login to their ticketing account in OvationTix and see a Who's Coming list. We suggest that organizations print this list and keep it at each of their garden entrances, checking off attendees as they present tickets.
Will nonprofits get a list of tickets sold on their behalf if selling through the Cape Cod Chamber?
Yes! More than that actually - you'll have log-in access to view Who's Coming lists, get detailed patron profile information, and even sell or refund tickets if you so choose. The ticketing platform is the widely known and trusted OvationTix, the same people who run TheaterMania in New York City and handle ticketing to major festivals across the world. We think you'll love them.
What happens if someone loses a ticket they printed? What happens if someone misses the tour day? What if the tour is cancelled due to weather? Are tickets refundable?
Generally, tickets are non-refundable and non-transferable. Garden tours will occur rain or shine. If the nonprofit organization chooses to offer refunds on a case-by-case basis, that is their call and responsibility.
Do nonprofits have to present collected tickets to the Cape Cod Chamber to be paid, or do they get a check for all tickets sold?
You will receive a check for total number of tickets sold, not just tickets redeemed.
Is there any problem if nonprofits decide not to sell tickets online and just charge gate admission?
Nope, that's perfectly acceptable.
Do nonprofits have to provide receipts to the Cape Cod Chamber or the visitor?
No receipts are required to be validated through the Cape Cod Chamber. For tickets sold through the Chamber and OvationTix, each customer will be emailed a receipt for their transaction. It is up to the nonprofits if they choose to offer receipts for tickets sold at the gate or through the nonprofit's website, and is their responsibility if so.
Do nonprofits need to track the identity or home location of the visitors purchasing tickets?
Tickets sold through the Cape Cod Chamber and OvationTix will automatically capture patron information for each purchase, including their home address. For all other sales it is not necessary to capture this information unless the nonprofits wish to.