Pavilion Center. Facility Rentals & Policies

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1 Pavilion Center Facility Rentals & Policies Washington Township Parks & Recreation Department Physical address: 435 Whipple Lane, Avon, IN Mailing address: 311 Production Dr., Avon, IN Phone: (317) (Pavilion Center) Fax: (317) Baby Showers Banquets Birthday Parties Business meetings Reunions Wedding Receptions Classes Family Gatherings Graduation Parties Organizations & Club Meetings Dinner Rehearsals Weddings Wedding Showers & Many More! The Perfect Place to Gather with Family and Friends!

2 Thank you for considering the Washington Township Parks & Recreation Department s Pavilion Center as the site for your upcoming event! Please let us know what we can do to help make your event a success! The Pavilion Center is available to rent throughout the year, with the exception of major holidays. We accept reservations up to 18 months in advance. The Pavilion Center has a maximum capacity of 300 guests (Oak and Birch room each hold 50 people and the Aspen room holds 200 people). This is a non-smoking facility, however smoking is permitted at designated locations 50 feet from the Pavilion Center. Alcohol is allowed by permit request, subject to approval by the Washington Township Trustee. Amenities Prep Room with Full Size Refrigerator, Oven Warmer and Ice Machine Podium 8-8 Banquet Tables 300+ Chairs 8 Cocktail Tables 30-6 Round Tables Fountain in Pond (seasonal) Fireplace (seasonal) Projector Sound System with microphones and adaptors for mp3 players Supplies Provided Trash Bags Cleaning supplies Vacuum Mop Broom & Dust Pan Making a Reservation 1. Please call the Pavilion Center Office at (317) or Stephani Massa (smassa@avonfd.org) to check availability. 2. Facility viewings are available Monday-Friday 8:00am-4:00pm. Evening and weekend appointments may be available upon request. 3. Payment of 25% of the rental fee (non-refundable) is required to secure a reservation. We accept checks and Visa or MasterCard only.

3 Payment Policy Rental Policies Reservation and Payments Reservations will be accepted on a first-come, first-serve basis and are made through the Parks & Recreation Department. Pavilion Center reservations can be made up to 18 months in advance. Payment of 25% of the rental fee (non-refundable) is required to secure a reservation. We accept checks and Visa or MasterCard only. All remaining balances on the rental are due no later than 60 days prior to the event in order to avoid cancellation of your event. The damage deposit must be paid in full no later than 60 days prior to the event. There is a $35.00 returned or stop-payment fee for each payment processed unsuccessfully. Monday Friday rental representatives will not be able to access the Pavilion Center until 8:30am. This allows us time to adjust lights, set up the rooms, regulate temperature controls, and prepare the building for your arrival. If the room is accessed prior to 8:30am, a $50 minimum charge per hour will be added to your rental and will be billed to the representative on the account. Cancellation Policy Cancellation requests must be submitted in writing (letter or ). Cancellations made greater than 60 days before the event will result in the loss of the 25% (non-refundable) rental fee paid at time of reservation. Cancellations made less than 60 days before the event will result in the loss of the initial 25% (non-refundable) of the rental fee paid at time of reservation and 25% of the remaining rental fees. 50% of the total rental fees will be refunded. The date of your rental may be changed based on availability up to 60 days prior to the original reservation. Exceptions to the cancellation policy may be made by the Township Trustee for extenuating circumstances such as military deployment or serious illness or accident. Damage Deposit Once the renter has returned the facility to its pre-rental condition, the Pavilion Center office will process the damage deposit refund with two (2) business days of the event. Deposit paid by check will be returned via check and will arrive in 2 to 4 weeks via mail. Deposit paid by credit card will be refunded to same credit card and will appear on statement within 2 days of being processed. The Venue Set-up of and tear-down of the tables and chairs for up to 300 guests is included in the rental. A floor plan configuration should be created 3-4 weeks before the event (see floor plan). Guests are welcome to bring in any additional chairs and tables. Equipment rental rates include the use of the sound system, projector and projector screen. The renter is responsible for the amount to repair or replace the equipment if there is any damage (may be deducted from the refundable damage deposit). Access to the patio is included in the rental. However, the Pavilion furniture and appliances may not be moved to the patio. Guests are welcome to bring chairs and tables for the patio. Short-term storage can be requested and is based on availability.

4 Decorations Staples, nails, tacks, and command strip hooks are not allowed. All candles must be contained in glassware. Fireworks or fog machines are prohibited. Please anchor all balloons. Wall decorations may only be adhered using painters tape. Removal of tape after event is your responsibility and any paint removed or damage to walls from removal will be deducted from your damage deposit. If you have any special decoration requests, please see the Parks Director for approval. Linen, Dance Floor, and Furniture Rentals We do provide table linens for an additional fee. Linen rentals should be made at least 30 days prior to the event. Linen rentals are non-refundable if cancelled less than 30 days prior to the event. Renters are not required to utilize the Pavilion Center linen rentals. The Pavilion Center does not currently have a dance floor or patio furniture/ceremony chairs. We are happy to provide you with recommendations for a local company that can provide rental furniture. You may use the rental company of your choice, but please note that the Pavilion Center Office will need to be notified of any deliveries at least five (5) business days in advance. Short-term shortage can be requested and is based on availability. Cleaning Renters are responsible for leaving the facility in its pre-rental condition. If you have any concerns on the condition of the facility upon arrival, please see the Event Staff. All cleaning and removal of decor must be done after the event and is the responsibility of the renter (a cleaning checklist will be provided and checked over by the Event Staff at the event). A portion of the damage deposit will be retained if cleaning is not completed to staff s satisfaction and/or damage/stains are found after the event. Cleaning supplies necessary for returning the facility to pre-rental condition are supplied (items such as dish soap for cleaning non-park property/items will not be supplied). Posting Signs Please notify the Pavilion Center Office staff if you would like to post any signs outside the Pavilion Center or around the park area. Signs may not be posted outside of the park area or in any residential yards. Please remove all signs at the end of the event. Catering We have contracted with local caterers who will be happy to satisfy your guests appetites for any catering needs. Catering services must be completed by a company listed on our Approved Caterer s List. All caterers will be charged a 15% facility access fee on net sales of food and beverage sales. You may self-cater or carry in from outside restaurants at no extra charge. Alcohol Alcohol must be supplied by a licensed approved caterer. If you are serving alcohol, one security guard per 150 guests aged 18 and older is required. All security will be organized through Greg Jobe with the Hendricks County Sheriff s Dept. Park staff will communicate to Dep. Jobe the dates when security is needed. It is the renter s responsibility to contact Dep. Jobe two weeks before the event to confirm details. Security needs to be the last to leave the premises on the day of the rental. No alcohol can be consumed without security on site.

5 Alcohol can be consumed in the Pavilion Center and on the back patio only. The Event Guest Conduct The renter shall be responsible for all actions and conduct of their guests, families and all persons using the facility during the term of the contract. There shall be no use of drugs, alcohol not used through approved caterers, or illegal activities under any circumstances in the Pavilion and/or on the property of the park. Smoking is only allowed in designated areas outside the Pavilion Center. No renter or guest shall commit illegal or disrespectful acts on the premises. Fundraising Pre-approval is required by the Township Trustee for any fundraising events. A detailed plan must be submitted at the time of reservation. A certificate of Liability Insurance may be required. The renter is responsible for obtaining any special permits and will submit them to the Parks Department at least one week prior to the event. Youth Events If the activity is for youth under the age of 21, please see the park director for chaperone requirements. Legal Aspects The Township will not be held responsible for damage to vehicles or loss of articles or merchandise left on the property. The user shall indemnify and hold harmless the Township from and against all damages, claims and liability arising from or connected with the renters event and /or use of the facility, including without limitation any damage or injury to person or property, the indemnification provided for shall include any legal costs and attorneys fees incurred in connection with any such claims, action, or proceedings. In the event of a renter s breach of this agreement, resulting in the Township hiring an attorney, renter agrees that renter will pay the Township s attorneys fees and costs, plus unpaid damages, fees and deposits owed, all accruing interest on any unpaid balance owed to the Township at the rate of 18% per year until paid in full. Each rental requires a designated individual to be responsible for completion of the scheduling and application process and who shall be responsible for the use of the Township s property as set forth herein. Violation of these rules and regulations shall immediately revoke the rental and the renter will forfeit all rental fees and deposit. I HAVE READ AND UNDERSTAND THE ABOVE RENTAL POLICIES AS STATED Renter Signature: Park Director Signature: Park Director Washington Township Approval: Township Trustee Date: Date: Date: