Great Neck Pavilion

• Rentals are for the designated time indicated on your contract.
• A printed or electronic version of the contract must be available upon request by City of Virginia Beach staff.
• Groups will not be permitted to enter the facility until the scheduled start time and must vacate the facility by the time the contract expires.
• The start and end times must include setup, event program, and breakdown (this includes any time needed for decorating, cleaning, and trash pick-up).

• Cancellations received 30 days or more prior to the event will be charged a 10% cancellation fee.
  
• Cancellations received less than 30 days prior to the event will be charged a 25% cancellation fee.
• Rescheduling of dates may be done without penalty if the facility is available on the requested rescheduled date and takes place during the same calendar year.

Event organizers will be responsible for all damages caused by their organization, volunteers, employees, participants, and spectators. To protect the City against financial loss arising from any incidents or accidents that may occur, the sponsoring organization, permit holder or host establishment may be required to obtain a comprehensive general liability insurance policy for bodily injury and property damage arising from the event.

If required by the City of Virginia Beach, the event host or organizer must secure and provide a Certificate of Insurance naming the City of Virginia Beach as additional insured, with acceptable Limits of Liability Coverage and with a Liquor Liability Endorsement Coverage (minimum of $1,000,000 per occurrence and $2,000,000 aggregate), at their expense.

For all alcohol sales/service as part of the rental at indoor banquet facilities a Virginia ABC banquet license (beer and wine only) or mixed beverage caterer license may be required. If all four of the following criteria are met, then a Virginia ABC license is not needed.

• The event is private (not open to the public)
• Money is not exchanged for alcohol.
• The event is not held on club or unlicensed restaurant premises.
• Alcohol purchased for the event is not from a wholesaler or distributor

In all other cases, a Virginia ABC license will be required. License information is available online or over the phone by contacting the Virginia ABC Office at 757-424-6700. The event must be held at an approved location.

The Event Host or organizer and/or Virginia ABC Licensee is solely responsible for enforcing and complying with Virginia ABC laws and requirements within the rental facility.

The event shall be conducive to the sale/service of alcoholic beverages. Consideration shall also be given to whether alcohol sales/service would create potentially volatile/dangerous situations due to the nature of the event. Procedures and logistics for serving alcoholic beverages must be submitted with the rental agreement.

The event host or organizer must pay all applicable facility use fees. There is an additional fee for alcohol use. ABC Banquet License holder responsible for making sure all requirements for ABC license are met. Alcohol must stop being served at least 30 minutes prior to rental end time.

Insurance is required for events that serve alcohol.

Please contact our Park Event Permitting staff at (757) 385-7275 or prpermitting@vbgov.com to check available dates and to book your rental. Once reserved, staff will work with the renter on the application process.

Rentals are accepted up to one year in advance.

Renters must be 21 years of age and be present for the entire rental period from beginning to end. Groups composed of persons under the age of 21 without supervision by someone 21 or older are not eligible for facility rental.

Payment Procedures
50% of the rental fee is due at the time of reservation. The remaining 50% of the rental fee, plus the $250 damage deposit, is due no later than 60 days prior to the event.

All renters and their participants shall comply with all laws, ordinances, and regulations adopted or established by Federal, State, or Local governmental agencies or bodies, and all regulations as provided by Parks and Recreation.

• Group representatives/renters are responsible for the conduct of the group participants and the overall cleanliness of the facility.
• Approved facility/room capacity cannot be exceeded.
• Storage of materials in advance of the rental is not approved.
• Entry to reserved space prior to the scheduled time is not permitted. Rental times are strictly adhered to based on the original rental contract.
• This includes decorating, activities, and cleanup.
• Animals are not allowed in the facility. Service animals are permitted.
• City of Virginia Beach staff will be present at the beginning and end of all events.
• The renter is responsible for the cleanup of the site. Tables and chair setup and breakdown will be done by City of Virginia Beach staff. Set-up details will be confirmed prior to the rental date.
• All supplies and trash must be disposed of in the designated areas at the end of the event.
• Any additional equipment brought on City property must have written approval. Examples include electrical equipment or lighting, musical instruments, platforms, barbecues, props, etc.
• Designated areas for grilling will be identified by City of Virginia Beach staff.
  All City buildings are smoke-free environments. Smoking or vaping is not permitted in the facility or within fifteen (15) feet of any entrance to the facility.
• Removal of City property (tables, chairs, etc.) from the facility is prohibited. Indoor tables and chairs may not be moved to an outdoor space. Outdoor chairs are available upon request.
• Delivery/equipment vehicles are only authorized in parking lots; driving on sidewalks and other areas is strictly prohibited.

A pre-event meeting/onsite walkthrough with City of Virginia Beach staff is required. This meeting will be to discuss the setup of the facility and day of logistics.

City of Virginia Beach staff will have the facility set up as requested in the pre-event meeting. Standard set-up diagrams are provided.

City of Virginia Beach staff must approve all decorations in advance. Posters, fliers, photos, and decorations may not be affixed to walls, lights, ceilings, or doors. Decorations must be free-standing.

Prohibited Decorations

• Candles (LED/Tea lights are Approved)
• Confetti
• Glitter
• Rice burlap
• Smoke machines
• Bubble machines
• Staples, nails, tape, or other damaging materials
• Fireworks, sparklers, smoke bombs or similar items

All decorations and equipment brought on City of Virginia Beach property must be completely removed from the premises at the end of each event. This includes directional items. Failure to remove these may result in forfeiture of your security deposit.

All amplified equipment, including DJs, iPods, bands, etc. must be stopped 30 minutes prior to the rental end time. If complaints are received about excessive noise or compliance with City of Virginia Beach staff is not followed when asked to turn down, then the damage deposit may be forfeited, or the group may be asked to leave.

The kitchen area must be clean and clear of food. All counters and appliances should be wiped down and all trash should be picked up and placed in the trash receptacles.

Food and drink service must be stopped 30 minutes prior to the rental end time.

City of Virginia Beach staff must be notified in advance of intent to use beer stations or kegs. Coolers with ice must be placed in the kitchen to avoid damage to the floor.

No charcoal grills, deep fryers, or equipment fueled by propane gas, are permitted inside the venue. The use of such equipment on the premises must be pre-approved by the City of Virginia Beach staff.

Delivery/equipment vehicles are only authorized in parking lots; driving on sidewalks and other areas is strictly prohibited.

All vehicles must be in designated parking spaces.

Parking is not guaranteed with a reservation or planned event. Event organizers may be responsible for developing a parking or shuttle plan depending on the complexity of the event.

A parking or shuttle plan should include the following but not limited to:

• Location for shuttle drop off and pickup
• Location for satellite parking
• Times plan will be implemented and finished.
• Site map indicated ingress and egress of traffic flow

A post-event walkthrough with City of Virginia Beach staff is mandatory at the end of each rental to confirm there are no damages to venue and equipment.

Please leave tables and chairs in place after the event for City of Virginia Beach staff to break down.

The caterer and/or renters agree to remove all disposable trash and food debris from the rooms and kitchen and place them in trash cans or in the dumpster located in the park. Renters should remove all boxes and containers that they bring in. Recycling is preferred. Appropriate recycling can is available.

If the public property used as an event site is not returned in the same condition as it was secured before the event, the permit holder shall forfeit the damage deposit and potentially be billed for additional cleanup or repair services as recommended by City of Virginia Beach staff. Forfeiture of damage deposit will be determined at the post-event inspection.

Damage deposits paid via credit card will be returned to that same card. Deposits paid via check (or via credit cards that have since expired) will be mailed a check to the name and address on the account. The permit holder will be notified by phone or email if they will not receive the damage deposit. Generally, damage deposits will be refunded in 30-60 days if all rules and regulations listed below were followed and upon inspection, and no damage to the facility or grounds is found.

PLEASE NOTE: The most common reasons damage deposits are not refunded are:

• Not exiting the pavilion by your permit end time
• Using prohibited decorations (confetti, etc.)
• Not leaving the facility clean

Additional restitution may be required because of damage to property or equipment.