Community Services encourages interested renters to read the terms and conditions before committing to making a reservation. Upon reservation, renters can expect to provide: their signature agreeing to the below guidelines, half of the location rental fee, and any required documentation. Contact the facility for more information or questions. 

Renter Responsibilities

• The minimum number of rental hours is also dependent on the specific venue or space
• Rental fees are charged at an hourly rate that is specific to each venue and room or space.
• If the permitted rental hours are exceeded, the renter shall be charged an hourly fee plus an overtime fee of $50 for any portion of an hour over the contracted time
• A returned check fee of $30 per returned check will be assessed, in addition to any bank service charges
• If available, a storage fee of $50 per day may be added to the rental fee to store approved items. Neither the venue nor Gwinnett County is responsible for loss of or damage to stored items. Renter will be charged $50 per day for each day items remain in storage beyond the contracted and scheduled storage rental time. Any items not retrieved at the end of two weeks after the contracted rental time will be subject to disposal
• Wedding bookings include a one-hour complimentary rehearsal rental based on availability. Venue staff will coordinate the rehearsal date and time at the final layout meeting. If the scheduled rehearsal rental hour goes over the scheduled time, the renter shall be charged an hourly fee plus an overtime fee of $50 for any portion of an hour over the contracted time.
• All payments should be made payable to GPR (Gwinnett Parks and Recreation). We accept cash, check, Visa, MasterCard, and Discover. Checks are not accepted within 14 days of the rental. There is a $30 fee charged on all returned checks.
• Holiday rentals require a minimum rental fee of $3,000
• Additional Fees are non-refundable and may include, but not limited to, items such as chairs, tables, linens, accessories, etc.
• A 6% tax will be added to the rental of linens, furniture, or other accessories rented from the venue

Included in a Premier Rental

• Venue attendant(s) are included in the rental fee and will be scheduled and remain at the venue during the entire rental period.
• Before the rental is to begin, the attendant will:
• Open the building
• Review the venue checklist
• Walk-through the venue with renter or authorized agent
• Implement rental guidelines and procedures, protection of the venue, the venue’s artifacts, furniture, and exhibits
• Ensure the renter’s layout is complete as specified on the signed rental layout
• Provide guidance and supervision of required clean up procedures
• In the event of an accident or incident, the attendant will respond and prepare required reports according to venue guidelines and procedures
  • At the end of the rental period, the attendant will complete a final walk-through with renter or authorized agent before closing the building
  • The venue staff will not serve as a wedding coordinator during the rehearsal, wedding ceremony, or reception
  • The venue staff will prepare the initial set-up of tables and chairs based on the renter’s specifications. Any set-up changes on the day of the event are the responsibility of the renter

Extension/Change/Cancellation

Cancelations and late payments may incur penalty fees. Please contact venue staff for more information regarding cancelation and late payment fees.

• Rentals cancelled within 72 hours of the initial reservation will receive a full refund
• $100 will be charged for changing the event date after completing a booking
• $50 will be charged if the rental time needs to be adjusted more than once after completing a booking
• $50 will be charged for changing the event location at any time within six months of the initial booking
• Any changes made within 30 days of the rental event will incur a $100-change fee.

Community Services does not guarantee closure due to inclement weather. In case of facility closure due to inclement weather, Community Services will cancel and reschedule the rental at no additional cost to the renter. In case of inclement weather on weekends, Community Services will inform the renter regarding the status of the rental.

Vendors

Vendors (caterers, deejays, event planners, etc.) must provide and maintain a copy of their Certificate of Liability Insurance with a minimum $1,000,000 each occurrence general liability, listing Gwinnett County Board of Commissioners, 75 Langley Drive, Lawrenceville, GA  30046 as an additional insured and as the certificate holder.

Onsite caterers serving/distributing food/beverages must complete a Food Service Authorization and Indemnification at least 14 days prior to the rental date.

Georgia law requires Workers’ Compensation if any individual or business has three or more employees.

Alcohol is permitted in designated venues and rented areas only. An Alcohol Service Authorization must be completed if any alcoholic beverage is served at the rental event.

• An off-duty officer is required at approved rental venues where alcohol is being served and consumed.
• Officers cannot be guests of the rental event
• Renter is responsible for securing and for payment of the officer
• Cash bars and self-serve bars are not allowed
• Bartender must be 21 years of age and not a guest
• It is recommended that bartenders hold a pouring permit issued by Gwinnett County

Usage

The renter must be at least 21 years old, be present during the entire rental time, and is responsible for the rental. The renter must provide adult supervision with one adult (at least 21 years old) for every 10 minors. The renter and guests may not interfere with other facility areas or activities (facilities offer simultaneous public services and rentals and may not be closed during the rental time.

Community Services prohibits the following due to environmental and safety concerns:

• Tobacco and vape products
• Cooking and deep fryers (catering kitchens allow food preparation and storage only)
• Open flames (decorative candles or tea lights must be contained in glass containers and placed on heat-resistant surfaces)
• Rice, birdseed, confetti, glitter, etc. (bubbles, flower petals, glow sticks, kazoos, paper airplanes, pinwheels, or other non-slip items for outside the venue)
• Pyrotechnics and flammable and combustible liquids
• Marquee access and use
• Renter must provide their own officiant for a wedding ceremony
• Food and beverages are only allowed in areas identified in the rental agreement
• Rental venues are multi-function facilities, and more than one event may take place during a rental period. Building and facility grounds are rented independently
• The rental venue has standard operating hours in which it is open to the public. During those hours, the venue cannot be shut down for a private event without express permission from the Director of Community Services. During operating hours, alcohol is not permitted in common areas of the venue.
• Directional signage is available upon request
• Permanent furniture and decorations cannot be relocated or removed from their current locations.
• Indoor and outdoor decorations cannot be taped, nailed, tacked, stapled, puttied, or glued to any of the walls, floors, doors, or fixtures. If you have any questions regarding allowable décor, please see venue staff for more information
• Ceremony candles must be dripless and may be used in candelabra(s) or unity candle and must be extinguished immediately following the ceremony.
• Decorative Candles must be contained in a hurricane globe, votive, or any glass container and placed on a heat resistant surface (spilled wax on linen, chairs or floors will result in an assessment against the security and damage deposit)
• Kitchens are limited to prep services only, cooking is not allowed on the premises
• Grounds, pavilions, patios, gazebo, and pavilion renters should consult with staff about electrical needs prior to the event
• Water or hose hookups for outdoor rentals are not provided
• Stakes are not allowed in the grounds
• The venue reserves the right to refuse design layouts, decorations, and props
• All non-profit organizations will be required to provide a copy of their IRS Letter, 501(c)3 document, or Tax ID number
• An approved Commercial Activity Permit Application is required to be completed for for-profit, nonprofit, and political fundraising organizations to conduct commercial activities/fundraisers on county property

Setup/Cleanup

The rental time includes setup and cleanup. Exceeding the rental time will incur additional hourly fees (up to double the hourly rate). Community Services will conduct a pre- and post-rental checklist and provide a one-time setup with facility tables and chairs, trash cans and liners, cleaning supplies, and ice for the renter’s container (as requested).

The renter must:

• Affix or hang decorations, signage, and banners using scotch or low tack adhesive tape on the walls, tables, and chairs (not from the rafters, light fixtures, window blinds, or curtains) during the rental time
• Treat all furnishings and equipment with respect and proper use, including moving furnishings by lifting (not dragging) to avoid damage
• Inform staff of spills and damage for immediate cleanup
• Remove all decorations, banners, signs, strings, and tape during cleanup
• Dispose of trash in the dumpster or designated locations
• Sweep, mop, and vacuum floors as needed
• Wipe down used tables and counters
• Clean used catering kitchen equipment

Security & Damage Deposit

Renter must pay a security and damage deposit no later than 30 days before the rental date, the amount varies based on the location or room. The renter assumes liability for all damages, including, but not limited to: damaged or unclean equipment, furnishings, rooms, and/or grounds and improper renter/guest conduct, such as physical violence, abusive or threatening language, lewd behavior, apparent intoxication, etc. as determined by Community Services. Community Services will withhold any damage fees from the security and damage deposit and bill the renter any damages more than the deposit. Community Services will process the refund the next business day after the rental date (credit/debit payments typically take five to seven business days to post and check/money order payments typically take four to six weeks to arrive via mail).

Disclaimer

All applicable federal, state, and local regulations, ordinances, and rules apply. Community Services does not assume liability or responsibility for any copyright or trademark infringement associated with the rental.

Community Services reserves the right to:

• Cancel the rental at any time
• Close for holidays and emergencies
• Decorate outside and inside lobbies for holidays
• Enforce Gwinnett County rules, regulations, policies, and procedures
• Monitor rentals to ensure the integrity of the equipment, furnishings, rooms, and facility, as well as sound amplifying equipment and noise levels and notify the renter of adjustments as necessary to maintain Gwinnett County noise ordinance levels
• Deny vendors access to Gwinnett County property who have not submitted proper documentation and insurance