Gwinnett County urges renters to review the terms and conditions before making a reservation. Once a reservation is made, renters will be required to provide their signature acknowledging the guidelines, a security and damage deposit, and any necessary documentation. For additional details, renters should contact the facility directly.
Renter Responsibilities:
Return the signed agreement at least seven days before the rental date and request approval for any additional or special activities, vendors, equipment, or furnishings.
Vendors:
Vendors — including caterers, deejays, and event planners — must provide and maintain a copy of their Certificate of Liability Insurance showing at least $1 million in general liability coverage per occurrence. The certificate must list the Gwinnett County Board of Commissioners, 75 Langley Drive, Lawrenceville, GA 30046, as both an additional insured and the certificate holder.
Onsite caterers who serve or distribute food and beverages must complete a Food Service Authorization and Indemnification at least 14 days before the rental date. Caterers are encouraged to follow Live Healthy Gwinnett's health and wellness standards.
Rental Use:
The renter must be at least 21 years old, remain onsite for the full rental period, and is responsible for all rental activities. The renter must also provide adult supervision, with one adult age 21 or older for every 10 minors. The renter and guests may not interfere with other facility areas or activities, as facilities may continue offering public services and hosting other rentals during the event. Due to environmental and safety concerns, the following items and activities are prohibited:
- Alcoholic beverages (select facilities allow alcoholic beverages with an approved permit)
- Tobacco and vape products
- Deep fryers
- Open flames (fires must be contained in grills)
- Rice, birdseed, confetti, glitter, etc. (bubbles, flower petals, glow sticks, kazoos, paper airplanes, pinwheels, or other non-slip items suggested)
- Non-weighted and untied helium balloons
- Pyrotechnics and flammable and combustible liquids
- Marquee access and use
Setup & Cleanup:
The rental period includes both setup and cleanup. Exceeding the reserved time will result in additional hourly fees, which may be charged at up to twice the standard rate. Staff will complete a pre- and post-rental checklist, and the facility will provide trash cans, liners, and cleaning supplies. 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 or light fixtures) 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 floors as needed
- Clean used grills
Security & Damage Deposit:
The renter assumes liability for all damages, including, but not limited to damaged or unclean equipment, furnishings, rooms or grounds, as well as improper conduct by the renter or guests. Improper conduct may include physical violence, abusive or threatening language, lewd behavior, or apparent intoxication, as determined by the department.
Damage fees will be withheld from the security and damage deposit, and the renter will be billed for any costs that exceed the deposit. Refunds are processed the next business day after the rental date. Credit and debit refunds typically post within five to seven business days, while check or money order refunds generally arrive by mail within four to six weeks.
Extension or Cancellation:
The renter must provide a written request to:
- Change the number of guests at least seven days before the rental date
- Extend the rental time at least seven days before the rental date
- Reschedule the rental within one year of the original rental date at least 30 days before the rental date
- Cancel the rental and receive a refund (including for inclement weather)
- 30 days or more before the rental date: 100% refund minus a $25 cancellation fee
- 29 to eight days before the rental date: 50% refund minus a $25 cancellation fee
- Seven days or less before the rental date: No refund; program credit only
- The refund will be processed on the next business day after the written cancellation is received. Credit and debit refunds typically post within five to seven business days, while check or money order refunds generally arrive by mail within four to six weeks.
The County does not guarantee closure due to inclement weather. In case of facility closure due to inclement weather, the department will cancel and reschedule the rental at no additional cost to the renter. In case of inclement weather on weekends, the department will inform the renter regarding the status of the rental.
Disclaimer:
All applicable federal, state, and local regulations, ordinances, and rules apply. Gwinnett County does not assume liability or responsibility for any copyright or trademark infringement associated with the rental. The department 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
- Require uniformed public safety officers who are not guests of the rental (the renter assumes responsibility for scheduling and paying the uniformed public safety officers)
- Deny vendors access to Gwinnett County property who have not submitted proper documentation and insurance
Addendums:
- Amplified sound is prohibited at the Holcomb Bridge Park Pavilion.
- At the Medlock Corporate Pavilion at Pinckneyville Park, the renter must:
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Mop the catering kitchen floor as needed
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Wipe down used tables and counters
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Clean used catering kitchen equipment
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