Premier Rental Guidelines

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, security and damage deposit, and any required documentation. Contact the facility for more information or questions.

Renter Responsibilities

Return the signed agreement and layout (for a one-time setup with facility tables and chairs), provide cleanup contact information, and request approval for any additional or special activities, vendors, equipment, or furnishings at least 30 days prior to the rental date.

Vendors

Vendors (caterers, deejays, event planners, cleaning services, 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 30 days prior to the rental date. Community Services suggests caterers follow Live Healthy Gwinnett’s Health and Wellness Standards.

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:

• Alcoholic beverages (certain Community Services locations allow alcoholic beverages with an approved permit)
• 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, and ceremony candles must be dripless and contained in a candelabra or holder)
• 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 (floating balloons that reach the ceiling may set off security and fire alarms)
• Pyrotechnics and flammable and combustible liquids
• Marquee access and use

Setup/Cleanup

The rental time includes setup and cleanup. Exceeding the rental time will incur additional hourly fees plus a $50 fee. 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 and directional signage (as requested).

The renter must:

• Schedule advance storage delivery with staff and use storage area for storage only
• Schedule onsite vendor meetings with staff
• Schedule one-hour wedding rehearsal with staff
• Ask staff about electrical needs prior to the rental date for outdoor rentals
• Not affix, hang, or stake decorations, signage, and banners (ask staff for allowable decorations)
• Treat all furnishings and equipment with respect and proper use to avoid damage (use caution with dollies and handcarts)
• Not borrow or remove  equipment, decorations, and permanent furniture
• Not consume food and beverages in unrented areas
• Relocate vehicles after loading to designated parking lots
• Extinguish any used ceremony candles after the ceremony
• Inform staff of spills and damage for immediate cleanup
• Clean restrooms
• Remove all decorations, equipment, and storage 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

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 in excess of 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).

Extension/Cancellation

The renter must provide a written request to:

• Rent the storage area and pay a $75 fee per night at least two days prior to the rental date
• Change the rental time and pay a $50 fee at least 30 days prior to the rental date
• Change the rental date and pay a $100 fee at least 30 days prior to the rental date
• Change the rental location and pay a $50 fee at least 30 days prior to the rental date
• Change other items within the guidelines and pay a $100 fee at least 30 days prior to the rental date
• Cancel the rental and receive a refund (including due to inclement weather)
• One year to 181 days prior to rental date: 100% refund minus $50 cancellation fee
• 180 to 46 days prior to rental date: 25% refund minus $50 cancellation fee
• 45 days or less prior to rental date: 0% refund minus $50 cancellation fee
• Community Services will process the refund the next business day after receiving the written cancellation (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)

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.

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 doesn’t guarantee guest parking or vendor loading and unloading zones.

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
• 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

Fees

• Returned checks incur a $30 fee per check
• Unclean reserved facility areas incur a $200 maximum fee
• Storage that exceeds the rental incur a $50 fee per day (after two weeks, staff will dispose storage items)
• Wedding rehearsals that exceed one hour incur additional hourly fees plus a $50 fee
• Rental accessories, such as decorations, linen, equipment, furniture, and catering supplies cost an additional fee plus sales tax

Alcohol