Lake Pavilion Guidelines & Fees

The Lake Pavilion is shown by appointment only. Please call (561) 822-1515 to schedule your virtual or in-person tour.

• Individuals must be at least 21 years of age to rent the Lake Pavilion.
• The residential rental rate is available only to persons or organizations with a water utility account with the City and who reside or have a principal place of business within the limits of the City of West Palm Beach.
• The renter must be onsite during the event.

Application Fee

A $50.00 non-refundable application fee is required at the time of application.

• Lake Pavilion Rental Rules & Application(PDF, 194KB)

Security Deposit Fee

A refundable security deposit for damages in the amount of $1,000.00 is required 60 days prior to the date of the event. The security deposit shall secure the renter's obligation to repair any damage to the Lake Pavilion or City property. The renter is responsible to leave the Lake Pavilion and all City property in its original condition prior to the event. Any costs to the City for clean-up or repair of damage caused by the event will be deducted from the security deposit. Any remaining security deposit will be refundable 30 days after the event.

Rental Fee Deposit

50% of the rental fee is due upon approval of rental application. The deposit must be received for the event to be placed on the facility calendar.

Full Payment

The 50% balance due must be paid 60 days prior to the event. Failure to make final payment will result in event cancellation.

Sales Tax

Florida state sales tax will be charged on the rental fee at 7%. Non-profit organizations with must present their Non-Profit Status Form, and tax exempt organizations must present their Tax Exempt Certificate when completing the rental application.

Security Assessment

Additionally, renter may be required to hire off-duty West Palm Beach Police or City-certified security firm based on the use of the terrace, the anticipated duration of the event including set-up and take-down time, the number of people anticipated to be in attendance, the activities to occur at the event, whether food will be prepared and served, whether alcohol is served and any other factor related to the security of the facility and surrounding area.

Cancellations

In the event of a cancellation more than 60 days prior to the event date, the Renter will receive a full refund of the security deposit, on-call staffing fee, specialty table package and/or equipment fees (where applicable and if paid for). Renters will not receive back any refund of facility rental fees. If the event is cancelled less than 60 days prior to the event date, no refund of any facility rental fees or security deposit, on call staffing fee, specialty table package and/or equipment fees will be issued. However, any cancellation at any time prior to the event date due to governmental regulations or CDC guidelines that limit the number of person that may gather to less than the planned number of guests, the Renter will receive a full refund of the facility rental fee, security deposit, on-call staffing fee, specialty table package and/or equipment fees (where applicable and if paid for). Cancellation notices must be submitted to the Community Events Division in writing via facsimile, email or personal delivery.

Insurance

Renters are required to provide a One Million Dollar ($1,000,000) general liability insurance policy, naming the City as an "additional insured." Insurance may be purchased through the City's program with Gather Guard. Fire and Life Safety Inspection may be required based on event plans.

Purchase or get a quote through Gather Guard

The Gather Guard General Liability Insurance comes with a Host Liquor for the required liquor liability coverage.

Fees

Facility rentals are based on a first-come, first-served basis. Facility may not be available on your particular date due to a special event which would conflict with a rental. Peak rental days and hours are from Friday to Sunday from 7 a.m. to 12 Midnight. Off-Peak rental days and hours are Monday through Thursday from 7 a.m. to 12 Midnight. Set up for the event and break down must occur between the hours listed above. Failure to clean-up and remove personal belongings will result in additional charges.

Rental Fees

Other Fees (Cost applies to both residents and non-residents)

• On-call Supervisor Fee³ (per 24 hour time period): $25
• Date Change Fee (per occurrence): $100
• Application Fee: $50
• Cleaning Fee: $150
• Security Deposit: $1,000

Optional Equipment Fees

• Risers: $100
• Specialty Tables: $100
• LED Accent Lighting : $250
• Illuminated Bar (white): $200
• Chiavari Chairs (gold with black or white cushions): $3.50 ea.
• Chiavari Barstools (gold with black or white cushions): $10.00 ea.
• Folding Chairs (white, plastic) for Terrace Only: $100 for 50

¹ If a customer changes the time of their event with less than 24 hours' notice, the hourly rate will double for the extra time. If a customer leaves later than their scheduled load out time, the hourly rate will double for the extra time. Minimum of 5 paid hours.

² Christmas Eve, Halloween, Labor Day, Memorial Day, New Year's Eve, New Year's Day, Easter & Valentine's Day. Rental applications will be not be accepted for Christmas or Thanksgiving.

³ The Lake Pavilion will require staffing of a Recreation Specialist or Event Specialist onsite and a Special Event Coordinator either on "standby" or onsite. A Coordinator on "stand by" and actually called out, shall receive overtime pay at the rate of one and one half times his/her base pay for actual time worked in addition to the stand by rate and shall be guaranteed a minimum of two and one half hours of pay at said rate. A Coordinator scheduled to work, shall be paid at a rate of one and one half times his/her base rate of pay for actual time worked, and shall be guaranteed a minimum of two and one half hours of pay at said rate. Staffing determinations will be made by the City and the renter will be notified a minimum of two weeks in advance. Staff fees apply to hours on site at $35.00/hour.

Rules and Regulations

Alcohol Policy

The renter assumes all liability for the serving and consumption of alcohol. State and local laws apply with regard to alcohol consumption. Renter is responsible for obtaining any permits or licenses necessary to sell alcohol.

If alcohol is being served and/or sold, a license is required from either ABT or a licensed vendor/caterer with proper documentation of a 13CT License, or of a 4COP License - not the SFS - and MUST have liquor liability insurance. The documentation must be provided 30 days in advance of the event. If alcohol is being brought onto the property being rented, Host Liquor Insurance is required by the City of West Palm Beach, and can be purchased through the City's Gather Guard COI Insurance.

Application/Payment

Reservations are required at least six (6) weeks prior to the event and may be made up to 18 months in advance.

If you are a non-profit, please submit your tax exempt documentation along with your application.

City Commons & Waterfront District

Non-exclusive use of the City Commons and Waterfront district. Other events may simultaneously take place at the Palm, Meyer Amphitheatre, the Landing, Trellises, Water Gardens, Docks, Great Lawn etc., during your actual event time. Note: These areas are public spaces. The general public may walk, picnic, play Frisbee, etc., at all times. Performances may also occur on the Palm and in Centennial Square during your event.

If you wish to include non-exclusive use of the any of these particular areas for your event, a separate fee will be required.

City Rights

The City reserves the right to refuse the use of the Lake Pavilion and may cancel any reservation or event because of activity or content deemed by the City to be inappropriate.

Cleaning

$150.00 will be assessed to each customer as a standard cleaning fee. However, if any excessive cleaning is required (cooking stains on the pavers, stains on the floors or walls, removal of fluids in the restrooms or other outdoor areas), the customer will be charged a separate cleaning fee to address these issues. Renter is responsible for the removal of all garbage. The City provides a trash compactor located outside the catering door on South Clematis. Renter is responsible for removal of all non-City equipment (i.e. linens, décor, AV equipment and all personal items). Renter must also provide their own garbage bags. If the building requires additional cleaning, fees will be assessed and charged.

Decorations

The Lake Pavilion is a magnificent facility with floor-to-ceiling windows on three sides providing clear views to the City's waterfront and Palm Beach Island beyond. Affixing any decorations or other decor to the walls, ceiling, or floors of the Lake Pavilion requires approval by City staff at least 30 days in advance of the event. If decorations are approved, all decorating and clean-up is the responsibility of the renter.

Lit candles, pyrotechnic devices (including fog machines), and bubble machines are not permitted to be used in the Lake Pavilion.

Storage facilities are not available for the Renter's use.

All items must be out of the building at the conclusion of the event. Should any of these items be left behind, the City will charge the renter for every hour that the items remain in the facility.

Fees/Contributions

The sale of goods, services, food or beverage, or charging admission fee must be approved by the Community Events Division. City-sponsored events are exempted from this provision.

Fire Alarm/Sprinkler System

If a Renter or a guest sets off the sprinkler or alarm as a result of inappropriate actions, the Renter may be held responsible for any costs which result.

Gambling

Gambling is prohibited in the Lake Pavilion, except as permitted by Florida State Law.

Kitchen Rules

It is the responsibility of the renter to provide their own food preparations, serving dishes, plates, linens, utensils and other items. The kitchen and its contents must be left in the same condition in which it was found. No cooking is permitted inside the Lake Pavilion.

Cooking on the Terrace or on other City Property must have prior approval from the Community Events Division.

No Discrimination

Renter shall not discriminate against any person on the basis of race, color, religion, sex, gender identity or expression, national origin, age, disability, familial status, marital status or sexual orientation in the use of the Lake Pavilion.

Parking (Guests)

There are three garages within blocks of the Lake Pavilion:

• The Banyan Street Garage (200 Banyan Boulevard) located on Banyan Blvd. and Olive Avenue, one block north of Clematis Street. The Banyan Garage is the closet to the Pavilion for guest parking.
• The Evernia Street Garage (333 Evernia Street) located at Evernia Street and Olive Avenue, two blocks south of Clematis Street.
• The City Center Garage (199 N Dixie Highway) at Banyan Street and South Dixie Highway one block north of Clematis Street.

Parking rates on Saturday and Sunday: $5 all day/ night

Parking rates Monday through Friday: $1 for the first 2 hours, then $2 for each additional 1/2 hour.

Parking (Vendors)

Two metered parking spaces in front of the Lake Pavilion are provided at no cost with the approved rental hours of the building. The renter is required to purchase at least 4 parking spaces located on South Clematis for their vendors at $25 per parking space.

• Minimum purchase of four: $100
• Maximum purchase of 12: $300
• (Depending on the vendors listed on the submitted vendors form)

Permits

The renter is responsible for obtaining all licenses and permits required for the event, including other special event permits or alcohol licenses.

Personal Property

The City and its agents and staff will not be liable should any property belonging to the event organizer and or their event sponsors, vendors or guests be stolen, misplaced or damaged.

Pet Policy

No pets are allowed in the Lake Pavilion, except Service animals.

Resident Status

Residents are those who live within the city limits of West Palm Beach If you receive your residential water bill from the City of West Palm Beach you are a resident. The rental fee is $250 per hour on Friday, Saturday and Sunday, and $200 per hour for weekdays. If you receive your residential water bill from Palm Beach County, and you have a West Palm Beach address that is considered unincorporated West Palm Beach, the rental fee is $300 per hour on Friday, Saturday and Sunday, and $250 per hour for weekdays.

If the renter changes the time of their event with less than 24 hours' notice of the event date, the hourly rate will double for the extra time.

When renting the Lake Pavilion, the renter pays for set-up time, and breakdown time. If the renter leaves later than their scheduled breakdown time, the hourly rate will double for the additional time.

Smoking Policy

In compliance with the "Florida Clean Indoor Act" Chapter 386.201 F.S., the City of West Palm Beach does not permit smoking within City-owned and operated buildings. Therefore, smoking is prohibited in the Lake Pavilion.

Special Accommodations

In accordance with the Americans with Disabilities Act, renter agrees not to discriminate on the basis of disability while using City of West Palm Beach facilities.

Supervision

Groups composed of youths aged 17 and younger requires adult supervision at a ratio of one (1) adult to every ten (10) youths at all times.