Policies

Reservations

A non-refundable deposit of $300.00 and a completed reservation form are required to reserve an event date. Multi-day events require additional deposits. Deposits will be applied to the total bill. Full event details are due four weeks before the event and the completed event contract is due three weeks before the event. The full event fee is due a minimum of seven days prior to the event.

 

 

Setup and Cleanup

Oaks Park will ensure that the Dance Pavilion has been prepared as a clean, ready to use space by the start of the contracted setup time. Oaks Park will provide setup, teardown, and cleanup of any materials rented from Oaks Park or included in the room rental fee. Oaks Park's setup, teardown, and cleaning will, as reasonable, take place outside of the rental period. The Pavilion Event is responsible for all setup and teardown of materials not belonging to Oaks Park.

 

 

Move-In/

Move-Out

The Dance Pavilion is available for rental from 6:00 AM - 1:00 AM. Neither the Pavilion Event nor any outside entity (e.g. caterers, decorators) may enter the Dance Pavilion until the start of the contracted rental period. The Dance Pavilion must be vacated with all of the Pavilion Event's property and/or outside rental property removed by the end of the contracted teardown time. The Pavilion Event is responsible for bussing tables, placing disposable materials in the provided receptacles, removal of decorations, removal of materials from the kitchen, etc., unless specifically contracted for provision by Oaks Park. Early entrance or late departure, will result in additional charges.
   

Vehicles

Parking will be in Oaks Park general parking. With a security escort, limited drop-off access is available during setup/teardown time and for guests with special needs. Up to 4 parking spaces, located adjacent to the Dance Pavilion, will be available for organizer vehicles, service vehicles, etc. Parking permits must be obtained from the room attendant and displayed on the dashboard of cars parked in the Dance Pavilion adjacent spaces.
   

Food

Homemade food, grocery store food, and delivery pizza are welcome at no additional charge. Outside caterers, defined as any entity paid to prepare and/or provide food, including drop-off, pickup, and to-go orders, are welcome. It is the responsibility of the Pavilion Event to supply Oaks Park with contact information for all outside caterers. A minimum of three weeks before the event, outside caterers must enter into a separate agreement with Oaks Park and supply a certificate of liability insurance naming Oaks Park as additional insured. The Pavilion Event will be charged a fee of 15% of the outside catering invoice total. An outside catering fee deposit of $4.00 per anticipated guest is required. The outside catering invoice must be submitted to Oaks Park ten days before the event or outside catering will be prohibited. Any deposit funds in excess of the 15% fee will be refunded to the Pavilion Event. Failure to notify Oaks Park of outside caterer participation according to the above stipulations will result in immediate termination of the event with no refunds. Oaks Park is not responsible for outside caterers' equipment, and all equipment belonging to outside caterers must be removed by the conclusion of the contracted time. Oaks Park also offers excellent in-house catering.

   

Beverages

Alcoholic beverages must be purchased from and served by Oaks Park. Repeated confiscation of outside alcohol will result in immediate termination of the event with no refunds. Pavilion events may supply their own non-alcoholic beverages and must supply their own service materials for beverages they are providing including dispensers, cups, ice, etc. Glassware and beverage​ ​
serviceware rentals​ ​are available.

 

 

Kitchen Use

The Pavilion Event will have access to the counter spaces, refrigerator,​ freezer, sinks, ovens, and range. Access may be limited if in-house catering is ordered. The dishwasher and coffee maker may only be used by Oaks Park staff. Unless specifically contracted, no other materials in the kitchen may be used by the Pavilion Event or their outside caterer, including, but not limited to: china, silverware, servingware, chafing dishes, pots and pans, disposable materials, etc. China, silverware, and serviceware rentals are available. A minimum fee of $300.00 will be charged to the Pavilion Event for use of any non-contracted kitchen materials during the event. The Pavilion Event will have access to hand washing soap, paper towels, cleaning solutions, and cleaning cloths in the Dance Pavilion kitchen.

 

 

Audiovisual Equipment

A minimum of three weeks before the event, all professional performers, including DJs, must sign a separate agreement with Oaks Park. The Pavilion Event must supply Oaks Park management with contact information for all​ ​ professional performers.​ Professional performers must supply their own equipment. Failure to notify Oaks Park of professional performer participation according to the above stipulations will result in immediate termination of the event with no refunds. Oaks Park reserves the right to monitor volume; at no point may the volume in the room exceed 90 decibels when measured at the bar. Instruction regarding sound must be complied with, or termination of the event, without refunds, may ensue. For the safety of event guests, Oaks Park requires adequate lighting as determined by the room attendant. Use of a front projection screen is included; the Pavilion Event is responsible for supplying projector and laptop.

 

 

Decorating

Oaks Park must pre-approve all decorations. No bubble machines, confetti cannons, rice, or pyrotechnics are permitted. Oaks Park property may not be moved or altered. No decorations may be anchored to, or suspended from, any surface, including the ceiling, without express, written consent by Oaks Park Management. Only painter's/gaffer's tape or Command 3M Removable​ ​
Hooks may be used on any surfaces; no other adhesives, nor any tape, nails, screws, tacks, etc., may be used. Candles may be used when contained in glass votives taller than the flame.

 

 

Damage

Damage to, or loss of, Oaks Park's property due to negligence or misuse will be charged to your event.