Forms, Policies & FAQ

Question 1

To Our Valued Guests... Read More

An overview of the steps we are taking to ensure your health & safety.

Effective March 19, 2021, The Pavilions at Penfield Beach are permitted to host indoor events, capped at 100 guests.

We remain committed to providing a safe atmosphere for our guests, as well as our team members and vendor partners. With a blend of adaptation and creativity, we can work together to create an unforgettable event.

We are pleased to share that we have implemented many safety protocols and extra measures to ensure we are adhering to all of the Governor’s restrictions and CDC Guidelines. We have outlined our COVID-19 Response Program below.

Signage- Signs are posted throughout the venue to remind guests:

·Not to enter the facility if they have a fever, cough, or shortness of breath.

·To maintain a minimum of 6’ from other individuals as much as possible

·To wash or sanitize your hands after contact with frequently touched surfaces

·To follow the recommended protocols of wearing a face covering

·Designated entrance/exit doors to allow for one-way foot traffic

Measures to Protect Employees

·All employees have been informed not to come to work if sick

·Follow all State-mandated face covering guidelines

·Disinfectant and related PPE supplies are available to all employees

·Any shared tools and equipment will be sanitized before, during and after each shift. This includes phones, radios, computers and all other direct contact items.

Measures Regarding Event Management

·Certification – we have completed the self-certification on the DECD website

·Capacity Tracking – attendant team responsible for enforcing capacity limits

·Sanitization Stations – guests will be provided with hand sanitizer upon arrival

·Social Distancing – Tables will be set up to maintain at least 6’ of distance between groups.

·Professional Cleaning – The Pavilions at Penfield Beach have hired a professional cleaning team to thoroughly clean and disinfect the facilities regularly

We will continue to post updates as they become available. Until then, we look forward to welcoming you and your guests to The Pavilions at Penfield Beach to experience and enjoy the beauty of our stunning beachfront venues.

Question 2

How do I book?

Answer

In order to reserve The Pavilions at Penfield Beach, we require a completed rental agreement, signed Rental Addendum, copy of government-issued ID and 50% non-refundable deposit made by cash, credit card or check made out to Fairfield Parks & Recreation.

Question 3

What does the Rental Fee include?

Answer

The Rental Fee includes access to both the reception venue and deck for six (6) hours, use of our tables & chairs and an attendant that will both setup and breakdown our tables and chairs for you.

Question 4

Does the rental include beach access?

Answer

The beach is a public space and is not part of the permitted area.

Question 5

What if I need additional hours?

Answer

Standard time frame includes one (1) hour for setup, four (4) hours for your event and one (1) hour to breakdown and cleanup. All event setup and breakdown is to be completed during the hours of your rental period, as outlined in your rental agreement. Additional hours may be reserved, based upon availability.

Question 6

Do you have any Recommended Vendors?

Answer

We are pleased to provide a list of recommended vendors: everything from caterers, to DJs, florists to staffing solutions. Please note, however, you are more than welcome to utilize any vendor in our reception venues. If Permittee uses any outside vendors on Town property, a copy of the vendor’s Certificate of Insurance is required.

Question 7

Is there a noise ordinance?

Answer

As our reception venues are located within a residential district, it is necessary for sound to be kept within a reasonable level. In accordance with our local Noise Ordinance, all music must stop by 10:00pm Sundays and weekdays, 11:00pm Fridays and Saturdays.

Question 8

Insurance/Liquor License?

Answer

Permittee agrees to provide a Certificate of Insurance in accordance with the rental agreement a minimum of sixty (60) days prior to event. If Permittee intends to offer a cash bar or include alcohol as part of ticket cost, a Temporary Liquor License is required.

Question 9

Decorations?

Answer

Decorations are permitted as long as they do not permanently alter the reception venue (no nails, tacks, staples or products that will leave permanent marks or remove paint from walls). Candles are permitted, as long as they are glass-enclosed. Please note, sky lanterns, pyrotechnics and traditional wedding send off materials are prohibited.

Question 10

Parking?

Answer

We provide complimentary parking for guests attending functions at our reception venues. From Memorial Day through Labor Day, an attendant will be onsite to direct your guests to available parking. Outside of the summer season, parking is available in our main, paved parking lot.

Question 11

Wedding Suite?

Answer

Our Pavilions do not come equipped with a wedding suite. Many couples opt to reserve accommodations at one of our local hotels or a short-term rental in the immediate area.

Question 12

Trash Removal/Cleaning

Answer

Permittee is responsible for leaving the reception venue in a clean, orderly manner. The space must be left in the same condition in which it was presented upon arrival. Permittee is responsible for removal of all trash, event décor, etc. from reception venue at the end of the rental period.

Question 13

Storage

Answer

All event items must be delivered immediately prior to event and removed immediately following event. Pre/Post Event Storage will need to be requested in advance and is subject to availability.