Forms, Policies & FAQ

Question 1

To Our Valued Guests... Read More

Penfield Pavilion will no longer accept bookings after October 31, 2022. There are two reasons for this change.

The first is that the Town is required by law to remediate the contaminated Julian Fill that was used beneath the building. Please note that multiple air quality tests have been conducted and the contaminated fill provides no health risk to those inside or near the building.

The second issue is that in 2017, the building was constructed in violation of FEMA requirements. The foundation of the building will need to be fixed in order to be in compliance.

There are a range of options to consider and the Town will be holding public meetings to hear input from residents on the path forward.

The administration made the decision to stop accepting reservations beyond that date out of respect for those families booking, in order to prevent last minute cancellations.

Question 2

How do I book?

Answer

In order to reserve The Pavilions at Penfield Beach, we require a completed rental agreement, 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.

Question 14

Dance Floors?

Answer

You are not required to rent a dance floor at either pavilion; the open space will act as a dance floor. On average, our Penfield Pavilion can accomodate up to 150 guests comfortably with an average-sized dance floor; our Jacky Durrell Pavilion can accomodate up to 80 guests comfortably with an average-sized dance floor.

Question 15

What do our Chairs look like?

Answer

Both Pavilions include tables & chairs for your convenience. Our chairs are a dark-grey padded banquet chair. Any of the white/gold/silver/wood chairs that you see in pictures have been rented from outside vendors.