Event Guidelines

View the Event Guidelines (PDF).

Brush Creek Pavilion Guidelines

Booking Procedure
Contact the Town of Eagle at 970-328-6354 during normal business hours (Monday-Friday, 8am-5pm). Availability will be determined and booking information will be provided, including contracts. Use of the facility will be confirmed upon receipt of the specified deposit, rental fees, signed contract, and waivers and/or insurance certificate, if applicable. All fees, contracts, deposits and insurance must be received by the Town of Eagle at least 2 weeks prior to event. The Town of Eagle will retain the deposit fee if cancellation occurs less than 30 days prior to the event.

Limitations
No individual, group or entity may book the facility for more than 6 dates during the calendar year for Friday's, Saturdays and Sundays.

Access to Center
Lessee is to be accompanied by a Town of Eagle Public Works Employee for an inspection before and after each event. Lessee shall obtain a key to the leased premises at the time of check in. Failure to check in or out on time will result in a minimum fine of $50 and may result in the cancellation of the event.

All check-in and check-out inspections at 8 am promptly at the pavilion. Please understand that it is your responsibility to have the pavilion cleaned and ready for the next renter at 8 am the day after your event. Please inform all people in your party, including caterers, of check-out time.

Unlocking & Securing the Building
Lessee will return the key to the inspector after final inspection at the pavilion. A penalty of $30 per day will be retained if the key is not returned at check out. In the event the key is lost or stolen the deposit will be held to cover costs to change the locks and any additional fees above the deposit shall be assessed to the renter. Failure to secure the building will result in a $100 fine retained from the deposit. (Including all doors and windows.)

Capacity

As determined by Fire Codes, the figures are a maximum of 140 occupants (indoors w/tables) and 250 occupants (assembly-style setup) for this building.

Parking

Users will park in the parking lot provided. Parking on Capitol Street is not allowed.

Damage Clause
It is understood that any damage to the property of The Brush Creek Pavilion and Studio will be the responsibility of the lessee. It is agreed that the lessee acknowledges liability for any damages incurred during the event, which are the result of carelessness or negligence on the part of any guest. Balloons, rice and birdseed are not allowed on/in the premises; however natural flower petals are acceptable. Lessee agrees to require unruly or intoxicated guests to leave the premises if the situation arises. Driving on the grass or putting tent stakes in the ground is prohibited; unless approved by buildings and grounds staff at least 1 week prior to the event. Please contact the Town of Eagle Public Works at 970-328-6678 if you are erecting a tent. Failure to comply will result in fines and any damage to grounds will be taken out of your deposit.

Hours
Functions are to be over by 11 pm, however, the lessee may stay longer for clean-up.

Weddings
For weddings, residents may book the Pavilion up to 1 year in advance. Nonresidents may book a wedding 6 months in advance.

Cleaning & Maintenance
Lessees will be responsible for setting up and cleaning up after their events pursuant to the "Check in Sheet".

If cleaning is not satisfactory a fee of $125 per hour (minimum 1 hour) will be deducted from the deposit. Repair to the facility will also be billed at $125 per hour plus 1.25x the cost of parts.

The Pavilion maintenance personnel will inspect the buildings and grounds after function to determine if it is cleaned satisfactorily to return deposit. There are to be no nails or tacks put into any of the walls or blinds. Renter will be responsible for inventory of equipment at the pavilion on the check in sheet. The Town reserves the right to deny use of the Pavilion to any individual or group whose deposit has previously been withheld due to damage or lack of adherence to clean-up procedures.

Liquor
It is the responsibility of the users to obtain a special event liquor license, if liquor is to be SOLD on the premises. The Town reserves the right to deny the service or sale of alcoholic beverages to any individual or group for any reason and in its sole discretion. NOTE: According to Colorado State Liquor Licensing Laws weddings and all other private parties may not sell alcohol, therefore cash bars are not permissible.

The town of Eagle reserves the right to refuse future service to any indivuduals that do not abide by these guidelines.

Notice to Users:
The Brush Creek Pavilion, because of its location and the adjacent open space areas, has always had mosquitoes. The Town has taken steps to help reduce mosquito populations but there are plenty of bugs still. Because mosquitoes may carry the West Nile Virus you are urged to take precautions while using the Pavilion. The most important step is to:
  • Protect yourself. Use insect repellents.
  • Those containing DEET have been proven to be effective. Mosquitoes are most active during morning hours, early evening and at dusk.
  • When outdoors, besides using insect repellent, wear long pants and long sleeve shirts
  • Light colors are less attractive to mosquitoes than dark. Loose fitting clothes make it more difficult for them to bite you.