Dance Pavilion Event Policies

Hours: The Dance Pavilion is available for rental 7 days a week between the hours of 9 AM and 1 AM, except for the 4th of July, Thanksgiving Day, Christmas Eve, and Christmas Day. Requests for reservations to take place outside of the regular operating hours will be assessed on a case-by-case basis.

Capacity: Festival-style capacity is 640 people. The seated capacity is 300 people.

Reservations: Reservations must be made a minimum of 28 business days in advance. Requests must be made through our online request form. Completion of the request form does not guarantee your reservation. You will be contacted by our staff to finalize your reservation. Reservations requested less than 28 business days in advance will be assessed on a case-by-case basis.

Deposit: A non-refundable deposit of $600 is required to make a reservation.

Credit Card Authorization Form: In order to set your reservation, you must complete and submit a Credit Card Authorization Form to be kept on file through the date of your visit. You may pay using another means, but a valid credit card form to keep on file must be provided even when paying by cash or check, no exceptions. The credit card on file must have an expiration date that falls after the date of your scheduled visit.

Agreement: Your full and final event details and order are due 28 business days in advance. A signed Event Reservation Form and signed Floor Plan Form are required 21 business days in advance.

Payment: The balance of your event fee is due 7 business days before the event date. If another form of payment has not been received by the due date, the card on file will automatically be charged the balance.

Amenities: It is your responsibility to verify the included amenities by visiting the Dance Pavilion website or by scheduling a tour with the Oaks Park Events Department. Many amenities require fees separate from the room rental fee. Some amenities are subject to seasonal limitations or exclusions. You may use the kitchen sinks, counter spaces, soap, paper towels, and appliances (excluding the dishwasher and coffee maker), All other materials within the kitchen (tableware, cookware, consumables, paper goods, etc.), may not be used unless included in the event order. Use of any non-contracted items will result in the card on file being charged the published rental fee or replacement cost for the item. Restroom facilities are monitored and stocked by Oaks Park staff. Permanent structures, lights, sound equipment, appliances, etc., may not be moved or altered without written pre-approval from the Oaks Park Events Director; unauthorized movement/alteration will result in the card on file being charged a minimum fee of $500. Rental of the Dance Pavilion includes one room host. The room host's duties include overseeing the use of the building and enforcing the contract. You are responsible for providing all materials and staff except those materials/services mentioned in the Event Reservation Form. Third-party equipment providers must complete a separate policy acknowledgment and supply a certificate of insurance.

Arrival and Departure: You will have exclusive use of the Dance Pavilion for the date/time listed on the Event Reservation Form. 3rd-party entities participating in the event (e.g., caterers, performers, decorators, vendors, etc.) may only access the building during the contracted time frame. Early setup and/or late departure will result in additional charges of $150 per hour, billed in full-hour increments to the card on file. There are no refunds/discounts should you choose to vacate before the end of the contracted time frame.

Setup and Cleanup: As reasonable, Oaks Park staff will provide the setup, tear-down, and cleanup of materials provided by Oaks Park before/after your rental period. You are responsible for all setup and tear-down of materials not belonging to Oaks Park. By the conclusion of the rental period, the building must be vacated with all materials not belonging to Oaks Park removed or disposed of in the provided trash receptacles. The building must be left in the same condition found upon arrival or a minimum fee of $500 will be charged to the card on file.

Food and Beverages: You are welcome to bring non-alcoholic beverages at no additional charge. Outside alcohol is prohibited; alcohol must be purchased from Oaks Park and must be ordered a minimum of 28 business days before the rental date. Alcoholic beverages must be served by Oaks Park bartenders; fees apply. Alcohol service must end a minimum of 30 minutes before the event ends. Oaks Park offers a preferred caterer list with a selection of excellent local companies. Oaks Park does not charge additional fees or require additional paperwork when you use a preferred caterer. The list as published in the year the event takes place applies. It is your responsibility to negotiate the terms of your order directly with the preferred caterer and you are responsible for the payment of the preferred caterer. Oaks Park also offers midway concessions vouchers (for events taking place during amusement park hours only) and pizza; view our catering page for details. Pizza must be ordered in advance. Outside pizza is prohibited. You are also welcome to hire an outside caterer, defined as any entity not on our preferred list being paid to provide food/beverages (excluding grocers). The outside catering fee is 20% of the total invoice (charged to the event organizer) and the outside caterer must complete a separate policy acknowledgment, provide a copy of the invoice, and supply us with a certificate of insurance. To-go, pick-up, and drop-off orders are also subject to the outside caterer requirements and fees. Private, invitation-only events may provide homemade food with no additional fee required.

Trash: Trash and recycling receptacles are provided by Oak Park within the building. Trash/recycling will be removed by Oaks Park staff throughout the event.

Decorating: Oaks Park must pre-approve all decorations. Only painter’s/gaffer’s tape or Command 3M Removable hooks may be used on any surface; no other adhesives, nails, screws, tacks, etc., may be used. Candles may be used when contained in glass votives taller than the flame. Oaks Park's signage may not be covered or obscured. No bubble machines, confetti, glitter, rice, or pyrotechnics are permitted. You are responsible for the removal of signs, decorations, and materials used to secure signs and decorations.

Audiovisual Equipment: The Dance Pavilion comes equipped with a mixing board, 2 speakers, and a wired microphone which you are welcome to use. You must supply your own music player and cables to connect to the system. Oaks Park reserves the right to monitor volume; at no point may the volume in the room exceed 90 decibels when measured by Pavilion staff at the bar. Instructions regarding sound must be complied with or termination of the event, without refunds, may ensue. Paid performers are required to complete a separate policy acknowledgment and provide a certificate of insurance a minimum of 21 business days before the event. 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; you are responsible for supplying a projector and laptop.

Attractions: Rides are open on selected dates only and Open Skate hours vary by day; visit our hours calendar. Attractions are sold separately from area rentals and are subject to availability. With the purchase of 25 or more Ride Bracelets or Open Skate Sessions, a discounted rate of 25% off is available. Verified non-profit organizations receive 40% off Ride Bracelets. Discount rate attractions must be purchased a minimum of 3 business days before your event. Attraction purchases are non-refundable. Oaks Park is open rain or shine. There are no refunds, exchanges, or rain-checks. For the safety of our staff and guests, when an extreme heat warning is in effect in our area the rides, games, and mini golf course may close early.

Parking: Parking for your guests, organizers, and third-party vendors is in the first-come, first-served parking lots. Starting in 2023, Oaks Park will charge a nominal fee for parking, payable at self-service parking meters. You may provide freestanding signs to direct guests from the parking lots to your event area (sign placement at the discretion of Oaks Park Security). Complimentary bus parking is available when arranged in advance.

Vehicle Access: Vehicle access to the Dance Pavilion is strictly limited to vehicles that need to unload supplies. You must have an Oaks Park staff escort to access your area; call 503-863-0613 upon arrival to request a staff escort. The maximum number of vehicles that may unload at the Dance Pavilion is three. The area around the Dance Pavilion is the fire lane and any unauthorized vehicles are subject to tow at the owner's expense. Please plan to load your materials into as few vehicles as possible to help keep the unloading process as efficient as possible for everyone. Vehicles must move to general parking immediately after unloading. For events with more than 10 third-party exhibitors/vendors, Oaks Park Security personnel must be hired at the retail rate to direct and oversee loading/unloading at the building. At any time, for the safety of park-goers, vehicle access to the Dance Pavilion may be limited or suspended. Oversized vehicles are not able to access the Dance Pavilion.

Animals: Friendly dogs and service animals are welcome when leashed and attended at all times. Owners must clean up after their animals. Animals are not permitted on any attractions.

Damage: You assume the financial responsibility for repairs to and/or replacement of Oaks Park property that is damaged as the result of negligence or misuse on the part of the event organizers or guests.

Cancellations and Rescheduling: You may cancel your event up until 28 business days before the event date without financial obligation beyond the forfeiture of the non-refundable deposit. Cancellations requested less than 28 business days before the event date will forfeit the non-refundable deposit and the card on file will be billed for any staff time or hard costs incurred in preparation for the event. You may reschedule your event up to 28 business days before the event and the deposit will transfer to the new date. Events cannot be rescheduled within 28 business days of the event date.

Guest Guidelines: Our general guest guidelines apply.

Public Events: Additional rules, requirements, and fees apply to events that are open to the public. All public events must supply a certificate of insurance naming Oaks Park Association as a certificate holder. Contact us for more info.

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