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Burns Road Campus Policies & Procedures
Permit Types
The City hosts a number of different activities at its facilities and receives a high volume of permit requests. Permits may be denied or canceled for any valid reason. All permit holders must:
- Have a valid credit card on file with the City's Recreation Department.
- Be able to produce a copy (paper or electronic) of the permit during facility use if requested by a City staff member.
- Utilize the facility for its intended use unless given written authorization from a Recreation staff member.
- Not sublease a facility under any condition.
- Be present at the permitted facility for the duration of each permitted use. For groups and organizations, board members or other designated stakeholders may act as the permit holder during facility use but must be approved by a City staff member.
Daily Permit
For rentals routine in nature, a daily permit request may be submitted for the desired room. Renters should note that a permit request is not an approval. A $1 fee will be charged when the request is submitted, staff will then review these requests. Only once have staff been in contact with the renter and the total fee for the rental is paid for, is the request approved.
Functions that would fall under this category can be, but are not limited to: birthday celebrations, baby showers, HOA meetings, sports team practices, and other group gatherings/meetings not otherwise stated.
For room rentals, no permit request can be submitted less than 5 days from the requested permit date. For gym rentals, no permit request can be submitted less than 48 hours from the requested permit date. Patrons may request a permit using the City's online registration portal.
Block Permit
Regularly occurring athletic permits over a period are issued for City-organized activities as well as to recognized providers of programs. If approved, permits for individual days will be coordinated directly with City staff. Block permit holders must have a permit for each facility use. Block permit holders may need to have an up-to-date, qualifying insurance policy with the City depending on the nature of the permit.
Block permit applications may be requested for those wishing to obtain one. Block permits may be submitted at least 30 days in advance of the next quarter. Block permits will be approved at the sole discretion of the City based upon priority and community service.
Block permits will need to be submitted/renewed on a triannual (three times per year) basis.
Block Permit periods:
- September - December
- January - April
- May - August
Public Assembly/Event Permit
Functions that would fall under this category can be, but are not limited to: weddings, sporting events, health fairs, any event that spans (including setup and breakdown) multiple days and/or is being held outside of a facility's normal hours of operation.
Applications for these events must be submitted more than 45 days in advance. Those wishing to obtain permits for these events must submit the Public Assembly/Event Permit Application.
Special events will be evaluated on a case-by-case basis. The City reserves the right to deny an application or cancel an event based upon the Public Assembly/Event Permitting Standard Operating Procedure (SOP) or the Public Assembly Handbook.
The City reserves the right to deny any application or request if:
- The application is submitted later than the listed timeframe specified.
- The event creates an undue strain on City resources or causes damage to City assets.
- The event does not demonstrate a community benefit, is illegal or discriminatory in nature.
- The requested date or location is not available or has conflicting activities already planned in that area.
- The event exceeds the capacity of the intended area requested and/or would create a negative impact on the surrounding community.
- Past interaction with the renter/event host has been negative, including lack of disclosure of information, poor treatment of staff and/or facilities, non-payment of fees, or other negative interactions as deemed by the City.
Facility Fees
Are based upon the policies set in the City’s approved Master Fees and Charges schedule.
All indoor rentals:
- 2 hour minimum, plus staffing and set up/cleaning fees.
- Proof of residency is required to receive the resident rate.
- Hourly rate is charged for the duration of occupancy of the room, not based solely on event time.
- The Daily Event fee is based on a minimum of 7 hours and a maximum of 10 hours. Any additional hour over the maximum will be charged at the hourly rate.
- When submitting a request and/or application, the requested block of time by the renter must include time for setup and breakdown.
- The City reserves the right to adjust a renter’s request to ensure time is included for set up and breakdown depending on the nature of the event.
| Facility | Max Capacity* | Hourly Rate (tax not included) | Daily Commercial Event Fee |
|---|---|---|---|
| Gymnasium | 500 | $100 R/ $200 NR | $1,000 R/$2,000 NR |
| Studio | 29 | $45 R/ $90 NR | |
| Kids Corner | $40 R/ $80 NR | ||
| Banyan Room | 77 | $60 R/ $120 NR | |
| Garden Room | 83 | $60 R/ $120 NR | |
| Palm Room | 135 | $110 R/ $220 NR | |
| Lakeside Center | $150 R/ $300 NR |
*Please note that the capacity listed does not take into account tables and chairs. Room capacities may be less depending on the room setup for an event/rental.
Staffing Fees
Based upon the Master Fees and Charges Schedule, additional staffing as determined by the City will be discussed with the client in advance. Staffing is charged for:
- Set up/break down of event space.
- Staff for before/after-hours rentals.
- Off-duty Police and/or Fire Rescue service coverage as required by the City.
Cancellation Fees
For room rentals cancelled by the customer:
- 14 business days or more before scheduled start date, 5% of fees will be withheld.
- Less than 14 business days before the scheduled start date, 10% of fees withheld.
- 7 business days or less before scheduled start date, 50% of fees withheld.
- 48 hours or less before scheduled start date, no refund will be given.
The City reserves the right to cancel or move any rental for any reason. In the event the City cancels a room rental, the customer will be refunded in full.
Other Fees
Any damage caused by the permit holders’ event will be billed at cost to the City and staffing expenses to the credit card on file.
The credit card on file may be used to cover any incidentals during the event planning or as a result of the event occurrence.
All fees are subject to the current State and Local sales tax rate.
| Other Fees | Fees |
|---|---|
| BRCC Kitchen Use | $50/day |
| Staffing | $40/hr |
| After Hours/Holiday Staffing | $100/hr |
| Cleaning Fee | $100 |
| Change Fee | $50 per change |
* Any changes to event hours, setup, or layout made less than 24 hours before the event will incur a $50 charge per change, which will be billed to the credit card on file.
An initial layout must be submitted 14 business days prior to the event date. The final layout for the room must be submitted 5 business days prior to the event date. Any day of changes will result in additional set up fees.
| Banquet | Theater | Classroom | Meeting "U" | Meeting Square |
| 60" or 72" round tables available. | 6' or 8' tables available. | 6' or 8' tables available. | 6' or 8' tables available. |
Admission Fees
During the planning process, the Event Planner is to disclose all fees that will be charged to attendees of the event. Event Planners must understand the limits of their permit boundaries. Some areas of the building might remain open for community use. If this is the case, those areas cannot be blocked off nor the community be turned away from use. Parking fees may only be changed when:
- Approved during the planning process, and
- There is a clear delineation between the event and other areas of the facility.
Alcohol
Serving and/or service of alcohol is prohibited unless approved by City staff.
If approved by City staff, the renter assumes all liability for serving and consumption of alcohol. State and local laws apply regarding alcohol consumption. Renter is responsible for obtaining any permits, insurance or licenses necessary to sell alcohol as required by the City of Law.
Capacity
All room capacities must be adhered to. Any group surpassing the published room capacities will be asked to leave the premise and will forfeit all rental fees. Capacities vary depending on room arrangement and must provide for clear egress and exit discharges.
Children
Minor children must be supervised by an adult throughout the time that they are in the facility.
Groups composed of youths aged 17 and under requires adult supervision at a ratio of one (1) adult to every ten (10) youths at all times. Groups must submit a guest list to ensure that this ratio is met.
Clean-up
Applicants must leave the facility and its contents in the same condition in which they were found. Place all trash in the receptacles provided. Each group is responsible for the general clean-up of the room(s) rented. General clean-up refers to removing all loose trash including food, beverages, decorations from tables, prep area and all rented areas, and placing in receptacles in the room. Prior to exiting the property, the permit holder must do a final walk-through checklist with facility manager.
For Lakeside Center rentals, groups must remove all trash from the building and place inside the dumpster located in the parking lot. Renters are also expected to clean tables/surfaces before exiting the building. Cleaning supplies will be available to wipe down these surfaces.
A cleaning fee will be assessed to the credit card used to pay for the rental should City staff have to clean up after a rental.
Common Area
The lobby and hallways are considered common areas and not rental space unless part of an after hour rental.
Conduct
The Palm Beach Gardens Recreation Department is committed to providing a safe, positive, and structed environment for participants and patrons of its programs, activities, and facilities. Responsible behavior by everyone is essential to achieving this objective. Participants, patrons, and parents/guardians must understand and appreciate the behavioral expectations for participation in City programs and activities and for use of City facilities.
All people, including staff, must be treated with respect and dignity. There is a "no tolerance" policy for conduct that is unsafe, intimidating, harassing, or derogatory.
Violation of the Code of Conduct or engaging in prohibited conduct/behaviors may subject the violator to the following corrective responses. The appropriate response will be determined by City staff, at staff's sole discretion, on a case-by-case basis. The listed responses are not progressive and are not exclusive.
Damage
The City will be responsible for the replacement or repairs of the building or its contents, which become broken, defaced, or damaged by members of the rental group or their children. No person shall mark, deface, disfigure, tamper with, displace or remove any part of the Burns Road Recreation Campus. All damages and repairs will be completed by the City and charged to the card on file.
Decorations
- Balloons are prohibited at all City facilities.
- Decorations must be freestanding or on a tabletop.
- Nothing can be hung from the walls or ceilings.
- The use of glitter, confetti, nails, tacks, push pins, hooks, glue, staples, or other surface adhesives or objects that may damage the walls or other city property is prohibited. The renter will be charged for any repairs.
- The use of incense, smoke and/or fog machines, throwing rice, confetti, bird seed or other materials is strictly prohibited.
- Lobby or common space furniture may not be moved or rearranged.
- Fog machines, cold sparklers, fireworks, or sparklers are not permitted.
- Decorating windows, lights fixtures, or painted surfaces is prohibited.
- Flame candles are prohibited. Battery-operated candles and other lighted objects must be pre-approved by City staff.
Fire Safety
All safety precautions necessary for fire protection and safety must be observed. Exits and entry ways must always be kept clear of obstructions.
Furniture
The Center will provide tables and chairs according to the permit holders room choice layout. Facility owned tables and chairs are not permitted outside of the Center. Rentals do not include linens or center pieces unless coordinated in advance and paid for by the client. Client required items will be coordinated by BRCC staff and billed to the permitter.
Any event items or equipment may be rented from an outside vendor, provided they complete the vendor registration process and coordinate with the City for authorization.
Insurance
The City of Palm Beach Gardens may require a certificate of insurance coverage from the renter. Certificate of insurance will be required from all outside contractors or vendors.
- Those required shall provide a Certificate of Participant and General Liability insurance policy listing the City of Palm Beach Gardens, 10500 North Military Trail, Palm Beach Gardens, Florida 33410 as additional insured in the amount of $1 million.
- The certificate of insurance must be provided in the “Accord” or similar format.
Injury
The permit holder shall report any personal injury requiring medical attention to the Burns Road Recreation Campus Staff immediately. A written incident report describing the circumstances must be completed by Recreation staff before the event is over.
Kitchen Use
Permit holders or their caterers can request use of the prep area. This includes a commercial grade refrigerator and freezer, an ice machine and food warmer. Cooking, eating and serving utensils along with paper goods are not provided. Cooking is not permitted inside of the prep area. The food prep area must be cleaned prior to the exit of the facility. Any damage caused by the permit holders’ event will be billed at cost to the credit card on file.
Caterers who have been given prior approval to cook onsite must do so in the designated outdoor area. Caterers are responsible for ensuring that a tarp is placed under the cooking area to catch any spills. Any damage or stains caused by the vendor will incur a cleaning charge to the permit holder.
Deductions will occur if the prep area is not left clean, and if there is damage to the equipment.
Misrepresentation
The City of Palm Beach Gardens reserves the right to charge the credit card on file and shut an event down if it is found that the permit holder misrepresented information on any of the application documents. Examples of misrepresentation include but are not limited to:
- If an applicant falsely claims residency by using an incorrect address or having a resident apply on their behalf, the event will be canceled, and the non-resident rate will be charged to the card on file. To receive the resident rate, applicants must submit a copy of their lease or mortgage along with a utility bill that matches their government-issued identification.
- Exceeding the number of guests stated when applying for permit.
- Using the rental for activity other than what was applied for.
Pets
Per City Ordinance Section 46-14, Pets and Animals: "No person shall bring or allow any pet or animal in any city park, except those assisting or aiding impaired or physically disabled persons."
Security Assessment
Renter may be required to hire off-duty Palm Beach Gardens Police based on the nature of the event. City staff may require off-duty police based on the duration of the event including set up and breakdown time, the number of people anticipated to be in attendance, the activities to occur at the event, whether food will be prepared and served, whether alcohol is served and any other factor related to the security of the facility and surrounding area.
Signage
Certain event permit holders may receive approval from City staff to put up signage at facilities utilized in the permit. If approved, a signage plan must be submitted at least two weeks prior to the permit start date, or the first date the permit holder wishes to put the sign up. Signage must adhere to the City’s Code of Ordinances. Any approved signage must be removed from City facilities within 24 hours of the end of the permit. The City has the right to remove, and dispose of, signage from a facility at any time if it is deemed not in compliance with City Code, offensive or unaesthetic.
Smoking
No smoking or vaping is permitted in any room or building on the Burns Road Campus. Use of tobacco products is strictly prohibited. Smoking is permitted outside, in the designated smoking area. Violators will be identified and asked to leave the facility.
Sound
Amplified sound details are to be disclosed during the planning process. Depending on what the amplified sound is for, a sound mitigation plan might be required.
Vendors & Exhibitors
The use of any vendor requires approval by the City and must complete all vendor requirements. A list of vendors must be submitted at least 14 business days prior to the rental, and the vendor must meet the conditions of being an approved vendor.
Certain vendors as dictated by Burns Road Recreation Campus staff who will be operating out of the Burns Road Recreation Campus must check in at the Service Desk and receive a visitors’ badge from staff.
Food Trucks and Tents
Food trucks must be inspected by the City of Palm Beach Gardens Fire Department’s Community Risk Reduction Division. The inspection is free. The CRRD inspector can be contacted by phone to set up an appointment at: 561-799-4324. Community Risk Reduction Division | Palm Beach Gardens, FL - Official Website.
Outdoor Tents: Vendors must use a tent in good condition. The following are to be considered:
- Tents with slanted legs are not allowed.
- Tents must have a minimum of 20 lbs. on each corner, regardless of weather.
- Tying tents to tables, coolers, etc. is prohibited
- Tents over 10x10 must be inspected by Code Enforcement/Fire Marshall.
Vendor Parking: Food trucks and other vendors must only park in spaces approved by City staff.