Physical Address: 29614 Upper Bear Creek Road
(Log building at the lake)
refer to DISTRICT MAP on main menu bar
Mailing Address: PO Box 520, Evergreen, CO 80437 (Please send all mail here)
Phone: 720.880.1300; Fax: 720.880.1380; Skating & Boating Hotline: 720.880.1391
Rental Policy
The Evergreen Lake House is available for rental April 1st through mid-November (providing there are no scheduled community events). After the second week in November, protective flooring is laid down for the upcoming skate season. From mid-December to mid-March, the Lake House is open for ice skating and limited facility rental. Rental dates and time are contingent upon availability. Rental uses include meetings, banquets, parties, weddings, receptions, family reunions, conferences, etc. Provided in the rental costs are tables, chairs and district staff member. Linen and tables settings are NOT included. Maximum guest count is 200.
Payments/Reservation Deposits
The Evergreen Park and Recreation District accepts personal checks, VISA, American Express, MasterCard, and Discover as forms of payment. Any payment that is made by fax, phone or email is subject to a 2% convenience fee, plus a completed authorization form. Credit cards used for security deposits and/or payments will not be considered "paid" until the card comes back with an approval code. At the time of booking, a $500.00 damage/security deposit is due. Once this fee is received, a contract will be sent. It is understood that the Renter is the responsible party for any damage(s) incurred to the facility or grounds arising from the event, whether or not it is more than the damage deposit. The final payment must be made 180 days before the event date. Any late payments will be charged a 10% late fee. If the full payment is more than 30 days delinquent, the reservation will be cancelled and all monies paid will be forfeited.
Cancellation Policy
The Renter may cancel the event in writing 180 days prior to the event date and forfeit 1/2 of what was paid for the damage/security deposit. Cancellations less than 180 days, but more than 90 days will forfeit the full amount paid for the damage/security deposit, with the difference refunded. Cancellations less than 90 days will forfeit all monies previously paid. No show events will forfeit rental fee and damage/security deposit. Refunds will be processed through the District in the form of a E.P.R.D. check regardless of how payment was initially made. All refunds are sent to the 'Primary Renter' and are processed within 4-6 weeks after the event date. The E.P.R.D. refund policy does not allow credit cards to be credited.
Set-Up / Clean-Up
*Before the event, ONE hour will be given for set-up free of charge. No drop-offs or early arrivals will be allowed into the facility before scheduled times. All guests and contractors must be out of the facility at the end of the paid time. No extra time will be given for clean up. If for any reason clean up is not complete at the end of paid time; the extra cost will be taken from the damage deposit. A minimum of 1/2 hour will be charged for late departures. There will be no refunds given for early departures. No items will be left for later pick-ups. A $300.00 fee will be charged for any items left in the Lake House. Renter will be billed (minimum $75.00 charge) for any trash left behind in the facility. All trash must be removed to the outside dumpsters, recycling is encouraged. Likewise, a fee will be charged for any excessive cleaning needed because of the event. The $500.00 damage deposit will be held for facility review and inspection for damage and for any extra cleaning needed. The refund process for damage deposits takes 4 to 6 weeks after the event, and will be processed and distributed in the form of an Evergreen Park and Recreation District check made payable to the 'Primary Renter.' *The Monday thru Friday 8-hour block does not include the one-hour free set-up time.
Staff Assistance
District Staff will be on site during the scheduled rental time. Staff will provide initial set-up of tables and chairs before the renter's preparation time begins. Once the event begins, furniture rearrangement is the Renter's responsibility. (Please be considerate of the wood floor if rearranging.) Staff has authority to close all windows and doors after 10 pm, if necessary, due to loud events. All music must be shut down either 1 hour before the rental time is up or by 11 pm, whichever comes first.
Alcohol/Smoking
The Renter may consume alcohol for a maximum of (6) SIX hours. Alcohol service is restricted to beer, wine and champagne. The sale of alcohol is NOT permitted. The Renter understands that it is the Renter's responsibility to assure that the dispensing of alcohol is by a bartender and in compliance with Colorado State Liquor laws. Method of controlling consumption: A professional bartender and/or security guard is strongly recommended but not required to assist applicant in controlling consumption. Alcoholic beverages may NOT be removed from the rental area. Mats must be used under bar areas to protect the floors. Kegs are allowed in the deck area only, not inside the facility. Smoking is not allowed in the building. All alcohol/bar service must be shut down either 1 hour before the rental time is up or by 3 pm or 11 pm, whichever comes first.
Caterers/Contractors
Available equipment to Renters/Caterers in the kitchen area is limited to a GE Profile convection/microwave oven, sinks, alto-sham, refrigerator and freezer. An ice machine is on site; however, we cannot guarantee the amount of ice available for any given event. Renters/Caterers must bring all supplies including utensils, dishes, coffee makers/filters, linens, etc. The Renter understands that it is the Renter's responsibility to inform all caterers, musicians, florists, other helpers and guests of the specific times and nature of the rental agreement, where to unload and acceptable parking areas. Renter realizes that the Renter is responsible to see that all event participants observe all aspects of this agreement as well as all facility rules. Any vehicles driving on the grass or concrete walkway/pads, will be fined a minimum of $100.00 PER violation.
Decorations/Outside Use
Some decorations are acceptable inside the facility, and must be cleared with the Lake House Staff. No staples, tape, nails, or screws are allowed in the facility. Limited decorations will be allowed outside and must have prior approval. Any decorations left outside will result in a fee deducted from the damage deposit. All Renters are required to leave the facility in the exact condition in which it was found. Bubbles and balloons are not allowed at the facility. No oil lamps/candles. Any other candles must be enclosed and have something underneath it to catch dripping wax. Failure to do so will result in an additional cleaning fee subtracted form the damage deposit. No confetti and/or glitter may be thrown or used as decoration in the facility. BBQ grills and gas-cooking devices may only be used on the gravel road outside the facility and will not be allowed on the decks, grass or concrete pads.
Outdoor Ceremonies
Many of our Renters use the east side of the Lake House to do their ceremonies. A maximum of 80 chairs can be placed on the first landing and lower deck. Absolutely no chairs, benches, furniture of any type or coverings may be set up on any grassy areas. The outdoor ceremonies held at the Lake House are primarily standing ceremonies.
General Information
Advance Reservation Policy
The Evergreen Lake House takes reservations only one year in advance if you are set on a "specific" date and this is done by a lottery. On the first day of each month, April through October, (if the first falls on a weekend day, then the next business day), we meet at the Lake House starting at 9:30 am. From 9:30 am to 9:55 am, we do registration. Registration consists of potential renters looking at the facility calendar for available dates (note- not all dates are available for the month), indicating a 1st and 2nd choice of available dates, along with a choice of AM or PM. As each party signs in, if needed, they are given a numbered ticket with a matching ticket placed into a drawing. At 10:00 am sharp, registration stops and we draw from those tickets collected. As a ticket is drawn, the party with the matching numbered ticket may choose from available dates. Refer to payments/deposit section for amount needed to secure the reservation. For the first ticket selected, that potential Renter gets first choice of dates available, etc. Potential Renters that have selected dates that are not in conflict with others will not be required to participate in the lottery. Once a date is selected, the Renter secures that date with a $500.00 deposit. After 11:00 am on the 1st day of each month, (or next business day) we will rent any time that was not selected during the lottery process. If you miss the lottery, you may book any available date for that month in person or over the phone. ONE TICKET PER PARTY/EVENT WILL BE STRICTLY ENFORCED!
Evergreen Lake House Fees
Peak Event Times-Friday, Saturday, and Sunday are divided into (2) time blocks 9 am-4 pm or 6 pm-12 am. A minimum rental of four (4) hours is required. A $500 damage deposit is required for all rentals. Discounts are available for non-profit organizations. Call 720.880.1310 for more information.
Rental Times: |
Octagon Room |
Great Room |
Both Room |
|
Fri, Sat, & Sun |
Room not available alone under peak time block. |
$345/hour $445/hour |
$425/hour $525/hour |
Mon - Thu 9 am-4 pm |
$90/hour |
$145/hour |
$175/hour |
Mon - Thu 6 pm-12 am |
$115/hour |
$210/hour |
$265/hour |
*8 Hour Block Mon - Fri 8 am-4 pm |
$525 block |
$840/block |
$1050/block |
(*The 8 Hour Rate Is Available During These Hours Only)
|
|||
Evergreen Park and Recreation District reserves the right to make changes at any time regarding pricing, procedures, and policies.
