LAKE HOUSE RENTAL

The Evergreen Lake House is available for rental mid-March through the first week in December. After the first week in December, 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:

• Banquets
• Conferences
• Family reunions
• Meetings
• Memorials
• Parties
• Retreats
• Team building
• Weddings and receptions
• Etc.

Holidays falling on a weekday are subject to peak rental rates. Provided in the rental costs are tables, chairs, ceremony area with up to 100 chairs, and a district staff member. Linen and table settings are not included.

Maximum guest count is 200.

At the time of booking, a $750 initial payment is required to secure the date.  The final payment for the remaining balance, a $750 damage deposit (refundable), and setup fee must be made at least 180 days before the event date.  Evergreen Park & Recreation District accepts personal checks, Visa, American Express, MasterCard, and Discover as forms of payment.  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. 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 Renter may cancel the event in writing 180 days prior to the event date and forfeit one half of the initial payment. Cancellations less than 180 days but more than 90 days will forfeit the full amount of the initial payment, 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 check form. 

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 half an 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 fee will be charged for any items left in the Evergreen Lake House. Renter will be billed (minimum $75 charge) for any trash left behind in the facility. All trash must be removed to the outside dumpsters, and recycling is encouraged. Likewise, a fee will be charged for any excessive cleaning needed because of the event. The $750 damage/security will be held for facility review and inspection for damage and for any extra cleaning needed.

District Staff will be on-site during the scheduled rental time. Staff will provide initial set-up of tables and chairs inside the Evergreen Lake House, 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 one hour before the rental time is up.

Alcohol

The Renter may consume alcohol for a maximum of six hours. Alcohol service includes beer, wine, champagne, and hard liquor. No shots or neat pours allowed. 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 in compliance with Colorado State Liquor laws. Alcohol must only be served by a Training for Intervention Procedures (TIPS) Certified bartender, and proof of certification must be available on-site during the event.

Alcoholic beverages may not be removed from the rental area. Mats must be used under bar areas to protect the floors inside. Kegs are required to be placed inside a keg tub and kept on the outside deck area.

All alcohol/bar service must be shut down one hour before the rental time is up.

Smoking

Smoking is not allowed in the building, and in designated areas only. Consumption of marijuana on District property is strictly prohibited.

Preferred Caterers

For a list of Preferred Caterers, please email Krista Emrich

Equipment Available to Renters / Caterers

Available equipment for renters/caterers in the kitchen area is limited to:

• Alto-shaam
• Freezer
• Microwave oven
• Refrigerator
• Sinks

An ice machine is on-site; however, we cannot guarantee the amount of ice available for any given event.

Materials Renters / Caterers Must Bring

Renters/caterers must bring all supplies including:

• Coffee makers/filters
• Dishes
• Highchairs
• Linens
• Utensils
• Etc.

Renter Responsibilities

The Renter understands that it is the Renter's responsibility to inform all caterers, musicians, florists, and other helpers and guests of the specific times and nature of the rental agreement, where to unload, and acceptable parking areas. Renter realizes that they are 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 at the Lake House will be fined a minimum of $100 per violation.

Some decorations are acceptable inside the venue and must be cleared with the Lake House Staff. No staples, tape, nails or screws are allowed in the venue. No tape of any kind on the tables or chairs.

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 venue in the exact condition in which it was found. Bubbles and balloons are not allowed at the venue.

No oil lamps/candles. Any candles must be enclosed and have something underneath it to catch dripping wax and to keep wax from spilling when moved. Failure to do so will result in an additional cleaning fee subtracted from the damage deposit. No confetti and/or glitter may be thrown or used as decoration in the venue. Propane grills and gas-cooking devices may only be used with the appropriate grease pads/tarps to cover concrete walkway/pads, outside on the northwest side of the Lake House. Cooking is not allowed on the decks.

Ceremonies are often held on the east side of the Evergreen Lake House facing the water. A maximum of 100 chairs can be placed on the deck for the ceremony. No chairs, benches, furniture of any type, or coverings may be set up on any grassy areas, unless authorized by a staff member. The outdoor ceremonies held at the Lake House are primarily standing ceremonies.

• Renter information is confidential and will not be shared with other renters and contractors.
• Event times are usually divided into two time blocks 9 AM to 4 PM and/or 5 PM to Midnight.
• One-half hour of free rehearsal time can generally be scheduled six weeks of the event date during normal business hours and time is determined based on availability.
• There is a firm one-half hour time slot to rehearse. All participants should be on time for the rehearsal and it is not a meet and greet time. Thank you for your help with this.
• Charges may apply to rehearsals longer than 30 minutes.
• Rental of the Octagon Room is just that. Should your event or guests overflow into the Great Room, you will be charged accordingly.
• May through September, non-motorized boating is a daily event on the lake. All summer long there is activity at the lake park. We cannot delay, stop, or limit this activity for any Lake House rental.
• Renter must supply names and phone numbers of all sub-contractors at least 30 days prior to the event or at the scheduled walk through time.
• During the initial set-up time, the main entrance doors may remain locked, with sub-contractors and/or renters being the only ones allowed in. We encourage you to add a 15 to 30 minute buffer to actual start times so as to accommodate early arrivals. An alternate to this would be having ushers at the front doors to redirect guests around to the lake front decks.
• Due to our altitude, our landscaping does not start to fill in until mid/late June. Outdoor wedding ceremonies from April through June should not expect full grass and blooming flowers. However, you can always expect the incredible wildlife that frequents our area, including the elk that may greet your guests upon arrival.
• Drones are not permitted on Evergreen Park & Recreation District property, all photos and videos currently being used are for marketing purposes and were created prior to new rules being put in place

The park and trails at Evergreen Lake are open to the public.  During your event, recreation activities may be ongoing, including non-motorized boating.  A small number of parking spaces are reserved for events at the Evergreen Lake House and the bulk of the parking lot remains available for public use.  It is highly encouraged to provide transportation for guests (shuttles, rideshares, etc). 

Event times are generally divided into two time blocks: 8-hr blocks and 10-hr blocks. A $750 damage/security deposit is required for all rentals. 

2022-2023 Fee Schedule 

**All reservations include the Lake House outdoor deck area.

Evergreen Park & Recreation District reserves the right to make changes at any time regarding price, procedures, and policies.