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Rental Reservations

Charles City County Parks & Recreation Reservations

 

**Notice** Harrison Park Shared-Use Trail will be constructed Spring 2022. Exact dates will be given as plans are finalized. All rentals of Harrison Park are on hold until further notice.

Please note

Guidelines and maximum attendance quanities may change as a result of updated COVID 19 guidelines

  1. Rental Reservations are only finalized once all paperwork and the $25 non refundable rental deposit has been received. 
  2. Final rental payment is due within 30 days of the requested rental reservation.  Once final payment has been received a confirmation permit will be provided. 
  3. Please contact us at 652.1601 to inquire about Monday thru Thursday rental dates or for rental dates not listed online but within the 12 month rental reservation time frame.
  4. Rentals with more than 50 or more  are required to obtain a Special Event Permit issued by the Office of Community Development per the county ordinance.  The cost is $150 and payment is required at the time of registration.
  5. To ensure communication and clarity, event correspondence is facilitated with the rental applicant only.
  6. Rental applicant must be present at the event and ensures all responsibility and liability. 
  7. Permit approval process may take up to 30 days and does not commence until rental balance has been paid in full. Please plan accordingly by submitting documents and fees prior to the 30 day notice

Paperwork Needed, Upon completion of your reservation, we need the following from the Rental Application and Policies.

  • RETURN TO US    Page 1 and page 2 of the Rental Application and Policies
  • KEEP and READ   Pages 3 - 6.  It is the policies, rules and regulations.
  • RETURN IF ALCOHOL   Page 7 to the Sheriff Department ASAP with payment
  • SPECIAL EVENT PERMIT INFORMATION    Complete pages 9 - 11, if you will have more than 50 or more people in attendance. 

Special Event Information 

  1. I understand public events and some large private events may require:
    • Charles City County Deputy presence
    • the submittal of a Special Event Permit to the Department of Community Development at least thirty days in advance, and
    • public events utilizing the concession stand, caterers, or food vendors require the submittal of paperwork to the Virginia Department of Health at least ten days in advance.
  2. Additionally, I understand I may be required to provide Charles City County with a certificate of inspection, and I am required to provide a certificate of general liability insurance in the amount of at least $1,000,000 combined single limit liability coverage naming Charles City County, Virginia as an “additional insured” for all events with inflatables, bounce houses, petting zoos and dunk tanks.

Social Center Rentals or Ruthville Gymnasium

  1. After Hour rentals for the Social Center and Ruthville Gymnasium require a three hour minimum reservation time.  Rentals during normal operating hours do not require a minimum reservation time.
  2. All Social Center and Ruthville Complex rentals that go past the reserved rental end time will be charged $25 per fifteen minute increment.
  3. Social Center rentals with alcohol require an ABC license and a Charles City County Sheriff Department deputys presence. Alcohol is not permitted at the Ruthville Gymnasium.
  4. Rental Fees are inclusive of any time needed for decorating, caterers, breakdown of decorations and cleaning.  Facility staff will provide the setup or breakdown of tables and chairs. Friday Setup is ONLY available for events scheduled on a Saturday.  Friday Setup is from 10 am to 3 pm at $25 per Friday.   
  5. The Grand Activity Room at the Social Center holds 300 standing guests.
    • We have 300 chairs, twenty six  8ft banquet tables and twenty one  60 inch round tables for your use. The number of tables are subject to change.
    • Dimensions, The Grand Activity Room is approximately 98 ft x 47 ft or 4,606 sq ft
  6. Payment in full must be received at least 30 days before your event. If required, your ABC Banquet License will also be due at this time. 

General Information

  • A fourteen day notice is required for cancellations. 
  • Rentals with more than 50 or more are required to obtain a Special Event Permit issued by the Office of Community Development per the county ordinance.  The cost is $150 and payment is required at the time of registration.
  • Rentals are on a first come, first served basis and are reserved only upon payment of the $25 nonrefundable rental fee. 
  • A completed application and the rental balance is due within thirty days of the reservation date. No holds of dates will be permitted.
  • Rental applications can be reserved up to twelve months in advance.
  • Rental reservations submitted with less than fourteen days are required to pay the full rental fee at the time of reservation.
  • Full Rental Fee: The full rental fee is due thirty days prior to the reservation date. Payments can be made online, in person at the administrative office located at 8320 Ruthville Road, Providence Forge, VA  23140, Monday thru Friday, 8 am to 4:30 pm or can be mailed to Parks and Recreation,  PO Box 128, Charles City, VA 23030.

Picnic Pavilions

  • Picnic pavilions are first come, first served unless reserved in advance.
  • Rentals with more than 50 people are required to obtain a Special Event Permit issued by the Office of Community Development per the county ordinance.  The cost is $150 and payment is required at the time of registration.
  • Picnic pavilions are located at Harrison Park, Mt. Zion Park, Lawrence Lewis Jr. Park and on the Social Center grounds.
  • Trash associated with outdoor facility rentals must be collected and disposed of in either the dumpster or trash receptacles.
  • Park grounds are public and the county is not responsible for damages to personal property while on the grounds.
  • Concession stands are not included in the rental fee for a pavilion.  Concession stands rentals require additional paperwork and a Certified Food Protection Manager on site.

Table Rental

  • Table rental is $5 per 8ft table.   
  • Minimum rental of 4 tables.   Table pick-up or drop-off is Monday-Friday from 8 am to 4:30 pm.  . 
  • Should you have any questions or concerns please do not hesitate to contact our office at 804 652.1601. 

Please review the available slots below and click on the button to sign up. Please contact our office for weekday rental reservation requests.

Upon completion of your reservation, we need the following from the Rental Application and Policies.

  • RETURN TO US    Page 1 and page 2 of the Rental Application and Policies
  • KEEP and READ      Pages 3  thru 6.  It is the policies, rules and regulations.
  • RETURN IF ALCOHOL    Page 7 to the Sheriff Department ASAP with payment
  • SPECIAL EVENT PERMIT INFORMATION   Complete pages 9 - 11, if you will have more than 50 people in attendance. 

Thank you

Related files:

Created by:   Charles City County Parks and Recreation
 
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