General Park Policy

General Rental Policies

• Contract must be filled out in its entirety and approved by an authorized representative of the PRE. Proper insurance verification must be presented when deemed necessary according to the event or function type.
• Any rentals of the entire park will require proof of liability insurance of $1,000,000.00 for the period covering the event. This insurance can be purchased at http://www.specialeventinsurance.com
• Payment of rental fees and deposit is required within five (5) business days of approval; requested shelters will not be placed on hold. Deposits will be refunded if the shelter is returned to its original condition (i.e. no damage, trash is removed, etc.).
• Deposit refunds will require four (4) weeks for processing unless paid by credit card. Credit card refunds will take five (5) business days to process.
• Cancellation requests must be received at least two (2) weeks in advance of the rental date in order to qualify for a full refund of rental fee and deposit, less a 15% administration fee. Cancellation requests received less than two (2) weeks in advance will qualify for a refund of the deposit only. Cancellation due to weather or other reasons not under the control of the City are not subject to refund unless directed to cancel/close by PRE.
• Shelter rentals occur in four (4) or ten (10) hour blocks. No refunds will be issued for unused time from a rented block.
• All reservations must end no later than the time listed in the rental permit. Groups must be cleaned up and out of the shelter/space/park at this time. The group or organization is responsible for the cleanliness of the shelter/space/park upon completion of the reservation.
• Rental of the facility entitles the user group to use of the shelter ONLY. Use of any additional shelter or available space without a prior rental agreement is strictly prohibited. In addition, no unauthorized vehicles or equipment are allowed next to or near the shelter unless prior written permission is granted by an authorized representative of the PRE. Deposits may be forfeited if unauthorized vehicles or equipment are in grass areas and not in authorized parking spaces.
• The undersigned shall be responsible for cleanup and care of equipment and the facilities used. Failure to do so will result in the loss of privileges and possible penalty assessment.
• With appropriate permit, alcoholic beverages are permitted at the following parks: Alum Spring Park, Hurkamp Park, Maury Park, Old Mill Park, Riverfront Park, and W.L. Harris Park (if authorized by the Mayfield Civic Association). Alcohol IS NOT permitted at the following park locations under any circumstances: Motts Run Reservoir Park, Memorial Park, Snowden Park, and Dixon Park.
• A Virginia ABC License is required for alcohol consumption within a rented shelter/open space and/or park. There is NO alcohol permitted outside of a rented area/park. The applicant is responsible for securing an ABC license, if applicable. (http://www.abc.virginia.gov/licensing/obtainlicense.html)
• Dangerous currents are always present within the boundaries of Old Mill Park. As such, for your own personal safety, swimming and/or wading in the river is strongly discouraged! Should a water related emergency occur during your visit, dial 91 1 and report the incident and your location to the authorities. Your location is shown on the river warning signs on or near the river shoreline.
• If using the Canal Path/Heritage Trail, the event planner must rent space at a park to
• start and end the event. The event planner may submit 4 (four) copies of their 8.5” wide x 11” tall laminated event flier to Fredericksburg Parks, Recreation and Events Department for display in the City Trailside Kiosks (4 locations along the trail). Fliers must be portrait and laminated and are to be submitted to the Fredericksburg Parks, Recreation and Events office no less than one month prior to the event for display in the kiosks.
• Please report all park deficiencies, vandalism, etc. to any park personnel on property or call 540-372-1086 or email fredprpf@fredericksburgva.gov. If immediate attention is needed call the afterhours number at 1-866-915-9916 or non-emergency police at 540-373-3122.
• Please sign up for Fredericksburg Alerts at www.Fredericksburgalert.com. This is how you will be notified of any park closures or delays.
• Any changes to the rental contract must be done in writing and turned into or emailed (fredprpf@fredericksburgva.gov) to the Dorothy Hart Community Center two (2) weeks prior to the date of your rental.
• Reservation requests will be granted based on the availability of City staff to supervise the event.
• The City reserves the right to deny an applicant's rental request if the applicant does not fit the criteria provided in this Policy, or the applicant or anyone in the applicant's group has previously violated any rule in this Policy.
• All entities other than PRE are limited to a maximum of twelve (12) one-day reservations per year.
• Reservations for City-sponsored activities will take priority at all times. The City reserves the right to cancel a reservation for a non-City sponsored event for any reason. If the City cancels such a reservation, the applicant's fees will be refunded to the applicant.
• Rentals are subject to all applicable City of Fredericksburg ordinances.