How do I secure my reservation at the EagleVail Pavilion?
In order to book a date, a security deposit and signed contract are required.
How much is the security deposit?
There is a $1,000 security deposit for Full Day and Evening rentals and a $500 security deposit for Early Bird rentals (events held between 8am-4pm). We accept cash, checks and credit cards.
When is the deposit returned?
The security deposit will be returned in full approximately two weeks after your event date, assuming there is no damage to the Pavilion or violations of the Noise Ordinance or Closing Time (see below or reference your contract).
What is the cancellation policy?
You may cancel your event at any time, however, cancellations must be made more than 60 days before the event date in order to receive a refund of the deposit. cancellation less than 60 days prior to the event will result in the forfeiture of the full security deposit.
Are there any discounts?
We offer EagleVail residents and EagleVail businesses a 25% discount off the rental rate year round. A copy of a utility bill, lease, or mortgage statement is required to receive the discount. The EagleVail Pavilion also offers discounted rates for non-profits. Please request a rate sheet for details.
What is the rental fee?
Our rental fees vary by day of the week and time of day. Please request a rate sheet for details. The rental fee is due a minimum of 60 days prior to your event. We accept cash, checks and credit cards.
What furniture is included in the rental?
The Pavilion comes with 200 chairs, 20 - sixty inch round tables, 10 - six foot rectangular tables, and a podium. You are responsible for setting up the tables and chairs before the event, but we ask you to leave them afterwards and we will break them down for you. The tables and chairs may go on the deck but are not allowed on the wedding lawn or beach areas. The Pavilion does not have linens, serving utensils, or any other “soft” catering items.
Is there WiFi at the Pavilion?
Yes. The login is: RED and the password is: 99eaglevail22
Does the Pavilion have A/V equipment?
No. Please see our Preferred Vendor List for recommendations for A/V rentals.
Can the Pavilion recommend a caterer/florist/DJ?
Yes. Please see our Preferred Vendor List. You are welcome to use any vendor that you’d like, however, these are recommendations of vendors that we’ve worked with successfully in the past.
Does the Pavilion have a kitchen?
The Pavilion has a full catering kitchen with a range/oven, chest freezer, clean up sinks, prep areas, warming oven and commercial size refrigerator. The Pavilion does NOT have an ice maker.
Do we have to clean the facility after our event?
General cleaning for normal wear and tear is included in the rental rate. Excessive spills, messes, and damage will result in deductions from the security deposit. You are responsible for removing all personal items and taking the trash to the dumpster.
Is there a Noise Ordinance in EagleVail?
Yes. At 10pm all music and noise must cease and you must be completely out of the Pavilion (including personal items and decorations) no later than the end time specified on your contract. Violating the Noise Ordinance and/or the Closing Time will result in deductions from the security deposit at the rate of $250/hr.
What is the Closing Time at the Pavilion?
The Closing Time is specified on your contract. There is a 10pm Noise Ordinance in EagleVail so at that time all music and noise must cease and you must be completely out of the Pavilion (including personal items and decorations) no later than the end time specified on your contract. The latest Closing Time available is 11pm. Violating the Noise Ordinance and/or Closing Time will result in deductions from the security deposit at the rate of $250/hr.
What is the capacity of the Pavilion?
The Pavilion comfortably seats up to 150-200 people. Each table seats 8 people.
Do we need a liquor license?
Only if you will have a cash bar or will be charging for people to come to the event. Then you will need to obtain a liquor license from Eagle County at 970-328-8718. Please note that this can take a minimum of 30 days.
Can we set up the day before our event?
Generally speaking, the Pavilion is booked on a daily basis so it is not possible to set up the day before an event. If you'd like to view the Pavilion prior to your event, please note that the Pavilion is available by appointment only. Please note that if you would like to set up or drop supplies up prior to your contracted start time (start time is stated on your contract), you may do so as the schedule allows by appointment only!
Can we leave rental items overnight?
No. Rental items may not be left overnight. Any request for alternate arrangements will be addressed on a case by case basis as availability allows. Decorations and rental items left inside the Pavilion after the Closing Time specified on your contract will result in a minimum deduction of $250 from the security deposit. EagleVail Pavilion is not responsible for items left at the Pavilion.
Can we park overnight?
There is no overnight parking in the Pavilion parking lot, however, we do not want anyone to drive under the influence. If you think that there is any chance you might need to have overnight parking, please let us know in advance so that we can alert the towing company not to boot vehicles left overnight. Cars parked overnight must be removed from the Pavilion lot by 9am the next morning. Vehicles left in the lot past midnight without permission run the risk of getting booted. EagleVail is not responsible for ticketed or booted vehicles.
When can we see the Pavilion?
The EagleVail Pavilion may be seen by appointment only. Call 970-790-1218 to arrange for a time to tour the venue.