Facility Use policies & procedures

Permit Types

The City hosts a number of different activities at its facilities and receives a high volume of permit requests.  City staff members may deny or cancel permits for any reason, at their sole discretion.  All permit holders must:

• have a valid credit card on file with the City’s Recreation Department, with the exception of Common Park Space Permit holders.  
• be able to produce a copy (paper or electronic) of the permit during facility use if requested by a City staff member. 
• utilize the facility for its intended use unless given written authorization from a Recreation staff member.
• not sublease a facility under any condition.
• be present at the permitted facility for the duration of each permitted use.  For groups and organizations, board members or other designated stakeholders may act as the permit holder during facility use but must be approved by a City staff member.

Common Park Space Permit

Groups wishing to use a common park space such as a playground or open space must obtain a permit.  This type of permit is most applicable to camps, schools, and other community groups.  

Block Permit

Block permits, regularly-occurring permits over a period of time, are issued for City-organized activities as well as to recognized groups and organizations.  

If approved, permits for individual days will be coordinated directly with the assigned Recreation Department liaison. Block permit holders must have a permit for each facility use.  Rosters, complete with participant names and addresses, are required for each Block permit holder.

Block permits may be submitted in advance as the table below dictates:

Daily Permit

While groups and organizations also qualify for daily permits, they are mainly issued to individuals for single-time or limited duration facility uses.  Daily permits are typically issued to pickup style activities for a group of individuals.  Depending on the requested use of the facility, a valid, qualifying certificate of insurance may be required.  The following table gives the number of days prior to a daily permit, in which each qualified group may permit (request) or book a facility using the City's online registration portal.

Tournament/Event/Camp Permit

Tournaments, events, and camps are considered Public Assembly in the City Code of Ordinances.  Special events will be evaluated on a case-by-case basis. Additional consideration will be given to those which bode a positive economic impact in the community, especially those sponsored by the Palm Beach County Sports Commission. 

Those wishing to host a tournament, event, or camp must comply with all applicable sections of the Facility Use Policies and Procedures, as well as the City's Public Assembly Handbook.

Qualifications

General Permit and Facility Use Rules

Permit holders, and all participants of the permitted activity, are responsible for abiding by all park rules and City ordinances. The following rules are strictly monitored:

• Animals, except service animals, are prohibited on City property, per City Ordinance (sec. 46-14)
• Balloons are prohibited at all outdoor facilities, per City Ordinance 
• Alcohol is prohibited at all City parks, per City Ordinance (sec. 6-8)
• Trash and event debris must be placed in the appropriate receptacles. 
• Noise & amplified sound, per City Ordinance.
• Glitter and confetti are prohibited.

Signage

Certain Block and Tournament/Event/Camp permit holders may receive approval from City staff to put up signage at facilities utilized in the permit.  If approved, a signage plan must be submitted at least two weeks prior to the permit start date, or the first date the permit holder wishes to put the sign up.  Signage must adhere to the City’s Code of Ordinances.  Any approved signage must be removed from City facilities within 24 hours of the end of the permit.  The City has the right to remove, and dispose of, signage from a facility at any time if it is deemed not in compliance with City Code, offensive or unaesthetic.

Insurance Requirements

Applicable to some (only when requested by City staff) daily permits and all block, tournament/event/camp permits.

• Those required shall provide a Certificate of Participant and General Liability insurance policy listing the City of Palm Beach Gardens, 10500 North Military Trail, Palm Beach Gardens, FL 33410 as additionally insured in the amount of $1 million.
• The certificate of insurance must be provided in the "Accord" or similar format.
• Any organization or group storing equipment or property inside a City-owned building is responsible for providing the City a copy of its contents and equipment policy.
• Electric or gas-powered golf carts or utility vehicles must be approved, and owner must provide copy of their insurance policy with inland marine coverage.
• Any organization or group serving food must inform the City and provide a minimum $1 million Product/Completions and General Liability Certificate of Insurance listing the City as additionally insured.

The Event Planner should expect that all entities involved in the event will need their own separate coverage. One blanket policy by the organization planning the event, in most cases, is not sufficient.

Background Screening

Applicable to some (only when requested by City staff) daily permits and all block, tournament/event/camp permits.

Per Florida State Statute and City of Palm Beach Gardens policy, organizations providing youth programming will be required to be background checked. Coaches, assistant coaches, trainers, board members and volunteers ages 16 and over who work with children are REQUIRED to be background screened annually. The screening process takes approximately 5 days to complete. The cost of background screenings is due upon submitting of background screen application by the volunteer/permit holder. 

Click here to complete background screen.

Background Exclusion Criteria

Temporary Equipment

All equipment, structures, and use of site amenities are to be requested on the site plan and are subject to approval by the City. Generally, Event Planners are to be aware of:

• Turf fields are considered off limits unless approval is given during the planning process, unless the event is a turf-based activity.
• Under no circumstance are tents of any kind or other temporary equipment to be staked into the ground on any sports turf field.
• All tents and temporary items must be secured for the safety of event patrons. Depending on the location of such items, staking or weights will be required.

The use, security, and cost of repairs to the facilities utilized during the event becomes the responsbility of the organization hosting the event. The City is not responsible for any damage or loss of event equipment. Securing and security of the event site is the sole responsbility of the organization hosting the event. During the planning process the City will require “conditions of approval’ related to the security of the event. Compliance with these conditions is required.

Should damage occur to City facilities, the City will perform the repairs, and the organization will be charged for the damage. At no time is the Event Planner to alter or fix anything on the site. All issues with the site are to be brought to the attention of the Staff Event Coordinator. All temporary equipment and structures must be removed from the site at the conclusion of the event as agreed upon during the planning process.

Admission Fees

Admission, or gate, fees may be charged by the permit holder.  Under no circumstances, however, shall fees be charged for parking of vehicles or access to a City parking lot. Permit holders can only charge gate fees for their permitted area and cannot restrict the public from accessing public areas on any City facility. A request for approval to charge a gate or entry fee must be made 48 hrs. prior to the permit date.

Vendors

A list of vendors must be supplied to City staff within 14 days of permit start date.  The vendor list must include the product and nature of the vendor’s appearance and the setup location for each vendor.  All vendors are subject to City approval. The City is not responsible for the provision of utilities or assisting the vendor.   

Food trucks must be inspected by the City of Palm Beach Gardens Fire Department’s Community Risk Reduction Division. The inspection is free. Community Risk Reduction Division | Palm Beach Gardens, FL - Official Website (pbgfl.com) The CRRD inspector can be contacted by phone to set up an appointment at: 561-799-4324. 

How to Apply

Steps to secure a permit vary based on the type of permit.  Please note: If you have previously obtained a permit, you have an account!  Send an email to recrentals@pbgfl.com if you are having trouble accessing your account.  Applicants must have a valid email address on file as that will be the main communication source.  

Daily Permit:  Daily facility permits for some facilities may be secured directly online.  For all other facilities and times not posted online, an application must be submitted using the following steps:

The City charges a non-refundable $1 permit application fee.  If the permit is approved, the application fee will be applied to the permit fees. Please see the fees section below for payment requirements.

1. Visit the City’s online registration portal.  Navigate to the requested facility type.  
2. Use the Facility Search Criteria to navigate to the requested date.  Click the Search button to apply any new Search Criteria.
3. Select a time slot for the facility.  Note: You may edit the requested time in a later step.  
4. Once you click the time slot, click "Add to Cart" to proceed.  If you have not already logged in to your account, you will be asked to do so at this point.
5. Answer, in detail, any questions pertaining to the permit application.  Any questions not answered truthfully may result in an indefinite suspension of permitting privileges.
6. Complete the Permit Information fields.  
7. Sign off on all waivers.
8. Continue, Proceed to Checkout, and pay the $1 application fee.
9. Staff will review the application and communicate with the applicant (via email or phone) as to whether the applicant is approved, rejected, needs additional information or documentation, or if a change of time, date, or location is necessary to accommodate the permit.
10. If a permit is approved, fees will be charged according to the information below.

Block Permit:  A Block Permit Application must be submitted for those wishing to secure a Block permit.  

Event/Tournament/Camp Permit: These activities constitute a Public Assembly.  Those wishing to obtain permits for these activities must submit the Public Assembly/Event Permit Application.  Once a fully completed application is reviewed by staff and the applicant has responded with details to additional questions asked by the department, a “hold” will be placed in the facility booking system.   This is a preliminary date hold and can be revoked by the City as the details of the event become clear or the requested facility is deemed not suitable for requested dates. 

Fees

Facility fees are charged based on the City’s Master Fees and Charges, approved by Palm Beach Gardens City Council on an annual basis. A credit card must be kept on file for all permit holders - the credit card on file may be charged for facility use exceeding the permit, or damage caused to a facility during the permit.  If a prepaid permit is canceled by the City due to adverse weather or any other reason, the credit card used to pay for the permit will be refunded within 48 hours. 

Daily Permit

Upon approval of any daily permit application, the City will charge the applicant in full for the permit.  The credit card that was used to pay the $1 permit application fee will be charged.    

Block Permit

Fees for block permits will be charged to the credit card on file monthly, in the last three days of the month for the next month’s facility usage.  For example, June’s permits will be charged between May 29-31.  

Event/Tournament/Camp Permit

All applicable fees must be paid in full prior to any permitted facility use.  

Fees will be due according to the payment plan listed on the quote for the event, tournament, or camp.  For tournaments and events, 25% of the quoted fees is due to secure preliminary approval.  The remaining 75% is due no less than 45 days in advance of the tournament or event start date and will constitute full approval for the event.  For camps up to five days in duration, all applicable fees must be paid in full to secure the facility and date(s).  For camps longer than five days, fees will be due on a weekly basis after the first five days have been paid in full to secure the facility and date(s).  

Palm Beach Gardens Youth Athletic Association (PBGYAA)

The PBGYAA is the City's recognized provider of youth, recreational sports leagues.  Some fees charged to PBGYAA divisions may differ from those charged to other persons or organizations as covered in the City/PBGYAA agreement.  

PBGYAA travel sports programs that derive from recreation are provided five months of non-reimbursable facility permit space provided that it falls within the City's Scheduled Maintenance Closures and allocated facilities are deemed playable for use. Allocated months of exempt permit fees for the PBGYAA are as follows:

• Soccer: January through May
• Baseball: August through December
• Softball: April through August
• Basketball: February through July

Change Fees

Change fees apply to any requested and City-approved alteration of a permit request or existing reservation.  Change requests must be emailed to recrentals@pbgfl.com.  Requests for changes will be reviewed on a case-by-case basis – there is no guarantee that requested changes be fulfilled, especially with short notice.  Change fees are not applicable to PBGYAA or historical organizations.

Change fees are charged according to the notice given in advance of the permit:

• More than 7 days, 3% of original receipt
• Less than 7 days but more than 48 hours, 7% of original receipt
• Less than 48 hours, 15% of original receipt

Changes are exempt from charges within 24 hours of original booking, except when the original booking takes place less than 48 hours in advance of the original reservation.  

If the change can be fulfilled, the applicable percentage above will be automatically charged to the card used to pay for the reservation.  

Recognized User Groups

As a benefit to Recognized User Groups, change fees will not apply to the first three requested changes in each City fiscal year, which runs October 1 through September 30.  

Once the Recognized User Group’s three free changes are exhausted, the card used to pay for the reservation will be automatically charged the aforementioned change fees.

Cancellation Policy

The City reserves the right to move or cancel any permit for any reason. In the event the City cancels a permit, the permit holder will be refunded in full.  

Cancellation of a daily permit or single use of a block permit must be done by the permit holder using the City’s online registration system.  If a daily permit or single use of a block permit is canceled by the permit holder:

• more than 14 days in advance, 5% of the fee paid will be forfeited.
• less than 14 days in advance but more than 7 days in advance, 10% of the fee paid will be forfeited.
• less than 7 days in advance but more than 48 hours in advance, 50% of the fee paid will be forfeited.
• less than 48 hours in advance, no refunds will be granted.

Notice of request to cancel a tournament or event must be emailed to recrentals@pbgfl.com.  If a tournament or event is canceled by the permit holder:

• more than 90 days in advance, 5% of the total quoted fees will be forfeited.
• less than 90 days in advance but more than 45 days in advance, 10% of the total quoted fees will be forfeited.  If the permit holder gives notice within this window that less facilities are needed, 10% of the fees for the canceled facilities will be forfeited.
• less than 45 days in advance but more than 14 days in advance, 50% of the total quoted fees will be forfeited.  If the permit holder gives notice within this window that less facilities are needed, 50% of the fees for the cancelled facilities will be forfeited. 
• less than 14 days in advance, no refunds will be granted.

Facility Maintenance

City facilities are maintained by the Public Services Division. Any alterations or modifications to the facilities will be coordinated by the City staff liaison to the group and shall be approved and managed by Public Facilities. 

Any request by a permit holder to perform maintenance of any kind at a City facility should be written, in detail, and sent to their City staff liaison.  If the permit holder is given written authorization, the permit holder must then coordinate, and get written approval for, the work to be completed. Any permit holder found performing maintenance tasks at a facility without written authorization will be subject to having their permit privileges rescinded indefinitely.

Permit holders must inspect the permitted facility prior to use.  If the permit holder discovers facility damage upon inspection, it must be immediately reported to the City staff member who issued the permit or via email to recrentals@pbgfl.com. If the damage has the potential to be hazardous to any of the activity’s participants, the permit holder must cancel the activity and report the cancellation to recrentals@pbgfl.com .  

Permit holders are prohibited from leaving equipment at any City facility without written authorization from City staff liaison.  The City is not responsible for any items or equipment left at a City facility.  Any item left behind by a participant, if found by City staff, will be returned to the City’s Recreation Department.  Permit holders may contact recrentals@pbgfl.com with any lost and found inquiries.  City staff may discard any item or equipment deemed hazardous to the public.

Turf Impact Mitigation Plan

The City of Palm Beach Gardens is proud to have some of the best sports fields in the state.  The purpose of this document is to inform the public of the measures taken by the City to maintain the integrity of the fields for the public to safely enjoy for years to come.  The City reserves the right to change the information in this plan at any time. 

Field Closures

Scheduled Periodic Closures
All athletic fields require rest and repair. Each athletic field is closed periodically throughout the year on a rotating basis. Functions completed during these closures include, but are not limited to: aeration, verticutting, resodding, herbicide, grading, irrigation, drainage, topdressing and providing the turf a chance to recover from constant play. Click here to access the closure schedule.

While the City schedules these closures on an annual basis, the City reserves the right to modify or add closures to any or all fields based on their condition. In the event a permit must be canceled due to a facility closure, and the permit never commenced, a full refund will be issued to the permit holder.

Daily Closures
On a day-to-day basis, the City reserves the right to close facilities at any time in consideration of the safety and well-being of City facilities, participants, and staff.  All turf fields are evaluated daily.  All attempts will be made to have facilities open for permits unless facilities are deemed unplayable due to weather conditions or unforeseen circumstances. Only City staff has the authority to open City facilities if conditions change.  In the event a permit must be canceled due to a facility closure, and the permit never commenced, a full refund will be issued to the permit holder.

The City now uses an automated system for notifying permit holders of weather cancellations.  Up-to-date field conditions may be found at www.pbgrec.com/weather. Permit holders and facility users are urged to register for text and/or email alerts for the facilities which they intend to use.  

Field Capacity

Too many feet on any single field can quickly wear down the turf and create unsafe playing conditions.   Capacities per multipurpose field are based on age and are as follows:

Events may be exempt from the capacities listed above.   City staff will review capacities for events on a case-by-case basis.

Block Permits

Groups who receive block permits (regularly occurring facility use over a period of time) may, depending on use frequency and turf impact, be shifted within a facility or moved to different facilities throughout the course of their permit.  

Block permit recipients are responsible for spreading play throughout their permitted facilities to prevent wear patterns on the turf, thus creating unsafe playing conditions.  Failure to take measures to protect the fields may result in suspension or loss of the block permit.  

Public Services staff will shift field layouts and locations throughout block permits as another means to protecting the sports turf and changing wear areas.  

Facility Maintenance

City facilities are maintained by the Public Services Division. Any request by a permit holder to perform maintenance of any kind at a City facility must complete the Facility Maintenance Request Form and get approval from City staff.  Any permit holder found performing maintenance tasks at a facility without authorization will be subject to having their permit privileges rescinded indefinitely.

Field Use

The City reserves the sole right to approve permits.  During busy field use periods hours of operation may be limited to reduce excessive wear and tear and safety concerns.  

Event requests will be reviewed on a case-by-case basis.  Events may be rejected at the City’s discretion for any reason included, but not limited to, the following:

• Proposed event would create excessive wear on the fields.
• Historical field traffic during the proposed dates in addition to an event would overwhelm the fields.
• Insufficient staffing available due to event conflicts.

 For events that are accepted, the City may enact some or all of the following stipulations:

• Limit the number of fields available to an event.
• Limit the number of days and hours that an event may use facilities.
• The event may be shifted throughout a facility or throughout multiple facilities to lessen excessive wear.

Event organizers and participants may not use stakes of any kind on the sports turf.  Any equipment that the event wishes to use on the sports turf must get written approval by City staff.  

Vending and Concessions

The sale or catering of any items on City property without authorization is prohibited by City Ordinance. Permitted field users and certain permitted events may be authorized to operate their own food concession during permitted times for their activity according to the following requirements: 

1. All requests must be noted on the permit.
2. All concessions must be licensed and operated according to the State of Florida and Palm Beach County regulations and codes. 
3. Proper certificates of insurance shall be in place with the City. 
4. It is the responsibility of the user group to maintain a clean and safe concession. This includes trailer/ tent concessions. Concession facilities are subject to inspection by City staff to ensure standards of cleanliness and compliance with all Fire regulations. Concession stands are not meant to be used as storage facilities. 
5. Trailer/tent concession use and placement must be approved by City staff prior to arrival on site. In the event of a hurricane, or other extreme act of nature, it is the responsibility of the permitted user to remove concession trailers/tents from the parks.
6. Natural gas shall not be stored inside concession trailers or buildings when not in use. 
7. Vehicles are not permitted to be parked at press boxes or concession trailers except prior to participant and spectator arrival for delivery purpose only. 
8. Due to safety concerns, concession deliveries should occur during times when activity is not taking place. Access to playing fields must remain free of congestion to allow access for emergency service vehicles.

Keys and Locks

All locks on park gates will be City-issued locks. No permit holder shall put their own lock on a gate unless written authorization is provided by the City. No keys will be issued or given to any permit holder unless approved by the City. The permit holder may not share keys with any other person without prior written authorization from City staff.  It is the responsibility of the permit holder to replace lost keys.  If the City deems it necessary to change a lock system, the permit holder will be responsible for those costs as well.

Lightning Alert

When sky to ground directional lightning is seen or thunder is heard, fields should be cleared and cover taken in a permanent building or hard top vehicles. The City suggests that a permit holder utilize a weather app that tracks lightning. A minimum of 30 minutes should pass after the last seen lightning strike, or thunder is heard prior to returning to play. It is recommended that each permit holder develop an internal communication policy with their participants regarding when it is clear to come back to a facility. City staff has the right to close any outdoor facility at their discretion in the case of lightning. 

Private Instructor License Guidelines

Private instruction at City facilities is only allowed when the instructor has completed each step outlined below and been issued a receipt that includes their name and expiration date and, in some instances, secured a permit for the facility needed.  Approved private instructors may train up to 3 players at a time.  A photo ID must be kept on site while providing instruction at a City facility to provide to City staff upon request.  Instructors who give instruction without a City-issued license are breaking City Code (Section 46-16) and are subject to fines and trespassing warrants.  Instructors may not use any facility that another group has reserved and obtained a permit for.  

Private Instructors are expected to take proactive measures to minimize wear and tear on sports turf.  Proactive measures include, but are not limited to: 

• Keeping as much training as possible outside of the fields of play as dictated by the current field markings.  
• Changing areas of use.  For instance, high impact ladder drills should not be repeated in the same area over and over.
• Staying off fields when saturated or showing wear areas.

BEGINNING OCTOBER 1, 2022 PRIVATE INSTRUCTORS GIVING LESSONS AT GARDENS DISTRICT PARK MUST USE THE OPEN FIELD OR THE AGILITY FIELD.

INSTRUCTORS MUST RENEW THEIR LICENSE ANNUALLY ON OCTOBER 1.

NEW INSTRUCTORS
 

1. Complete the Instructor Application.

2. Obtain and/or show proof of the documents below.  Forms should be emailed to recinfo@pbgfl.com. 

A. Valid Palm Beach County Business Tax License AND

B. City of Palm Beach Gardens Occupational License Number (City of PBG residents only).

3. Complete and pass a background screen through TruView BSI.

4.  Add the City of Palm Beach Gardens as additionally insured.  Instructors shall provide a Certificate of Participant and General Liability insurance policy listing the City of Palm Beach Gardens, 10500 North Military Trail, Palm Beach Gardens, Florida 33410 as additionally insured in the amount of $1 million. Any organization or group storing equipment or property inside a city owned building is responsible for providing the City a copy of its contents and equipment policy. Electric or gas-powered golf carts or utility vehicles must be approved and owner must provide a copy of their insurance policy with inland marine coverage. Any organization or group serving food must inform the City and provide a minimum $1 million Product/Completions and General Liability Certificate of Insurance listing the City as additionally insured.

5.  Pay the annual fee of $500* at the Burns Road Community Center and receive receipt of completion.  Photo ID must be present while using City facilities.  Each additional instructor falling under your insurance and business license must follow the same process and pay the $300 fee.  

* Fee is prorated on a monthly basis for new instructors only, with the year beginning October 1.  For instance, if a new instructor begins May1, there would be 5 months remaining so the fee would be $250 for the rest of the year.  

CURRENT/RENEWING INSTRUCTORS

1. Complete steps 1-4 above by September 15.  
2.  Keep an active credit or debit card on file that can be charged on October 1.  

Current instructors that do not complete the steps above are not eligible to teach lessons at City facilities after October 1, and aforementioned penalties will be assessed.  Further, these individuals will pay the full annual instructor fee.  Prorated annual fees are not an option for current or returning instructors.  

Group Fitness Instructor License Guidelines

Group Fitness instruction at City facilities is only allowed when the instructor has completed each step outlined below and been issued a receipt that includes their name and expiration date.  Group Fitness Instructors...

• may not use athletic fields or indoor facilities without also getting approval and paying applicable facility permit fees.
• must also obtain approval (permits issued by City staff via email) for ALL instruction sessions prior to advertising classes.  The first step towards approval is to complete a Group Fitness Session Request Form.  Days, times, and locations of classes are all subject to City approval.  City staff ultimately dictate acceptable class days, times, and locations.  Access to high-demand locations and times will be limited.
• Although efforts will be made to honor permits, City staff reserve the right to modify or cancel permits for any reason.

Group Fitness Instructors are expected to take proactive measures to leave facilities in the same, or better, condition than they were prior to arriving.  Proactive measures include, but are not limited to: 

• placing debris in the proper receptacles and ensuring participants do the same.  
• alerting City staff when facilities are in disrepair.  This can be done by calling 561-420-7227 or emailing recrentals@pbgfl.com. 
• changing areas of use.  For instance, high impact ladder drills should not be repeated in the same area over and over.

A photo ID must be kept on site while providing instruction at a City facility to provide to City staff upon request.  Instructors who give instruction without a City-issued license are breaking City Code (Section 46-16) and are subject to fines and trespassing warrants.  Instructors may not use any facility that another group has reserved and obtained a permit for. 

INSTRUCTORS MUST RENEW THEIR LICENSE ANNUALLY ON OCTOBER 1.

NEW INSTRUCTORS
 

1. Complete the Instructor Application.

2. If the initial application is approved, City staff will reach out to the applicant to setup a meeting.  The applicant should be prepared to discuss their application in further detail.  City staff will review policies and procedures that relate to Group Fitness Instructors.

3. If City staff approve the application and deem the applicant a good fit for City facilities, the applicant must obtain the following forms and email a copy to recrentals@pbgfl.com: 

A. Valid Palm Beach County Business Tax License AND

B. City of Palm Beach Gardens Business Tax Receipt.

4. Complete and pass a background screen through TruView BSI.

5.  Add the City of Palm Beach Gardens as additionally insured.  Instructors shall provide a Certificate of Participant and General Liability insurance policy listing the City of Palm Beach Gardens, 10500 North Military Trail, Palm Beach Gardens, Florida 33410 as additionally insured in the amount of $1 million. Any organization or group storing equipment or property inside a city owned building is responsible for providing the City a copy of its contents and equipment policy. Electric or gas-powered golf carts or utility vehicles must be approved and owner must provide a copy of their insurance policy with inland marine coverage. Any organization or group serving food must inform the City and provide a minimum $1 million Product/Completions and General Liability Certificate of Insurance listing the City as additionally insured.

6.  Pay the annual fee and receive receipt of completion.  Fees are as follows:

• Individuals: $1,000* annually.
• Organizations: First instructor $1,250*.  Each additional instructor falling under the organization's insurance and business license must follow the same process and pay the $300 fee.  

* Fee is prorated on a monthly basis for new instructors only, with the year beginning October 1.  For instance, if a new instructor begins May1, there would be 5 months remaining so the fee would be roughly $416 for an individual, or $520 for the first instructor of an organization, for the rest of the year.  

CURRENT/RENEWING INSTRUCTORS

Licensed group fitness instructors must:

• Complete a Session Request application for each class they wish to host at a City facility.  City staff will ultimately decide when, where, and how often classes may be held, and will issue permits for all classes.  Instruction at a City facility may not occur without a permit!  Further, registration and/or advertisement of classes should not occur until permits are in-hand.
• Have a photo ID at all times while using City facilities.

Renewals are subject to approval by City staff.  A $150 administrative fee will be assessed to each instructor that does not meet the following requirements:

1. Complete steps 1-6 above by September 15.  
2.  Keep an active credit or debit card on file that can be charged on October 1.  

Current instructors that do not complete the steps above are not eligible to teach lessons at City facilities after October 1, and aforementioned penalties will be assessed.  Prorated annual fees are not an option for current or returning instructors.  

The items below apply only to rentals at the Palm Beach Gardens Tennis & Pickleball Center.  All other sections of the City's Facility Use Policies & Procedures apply to rentals at the Tennis & Pickleball Center unless otherwise superseded by a statement below.  

General Information

• Permit application for use of the Tennis & Pickleball rental spaces can be completed at online. Staff will contact you once the application is received.
• All aspects of the event must be outlined in detail on the application. The City of Palm Beach Gardens reserves the right to charge the credit card on file and shut an event down if it is found that the permit holder misrepresented information on any of the application documents. Examples of misrepresentation include but are not limited to:
  • Exceeding the number of guests stated when applying for permit.
  • Using the rental for activity other than what was applied for.
• The City reserves the right to deny any application if it impedes the regular use of the facility, is inconsistent with the purpose of a Tennis/Pickleball Clubhouse, is for an activity that the Department coordinates, or for other causes as determined by the City.
• Generally, the center staff provides support assistance, but the responsibility of management and production of the event is the clients.

Reservations

• Once a permit application has been approved, a portion of the gross permit costs (all costs for use of the facility) are due to hold the reservation based upon time:
  • A deposit of 25% of the anticipated permit costs are due if the event is more than 120 days out.
  • A deposit of 50% of the anticipated permit costs are due if the event is between 119 and 60 days out.
  • A deposit of 75% of the anticipated permit costs are due if the event is less 60 days out.
  • 100% of the anticipated permit costs are due if the event is less than 30 days out unless an adjusted agreed upon plan is approved by the Director under unusual circumstance.
• Reservations are first come, first served based upon payment of the 1st rental installment. Events will be removed from the schedule if the client does not meet the deposit and payment schedule.
• The gross cost must be paid three days prior to the event regardless of any issues or circumstances.

Fees

• Room Rental: Two hour minimum, client receives one-hour prior the event to set up and has a half hour at the conclusion of the event to vacate the Center. Any additional time consumed by the client will be billed to the credit card on file in half hour increments.
• A credit card must be kept on file for all permit holders - the credit card on file will be charged for facility use exceeding the permit, or damage caused to a facility during the permit.
• Any damage caused by the permit holders’ event will be billed at cost to the city and staffing expenses to the credit card on file.
• The Center can assist with event keepsakes, giveaways, and door prizes. This will be done at cost plus 20%.
• All fees are subject to the current State and Local sales tax rate.

Staffing

Additional staffing, as determined by City staff, will be discussed with the client in advance. Staffing is charged for:

• Set up/tear down as agreed upon with the client.
• Bartenders and attendant staff. The Center does not provide wait staff.
• Staff for before/after-hours rentals.
• Off-duty Police and/or Fire Rescue service coverage as required by the City.

Contracted Services

Food service is offered through the Tennis & Pickleball Center through City-registered Caterers. Beer and wine will be provided through the Center. The client will be responsible for the cost of bartenders.

Other Rules & Regulations

• No admission may be charged by the permit holder.
• All room capacities must be adhered to. Any group surpassing the published room capacities will be asked to leave the premise and will forfeit all rental fees. Capacities vary depending on room arrangement and must provide for clear egress and exit discharges.
• Minor children must be supervised by an adult throughout the time that they are in the facility.
• Applicant must leave the facility and its contents in the same condition in which they were found. Place all trash in the receptacles provided. Each group is responsible for the general clean-up of the room (s) rented. General clean-up refers to removing all loose trash including food, beverages, decorations from tables, prep area and all rented areas, and placing in receptacles in the room. Prior to exiting the property, the permit holder must do a final walk-through checklist with facility manager.
• Courtesy and safety are mandatory. Equipment abuses, profanity, and fighting are unacceptable behavior. The Center reserves the right to remove any person behaving in an objectionable manner, causing disruption to guests and/or staff, or is a vendor with inappropriate or questionable displays, all of which are at the expense of the Permit holder.
• The Center will be responsible for the replacement or repairs of the building or its contents therein which becomes broken, defaced, or damaged by members of rental group or their children. No persons shall mark, deface, disfigure, tamper with, displace or remove any part of the Palm Beach Gardens Tennis and Pickleball Center. All damages and repairs will be completed by the City and charged to the card on file.
• Decorations must be freestanding or on a tabletop. Nothing may be hung from the walls or ceilings. The use of glitter, confetti, nails, tacks, push pins, hooks, glue, staples, or other surface adhesives or objects that may damage the walls or other city property is prohibited. The use of incense, smoke and/or fog machines, throwing of rice, confetti, bird seed or other materials is strictly prohibited.
• All safety precautions necessary for fire protection and safety must be observed. Exits and entry ways must always be kept clear of obstructions.
• Permit holders or their caterers can request use of the prep area. This includes a commercial grade refrigerator and freezer, an ice machine and food warmer. Cooking, eating and serving utensils along with paper goods are not provided. Cooking is not permitted inside of the prep area. The food prep area must be cleaned prior to exit of facility. Any damage caused by the permit holders’ event will be billed at cost to the credit card on file. Deductions will occur if the prep area is not left clean, and if there is damage to the equipment. No outside food or beverages can be brought into the facility.
• The Center will provide tables and chairs according to the permit holders room choice layout. Facility owned tables and chairs are not permitted outside of the Center. Rentals do not include linens or center pieces unless coordinated in advance and paid for by the client.
• The conducting of raffles, lotteries, or other gambling activities for anything other than items of nominal value is prohibited.
• The lobby and hallways are considered common areas and not rental space.
• The City of Palm Beach Gardens will supply a list of preferred vendors for event rentals. The use of any other vendor requires approval by the City. Requests must be made at least 60 days in advance of the event, and the vendor must meet the conditions of being an approved vendor.
• The City of Palm Beach Gardens provides a portable bar, as well as tables and chairs. The City does not provide tableware, silverware, place settings, centerpieces, decorations, or equipment other than what is listed in this document for rentals.
• The permit holder shall report any personal injury requiring medical attention to the Tennis and Pickleball Center Staff immediately. A written incident report describing the circumstances must be completed by Tennis and Pickleball Center staff before the event is over.