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.  
• 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.

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.  Groups and organizations wishing to obtain a block permit must contact the City’s Recreation Department (561-630-1100 or recrentals@pbgfl.com).  Block permit holders must have an up-to-date, qualifying insurance policy on file with the City.  Block permit holders must complete a permit application or Field Allocation Form - City staff will dictate which form needs to be completed by each group.  

Once the proper form has been completed, and if the City approves it, 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.

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.  Depending on the requested facility or activity,  the group, organization, or individual must complete a permit application or book the facility directly online using the City's online registration portal.  

Tournament/Event/Camp Permit

Groups, organizations, or individuals looking to host a tournament, event, or camp at a City facility are required to submit a permit application using the City's online registration portal.  Based on the permit application, the City of Palm Beach Gardens may require the potential permit holder to submit, and get approval for, a Special Event Permit Application.  

Facility Layout
A preliminary facility layout must be submitted with the application.  Changes to the layout, subject to additional fees and at the discretion of City staff, may be made up to 14 days in advance of the start of the tournament, event, or camp.  The final facility layout must be signed or acknowledged by both City staff and the permit holder. 

The City has the right to change the facility layout at any time for reasons of participant safety or facility play-ability/readiness.     

Permit Priority

The City has established a permit priority list for different categories of groups and individuals: 

1. City of Palm Beach Gardens youth and adult programs
2. Palm Beach Gardens Youth Athletic Association (PBGYAA) recreation-based programs
3. PBGYAA travel and tournaments
4. Palm Beach County Sports Commission sponsored events
5. PBGYAA camps, clinics, and special events
6. Palm Beach Gardens public schools 
7. Recognized youth organizations or groups
8. Recognized adult organizations, groups, or individuals
9. Others

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 (sec. 78-284)
• Alcohol is prohibited at all City parks, per City Ordinance (sec. 6-8)
• Trash and event debris must be placed in the appropriate receptacles. 

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.
• 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.

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

Any temporary equipment wanting to be utilized during a permit must be pre-approved by the permit holder's City staff liaison.

Under no circumstances may pop-up shade tents and/or other lightweight, temporary equipment be staked into the ground in any City sports turf. Sand bags, cement blocks, or other means to sufficiently weigh down equipment must be used instead. Equipment found staked in the ground will be subject to immediate removal and permit revocation.  

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 in compliance with the City ordinance governing the operation of food trucks within City limits. The Mobile Food Truck Permit Application process must be completed and approved more than 14 days prior to the permit start date.

How to Apply

Each permit applicant must first create an account in our online registration system.  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 may be secured or applied for directly online.  

Block and Event/Tournament/Camp Permit:  A permit application must be submitted for those wishing to secure a Block or Event/Tournament/Camp permit.  Use the online registration portal to submit an application.

Permit Application 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.  For Block or Event/Tournament/Camp permit requests, you may also select a range of dates 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.  You may change the start/end dates, start/end times, select whether the permit requires a pattern (Block and multi-day Event/Tournament/Camp permits must select an option).
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.

Fees

Facility fees are charged based on the City’s Master Fees and Charges Schedule, 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 the facility and date(s).  The remaining 75% is due no less than 45 days in advance of the tournament or event start date.  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).  

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 recinfo@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.

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.  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.  

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.

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 Rejuvenation Program

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. 

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.

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.

Facility Closures/Rainouts

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 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.

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. 

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.  

Rules Specific to Tennis & Pickleball Center

• Any entity is limited to one rental per month unless approved by the Leisure Service Administrator, or designee.
• Rentals of the Palm Beach Gardens Tennis & Pickleball Center are limited to private use.  Open-to-the-public functions are not permitted unless approved by the Leisure Service Administrator, or designee.

Fees

There is a two hour minimum for rentals at the Palm Beach Gardens Tennis & Pickleball Center.  The permit holder is permitted to begin setup for the event one hour prior to the start of the event and is granted a half hour at the end of their permit to clean.  Any additional time consumed by the permit holder will be billed to the credit card on file in half hour increments.  

• Upstairs Event Area w/Balcony
  • $75 plus tax weekdays for incorporated Palm Beach Gardens residents.
  • $100 plus tax weekends & holidays for incorporated Palm Beach Gardens residents.
  • 25% upcharge for non-residents.
• Field View Room
  • $25 plus tax weekdays for incorporated Palm Beach Gardens residents.
  • $50 plus tax weekends & holidays for incorporated Palm Beach Gardens residents.
  • 25% upcharge for non-residents.

Rental fees are waived or reduced by 50% if the total food and beverage billing (brought directly through the Tennis & Pickleball Center) exceeds 150% of the rental fee.  For example, a rental fee totaling $300 will be waived if the permit holder spends $450 or more on food and beverage booked directly through the Tennis & Pickleball Center.   

Contracted Services

Food service is offered, but not required, through the Tennis & Pickleball Center with an approved caterer.

• Catering booked and handled by the Tennis & Pickleball Center will be billed to the permit holder at a rate of the caterer's gross total bill plus 10%.
• Catering booked directly by the client is the responsibility of the client; the Tennis & Pickleball Center will not provide assistance.

Alcoholic beverages must be coordinated and purchased through the Tennis & Pickleball Center.  The facility holds a State of Florida Liquor License, therefor other vendors are not able to provide beverages on-site.  

Any vendors who will be on-site during the facility rental must provide a certificate of insurance listing the City of Palm Beach Gardens as additionally insured.  Details on insurance requirements can be found within the "Permit Types & Qualifications" tab.

Cancellation

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 is canceled by the permit holder:

• more than 31 days in advance, permit holder receives a full refund.
• less than 31 days in advance but more than 13 days in advance, 50% of the fee paid will be forfeited.
• less than 13 days in advance but more than 48 hours in advance, 75% of the fee paid will be forfeited.
• less than 48 hours in advance, no refunds will be granted.