Reserve a Lake Boren Park Shelter for Your Next Event!

APPLICATION PROCEDURES

1)     Complete the online form HERE.

2)     Staff will contact you by email to confirm the reservation and provide payment amount. To make payment online by debit/credit card click here to be connected to our secure payment page.

RENTAL INFORMATION

Our picnic shelters are available for reservation in the following time blocks, seven days a week:

·         Morning Block: 8 a.m. to 1:30 p.m.

·         Afternoon Block: 2:30 p.m. to 8 p.m.

·         Full Day: 8 a.m. to 8 p.m.

Reservation rates depend on your city residency status, the length of your reservation, and processing fees (credit card processing fee). Please refer to the fee schedule for the most up-to-date rates. To qualify for the resident rate, you must reside within the corporate limits of the City of Newcastle and provide proof of residency, such as a driver's license.

Please note that some dates may be unavailable due to City of Newcastle events, including the Fireworks on the Lake, summer concert series, and Newcastle Days.

Both picnic shelters are equipped with power outlets. While we do not provide BBQ grills, you are welcome to bring your own. Please remember to carry out BBQ coals, and do not dispose of them in the garbage.

Shelter #1 is conveniently located near the playground, and Shelter #2 is situated near the bathroom and tennis courts. Each shelter provides five standard-sized picnic tables.

There is a 50-person maximum for each shelter. Additional fees may be assessed for gatherings that exceed the maximum.

TERMS & CONDITIONS

GENERAL

·         The applicant must be at least 21 years of age and present during the event.

·         The applicant signing the rental agreement is responsible for any damage, theft, or disturbances during the event.

·         Priority is given to Newcastle residents for shelter reservations.

·         The City's Public Works Department prohibits the use of rice, birdseed, or confetti at all City facilities.

·         When attaching decorations, use non-marring materials such as masking tape. Avoid tacks, staples, glue, or other materials that may damage city facilities.

·         The use of illegal drugs, alcohol, and gambling is strictly prohibited in all City of Newcastle Parks and Facilities.

·         Minors must have adequate adult supervision.

·         The City of Newcastle is not responsible for unattended personal property.

·         The sponsoring group or applicant agrees to absolve the City of Newcastle and its personnel from any liability and claims for damages arising from their actions or omissions while on city property, except for damages caused solely by the city’s negligence.

·         The sponsoring group or applicant is responsible for informing all participants about the Park and Facility Rules and Regulations. 

·         Misuse of City facilities or failure to comply with these regulations may result in the denial of future reservations.

·         The sponsoring group or applicant agrees not to discriminate against any person or group of people based on their race, color, national origin, age, or disability during the event or activity.

·         Event participants must park in designated areas. Parking spaces are open to the public and cannot be reserved.

CANCELLATIONS / REFUNDS

·         Cancellations made two weeks or more before the event date, will be refunded 50 percent of rental fees.

·         Cancellations made 14 days or less (and up to 2 days) prior to the event will be refunded 25 percent of rental fees.

·         Cancellations made less than 48 hours prior to the start time of the reservation will not be refunded.

·         Refunds will not be issued after the reservation date for any reason.

·         Refunds will not be issued after the fact for events canceled due to inclement weather.

SET UP/ TEAR DOWN

·         Facilities must be left in their original condition.

·         Reservations should include time for delivery, setup, tear-down, and cleanup.

·         Set-up begins at the reservation start time. Early setup and delivery are not allowed.

·         All items brought into the shelter must be removed by the end of the rental period, including food, materials, equipment, furnishings, and decorations.

·         Dispose of garbage in closed trash bags next to or in the dumpster.

·         Tables must remain in their original locations.

·         Inflatable toys, such as "bouncy houses" or dunk tanks, are not allowed.

·         Shelter reservations apply only to the shelter area. The playground, tennis, basketball, and volleyball courts are open to all park visitors.

ALCOHOLIC BEVERAGES

·         Possession, consumption, or sale of alcoholic beverages in open containers is prohibited at Lake Boren Park.

FACILITY INSPECTION

·         The inspection of the facility will be conducted by Public Works Department personnel following rental. Any damage to the facility incurred during the event will be the financial responsibility of the sponsoring group or individual, including any associated legal costs or attorney’s fees required for the city to recover these costs.

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