Rental

Physical/Mailing Address: 29612 Upper Bear Creek Road (Log building at the lake)
Phone: 720.880.1300; Fax: 720.880.1380; Skating & Boating Hotline: 720.880.1391

Rental Policy

The Evergreen Lake House is available for rental April 1st through mid-November (providing there are no scheduled community events). After the second week in November, protective flooring is laid down for the upcoming skate season. From mid-December to mid-March, the Lake House is open for ice skating and limited facility rental. Rental dates and time are contingent upon availability. Rental uses include meetings, banquets, parties, weddings, receptions, family reunions, conferences, etc. Holidays falling on a weekday are subject to peak rental rates. Provided in the rental costs are tables, chairs and district staff member. Linen and tables settings are NOT included.Maximum guest count is 200.

Payments/Reservation Deposits

The Evergreen Park and Recreation District accepts personal checks, VISA, American Express, MasterCard, and Discover as forms of payment. Credit cards used for security deposits and/or payments will not be considered “paid” until the card comes back with an approval code. At the time of booking, a $500.00 damage/security deposit is due. Once this fee is received, a rental agreement will be sent. It is understood that the Renter is the responsible party for any damage(s) incurred to the facility or grounds arising from the event, whether or not it is more than the damage deposit. The final payment must be made 180 days before the event date. Any late payments will be charged a 10% late fee. If the full payment is more than 30 days delinquent, the reservation will be cancelled and all monies paid will be forfeited.

Cancellation Policy

The Renter may cancel the event in writing 180 days prior to the event date and forfeit 1/2 of what was paid for the damage/security deposit. Cancellations less than 180 days, but more than 90 days will forfeit the full amount paid for the damage/security deposit, with the difference refunded. Cancellations less than 90 days will forfeit all monies previously paid. No show events will forfeit rental fee and damage/security deposit. Refunds will be processed through the District in the form in which initial payment was made. All refunds are processed within 1-2 weeks after the event date.

Set-Up / Clean-Up

*Before the event, ONE hour will be given for set-up free of charge. No drop-offs or early arrivals will be allowed into the facility before scheduled times. All guests and contractors must be out of the facility at the end of the paid time. No extra time will be given for clean up. If for any reason clean up is not complete at the end of paid time; the extra cost will be taken from the damage deposit. A minimum of ½ hour will be charged for late departures. There will be no refunds given for early departures. No items will be left for later pick-ups. A $300.00 fee will be charged for any items left in the Lake House. Renter will be billed (minimum $75.00 charge) for any trash left behind in the facility. All trash must be removed to the outside dumpsters, recyclingis encouraged. Likewise, a fee will be charged for any excessive cleaning needed because of the event. The $500.00 damage deposit will be held for facility review and inspection for damage and for any extra cleaning needed.*The Monday thru Friday 8-hour block does not include the one-hour free set-up time.

Staff Assistance

District Staff will be on site during the scheduled rental time. Staff will provide initial set-up of tables and chairs inside the Lake House, before the renter’s preparation time begins. (Set-up and take down of outside ceremony chairs (80 chairs) is the responsibility of the renter). Once the event begins, furniture rearrangement is the Renter’s responsibility. (Please be considerate of the wood floor if rearranging.) Staff has authority to close all windows and doors after 10 pm, if necessary, due to loud events. All music must be shut down either 1 hour before the rental time is up or by 11 pm, whichever comes first.

Alcohol/Smoking

The Renter may consume alcohol for a maximum of (6) SIX hours. Alcohol service includes beer, wine, champagne and hard liquor. The sale of alcohol is NOT permitted. The Renter understands that it is the Renter’s responsibility to assure that the dispensing of alcohol is in compliance with Colorado State Liquor laws. Alcohol may only be served by a licensed bartender and proof of license must be available on-site during the event. Alcoholic beverages mayNOT be removed from the rental area. Mats must be used under bar areas to protect the floors inside. Kegs are required to be placed inside a keg tub. Smoking is not allowed in the building. All alcohol/bar service must be shut down 1 hour before the rental time is up or by 3 pm or 11 pm, whichever comes first.

Caterers/Contractors

Available equipment to Renters/Caterers in the kitchen area is limited to a GE Profile convection/microwave oven, sinks, alto-sham and refrigerator. An ice machine is on site; however, we cannot guarantee the amount of ice available for any given event. Renters/Caterers must bring all supplies including utensils, dishes, coffee makers/filters, linens, etc. The Renter understands that it is the Renter’s responsibility to inform all caterers, musicians, florists, other helpers and guests of the specific times and nature of the rental agreement, where to unload and acceptable parking areas. Renter realizes that they are responsible to see that all event participants observe all aspects of this agreement as well as all facility rules. Any vehicles driving on the grass or concrete walkway/pads directly in front of the Lake House, will be fined a minimum of $100.00 PER violation.

Decorations/Outside Use

Some decorations are acceptable inside the facility, and must be cleared with the Lake House Staff. No staples, tape, nails or screws are allowed in the facility. Limited decorations will be allowed outside and must have prior approval. Any decorations left outside will result in a fee deducted from the damage deposit. All Renters are required to leave the facility in the exact condition in which it was found. Bubbles and balloons are not allowed at the facility. No oil lamps/candles. Any other candles must be enclosed and have something underneath it to catch dripping wax. Failure to do so will result in an additional cleaning fee subtracted from the damage deposit. No confetti and/or glitter may be thrown or used as decoration in the facility. Propane grills and gas-cooking devices may only be used with the appropriate grease pads/tarps to cover concrete walkway/pads. Cooking is not allowed on the decks.

Outdoor Ceremonies

Many of our Renters use the east side of the Lake House to do their ceremonies. A maximum of 80 chairs can be placed on the lower deck. Renter is responsible for placing the chairs on the deck for the ceremony and removing the chairs immediately following the ceremony to an outside storage space. No chairs, benches, furniture of any type or coverings may be set up on any grassy areas. The outdoor ceremonies held at the Lake House are primarily standing ceremonies.

General Information

• Renter information is confidential and will not be shared with other renters and contractors.
• Friday, Saturday, and Sunday event times are divided into two time blocks 9 am to 4 pm or 6 pm to 12 am.
• One-half hour of free rehearsal time can be scheduled (6) six weeks before the event date during normal business hours and time is determined based on availability. There is a strict one-half hour time slot to rehearse. All participants should be on time for the rehearsal and it is not a meet and greet time. Thank you for your help with this.
• Rental of the Octagon Room is just that. Should your event or guests overflow into the Great Room, you will be charged accordingly.
• May through September, non-motorized boating is a daily event on the lake. All summer long there is activity at the lake park. We cannot delay, stop, or limit this activity for any Lake House rental.
• A walk through with sub-contractors is welcome; however, please call ahead to schedule an appointment. Should you arrive during an event, the building would not be available for a walk through.
• During the “set-up hour”, the main entrance doors will remain locked, with sub-contractors and/or renters being the only ones allowed in. We encourage you to add a 15 to 30 minute buffer to actual start times so as to accommodate early arrivers. An alternate to this would be having ushers at the front doors to redirect guests around to the lake front decks.
• Due to our altitude, our landscaping does not start to fill in until mid/late June. Outdoor wedding ceremonies from April through June should not expect full grass and blooming flowers. However, you can always expect the incredible wildlife that frequents our area, including the elk that may greet your guests upon arrival.

Advance Reservation Policy

The Evergreen Lake House takes reservations one year in advance. If you are set on a “specific” date in a certain month this is done by a lottery, again one year in advance. On the first day of these months, June through September, (if the first falls on a weekend day, then the next business day), we meet at the Lake House starting at 9:30 am. From 9:30 am to 9:55 am, we do registration. Registration consists of potential renters looking at the facility calendar for available dates (note- not all dates are available for the month), indicating a 1st and 2nd choice of available dates, along with a choice of AM or PM. As each party signs in, they are given a numbered ticket with a matching ticket placed into a drawing. At 10:00 am sharp, registration stops and we draw from those tickets collected. As a ticket is drawn, the party with the matching numbered ticket may choose from available dates. For the first ticket selected, that potential Renter gets first choice of dates available, etc. Once a date is selected, the Renter secures that date with a $500.00 deposit. After noon on the 1st day of each month, (or next business day) we will rent any time that was not selected during the lottery process. If you miss the lottery, you may book any available date for that month in person or over the phone.
ONE TICKET PER PARTY/EVENT WILL BE STRICTLY ENFORCED!

Evergreen Lake House Fees

Peak Event Times-Friday, Saturday and Sunday are usually divided into (2) time blocks
9 am-4 pm and 6 pm-12 am 
A minimum rental of five (5) hours is required, (not applicable for the full day rental)
A $500 damage deposit is required for all rentals.
Discounts are available for non-profit organizations. Contact: 720-880-1310

*There is a one time $50 set-up fee per event*

Evergreen Park and Recreation District reserves the right to make changes at any time regarding pricing, procedures, and policies.