Northwest Park Pavilion Rental

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Renter’s Guide to Northwest Pavilion

Here at Northwest Park, we take pride in our waterside pavilion, complete with a full kitchen, covered picnic tables and restrooms, and optional 60” commercial grill. The Northwest Park Pavilion is a great choice for any birthday, reception, party, or event you may be planning! The information below will assist you through the process for reserving this location for your event.

If you have further questions, please contact Ryan Ward, the Pavilion Coordinator at Northwest Park at 860-647-3075 or by email at rward@manchesterct.gov.

Pavilion Rental Information

The Department of Leisure, Family and Recreation will begin accepting applications for weekend and weekday use, April through October (generally) as follows:

Weekend/Holiday Usage - The pavilion may be reserved Fridays, Saturdays, Sundays, and holiday's from the end of April through October. Set up may begin no earlier than 8:00 A.M. and the area must be cleaned and vacated no later than 8:00 P.M.

Weekday Use - The pavilion may be reserved Monday through Thursday at the end of April through October. Set up may begin no earlier than 8:00 A.M. and the area must be cleaned and vacated no later than 8:00 P.M.

Note: Monday through Friday, June through mid August, the Pavilion may be reserved for Town sponsored activities.

Step 1.Preparing your Account: Confirming/Creating a Manchester RecTrac Account

If you have never set up a RecTrac account with the Department of Leisure, Family and Recreation, you must start with this step prior to submitting an application for use of the pavilion.

*If you are NOT a Manchester, CT resident, please call (860) 647-3084 to set up your account.

*If you 
ARE a Manchester, CT resident, you will need to come on-site to create your household (just this first time!) Our office requires a proof of residency process, in order for you to obtain the reduced resident rates!  You can visit one of the following locations to do this: Center Springs Lodge (39 Lodge Drive), the Community Y Rec Center (78 North Main Street) or the Customer Service Center at Town Hall (41 Center Street).

Step 2.Review of Rules and Regulations

Before completing the online application, a prospective renter should review and complete the Rules and Regulations for Renting the Pavilion document. This covers all deposits, rules, fees, and cancellation policies.

Step 3.Complete the Application

A prospective renter will then complete the online application.  Please be sure to complete the application in its entirety.  Missing information could both delay the processing of your application and the liklihood of receiving your requested date!  (Dates FILL FAST and they are first come, first served!)

Step 4.Approval Process

Once you’ve reviewed the rules and regulations document and completed your online application, an automated email will be sent to the pavilion coordinator. At this point, the coordinator will verify the application entry and confirm to make sure the date is available.

  • If the date IS available, you will receive an email from the pavilion coordinator confirming receipt of your application. At this point, you are required to follow-up with payment, as soon as possible, to finalize/secure your booking. Please note, this email will NOT hold your reservation date.  Failure to make payment in a timely fashion could result in the date being booked by someone else.
  • If the date is NOT available, you will receive an email from the pavilion coordinator notifying you that the date requested is not available. Please follow up with the pavilion coordinator if another date is being considered or if you no longer want to proceed with the application.
  • If there is an issue with an application or more information is needed, you will be contacted by the pavilion coordinator as soon as possible to ensure we can move forward with your rental.

Step 5.Payment/Processing

Now that you’ve submitted an application, reviewed the rules and regulations, and provided your information to the pavilion coordinator, payment can be processed to secure your reservation. Payment must be made in full. Only applications with full payment will be reserved. There are no partial payments, however, different payment types (cash, check, Mastercard or Visa) on one reservation are allowed.

If paying with Credit Card: You can call the Northwest Park Pavilion Coordinator and pay over the phone. This is the fastest and most efficient option. We only accept Visa or Mastercard.
If paying with Check: You can make a payment by check, made out to the “Town of Manchester” with “NWP Pavilion Rental” in the memo line.
If splitting payment between Cash/Check/Card: You can pay across multiple payment types, however this may affect the timeliness of the deposit refund. It is recommended that if splitting the cost over different payment types, that you pay the deposit on a Credit Card to ensure a timely deposit refund.

Please Note: To ensure your deposit refund is processed immediately after your event, a credit card payment option is recommended for the deposit. Other payment forms take longer to process the refund.
Once payment is confirmed you’ll received an email with a receipt of the transaction as well as the reservation details with a follow-up communication from our coordinator the week of your event. This emailed receipt is your event permit. Please try and have this available at the event just in case there are any questions or concerns.

The Week Before Your Event

Once payment is finalized, the pavilion coordinator will reach out to you the week of your event to confirm start and end times and any other pertinent details.

Your Event, Before & After

Before the Event:
The day of your event, the pavilion coordinator and/or his or her designee, will arrive to Northwest Park to unlock the pavilion and provide a facility walk-though. Additionally, a cleaning crew will clean and sanitize the bathrooms and kitchen prior to your use. It is encouraged that you arrive on time.  Once the coordinator has met with you, provided a facility walk-through, and confirmed contact information, the pavilion becomes your responsibility during the duration of your reservation.

During the Event:
Enjoy the facility and the park for your event. If any issues arise, the pavilion coordinator and/or his or her designee, will be on call and provide a contact number for you during during your event.

Post Event:
At the end of your event, you are responsible for returning the pavilion to the state you found it. This means the kitchens, bathrooms, and pavilion area are free from trash, food waste, decorations, and anything else brought in for the event. It is imperative that your event (including clean up time) ends no later than 8:00 PM. The pavilion coordinator will return to the pavilion to inspect and close up the facility by 8:00 PM. Any event that exceeds this duration will risk losing their deposit and rental rights in the future.

Deposit Refunds

The previously paid $200.00 refundable deposit will be returned to you after your event if all pavilion rules and regulations are followed. At the end of your event, the pavilion coordinator will confirm the status of the facility with you after an inspection. Reasons for a loss of deposit may include (but are not limited to): damage to park property, theft of park property, excessive trash/litter, failure to vacate/clean-up by 8:00 PM, and alcohol/drug consumption/use.

Card Refunds: The card used to make the deposit payment will receive the full amount of the refund (as long as the pavilion coordinator deems so) after the event, and you will receive an emailed receipt confirming this action took place. Please note: this process can take 3-4 days.

Cash/Check Refunds: The refund will be processed by the Town of Manchester Accounting Department, with a check mailed to the address provided in the reservation application. Please note: this process can take up to 3 weeks.

Applications

Facility applications are available here. Completed applications must be submitted online. Applications will be processed in the order of which they are received. Once an application is processed, preliminary approval may be given. Final approval cannot be given until payment is made in full and the insurance certificate is received (if applicable - please see the Rules and Regulations document) .

Reservations are on a first come, first served basis. Reservations cannot be held and will only be finalized and permitted upon receipt of the: Application, Addendum and Payment in Full (Refundable Security Deposit plus the Rental Fee(s).

*The Board of Education will reimburse the Town for the direct cost of any Town staff required to supervise their event or clean the Pavilion after their use.*

Rental availability is based on rental time blocks; 8 AM – 1 PM, 2 PM-8 PM. If you wish to rent the facility for a full day you will be charged for two time blocks.

For more information please contact the Pavilion Coordinator at 860-647-3075.


Pavilion Rules and Regulations(PDF, 267KB)
Grill Rental Information(PDF, 178KB)