Facility Rentals - Minerva New York

Town of Minerva Facilities

The town has several facilities that can be reserved for public use. These facilities are used regularly for Public and Private Events and MUST be reserved to guarantee availability.

FORMS FOR FACILITY USE:

Facility Use Form Indem. Agreement Pavilion Map Community Center Map

: Pavilion #1 (small)

: Pavilion #2(MYP/large)

: Pavilion #3(new/skate)

: Community Center

Full-time Town Residents and Town Non-Profit Organizations can reserve our facilities at no cost, with a $100 security deposit. This deposit will be returned after use, provided that the facility is left clean, all trash has been removed, and no damage has been caused to the facility. Residents may be required to provide valid proof of residency, such as an ID, tax bill, or utility bill with the resident’s name and address.

Non-Town residents are also able to reserve our facilities for a FEE, see the chart below, plus a $100 security deposit. Reservations may be held for a maximum of 10 days and must be made at least 24 hours before the requested date. If you do not finalize your request within 10 days of initiating it, we will assume that you no longer have interest.

Steps for Reserving a Facility:

1. CHECK AVAILABILITY

Visit the online Town of Minerva Calendar to see if your desired date is available.

2. CONFIRM AVAILABILITY

Call (518) 251-2869 or email admin@townofminervany.gov to confirm the date and begin the reservation process.

3. COMPLETE FORMS

Facility Use Form AND Indemnification & Contribution Agreement

4. PAY FEES/DEPOSIT

Provide all forms and payment of the required deposit/fees, and return to the Town Hall to finalize your reservation.

Rules/Event Responsibility Guidelines:

1. Setup and Cleanup: The reserving party is responsible for both setup and cleanup after the event.

2. Garbage Disposal: All garbage must be removed following the event. Garbage cans should not be overfilled.

3. Cleanliness: Tables, floors, and grounds must be kept free of litter. Sweeping or mopping may be required.

4. Grilling at the Pavilions: All grill fires must be extinguished after use.

5. Bathrooms: We have public restrooms available.

6. Alcohol Regulations: Anyone consuming alcohol must be 21+ yrs of age. Glass containers are not permitted.

7. Closing Time: The area must be cleaned and vacated by 10:00 PM; quiet time.

8. Security Deposit: A refundable security deposit of $100.00 is required for all reservations.

9. Fees: All fees and deposits MUST be paid to finalize the reservation of any facility.

10. Refund Policy: Refunds are not issued for cancellations.

THINGS TO KNOW:

Things to know for large events:

1. If your guest expectation exceeds 100 guests, you are REQUIRED to provide 1 porta-potty for every 50 guest over 100 for the event.

2. If your guest expectation exceeds 100 guests, you are required to obtain an operating permit for a large gathering of people; please contact our Code Enforcement Officer.

3. If you are serving food, you may need a NYS Department of Health permit. While this is not issued through our office, please provide us with a copy once obtained.

4. If you are serving alcoholic beverages, a Special Event or One-Day NYS permit from the State Liquor Authority is required. Please provide a copy of this permit to our office once obtained.

Additonal information about serving alcohol at your event:

1. Please be advised that if you plan to have alcohol served by a caterer or bartender, either you or the service provider is REQUIRED to obtain a “Special Event Permit” from the NYS Liquor Authority. This is an essential requirement for weddings or public events where alcohol is being provided.

2. Private groups or individuals bringing their own beverages for a private group do not usually fall under this requirement.

*Individuals reserving the space are fully responsible for securing this permit.

*Once you have received your permit, provide a copy to the Town of Minerva.

Please be advised that failure to follow the guidelines set by the state may result in fines, tickets, or other penalties for violations of state requirements.