Pavilion Rental Info

Reservations

Call us at 361-729-6661 to book your pavilion.

All reservations are confirmed on a first-come, first-served basis. A signed Rental Contract and deposit must be received by the ACND office to secure your booking. Verbal agreements are not considered valid. All deposits are non-refundable.

Payments

Checks should be made out to "ACND" and mailed to the address provided on the cover of this packet. We also accept credit card payments at the ACND office or by email, via a credit card authorization form.

A partial payment option is available. You may pay 100% of the deposit upfront, with the remaining balance due at least 30 days before your event.

NSF Checks: A $50 fee will be charged for any returned checks. The amount must be repaid immediately, or your rental may be cancelled.

Cancellations

The following cancellation policy applies to monies paid:

Time from event:

More than 30 days: 100% of rental and cleaning fees refunded

Less than 30 days: 50% of rental and cleaning fees refunded

Less than 24 hours: 0% of rental fee refunded

The damage/additional cleaning deposit is never refundable for cancellations.

All cancellations must be made in writing, delivered by hand, mail, fax, and/or email.

Change of Rental Date/Re-booking

$100 will be assessed if a paid rental date is changed by the renter to an alternate date.

Damage / Additional Cleaning Deposit Refund

The facility must be left clean and in the same condition as it was prior to the event. A refund of this fee, less any deductions, is made within fifteen (15) working days via direct deposit (ACH Form needed) - see Deductions.

Parking

All parking at the Rockport Beach is public, there is no reserved parking.

Vehicles of the Renter and the Renter’s guests are admitted free into the Rockport Beach on the rental date only.

Rental

Events are booked for a day ending at the time of beach closure including decorating, the event, and post-event clean-up. Deliveries from vendors must be made during the renters contracted day.

Rentals may be booked and paid in advance for no more than two consecutive years, based on availability.

Time Extensions

The entry gates to the Rockport Beach are locked nightly by the ACND Staff at 11 p.m. on Sunday-Thursday and midnight Friday and Saturday. Extension of time beyond these hours must be requested and paid in advance. Extending time beyond the closing hours is automatically charged according to the rates listed on the Pavilion Rentals page.

Event Planning

Advertising

Renters can advertise or publicize their event while on the premises according to the following guidelines: All advertising must be approved in advance by the ACND staff. Signs can be posted immediately outside the pavilion being used; however, signs may not be attached to any beach structure. Banners, pictures, or items designated to hang from the exterior of a building must be approved by the ACND staff prior to the event.

Beverages

Alcoholic beverages are allowed within Rockport Beach only in non-glass containers. Long-neck beer bottles are not allowed. Margarita machines and kegs must remain on the open-air veranda to prevent floor damage.

If the Renter is providing alcoholic beverages to be sold at a cash bar, the Renter is responsible for obtaining a “Temporary Alcoholic Beverage Permit” from the Texas Alcoholic Beverage Commission for the number of days the event is held and furnish a copy to the ACND office prior to the beginning of the event. If the Renter contracts with a caterer to sell alcoholic beverages, the Caterer is responsible for obtaining the permit and furnishing a copy to the ACND office.

Minors attending events where alcoholic beverages are served must be accompanied by a parent or guardian.

Caterers

The Renter may cater their own event or hire a professional caterer. Renters who use paid caterers are encouraged to have the caterer schedule a site visit in advance of the rental function to view the kitchen, the loading/unloading areas and kitchen equipment available to them. Caterers must be advised their set-up and break-down time is to be during the contracted day, as stated in the Rental Contract. They should also be well informed about the cleaning requirements. If the caterer leaves the kitchen unclean, the Renter is responsible for its condition (See Deductions on page 10). Caterers cannot drive on the grassy areas or sidewalks in front of either pavilion to unload/load their equipment. A penalty of $100 will be charged if this is done. There is a loading ramp in front of each pavilion to facilitate loading/unloading of equipment.

The "Caterers Parking" sign is located inside the Saltwater Pavilion and may be used to designate a parking space convenient for loading/unloading of equipment. The Renter is responsible for returning the signs to the pavilion at the end of the event. Failure to return sign will result in a penalty from the damage/additional cleaning deposit. (See Deductions). The Renter must advise the caterer that using any open-flame cooker, either inside the kitchen, on the veranda or directly under the building is not allowed, this will forfeit your deposit. Open flame cooking is allowed on the ground level at least 10-12 feet from the facility.

Concessions

Renters must receive permission from the ACND for any sales of concessions during an event.

Decorations

You will forfeit your entire deposit plus receive an additional $500 fine if there is any evidence of anything attached to the walls (tacks, tape, nails, staples, hooks, etc.).

Candles must be placed inside a glass enclosure. Placement on a flat dish is not allowed. There will be a $250 deduction from your deposit if candle wax is found on any of the facilities’ furnishings or floors.

Decorations cannot interfere with emergency door access, be hung from the ceiling or attached to the walls in the Pavilions.

Balloons found inside the pavilion or on the grounds during or after your event will result in forfeiture of your entire deposit.

ADA Facilities / Restrooms

Both pavilions have a handicap-access ramp for the parking area in front of each facility. The Saltwater Pavilion has an automatic handicap-access door. Restrooms are ADA – compliant.

Fire Security

A fire extinguisher is provided in each pavilion and kitchen. Their locations are listed in the “Pre-Event Inspection Checklist” brochure which is given to the Renter at the time the keys to the pavilion are picked up. Door exits, corridors, walkways and fire extinguishers cannot be blocked off. No type of motor fuels or flammable material can be stored inside or around the facilities.

Smoking

Smoking of any sort is prohibited in the Pavilions. You will forfeit your deposit if ashes or cigarette butts are found inside either facility. Smoking stands are placed at the entry of each front door and must be placed back in the facility by the Renter at the end of the event.

Deliveries

Vendors are not given keys to any facility. The Renter or his/her representative is responsible and must be present to let in rental companies, caterers, florists, and musicians during the contracted day. ACND will not sign for or receive any delivered items.

Furniture Set-Ups

The ACND staff will set up tables and chairs according to the renter’s requirements. The seating arrangements design must be received no later than 15 days prior to the event date. There are several prepared set-up plans available for viewing in the ACND office from which to choose. A standard set-up plan will be selected by the ACND office staff if a set-up plan is not provided.

A $100 furniture re-set fee will be assessed if a floor plan change is requested after the original set-up has been prepared, within 72 hours of the event date.

All tables and chairs in the main meeting room are for inside use only. The damage/additional cleaning deposit will be forfeited if any furnishings are found to have been placed outside.

Outside Electricity/Outside Water

Outside use of electricity or water is available at $50 each per day and must be paid in advance of the event. If this is not set up in advance and an employee must be called in to give access the charge will be $100.

Outside Set-up

The outside ground-level area around the perimeter of any facility is public and is available on a first-come, first-served basis. The general public cannot be denied access along the length of the beach and should not be asked to move, thus any wedding set-up must be far enough from the water’s edge to allow public access. Prior notification is required. See Rockport Beach Weddings (non-rental event).

Veranda

The ACND Staff will place “Reserved” signs at each staircase ascending up to the facility on the morning of the rental event. The Renter is responsible for returning signs to the facility at the end of the event. Failure to return signs will result in a $50 penalty from the damage/additional cleaning deposit.

Day of Event

Pavilion Keys

The key is to be picked up by appointment at the beginning of the stated rental start time listed in the contract. It can only be picked up by the Renter or by the designated people listed on the contract by the Renter.

The office staff will perform a walk-through with the Renter to verify the condition of the facility, inform Renter of the location of light switches, and that the set up has been properly prepared according to the Renter’s chosen set-up design.

Keys must be returned to the ACND office on the same day as the event. If the office is closed, there is a drop box on the Annex building (the building to your right as you are exiting the beach, across from the booths). Failure to return keys on time will forfeit your entire deposit.

Pre-Event Inspection Checklist Brochure

This brochure is given to each Renter upon receiving keys to the facility. Should the Renter observe any issues (i.e. – damages prior to the event), the brochure must be returned to the ACND office detailing the problem. If Renter fails to return the brochure listing any found issues with the facility, the Renter acknowledges an inspection was made and accepted the premises in “as-is” condition without warranty, expressed or implied. A checklist of cleaning responsibilities and deductions are also listed within the brochure.

In the event of non-compliance of the Rental Policy or if damages are found, deductions from the damage/additional cleaning deposit will be charged according to the guidelines listed below.

End of Event

Building Security

The following closing procedures must be completed at the end of the event to receive a full refund of the Damage/additional cleaning deposit.

Turn off all lights
The following items must be placed back in the kitchen

Reserved sign
Caterer’s Parking sign
Smoking stand

Lock all doors and return keys same day
1. Saltwater Pavilion: Double-entry doors, kitchen door, self-locking door on north wall, handicap-access door as well as restroom doors. The kitchen serving window must be closed and locked
2. Beachfront Pavilion: Double-entry doors

Cleaning Requirements

To receive a full refund of the damage/additional cleaning deposit, the facility must be left in the same condition as it was before the event began. Listed below are some specific requirements:

Remove all trash from interior receptacles
1. Saltwater Pavilion: place trash in blue bins in the kitchen
2. Beachfront Pavilion: place trash in blue bins on the veranda
Clean food and liquid spills off all furniture
Floors must be left clean
Brooms and a dust mop are in the kitchen. Dispose of any debris. The floor must then be dust mopped once any spills are cleaned.
The kitchen must be left clean
1. Wipe all spills from stove surface and oven, if used
2. Wipe off all food and grease from sink and appliances
3. Clean food particles from the sink drains
4. Mop the floor if there were any spills

Liability

The ACND is not responsible for any property left in the facility or outside on the premises overnight and reserves the right to remove all effects from the building at the end of the rental event. The Renter shall defend, indemnify and hold harmless the ACND and its officials, employees and agents from any and all claims, causes of action, costs and liabilities of every kind and nature whatsoever, directly or indirectly resulting from or caused by the use or occupying of the facility by the Renter or the Renters guests, invitees or licensees.

Lost and Found

Any property left inside after an event will be kept in the “Lost & Found” area of the ACND office for a period of ten (10) days and if not claimed within that time frame will be presumed abandoned and become the property of the ACND.

The ACND and the Beach Staff will make every reasonable effort to ensure a successful event. However, if an after-hours response by an ACND employee is required for an incident not caused by the ACND, a $100 will be charged to the renter.

Deductions

Damages & Deductions

The Renter is responsible for all damage to the facility arising from activities associated with its use. Determination of necessary repairs or replacements will be made by ACND staff with corresponding costs deducted from the damage/additional cleaning deposit.

The Renter shall be responsible for all repair and replacement costs exceeding the damage/additional cleaning deposit, payable upon demand. Deductions from the damage/additional cleaning deposit may include but are not limited to the following.