GRAND VIEW EVENT GUIDELINES


Below you will find important information when renting the Grand View Room in Vail, CO.  Specific guidelines for items such as special decorations, effects, catering, clean up and more can be found in the tabs listed below. To navigate each section choose from the tab menu on the right side of the page.  If you have a specific question that you cannot find an answer to please contact us here


GRAND VIEW ROOM USAGE AGREEMENT INFORMATION:


A Usage Agreement and Lease will be issued to the client specifying the following:
  • Usage Date / Event Start Time / Event End Time
  • Total Block of Time booked (4, 6 or 8 hour blocks are available)
  • Any additional blocks of time booked (2-hour increments)
  • Usage Rate / Alcohol Security


Payment due dates:
  • A 50% non-refundable deposit toward the usage fee is required to hold a date and upon execution of the Agreement. The Security Deposit is required upon execution of the Agreement.
  • The remaining balance plus the Town of Vail sales tax is due 30 days prior to the event.


Event Security Deposit:

The Event Security Deposit will be returned to you within 45 days of the conclusion of the Event. Inspection of Grand View will take place immediately following your Event. If damage has occurred, the Deposit, less costs of repairs or clean-up, will be returned. If these costs are greater than the Deposit, you will be liable and billed for the balance with payment due no later than 30 days after the conclusion of the Event.



Function Information Form:

A Function Information Form is included with your lease. You will be asked to complete it prior to your event. It includes information about your caterer, any subcontractors you may hire (florists, decorators, rental companies, etc.) as well as information on your event entertainment.



Alcohol:

If alcohol is to be served at your event, all Colorado State Liquor Laws apply including:

  1. Event can only be open to invited guests.
  2. If a public event and alcohol is either to be sold or given, Lessee must secure a Special Event Liquor Permit from the Town of Vail.
  3. Alcohol purchase must be done by Lessee, not the Caterer.
  4. Alcohol must be served by TIPS trained staff.
  5. Alcohol must be consumed during FUNCTION ONLY. Consumption of alcohol is prohibited during event set-up and tear-down.
  6. Alcohol must be consumed on the Pavilion premises only. You will be provided a premise map.
  7. Donovan Pavilion Management, Inc. reserves the right, at their discretion, to discontinue alcohol service at your function at any time.

To obtain information on the State of Colorado liquor laws, please access the State of Colorado website at: www.state.co.us

SPECIAL EFFECTS & EVENT GUIDELINES

Below you will find a list of useful information and guidelines regarding special effects, noise, decorations and much more when renting the Grand View Room in Vail, CO for your next event.


  SMOKING: Grand View is a non-smoking facility. Smoking is allowed outside and guests are required to put their used cigarettes/cigars in the receptacles provided.


  NOISE ORDINANCE: The Town of Vail requires that all music be turned to 45 decibels by 10 p.m. Prior to this time, the maximum sound level at the Grand View is 65 decibels. During the summer months, the Grand View doors must remain closed after 10 p.m.


  CANDLES: Candles are allowed as table decorations in the Grand View, as long as the candles are in a container and the flame is lower than the top of the container. No open flame allowed.


  DISCO BALL: A lighted disco ball may be hung. Client is responsible for the rental of disco ball and ladder apparatus in order to securely hang the disco ball. Please be aware that the disco ball must be removed at the conclusion of your function. A disco ball may not be used on the Grand View patio.


  SMOKE/FOG MACHINE: Due to the nature of such a machine, the Grand View does not allow use.


  EVENT DECORATIONS: Decorations must be pre-approved with Grand View staff. Confetti is not allowed. Use of helium balloons as decoration must be weighted in order to prevent them from becoming entangled in vaulted ceilings. Please note: No tape, nails, thumbtacks, etc. are allowed to be placed on the Grand View walls.


  EVENT LOAD-IN/LOAD-OUT: Load-in of all rental equipment and subcontractors is allowed at the rental start time. Due to the facility usage schedule, no early load-in is allowed. Subsequently, there is no overnight storage inside the facility for any event supplies or rentals. All rental items may be stored overnight in the trash receptacle area outside of the Pavilion for pick-up the next day. Donovan Pavilion Management, Inc. is not responsible for items left overnight or outside of the premises. Failure to comply with Grand View load-out schedule may result in a forfeiture of facility deposit.


  EVENT CONCLUSION: Grand View closes promptly at 12:00 midnight. Thus, all events must be torn down and loaded out of the facility by that time. Please allow ample time for your caterer to remove rental items and complete the Caterer’s checklist. Failure to end by 12:00 midnight may result in additional rental fees.


 

CATERING CHECKLIST & CLEANING INFORMATION

Rental of Grand View requires cleaning of the facility upon completion of your event. A complete Caterer’s Checklist is listed below:


CLIENT/CATERER CHECKLIST

Caterer/client is responsible for ALL set up and tear-down of the Grand View. Any chairs or tables placed on the Grand View Patio must be stored in storage room at event conclusion.

Load-in of all rental items and event supplies may take place at the rental start time only. No early load-ins or deliveries please. Please confirm that your caterer has this information.

Items you or your caterer need to supply:

  • Table coverings – REQUIRED at all functions
  • Utensils – all serving, cooking and opening
  • Hot Pads
  • Cleaning towels/sponges, liquid soap, cleanser
  • Large Trash BagsExtension Cord, Ladder, Dolly


REQUIRED FACILITY CLEANING:

At Conclusion of Event:

  • Empty all trash cans and place trash in dumpster on 1st level of building.
  • Cardboard broken down and placed adjacent to dumpster in trash shed.
  • All leftover food removed and properly disposed of from refrigerators and freezer. Grand View does not have ample space to store items left in kitchen area or main facility.
  • Warming ovens all turned off.
  • Kitchen exhaust fan turned off.
  • All counters and sinks wiped clean.
  • Kitchen floor swept.
  • All tables and chairs thoroughly wiped and cleaned.
  • Trash and litter removed from floor in main room and lobby.
  • Thank you for leaving the kitchen, furniture and main room in the condition that you found it.
  • Please notify Grand View staff of any problems or damage that you may have incurred during your event.

Usual and Customary Cleaning of the facility is included in your lease rate. Any additional cleaning needed as a result of your event, (i.e. carpet cleaning, removal of trash, windows, etc.) will be retained from your Security Deposit.

 


SECURITY DEPOSIT POLICY:

The Security Deposit (minus any fees for damage to the facility or additional cleaning) will be returned to you within 45 days of the conclusion of the Event. Inspection of the Grand View will take place immediately following your Event. If damage has occurred, the Deposit, less costs of repairs or clean-up, will be returned. If these costs are greater than the Deposit, you will be liable and billed for the balance with payment due no later than 30 days after the conclusion of the Event.

 


OVERNIGHT DELIVERIES:

No overnight deliveries are allowed inside Grand View. Please store rental items in trash shed, adjacent to dumpster. Donovan Pavilion Management, Inc. is not responsible for items left overnight or outside of premises.

Features

Lionshead Welcome Center

The Grand View Room is the Town of Vail’s newest public meeting space located on third level of the new Lionshead Welcome Center.

Convenient Parking

The Grand View Room is located directly adjacent to the Lionshead Parking structure with plenty of parking available year-round!