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Facility Rental Guidelines
Barber Park Event Center featuring the Ruth Wicker Tribute to Women
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Table of Contents Barber Park Event Center Information ......................................................................................................... 3
Specifications & Amenities ........................................................................................................................... 3
Tours & Meetings .......................................................................................................................................... 3
Building Capacities ........................................................................................................................................ 4
Floorplan ................................................................................................................................................... 4
Reservation Policies and Procedures ............................................................................................................ 5
Reserving the Facility ................................................................................................................................ 5
Reservation Confirmation ......................................................................................................................... 5
Deposit ...................................................................................................................................................... 5
Fees ........................................................................................................................................................... 5
Event Host(s) ............................................................................................................................................. 6
Additional Costs ............................................................................................................................................ 6
Equipment Rental Rates............................................................................................................................ 6
Security ..................................................................................................................................................... 6
Alcohol ...................................................................................................................................................... 6
Payment ........................................................................................................................................................ 6
Cancellation policies ..................................................................................................................................... 7
Event Logistics ............................................................................................................................................... 7
Event Contact ............................................................................................................................................ 7
Catering & Vendors ................................................................................................................................... 7
Event Timeline & Vendor Contacts ........................................................................................................... 8
Events involving Alcohol ........................................................................................................................... 8
Parking ...................................................................................................................................................... 8
Decorations ............................................................................................................................................... 9
Cleanup ..................................................................................................................................................... 9
Room Preparation ................................................................................................................................... 10
Room Set-Up Options ............................................................................................................................. 10
Liability Clause ............................................................................................................................................ 11
Liability Considerations ........................................................................................................................... 11
Damages Clause .......................................................................................................................................... 12
Other Parks & Recreation Rules and Regulations ....................................................................................... 12
Fees ............................................................................................................................................................. 12
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Barber Park Event Center Information Thank you for considering the Barber Park Event Center featuring the Ruth Wicker
Tribute to Women for your event! This location offers a beautiful venue for all types of
events for the community and surrounding area. Located just off of I-85/I-40, the event
center is conveniently located for those traveling to your event. The wall of windows
offers scenic views of the surrounding wooded areas of the park creating a memorable setting for your event.
The space is ideal for all types of events which may include but are not limited to:
anniversary parties, award ceremonies, baby showers, banquets, bar mitzvahs,
birthdays, bridal showers, corporate retreats, class reunions, community gatherings,
engagement parties, graduation parties, holiday parties, meetings, photography
sessions, quinceaneras, rehearsal dinners, retirement parties, vow renewals, wedding
ceremonies and receptions, and other events.
Included in this packet is important reservation information, policies, and details
regarding the use of the space. After reviewing the information provided herein, please
feel free to contact us for more information.
We look forward to assisting you in hosting your event.
Specifications & Amenities The Barber Park Event Center is 7,855 square feet and provides a large 3,168 square foot
room that is able to be divided into two 1,584 square foot rooms. The event center
features the meeting room, catering kitchen, lobby area, resource room, exhibit space,
and outdoor spaces including a patio, walkway, and pergola. The large multi-purpose
room can seat up to 200 people but depending on the selected room layout this number
may vary due to the additional space occupied by furniture items. The event center also
features the Ruth Wicker Tribute to Women which honors women that have made significant contributions to the Greensboro area.
Included with your rental are eighteen (18) – 72” round tables, twenty (20) - 6’ folding
banquet tables, thirty (30) 8’ folding banquet tables, six (6) high-top tables, and 200
banquet chairs available for use. Two 60” television screens with mini computers
mounted on moveable stands are available in the Wi-Fi enabled facility for an additional
fee. The center also has a catering kitchen equipped with a refrigerator, freezer,
microwave, coffee maker, and ice machine.
Tours & Meetings Due to the likelihood of other events occurring at the event center it is highly
recommended to schedule tours and meetings in advance with the Barber Park Event
Center staff. Tours and meetings are typically scheduled Tuesday through Saturday
between 10 a.m. – 2 p.m. depending on availability. Other appointment times may be
available upon request depending on staff availability. Appointments are encouraged to allow individualized attention to each customer.
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Building Capacities The capacities listed herein are maximums based on the full space available in the room.
Depending upon additional set up needs these numbers may vary due to the decreased
square footage taken up by other designated areas such as tables, chairs, food/drink
tables, dance floor, DJ space, etc.
The maximum capacity for the room is 200 people. Banquet style seating utilizing all 18
of the 72” round tables with 10 seats per table will accommodate up to 180 people, with
8 seats per table it will accommodate 144 people, and with 6 seats per table it will
accommodate 108 people.
Floorplan Provided below is the floor plan of the event center with labels and room numbers listed. Events
will be primarily hosted in the multi-purpose room, additionally the kitchen, lobby, exhibit lane,
and resource room may be available for other aspects of the event as well.
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Reservation Policies and Procedures
Reserving the Facility
An event application must be completed and returned in order to begin the reservation
process. The event application can be completed online on the website at
www.greensboro-nc.gov/events. The application may also be printed, completed, and dropped off in person or emailed to [email protected].
The Barber Park Event Center staff will review the application and contact the applicant
to discuss event details. An event agreement and invoice for the event will be created
and provided to the customer to sign and return with payment of the deposit. The
reservation will not be confirmed until the signed agreement and payment have been
received. There are no holds on dates. Payment of the deposit must be made within 3
business days of when the invoice and agreement were sent. It is the customer’s
responsibility to follow up and make the payment within 3 business days, if no payment
is made, the reservation will be removed without notification.
For events occurring 6 or more months out, only packages and full day rentals will be
available for Friday or Saturday reservations. Partial day or hourly reservations are
available for events occurring within 6 months. Beginning on the first business day of
each month, partial day or hourly reservations will become available for events
occurring in the month that just became within 6 months. For example, on the first
business day of January, the month of June will become available for partial day or
hourly reservations, on the first business day of February the month of July will become available for partial day or hourly reservations, and so on.
Reservation Confirmation
A reservation will only be confirmed upon receipt of both a signed event agreement and
payment of the deposit.
Deposit
A security deposit of 25% of the rental fee plus a $200 damage deposit is required at the
time of the reservation to confirm the event. The 25% security deposit is non-
refundable. The damage deposit is refundable if the facility is left clean and free of
damages at the conclusion of the event. The remaining balance is due 45 days prior to
the event. Full payment is due at the time of reservation for events occurring within 45
days.
Fees
The hourly resident rates for the facility are as follows: Monday through Thursday $75
per hour, Friday and Saturday $150 per hour, and Sunday $125 per hour. Resident rates
apply to City of Greensboro residents only, otherwise our non-resident rates are $100,
$175, and $150 respectively. Packages are available on Friday from 5pm-12am midnight
for $875 or weekend 12 hour packages for $1,500. Non-resident rates are $1,075 &
$1,800 respectively. The fees are listed in a chart at the end of this document.
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Event Host(s)
The Barber Park Event Center requires an Event Host for all events. Event Host(s) will
arrive prior to the event to set up for the rental and remain after the conclusion of the
event to breakdown and clean the facility. Access to the facility is strictly limited to the time the facility has been rented.
The event host(s) will be in the facility and available throughout the event, and will
remain until all guests have left. Event host(s) will be available to answer any questions,
provide general assistance, oversee the facility, enforce policies, and ensure guest safety.
Please note, the event host staff does not replace the need for a day-of event coordinator to execute logistics.
The facility will be locked and secured outside of the established reservation times;
therefore individuals related to the event should not plan to arrive or depart outside of
the agreed upon timeframe as there will not be staff on duty for assistance.
Additional Costs
Equipment Rental Rates
Additional equipment is available to rent. The 60” flat screen televisions with mini-
computers mounted on moveable stands are available for $75 each per day for residents
and $100 per day for non-residents. A podium with built-in speaker and microphone is
available for only $25 per day.
Security
Security personnel may be required at the discretion of the Barber Park Event Center
staff and is required for any event serving alcohol. The security personnel will be
provided by the Barber Park Event Center and will be charged at a rate of $60 per hour
per resource and will be included on the event agreement. The number of security
personnel required will be based on the number of guests and the event details.
Alcohol
If alcohol is served at the event there will be a $200 bar service fee required. This fee is
in addition to the fees paid directly to the ABC Commission for an alcohol permit.
Security personnel will be required at any event during which alcohol will be served.
Security fees are $60 per officer per hour during the timeframe that alcohol will be served.
Payment A security deposit of 25% of the rental fee plus a $200 damage deposit is required at the
time of the reservation to confirm the event. The remaining balance for the reservation
will be due 45 days prior to the date of the event. Failure to pay by this due date will
result in cancellation of the event and forfeiture of the deposits.
Payments are accepted by cash, check, money order, Visa, Mastercard, or Discover.
There is a $25 fee for returned checks. Credit card payments may be made in person or over the phone by calling 336-373-7690.
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Checks should be made payable to The City of Greensboro and may be mailed to:
Greensboro Parks and Recreation Barber Park Event Center 1500 Barber Park Drive Greensboro NC 27401
Cancellation policies Cancellations must be provided to the Barber Park Event Center in writing or via email.
Failure to pay by the due date, which is 45 days prior to the event, will result in
cancellation of the event and forfeiture of the deposits. Event contracts that are
cancelled more than 45 days from the event will receive a refund of the $200 damage
deposit. The 25% security deposit is non-refundable. Event contracts that are cancelled within 45 days of the event will not receive a refund.
In the event that the City must cancel the event contract, a full refund will be given
including damage deposits.
Event Logistics
Event Contact
While an event coordinator is not required, a day-of contact person must be identified
and the Barber Park Event Center staff should be provided with their contact
information for day-of event related issues. The day-of contact person is responsible for
coordination and decision making during the entire event to ensure the event runs
smoothly. In order to appropriately manage all aspects of the event, the day-of contact
person may not be someone that will be unavailable during any part of the event (i.e.,
for weddings it should not be someone in the wedding party). Duties include overseeing
setup of personal items or decorations, vendor management, maintaining the event
timeline, event coordination, guest management, and overseeing clean-up. This
individual must stay until the conclusion of the event to make sure everything is
properly cleaned up per the agreement and check out with the event host(s) before
leaving the property. It is requested that the day-of contact do a final walk through with
the Barber Park Event Center staff to review event timeline, floor plan, and other facility
requirements prior to the event.
Catering & Vendors
Customers are welcome to bring in any food or hire any caterer or vendors of their
choosing. The catering kitchen is equipped with a refrigerator, freezer, microwave,
coffee maker, ice machine, and sinks. If the kitchen is utilized for the event it must be
left clean at the conclusion of the event. The event host(s) may inspect the cleanliness of
the kitchen prior to the conclusion of the event to assist in the avoidance of additional
clean-up fees being deducted from the damage deposit. All trash must be placed in the
trash and recycling receptacles provided in the event center. The event host(s) will
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remove full bags and replace them as needed during the event, and they are responsible
for removing garbage and recyclables from the event center.
The side entrance doors may be utilized to directly access the catering kitchen. Vendors
may park in the front of the building temporarily to unload/load items along the
sidewalk to the side entry doors. Use of storage space by vendors must be approved in
advance by the Barber Park Event Center staff.
Event Timeline & Vendor Contacts
A detailed event timeline should be submitted to the Barber Park Event Center staff in
advance of the event. A draft timeline will be requested at the time of the reservation but
will be due by 45 days prior to the event. Updates may be made but the timeline must be
finalized and submitted by 10 days prior to the event.
The event timeline should include all aspects of the event including set up, vendor
arrival times, event details, and clean up. Contact information for each vendor must be
provided in the event the Barber Park Event Center staff needs to contact them.
All rentals will conclude by 12 a.m. and all individuals must vacate the facility by 12 a.m.
Music and alcohol service must end by 11 p.m. Plans should be made to allow all cleanup
and event breakdown to be completed by midnight.
If events extend beyond the times listed in the event agreement, the customer will be
charged for the additional time at the regular hourly rate and are responsible for any
other costs that the additional time incurs. If there is another event reservation,
additional time will not be available in order to allow time for prepare for the next event.
Events involving Alcohol
With proper permissions and legal considerations, alcohol will be allowed at the Barber
Park Event Center. Any event at which alcohol will be served requires that the customer
secure all proper permits at least 45 days prior to the event and provide copies to the
Barber Park Event Center staff for review. If this information is not received by the due
date, alcohol privileges will be removed for the event.
A bar service fee of $200 will be charged for events involving alcohol. Security personnel
will be required at any event during which alcohol will be served. Security fees are $60
per resource per hour, during the timeframe that alcohol will be served.
The application for a Limited Special Occasion permit will be provided to the renter.
This application must be submitted along with all proper documentation and fees to
obtain a permit from the ABC Commission. Non-profit organizations may apply for a
Special One-Time Permit for the Sale of Alcohol if desired, and this permit application can also be provided to the renter upon request.
Parking
The event center has 28 spaces located at the front of the building, including 2
accessible spaces, and 149 spaces in the adjacent baseball stadium parking lot. There
should be no parking along the sides of the street or in unmarked spaces, towing may be
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enforced to maintain access for emergency vehicles. There is a covered drop-off area and
walkway to the building which may be used for unloading. This does not serve as a
parking area and vehicles should not be left unattended in the covered drop-off area.
Shuttle transportation is welcomed for dropping off and picking up guests if needed.
The park will close and gates will be locked at the conclusion of the event. The gates will
not be opened again until the next day at 8 a.m. (holidays may affect these hours). If the need arises for vehicles to be left onsite overnight, please notify the event host(s).
Decorations
All décor elements must be approved in advance. The Barber Park Event Center staff
reserves the right to refuse decorations that may cause damage to the property.
Any decorations used must be set up and removed within the rental time frame.
The following are strictly prohibited: glitter, confetti, sequins, sparklers, canned
string, rice, birdseed, fire lanterns, hay, and fog or bubble machines.
Nothing may be attached to the wall, floors, or ceilings.
The use of nails, tacks, tape, glue, staples, non-residue adhesive strips, hook and
loop strips, or adhesive of any kind is not permitted on any surface of the facility.
Live greenery must be brought in on the day of the event.
No rearrangement of event center stationary furniture or artwork is permitted.
Additional light sources may be used, but cannot be suspended from the ceiling,
light fixtures, vents, sprinklers, or air ducts.
Open flames are not permitted. Candles, if used, must in inside semi-enclosed
glass or metal containers in which the flame does not reach or extend above the
top of the container. Containers must be on steady surfaces away from any
flammable materials or potential tipping hazards and must be supervised at all
times. Care must be taken to ensure that wax does not drip onto the floors or any
equipment provided by the Barber Park Event Center. The use of candles should
be discussed prior to the event to ensure they are being utilized in an approved
manner.
The customer and vendors are responsible for providing their own ladders,
supplies, and setup equipment.
The following items are approved for grand exits: glow sticks, fiber optic wands,
ribbon wands, noise makers, and for outdoor use only - bubbles, butterfly
releases, fresh petals, and leaves.
If using flower petals outdoors, it is requested that fresh petals are used to reduce
the chance of synthetic petals blowing away and littering the park areas.
Balloon and lantern releases are strictly prohibited in park areas.
Cleanup
All personal items, decorations, and signage must be cleaned up and removed from the
interior and exterior of the space by the end of the rental timeframe. The facility must be
left clean and free of damages. If the facility is not cleaned up and left how it was prior to the event, a portion of, or the full amount of the damage deposit will be retained.
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Room Preparation
The reservation fee includes the use of the Barber Park Event Center tables and chairs.
There are eighteen (18) – 72” round tables, twenty (20) - 6’ folding banquet tables, thirty
(30) 8’ folding banquet tables, and 200 banquet chairs. Any additional furniture needs are the sole responsibility of the customer.
If utilizing the Barber Park Event Center tables and chairs, they will be set up by staff
prior to the event, based on the layout agreed upon in advance. One set up per event is
included in the reservation fee. On the day of the event, the event host staff will only
assist in making minor adjustments to satisfy the agreed upon layout and set up
requests. The Barber Park Event Center will require a final head count one week prior to
the event for set-up purposes. The space may be set up in a variety of formats to best fit the needs of the event.
Please note: Mid-event flips are outside the scope of the event host staff duties. Due to
the short time frame allotted to execute a second room set up, the Barber Event Center
staff will not guarantee this type of service; therefore one set up per event is allotted.
The customer, or vendors hired by the customer, may execute a mid-event flip at their
own risk. The Event Host staff may assist, however they will not be required to as part of
the event agreement.
Room Set-Up Options
In order to provide the best layout for the event, a variety of room set-up options are
available. Some common options are provided here for reference, however, custom
options are available as well and may be established once the reservation is made but no
later than one week prior to the event.
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Liability Clause The City of Greensboro will not be responsible for acts of God, inclement weather, or
your change of plans. The City will not be held liable for injuries or property
damage/loss to others including, but not limited to: death, personal injury, property
damage, or any other incidents that may occur to any person(s) by use of the building
and premises during the term of this contract. The term of the contract starts when the
first representative, guest or vendor) arrives on the property and concludes when the last person leaves the property.
The City of Greensboro will not be held responsible or liable for any incidents arising
from the serving of alcohol. The vendor and/or customer assumes all liability for events
involving alcohol.
Liability Considerations
Fire code establishes maximum capacities which cannot be exceeded. The final guest
count is required one week prior to the event. Any damage to the Barber Park Event
Center caused by the customer, guests of the customer, vendors, or anyone related to the
event, will be invoiced to the customer after the event. The Barber Park Event Center is
not responsible for any personal property or equipment that is brought to, left at,
damaged, or stolen at the event center or Barber Park. All event center furniture is to
remain inside the event center and may not be taken outside.
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Damages Clause The City of Greensboro reserves the right to retain the deposit in the event of
cancellation of the contract or damages to the premises. Damage costs in excess of the
deposit amount will be billed to the customer following the event and must be paid
within 30 days of the event.
Other Parks & Recreation Rules and Regulations Events held at the Barber Event Center are subject to all other City of Greensboro and Department of Parks and Recreation policies, procedures, rules, and regulations.
Selling, peddling, begging or soliciting is prohibited, unless written authority is
given by the Director of Parks & Recreation.
Disorderly conduct, such as violent behavior, abusive language that might
provoke a breach of peace, or creation of a physically offensive or dangerous
condition, is unlawful.
Events planning to serve alcohol require pre-approval of vendor/caterer with
current ABC permit on file.
No dumping or littering.
It shall be unlawful to use public facilities or garden facilities any time between
the hours of midnight and 6:00am.
Fees Below are the hourly rates and packages with details provided for each.
Additional Fees: Equipment Rental Fees Alcohol Fees Podium w/ sound: $25 Bar Service Fee: $200 TV: $75 each Security: $60 per hour (required during alcohol service)
Days & Packages Details Resident Rate
Non-Resident Rate
Monday – Thursday 2 hour minimum $75/hour $100/hour
Friday & Saturday 4 hour minimum $150/hour $175/hour
Sunday 4 hour minimum
$125/hour $150/hour
Friday Evening Package 5pm-12am $875.00 $1,075.00
Weekend Package 12 hour time block $1,500.00 $1,800.00 *Additional fees may apply, see below.
