Thank you for your interest in renting space at the Hopkins Pavilion. The Hopkins Pavilion has an arena used for a multitude of activities. During the summer with our ice sheet and indoor turf removed, organizations or individuals may rent the 85' x 200' concrete arena floor for events like large group picnics, company functions, family parties, or any other type of event which may need a large covered space. In our mezzanine we have a multi-purpose area, meeting rooms and a conference room for smaller gatherings and activities. All of these rental opportunities are open for use by any individual resident or non-resident, or any non-profit or profit organization.

To reserve rooms in our mezzanine follow the instructions in section How to Reserve Rental Time & Space or ask Pavilion staff for assistance. Please contact us with any questions you may have at 952-939-1410.

How To Reserve Rental Time & Space

1. Read through the contents of this packet to make sure the Pavilion will meet your rental needs. If you are unsure if the Pavilion will be a suitable facility for your activity please give us a call and we can help determine the right type of facility for your activity and recommend a suitable facility if we can't meet your needs.
2. Fill out the reservation form on the last page of this packet. (Call us to check room availability.)
3. Phone - Call us at 952-939-1410 with the information indicated on the reservation form to reserve your rental date. We would then mail you a form for your signature and the payment due. Return the form and payment in the envelope we provide.
   Mail or Drop Off - Your reservation form with total payment to the Hopkins Pavilion, 11000 Excelsior Blvd, Hopkins, MN 55343.
   Fax - Your reservation form with Credit Card box completely filled out on the reservation form to the Pavilion at 952-979-0446.
   Email - Sorry no email applications at this time. However, you can print or download the form.

READ THIS!

Please read and understand the agreement and comply with all of its statements. Sign and return the agreement and any attachments with payment to reserve your rental time and date. After your reservation form and payment are received and the date is confirmed we will send you confirmation.

Pavilion Management may ask for a damage deposit to be posted, proof of insurance, approval of any advertising of your rental, or a complete written detailed description of the rental as part of the rental agreement. The City of Hopkins and its agents reserves the right to cancel any reservation prior to execution of the rental agreement.

Pavilion Mezzanine Room Descriptions & Rental Rates

The rooms are listed from smallest to the largest. All of the rooms contain white boards and projection screens; other amenities will vary from room to room. The following is a list of equipment available upon request; some additional charges may be applied for equipment use. Equipment is on a first request first use basis.

• Television with VCR/DVD......no charge
• Overhead Projector...............$5.00
• Multi-media Projector.............$10.00
• Lecture/Podium......................no charge
• Coat Rack..............................no charge
• Flip Chart with paper............$5.00
• Display Easel(s)....................$3.00 each
• Food Warmer (6 cu.ft.).........$10.00
• Refrigerator (6 cu.ft.)...........$10.00

Room Setup Layout Descriptions

The following room set-up layouts are just guidelines and can be modified to meet the needs of events. Please use the description titles where applicable when indicating the set-ups on the Room Rental Reservation & Agreement Form.

Rectangle Meeting

Multiple configurations possible fit design to the number of attendees expected.

Rectangle Layout

Classroom

Chairs usually facing the white board or front of the room.

Classroom Layout

Reception/Dining

A combination of round and rectangle tables can be used. Also the head table may not be needed for all events. Arrange the design according to the needs and attendance of the event.

Reception/Dining Layout

U-Shape Meeting

Usually the open end of the u-shape faces the white board.

U-Shape Meeting Layout

Lecture

Multiple row configurations possible, try not to make rows of ten or more chairs without making an isle for easier access.

Lecture Layout

Party/Small Group Meeting Or Dining

When rectangle tables are butted side to side or end to end to make a larger table and seating is around outside.

Party/Small Group Meeting or Dining Layout

Use of Space Rules & Regulations

1. CHARGES. The basic rental charge shall include use of the Hopkins Pavilion as specified in Rate Policy. Additional charges may be incurred due to additional services provided, alcohol service, or Pavilion equipment rental.
2. PAYMENT. The Renting Organization/Individual agrees that all charges will be paid to the Hopkins Pavilion as stated in the Rate Policy. Complete payment is due by the date indicated on the rental agreement.
3. LIABILITY INSURANCE. The Renting Organization/Individual will sign a waiver of liability as a part of the Rental Agreement. Policies including but not limited to the Hopkins Pavilion Liquor Policy and Catering Guidelines may require the Renting Organization/Individual to provide a copy of the certificate of insurance as proof of liability coverage.
4. ROOM DEPOSIT/DAMAGE DEPOSIT. The Hopkins Pavilion reserves the right to require a room deposit/damage deposit for the use of the space in the Hopkins Pavilion. This deposit is required for rentals that include alcohol service, any private party rental, and any extensive decorating or event set up. This deposit will be returned to you on the next business day if the renting organization/individual complies with the guidelines outlined in this rental guide and does not exceed the hours on your rental agreement. If damages are incurred, the renting organization/individual agrees to fully reimburse the Hopkins Pavilion upon demand. This includes any and all damages to, including the loss of, the building, furniture, equipment, fixtures, grounds, or any other property, real or personal, owned, used or operated by the Hopkins Pavilion, due to any act or omission of the members, representatives, employees, patrons, invitee or guests of the Renting Organization/Individual. If a room deposit/damage deposit is required, it will be requested at the time of booking. If no damages are incurred, the damage deposit will be released the next business day.
5. CANCELLATION. The Renting Organization/Individual agrees and understands that, in the event of a cancellation; thirty (30) day notice must be given in order for the rental deposit and damage deposit to be returned.
6. LIQUOR POLICY. The Renting Organization/Individual shall not sell, serve, or allow alcoholic beverages of any kind to be sold, brought into, or served upon the premises except as permitted by the Hopkins Pavilion Liquor Policy.
7. CATERING. The Renting Organization/Individual shall not sell, serve, or allow food of any kind to be sold, brought into or served upon the premises except as permitted by the Hopkins Pavilion Catering Policy.
8. DECORATIONS. All decorations must meet the approval of Pavilion staff. All decorations must be put up without defacing the building. All decorations must meet fire code regulations. Candles must be enclosed in glass.
9. SPECIAL SET UP. Special set up shall be done at the Renting Organization's/Individual's expense, under the supervision of and subject to the approval of the Hopkins Pavilion and shall be furnished and paid for by the Renting Organization/Individual.
10. CLEAN UP. The Renting Organization/Individual shall clear all areas after use, unless otherwise approved by the Pavilion Management. The Hopkins Pavilion and the City of Hopkins are not responsible for any items left beyond the contracted rental period. The Renting Organization/Individual shall also leave all areas in a reasonably clean and orderly condition at the end of the term of this agreement. If areas are not cleared and/or cleaned within the contracted time period, the Hopkins Pavilion and the City of Hopkins will employ a crew for this purpose and bill the Renting Organization/Individual.
11. ADVERTISING. You must have written approval to use the Hopkins Pavilion name and/or image in your advertising. Send or fax copies of all advertising materials to the Pavilion before going to print. Please state our complete name," Hopkins Pavilion," when making first reference. Subsequent references should refer to us as "Pavilion."
12. BROADCASTS. All broadcasts, telecasts, tape recorders, films, etc. in the Hopkins Pavilion shall have prior written consent from the participants and the Hopkins Pavilion.
13. CONCESSIONS. The Renting Organization/Individual shall not sell, serve, or allow cigarettes, cigars, beverages, liquor, food, gum, and refreshments of any kind to be sold, brought into or served upon the premises except as permitted by the Hopkins Pavilion. The Hopkins Pavilion must approve all concessions menus.
14. CONDUCT. The Renting Organization/Individual is responsible for the conduct of its guests, representatives, members, participants, and workers while in the Hopkins Pavilion.
15. LOADING - UNLOADING. Equipment must be brought in through the north side overhead door, the southeast overhead door, or main entrance doors. Vehicles must be moved when unloading and loading is complete. Vehicles will be towed at Renters expense, if parked in loading zone area or in assigned parking spaces. Driving or parking on the sidewalk is not allowed.
16. CITY, COUNTY, STATE AND FEDERAL LAWS. The Renting Organization/Individual in conduction of any performance, public or private meeting or in giving any lecture, concert, class, or other event shall conform to, comply with and abide by all laws of the United States and the State of Minnesota, the rules and regulations of all Federal and State Boards and Bureaus, the ordinances of Hennepin County, the City of Hopkins and the regulations of the Fire Department, Board of Health, and Police Department.
17. INDEMNIFICATION, HOLD HARMLESS, DEFENSE. I understand that my use of the Hopkins Pavilion is voluntary and that I am using it for my benefit only. I agree that my use of the Hopkins Pavilion facility is undertaken at my own risk and that the Hopkins Pavilion and the City of Hopkins will not be liable for any claims, injuries, damages of whatever nature incurred by me or members of my organization, or guests of my event due to the negligence of member of my organization, guests of my event, or the negligence of third parties. On behalf of myself and the organization that I represent, I expressly forever release and discharge the Hopkins Pavilion, the City of Hopkins, its agents or employees, from any such claims, injuries, or damages. I also agree to defend, indemnify and hold harmless the Hopkins Pavilion and the City of Hopkins from any claims, injuries or damages of whatever nature arising out of or connected with my use of the Hopkins Pavilion. I also agree to reimburse the Hopkins Pavilion for any damage, breakage, maintenance, and theft of equipment beyond the damage deposit figure if so warranted.
18. SUBCONTRACTING. Renters and tenants may not subcontract any space in the Hopkins Pavilion.
19. FIRE INSURANCE. The Renting Organization/Individual shall not transact or allow the transaction of any business on the premise or keep thereon anything, which will increase the rate of fire insurance on the building or conflict with the provisions of the insurance policies on the building or any part thereof.

The Renting Organization/Individual understands and agrees that this Agreement is made subject to all rules and regulations of the Hopkins Pavilion and will conform to said rules and regulations and be bound thereby. No provisions of these rules and regulations may be waived except in special cases and for good cause shown and then only by written memorandum attached to the rental agreement and signed by the Pavilion Manager.

Directions

Advertising

Room Rental

Dry Floor Facility

Dry Floor Rental

Inline Hockey Leagues

Youth Summer Sports Camp

Indoor Ice Arena

Ice Rental

Upcoming Events & Tournaments

Open Skate Schedule

Indoor Turf Facility

Turf Rental

Turf Events

Youth Lacrosse

Adult Co-Rec Soccer

Youth Soccer

 

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