• Facility Reservation Request Form

    Facility Reservation Request Form

  • For athletic field/space requests, you must reach out directly to the Parks & Recreation Department at (910) 259-1330.

  • This is a REQUEST form. Completing this form does not mean your activity has been booked for this venue. It must be reviewed first by Pender County staff. Your request only becomes a booked event when you have paid the appropriate rental fees and supplied the appropriate insurance (if applicable).

  • Contact Information

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  • Facility Needed

  • Venue/Location:

    Hampstead Kiwanis Park - Large Picnic Shelter

    586 Sloop Point Loop Road, Hampstead, NC 28443

    Dimensions: 24' x 65' for seating under cover
    Available Seating: 12 tables that can accommodate 6 people at each table for a total of 60 people
    Power: Yes
    Restrooms: Yes
    Parking: Ample
    Features: Playground, Walking Trails, Ball Fields
    Cost:

    $15 per hour for County residents or nonprofit organization.
    $20 per hour for non-County resident or for-profit organization.

  • Venue/Location:

    Hampstead Kiwanis Park - Mazzacca Small Picnic Shelter

    586 Sloop Point Loop Road, Hampstead, NC 28443

    Dimensions: 16' x 25' for seating under cover
    Available Seating: 4 tables that can accommodate 6 people at each table for a total of 24 people
    Power: Yes
    Restrooms: Yes
    Parking: Ample
    Features: Playground, Walking Trails, Ball Fields
    Cost:

    $10 per hour for County residents or nonprofit organization.
    $15 per hour for non-County resident or for-profit organization.

  • Venue/Location:

    Pender Memorial Park - Picnic Shelter

    601 South Smith Street, Burgaw, NC 28425

    Dimensions: 16' x 25' for seating under cover
    Available Seating: 8 tables that can accommodate 6 people at each table for a total of 48 people
    Power: No - This shelter does not have electrical power
    Restrooms: Yes
    Parking: Limited
    Features: Playground, Walking Trails
    Cost:

    $10 per hour for County residents or nonprofit organization.
    $15 per hour for non-County resident or for-profit organization.

  • Venue/Location:

    Millers Pond Park - Picnic Shelter

    12762 US-117, Rocky Point, NC 28457

    Dimensions: 16' x 25' for seating under cover
    Available Seating: 1 table that can accommodate 6 people
    Power: Yes
    Restrooms: Yes
    Parking: Limited
    Features:

    Playground, Overlook Deck, One-half mile Walking/Nature Trail, Three Bridges/Boardwalks, Fishing Pier, Canoe/Kayak Launch

    Cost:

    $10 per hour for County residents or nonprofit organization.
    $15 per hour for non-County resident or for-profit organization.

  • Hampstead Annex Use Policies

    The Pender County Hampstead Annex has certain available space for use by Pender County residents civic, governmental, non-profit, and other community groups for public meetings when they are not in use for County government functions. Official County activities or functions will always have priority over other activities or functions and the County reserves the right to cancel any room reservation(s) at any time due to a County activity or function.

    ** Pender County does not provide folding chairs, tables, AV equipment other than what is described below. **

    **No organization is permitted to leave equipment of any kind in the Hampstead Annex after an event has been completed. **

    First Floor Meeting Room (Room # 102) – includes conference table seating for 10, TV/monitor, and whiteboard):

    • Occupancy of the room may not exceed 15.
    • Available during normal operating hours (no attendant required) - can be booked with at least 48-hour notice.
    • Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff).
    • Rental Rate:
      • $10/hour for County resident or nonprofit organization.
      • $15/hour for non-County resident or for-profit organization.
      • $20/hour with 3 hour minimum for Facility Attendant after normal operating hours – required.
    • The building must be vacated by 10 pm.
    • No insurance required.

    Auditorium - Fixed auditorium seating, a podium with a self-contained audio system:

    • Occupancy of the room may not exceed 244 in the auditorium seating area and 48 on stage.
    • Available during normal operating hours for groups under 100 people in attendance (no attendant required) - can be booked with at least 48-hour notice.
    • Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff). 
    • Rental Rate:
      • $45/hour for County resident or nonprofit organization
      • $75/hour for non-County resident or for-profit organization.
      • $20/hour with 3 hour minimum for Facility Attendant after normal operating hours – required.
    • The building must be vacated by 10 pm.
    • Insurance required naming Pender County as Additional Insured. Insurance must be provided prior to receiving an invoice.
    • Invoice must be paid 14 days prior to the event to secure the space.

    Parking Lot

    • Half the parking lot may be used during normal operating hours, but activities may not infringe on normal business in the Annex and adjoining Sheriff's building. Therefore, the entire front row of parking spots in front of both buildings may not be used, blocked, or be inaccessible by other members of the public for any reason. 
    • The entire parking lot may be used after normal operating hours, but activities may not infringe on normal business in the Sheriff's building. Therefore, the entire row of parking spots on the left side of the Sheriff's building may not be used, blocked, or be inaccessible by other members of the public for any reason. 
    • Rental Rate: 
      • $25/hour for County resident or nonprofit organization. 
      • $35/hour for non-County resident or for-profit organization.  
    • Access to restrooms within the Annex will not be permitted and the organization renting the parking lot is responsible for obtaining port-a-johns. Port-a-Johns may arrive no more than one business day prior to the event and must be picked up the next business day after the event has concluded. Port-a-Johns may only be placed in locations designated by Pender County. 
    • Insurance required naming Pender County as Additional Insured. 
    • Use of inflatables, grills, Food Trucks, etc. are not permitted without appropriate insurance or permits. 

    TERMS AND GUIDELINES FOR USE
     
    Use of the facilities in no way constitutes an endorsement by Pender County of any group’s activities or beliefs.  The county shall not discriminate in providing meeting room space on the basis of race, religion, age, gender, political affiliation, national origin, or disability. 

    1. The use of the county’s meeting rooms will be limited to meetings for which no admission charge, fee, dues, or donations may be charged or solicited by the user, nor may any item or service be sold or advertised.
    2. Reservations shall be on a first-come, first-served basis.  Reservations should be made by a person 21 years or older. 
    3. Standing reservations (i.e. “second Tuesday of each month) are generally prohibited.  Only approved government affiliates may be allowed standing reservations under certain conditions. 
    4. All rooms are to be accessed through the main entranceway to the building (frontage facing US Highway 17).  The Annex and all rooms are ADA accessible. 
    5. Requests for use of any available room in the Hampstead Annex shall be submitted on this application form to Parks and Recreation at parksandrec@pendercountync.gov or call for information 910-259-1330.  Application forms are also available at the Hampstead Annex and on the Pender County Parks and Recreation web site.  All applications are subject to review and approval by the County Manager.   
    6. The person/organization booking the meeting room shall be responsible for arranging the room or facilities ahead of time to suit their needs and for returning the room or facilities to orderly condition.  County staff does not set up chairs or tables.  Organizations may be placed on probation or prohibited from future use of the facilities if the responsible representative fails to carry out the duties outlined herein satisfactorily.   
    7. There are no on-site kitchen facilities for public use and food may not be prepared on the premises.  Beverages (cups with lids or bottles are encouraged) may be brought into the building hallway only. 
      No food or beverages are allowed in the Auditorium at any time.  No smoking, firearms/weapons, gambling, or alcoholic beverages are allowed inside any County buildings.   
    8. When a meeting is scheduled after County hours, appropriate arrangements must be made to properly secure and vacate the building as scheduled.  Each user is responsible for leaving the room(s) in a clean and orderly manner.  
    9. In any advertisements for meetings, the County’s name may be used only in conjunction with the specific location of the meeting. 
    10. No room may be considered reserved until the corresponding invoice for space has been paid in advance and written confirmation has been sent by the County. 
    11. Pender County reserves the right to deny the use of the facility to any person or organization at any time and the Pender County Manager or designee is the final authority on the interpretation of the Policy for Public Use of Pender County facilities. 
    12. Pender County may amend or alter these Policies at any time by action of its Board of Commissioners or their designee. 
       
      ADDITIONAL TERMS FOR AUDITORIUM USE
    1. Food and/or drinks are prohibited in the Auditorium and backstage dressing areas. 
    2. Nothing may be pinned, stapled, sewn, taped or attached in any manner to the stage curtains. 
    3. Only soft dance shoes and non-mark soled shoes are allowed on the stage floor.  There are to be no spiked/stiletto-heeled, tap, or clogging shoes on the stage. 
    4. The Auditorium has 240 fixed seats available.  No chairs, tables or other fixtures may be placed in the aisles at any time.  “Standing Room” and sitting is also prohibited in the aisles.  At no time may the total room occupancy, including those sitting or standing on the stage or dressing room areas exceed 292. 

    RELEASE FROM LIABILITY 
     
    The undersigned hereby releases Pender County, its Commissioners, Elected or Appointed Officials, employees, agents, officers, contractors or any other person or entity acting at the direction of Pender County whether paid or unpaid from any and all claims, demands, damages, actions and causes of action, suits, losses and liabilities, however denominated, whether known or unknown, contingent or absolute, apparent or unapparent, accrued or unaccrued, arising out of or related in any way to: 

    • the undersigned’s use of, presence at, ingress to or egress from said County Facilities; 
    • any act, omission, event, incident, transaction or occurrence of any person, firm, corporation or other entity on or in the vicinity of said County Facilities; and  
    • any circumstance or condition (latent, obvious or otherwise) in or near the vicinity of said County Facilities. 
    • The cancellation of a reservation by the County or other action which results in the unavailability of the County Facilities, either in there being late access or no access. The undersigned understands and agrees that the sole remedy for a cancellation or unavailability of County Facilities, with or without notice, is the return of the fees paid.  

    It is also understood the undersigned is responsible for any damages that may occur to the County Facilities during the time of usage and further agrees to reimburse the County for the cost of repair. 
     
    The undersigned has had a full and fair opportunity to read, consider the same and obtain legal or other advice; and the undersigned represents to Pender County, and acknowledges that such representation is material and may reasonably be relied upon by Pender County, that the undersigned has read, understands, and fully consents and agrees to the foregoing. 

  • Venue/Location:

    Hampstead Annex - Auditorium

    15060 US-17, Hampstead, NC 28443

    Dimensions:  
    Available Seating:

    Fixed auditorium seating, podium with self-contained audio system

    Power:

    Yes

    Restrooms:

    Yes

    Parking:  Approximately 100 spaces
    Features:

    Permanent seating, stage, curtain

    Cost:

    $45 per hour for County residents or nonprofit organization (3-hour minimum after normal operating hours).

    $75 per hour for non-County resident or for-profit organization. (3-hour minimum after normal operating hours).

    $20 per hour with 3 hour minimum for Facility Attendant after normal operating hours – required.

    Special Notes:

    Occupancy of the room may not exceed 244 in the auditorium seating area and 48 on stage.

    Available during normal operating hours for groups under 100 people in attendance (no attendant required) - can be booked with at least 48-hour notice.

    Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff). 

    The building must be vacated by 10 pm.

    Insurance required naming Pender County as Additional Insured.

  • Venue/Location:

    Hampstead Annex - 1st Floor Meeting Room

    15060 US-17, Hampstead, NC 28443

    Dimensions:  
    Available Seating: Seating around the table for 10
    Power: Yes
    Restrooms: Yes
    Parking: Approximately 100 spaces
    Features:

     

    Power in the conference table, Public WiFi, TV/Monitor, marker board
    Cost:

    $10/hour for County resident or nonprofit organization (3-hour minimum after normal operating hours).

    $15/hour for non-County resident or for-profit organization (3-hour minimum after normal operating hours).

    $20/hour with 3 hour minimum for Facility Attendant after normal operating hours – required. 

    Special Notes:

    Occupancy of the room may not exceed 15. 

    Available during normal operating hours (no attendant required) - can be booked with at least 48-hour notice. 

    Available after normal operating hours (attendant required at $20/hour) - must be booked with at least 14-day notice (to schedule appropriate staff). 

    The building must be vacated by 10 pm. 

    No insurance required. 

  • Venue/Location:

    Hampstead Annex - Parking Lot

    15060 US-17, Hampstead, NC 28443

    Dimensions:  
    Available Seating: N/A
    Power: Yes
    Restrooms: No
    Parking: Limited - see below
    Features:

    Paved parking lots. 

    Cost:

    $25/hour for County resident or nonprofit organization.

    $35/hour for non-County resident or for-profit organization.

    Special Notes:

    Half the parking lot may be used during normal operating hours, but activities may not infringe on normal business in the Annex and adjoining Sheriff's building. Therefore, the entire front row of parking spots in front of both buildings may not be used, blocked, or be inaccessible by other members of the public for any reason. 

    The entire parking lot may be used after normal operating hours, but activities may not infringe on normal business in the Sheriff's building. Therefore, the entire row of parking spots on the left side of the Sheriff's building may not be used, blocked, or be inaccessible by other members of the public for any reason. 

    Access to restrooms within the Annex will not be permitted and the organization renting the parking lot is responsible for obtaining port-a-johns. Port-a-Johns may arrive no more than one business day prior to the event and must be picked up the next business day after the event has concluded. Port-a-Johns may only be placed in locations designated by Pender County.

    Use of inflatables, grills, Food Trucks, etc. are not permitted without appropriate insurance or permits.

    The parking lot must be vacated by 10 pm.

    Insurance required naming Pender County as Additional Insured.

  • One-Time Event Specifics

  • This room has a maximum occupancy of 15 and may not be booked for this activity. The Pender County Fire Marshall will issue a $100 fine per person if the occupancy exceeds this number. Please choose another location.

  • This room has a maximum occupancy of 292 and may not be booked for this activity. The Pender County Fire Marshall will issue a $100 fine per person if the occupancy exceeds this number. Please choose another location.

  • This room is not available for the date/time you requested because of the size of your group. Please request a date/time for after normal operating hours.

  • Date and Time Information

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    Pick a Date
  •  :
    Until
     :
  • Minimum 3-hour booking required.

    • Facility requests must be made a minimum of 14 days prior to the date of the event.
    • Facility must be vacated by 10pm.
  • Date and Time Information

  •  - -
    Pick a Date
  •  :
    Until
     :
  • Minimum 2-hour booking required.

    • Facility requests must be made a minimum of 10 days prior to the date of the event.
    • Facility must be vacated by 10pm.
  • Date and Time Information

  •  - -
    Pick a Date
  •  :
    Until
     :
    • Facility requests must be made a minimum of 2 business days prior to the date of the event.
    • Facility must be vacated by 10pm.
  • Specifics

  • Use of this space requires insurance. Specifically the following:

    The certificate should show the "Additional Insured" as:

    ​Pender County
    805 S. Walker Street​​
    Burgaw, NC 28425

    It should NOT list the name and address of the park. 


    INSURANCE REQUIREMENTS: Lessee shall, at its own cost and expense, maintain comprehensive general liability and accident insurance coverage for all participants (to include spectators) from any and all teams utilizing Pender County facilities hereunder for the Rental Period. Such insurance shall be issued from a responsible insurance company satisfactory to Pender County, with limits of not less than $1,000,000 per occurrence and $1,000,000 in the General Aggregate. If the Rental includes more than 300 participants or guests, the liability insurance requirement increases to limits of not less than $2,000,000 per occurrence and $2,000,000 in the General Aggregate. This comprehensive general liability policy shall name Pender County and its officers, employees, agents, and owners as an additional insured. Lessee shall furnish Pender County with a certificate of insurance certifying said coverage before occupancy and use of premises. The certificate shall also reflect a 30-day advance written cancellation notice to be provided to Pender County. Failure to provide this certificate of insurance shall not excuse the Lessee from its obligations of this insurance section.

    Example Below:

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