FAQs • PRCS Pavilions

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PRCS Pavilions

1. How do I schedule a pavilion rental?: Pavilion rentals are available for half-day and full-day rentals, and reservations can be made online, or in person at our Administrative Office, Recreation and Community Centers, and at the Claude Moore Park Visitors' Center, the Franklin Park Office, and the Hal and Berni Hanson Regional Park Administration Building, Monday through Friday from 8:30 a.m. to 5:00 p.m., excluding holidays.

2. What is the earliest date and time I can reserve a pavilion?: Reservations can be booked 365 days in advance of the requested date and cannot be booked less than 72 hours prior to the rental date.

3. Can I host a public event at a pavilion?: Public events are limited at PRCS pavilions. If you wish to inquire about availability to host a special event for the public, please contact our Special Events team by email.

4. I have reserved a pavilion for an event, and I would like to send out invitations to guests. Where can I find the physical address of the park/facility pavilion where my event is located?: The address for the location is available on your pavilion rental receipt or you can find the pavilion location online on our webpage.

5. The pavilion I am interested isn’t listed on the Pavilion Rentals webpage. Can I still reserve it?: Any PRCS pavilion not listed on the pavilion rental’s page is first come, first served. They cannot be reserved.

6. How do I find a pavilion’s maximum capacity?: Recommended maximum capacity can be found on the pavilion webpage here and on the pavilion rental’s page on WebTrac (add link).

7. Are nearby amenities such as playgrounds or fields included in my rental?: The pavilion rental only includes the pavilion as selected. No playgrounds, fields, parking lots, other structures, private restrooms, etc. are included in any portion of the rental.

8. How do I find out the amenities (restrooms/portable toilets/electricity/grills) at or near the pavilion?: The Pavilion rental page provides an overview of the rentable pavilions. Each pavilion has a specific webpage that details the information, including those listed above. You can search for pavilions and by amenities here.

9. What if there is inclement weather?: Reservations may be rescheduled due to inclement weather or unforeseen circumstances up until the day of the rental without an additional fee.

10. Can we add decorations to the area?: Yes. You will need to make sure that all decorations are removed at the end of your rental. Any item that would cause damage to the pavilion is not allowed, including but not limited to, balloons, glitter, chalk, paint, confetti, lit flames of any kind, tape, push pins, nails, thumb tacks, fog machines, rice, bird seed, sparklers, fireworks, heaters, and grills. Any item that would cause damage to the pavilion or the wildlife in the park is not allowed.

11. Are speakers/amplified music allowed at the pavilion?: Amplified sound is permissible but should not interfere with other activities in the park. Renters may be asked to turn off or turn down any music if it interferes with other activities occurring in the vicinity.

12. Can we bring in our own grill to use at the Pavilion(s)?: No. Please check here (link to pavilion webpage) for information on pavilions with charcoal grills onsite. The only grills that are permissible for any pavilion rentals are the ones that PRCS provides, no other grills may be brought to the property.

13. Are alcoholic beverages or tobacco products permitted at your facility?: No alcoholic beverages or tobacco products are permitted at any PRCS pavilions.

14. Can we have a moon bounce?: No amusements including inflatables, moon bounces, movie screens, tech equipment, stages, tents or other pieces of equipment are allowed at any rented pavilion.

15. Can I host a food truck, caterer, or other vendor?: Business transactions of any type are not permitted during pavilion rentals, including but not limited to food trucks/trailers, vendors, and concessionaires. No food trucks are allowed.

16. What forms of payment do you accept?: Reservations online must be made with a credit card (Visa, Mastercard, Discover). Payment with checks, credit cards or cash are accepted for in-person rentals only.

17. On the day of my event, can I arrive early and/or stay late to set-up and clean-up?: The time for the renter to set up and breakdown as necessary is included in your rental timing; the reservation does not include time before or after.

18. Who is responsible for cleaning after my rental?: Renters should place all their trash in the trash cans provided or take it with them. Pavilions will be monitored for trash by PRCS staff in-between rentals. Please support our preservation efforts by limiting trash and securing all trash in receptacles.

19. Who do I contact if the pavilion is occupied during my rental timeframe?: Bring a copy of your rental agreement receipt to the pavilion to ensure you are at the correct pavilion and on the correct date and time by reviewing your rental agreement receipt. If those occupying the pavilion refuse to leave, you may contact the Loudoun County Sheriff’s Office non-emergency number at 703-777-1021 to have a deputy respond to the location.

20. If I have further questions, what do I need to do?: Email us at prcspavilions@loudoun.gov or call 703-777-0343 during regular business hours, Monday through Friday, from 8:30 a.m.- 5:00 p.m.