| Facility Rental Rules and Regulations |
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Facility Reservation Policy Packet RESERVATION PROCEDURE
The following facilities are available for rent through the City of Oakdale Parks and Recreation Department at 120 South Sierra Ave.: Gene Bianchi Community Center - 110 South Second Ave. Reservations will be accepted no earlier than 12 months prior to the activity. The acknowledgement form, signed contract, and deposit are due in order to hold a reservation, remaining fees are due two months prior to event. The Certificate of Liability Insurance is due thirty days prior to the date of the function. The renter, as indicated on the contract, agrees to be present for the entire duration of the event as listed on the approved permit. Reservations are accepted on a first-come/first-served basis. The responsible party as listed on the contract must be twenty-one (21) years of age or older. Facility reservations will only be confirmed upon submission of the following: Acknowledgement Form Signed Rental Contract Fees and Deposits paid in full Non-profit organizations attach a copy of your 501© exemption letter or Certificate of Insurance. Oakdale Police Department Public Event Security Application. A copy of contract due thirty(30) calendar days prior to event. Department of Alcoholic Beverage Control Permit (if required). Permit A walk-through of the rented facility with a City employee is required. The walk-through must take place one week before the event, and the renter must be present. Contact the Parks and Recreation Department to make your appointment. PAYMENT OF FEES/DEPOSITS Fees and deposits may be paid by cash, check, charge (Visa or Mastercard) or money order. Checks should be made payable to the City of Oakdale. Returned checks will result in cancellation of the reservation and additional charges. RENTAL PERIOD It is the user’s responsibility to allow sufficient time to set-up and clean the facility. These hours, in addition to the event beginning and ending times must be included in the rental period. The event must be over by midnight, and all clean-up must be completed and the facility vacated no later than 1:00 a.m. The facility is available for use at 8:00 a.m. on the day of your event. YOU WILL NOT BE PERMITTED TO SET-UP, OR PREPARE ANY FOOD THE NIGHT BEFORE THE EVENT. Perishable food can be delivered to the center if a request is submitted in writing and with approval from the Parks and Recreation Department. CLEANING/DAMAGE/SECURITY DEPOSIT A refundable cleaning/damage/security deposit is required when booking the facility. A refund of the cleaning/damage/security deposit will be processed based upon the follow The facility was returned cleaned at the conclusion of the rental period as indicated on the contract. No damage was incurred to the facility or grounds. No vandalism was incurred to the facility or grounds No mischievous activity during event (911 calls or pull of fire alarms etc.) Failure to cooperate with City Staff.
The determination of the amount of the deposit to be refunded will be made by department staff. Processing of the refundable portion of the cleaning and damage deposit will not be initiated until all cleaning and damage costs, if any, have been determined. The group/individual will be assessed a penalty, in addition to the deposit, for any extraordinary clean up required, or for damages that occur. Extraordinary time shall be defined as custodial, or maintenance time in excess of the daily routine. The penalty shall be charged at the custodian’s full rate of pay. Please allow 4 weeks for refunds. Refunds are issued in the form of a city check and will be refunded and mailed only to the person or organization whose name appears on the rental agreement. CANCELLATIONS OR RESCHEDULING Requests for cancellation of a reservation, or any changes or additions to the contract must be in writing by the renter as listed. Telephone correspondence will not be accepted. Cancellation fees are determined by the date the city receives written notification by the responsible party listed on the rental contract. Upon receipt of the cancellation request, the refund, if applicable, will be processed as follows: $50 Administration fee for all cancellations DECORATIONS NO CANDLES, or open flames of any kind are allowed NO FOG MACHINES. Violation of this may result in termination of event and forfeit of deposit. Tacks, nails, screws and scotch tape are not permitted on tables, chairs, etc. Masking tape is permissible on tables and chairs. DO NOT ATTACH ANYTHING TO THE WALLS & CEILING. Decorations, which would damage or discolor the facility or grounds, are not allowed.
All user rented items must be removed at the conclusion of the event unless previous arrangements have been made with the Parks and Recreation Department. STRUCTURES Inflatable structures, dunk tanks, climbing walls, or other apparatus are prohibited inside the Community Center, in the plaza, and in the parking lots. SMOKING IS NOT PERMITTED IN ANY PART OF THE FACILITY LIABILITY The City of Oakdale is not responsible for accidents, injury or loss of personal property. The individual organization, granted use of the facility, will be held responsible for any injury or damage resulting from such use. In consideration for the acceptance for use of the community center facilities, applicant hereby agrees to defend, indemnify, and hold harmless the City of Oakdale and its agents, officers, employees, and volunteers against any and all claims, demands, damages, costs and expenses, including attorneys fees, actions or liability whatsoever directly or indirectly arising out or resulting in any way from the occupancy or use of the facility by applicant and/or applicant’s invitees. Applicant certifies that applicant is authorized to act on behalf of and bind the applicant’s organization to the terms of this indemnification and hold harmless agreement. INSURANCE REQUIREMENTS Insurance is required at all events at the users’ expense. A minimum of $1,000,000 General Liability Insurance must be secured adding “The City of Oakdale as additional insured” and listing the date, time and location of the event. Special event insurance for an approved and insurable activity may be purchased through the Parks and Recreation Department office. A premium is required, and the cost will vary according to the proposed use and the number of participants. A copy of the Certificate of Insurance must be submitted three weeks prior to the event. OAKDALE POLICE DEPARTMENT The renter will be required to provide security personnel if the event is open to the public, and includes the serving or selling of alcoholic beverages. This includes, in addition to direct sales: A. Drink ticket sales B. Inclusion of cost of drinks in admission price C. “Donated” drinks D. “Sponsored” drinks You must complete the form on page 18, and have it reviewed by the police department. A signed copy of this form must be returned to the Parks and Recreation Department three weeks prior to the event. ALCOHOL POLICY The following conditions apply toward the private consumption of alcohol: Ø No alcoholic beverages are to be consumed outside of the facilities, or within the plaza, parking area, or on streets or sidewalks adjacent to the buildings. Ø Consumption of alcoholic beverages MUST end at 12:00 a.m. Midnight. All alcoholic beverages shall be removed from public view, and not be available for consumption after midnight. Ø ALCOHOL SHALL NOT BE SERVED NOR SOLD AT YOUTH ORIENTED EVENTS. Examples of these events are graduation parties, birthday parties, Quincinieras, Baptisms, sports team events, etc. Ø Alcohol sold by any means (ticket sales, cost included in admission price, donations, or charging a sponsor fee), will require a Department of Alcoholic Beverage Control (ABC) Permit. This permit must be on file with the Parks and Recreation Department three weeks prior to use of the facility. Letters describing the event, and including statements of the permission to sell alcohol shall be obtained from the Parks and Recreation Department and Police Department, and submitted to ABC. In addition, a $1,000,000 Certificate of General Liability Insurance, including full liquor liability, adding the City of Oakdale as additional insured is required. Alcohol must be served only by rental applicants who will be held responsible for serving, insurance and any ABC requirements. Please note: Some caterers have an alcohol license, which makes obtaining an ABC Permit unnecessary. A copy of the caterer’s license must be submitted to the Parks and Recreation Department before the event and the original license posted in the bar area where alcohol is to be sold. The required general liability insurance, to include full liquor liability insurance, if needed, may be purchased through the Parks and Recreation Department. Violations of this section will subject the renter to immediate suspension of the event and forfeiture of the cleaning/damage deposit. |