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HomeMy WebLinkAbout102-Attachment A - Facility Use Policies July 2007.pdfAttachment A Revised 07/01/2007 City of Saratoga Facility Use Policy RESERVATIONS · All Saratoga facility reservations are made on a first come, first serve basis. The Facility Reservation form must be completed and delivered to the office of the Community Center. The completed Facility Reservation form must be accompanied by the Processing Fee and Security Deposit. City of Saratoga initiated and/or sponsored activities, programs or meetings will be given priority use of Saratoga facilities. · Reservations may not be made more than one year in advance of date of use. If one year before the date requested falls on a Saturday, the reservation may be made on the preceding Friday. If one year before the date requested falls on a Sunday, the reservation may be made on the following Monday. · Rental groups must vacate the facility by 1:00 A.M. on Friday and Saturday and 12:00 A.M. on Sunday. · The City of Saratoga reserves the right to refuse rental of the facility. PROCESSING FEE & SECURITY DEPOSIT · The non-refundable Processing Fee is to be paid at the time the Facility Reservation form is completed. · The Security Deposit is to be paid at the time the Facility Reservation form is completed and it is to be in the form of check or cash. Security Deposits are refunded within one month after the date of the event. If there are additional charges, damage to the building or contents, overtime, or maintenance charges, then a deduction will be made from the Deposit and the balance refunded. If the Deposit does not cover the charges, the applicant will be responsible for additional fees. If the clean-up is not completed the entire Deposit shall be forfeited. · All checks are to be made payable to the City of Saratoga. · There are no refunds for hourly Rental Fees that have been contracted and have not been used. · Applicants may only exceed their reservation time limit if facility schedules and staff availability permit it. PDF created with pdfFactory Pro trial version www.pdffactory.com Attachment A Revised 07/01/2007 CANCELLATION POLICY · If the event is cancelled between 6 and 12 months in advance one third of the Deposit will be forfeited. Between 3 and 6 months cancellation notice will result in forfeiture of two thirds of the Deposit. The City will retain 100% of the Deposit if the cancellation is less than 3 months from the event. · If notification of cancellation is made less than thirty days in advance of the event, the entire Rental Fee will be forfeited. NON-PROFIT GROUPS For non-profit rental fee it is necessary to meet the following criteria: · Be non-profit and show evidence thereof. · At least 51 % of persons in membership or attending the function are Saratoga residents. · Event is open to the public, advertised as such and is for public benefit. · Non-profit groups requesting use of Saratoga facilities for the purpose of fund-raising or when an admission fee is charged pay regular rental fees. SET UP & CLEAN UP · The applicant is responsible for the set up and clean up of the event. · Set up and clean up time must be included in the use time and appropriate fees will be charged. · Clean up responsibilities include: *Cleaning and returning tables and chairs to proper storage areas. *Removing all decorations. *Emptying trash and garbage cans into the outdoor dumpster. *Excess debris on floors must be swept. *Brooms and mops will be provided. *Cleaning supplies are not provided. • Kitchen use and clean up responsibilities include: *The garbage disposal is to be used for food wastes only - exception of coffee grounds. *The stove, sinks and counters are to be wiped clean. USE OF ALCOHOL · At private events held at Saratoga facilities, alcoholic beverages may be served only after the Permission to Serve Alcohol form is completed. · A non-profit group or organization wishing to sell alcoholic beverages, or charging an admission price which includes alcoholic beverages will be required to obtain, at their own expense, the appropriate license from the Alcoholic Beverage Control Dept. · A 24 hour liquor license can be acquired at the: Alcoholic Beverage Control Dept. 100 Paseo de San Antonio, Suite 119 San Jose, CA 95113 (408) 277-1200 PDF created with pdfFactory Pro trial version www.pdffactory.com Attachment A Revised 07/01/2007 ROOM CAPACITIES The numbers listed below are room capacities determined by the Fire Marshall. Standing Sitting Multipurpose Room 400 190 Senior Center 275 130 Dance Studio 45 30 Patio Room 50 40 Arts & Craft Room 50 40 Warner Hutton House 60 40 North Campus Main Room 80 50 North Campus Meeting Room 20 12 Fellowship Hall 346 150 GENERAL REGULATIONS · An employee of the City of Saratoga shall be present during all hours of use of the facility. The employee on duty will be responsible for control of lights, equipment and the opening and closing of the facility. The Facility Attendant will usually be in the main office and will be available to answer any question regarding use of the building. The staff person is not responsible for set up or clean up. · Groups composed of minors must be supervised by one (1) adult for each ten (10) minors at all times while they are using the facility. · The use of nails, staples, screws, etc. on walls, table or other equipment is not permitted. Tape, if used must be carefully removed immediately following the event. · Applicant will be responsible for any damage to facilities and must leave facilities in the same condition received, including areas outside of building. · The City of Saratoga is not liable for accidents, injuries or loss of individual property in connection with use of Saratoga facilities. The City may require proof of insurance coverage. · Users shall observe, obey and comply with all applicable City, County, State and Federal laws. · Approval for use will not be granted to persons under 21 years of age. · The lobby areas are not available for use during functions without advanced approval. PDF created with pdfFactory Pro trial version www.pdffactory.com Attachment A Revised 07/01/2007 Saratoga Facility Rental Fees Processing Fee The non-refundable Processing Fee of $35.00 is to be paid at the time the Reservation form is completed. Security Deposit The refundable Security Deposit of $300.00 (refundable Security Deposit for North Campus Fellowship Hall is $500.00) is to be paid at the time the Reservation form is completed. Rental Fees The Rental Fees are to be paid 30 days in advance of event. COMMUNITY CENTER Multipurpose Room w/kitchen $120/Hour Senior Center Room w/kitchen $110/Hour Patio Room $55/Hour Dance Studio $50/Hour Arts & Craft Room $50/Hour Garden Patio $225/Day* *Available only when renting a room w/kitchen. WARNER HUTTON HOUSE House & Garden $115/Hour NORTH CAMPUS Main Room $100/Hour Conference/Meeting Room $ 40/Hour AVAILABLE DISCOUNTS Saratoga Residents 10% of Rental Fee Non-Profit Organizations 50% of Rental Fee Only one discount will be applied PDF created with pdfFactory Pro trial version www.pdffactory.com