Facility Rental Rules & Regulations

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1. Reservations must be made by an individual 18 years of age or older. The permit holder or an approved/designated alternate person must be present at all times during the reservation.

2. All persons or organizations using a facility must abide by all municipal regulations. Any rule violation may result in removal from the facility.

3. Alcohol is not permitted unless an Alcohol Beverage Permit has been obtained. Eligibility for obtaining permit is determined by A.R.S. 4-203-02.

4. If additional equipment is being rented from an outside rental company for your event, it is the responsibility of the permit holder to make arrangements to meet the rental company at the facility to accept the deliveries. Facility staff cannot sign for outside rental items and cannot be responsible for them while they are on the premises. Arrangements must also be made by the renting party to have all decorations and rental equipment picked up and removed from the facility during the reservation time. The Town of Gilbert is not responsible for any damage or theft of any items left by the renting party or hired services. Storage is not available before or after your event.

5. All rental participants, food and drinks must remain in the rented rooms only. Loitering in the lobby or community area is not permitted.

6. The permit holder is responsible for the actions of their guests and hired services. Reservations that consist of minors (under 18 years of age) must provide adult supervision at all times with no less than one chaperone per twelve minors present during use of Town recreation facilities.

7. For your safety, rental party shall not exceed room capacity limits; per Town of Gilbert amended fire code section 1004.1

8. A limited number of tables, chairs and equipment will be available for use during your reservation. Permit holder is responsible for setting up and taking down tables and chairs and returning them to racks during their reservation time (unless payment was received for a set-up/tear-down fee). Please make requests for additional equipment in advance.

9. Tables used for food service or messy activities are required to be covered (tablecloths are not provided by recreation facilities). Rectangular tables are 6’ x 3’ (seat 6-8 people), 48” round tables seat up to 5-6 people and 60” round tables seat 6-8 people. Not all table sizes are available at all facilities.

10. Facility tables and chairs may not be taken outdoors. If utilizing outdoor space, you may bring in your own tables and chairs to be designated for outdoor use only. To prolong the life of the facility flooring, furniture brought in by the permit holder or their party is not permitted inside of the facility at any time.

11. For your safety, emergency lighting must remain on and all emergency exits must remain clear at all times; per Town of Gilbert amended fire code section 1001.2

12. The permit holder must provide own ladder or equipment needed to decorate reserved room(s).

13. Decoration adhesive is limited to painter’s masking tape and can only be used on walls, tables and glass surfaces. We are unable to permit use of other adhesives (duct/scotch tape), nails, screws, staples, tacks or any other fastening device which may deface or leave a residue. Decorations may not be attached to floors, ceilings or doors. All decorations must be removed from your reserved area after your event. A charge may be assessed for any adhesive residue not removed.

14. No rice, confetti, glitter or tinsel may be used in or around the facility.

15. The use of candles, open flames and smoke/fog machines are not permitted. Chaffing dishes and Sterno cans are permissible. Cans must be raised off of the table, and can be used to heat items with water, not oil.

16. Popcorn machines are permitted for outdoor use only.

17. Staff will provide a courtesy warning a minimum of 30 minutes prior to the end reservation time to avoid having the rental party incur additional fees.

18. The permit holder is responsible for leaving the room in the same condition it was found. All garbage must be placed in trash receptacles, bagged and tied. Facility staff will be responsible for removing trash bags for disposal. Tables and chairs should be wiped down and floors may need to be swept, vacuumed and/or mopped. Decorations must be removed from tables, walls and glass. Staff will provide cleaning supplies to ensure proper clean-up.

19. At the end of the reservation time the permit holder will conduct a thorough “walk through” with staff to review the condition of the reserved room(s) and sign an END OF RENTAL form. The security deposit may be held for cleaning fees and/or facility/equipment damage. Failure to clear the room as outlined may result in forfeiture of deposit.

20. Only service animals are permitted in the facility.

21. The recreation center facilities are available for private reservation by individuals or organizations for recreation purposes only. Any money raising activities including collection of fees for admission or to sell food, drinks, or commodities in the building or on the building grounds must be approved by the Parks and Recreation Director or designee. At no time shall reserving party sublease or assign its lease to another group or organization.