Reservation Policy for: Parks, Fields, Multi-Purpose Rooms, & Community Centers
- Permission to use City facilities is granted subject to observance of regulations, and contracts may be revoked for any violation of these regulations. Users of the facility shall observe, obey and comply with all applicable City, County, State and Federal laws, rules and regulations.
- Full payment of fees and deposits must be made at the time of reservation and must be made at least five working days in advance of the desired date. All applications for reservations shall be made on official forms provided by the Recreation & Senior Services Department. The person applying for the reservation must be present during the entire rental, including during the opening and closing of the facility.
- Cancellation of rentals by users for any facility other than multi-purpose rooms may occur seventy-two hours prior to the scheduled use and will be charged an $10 service fee. Cancellations with less than seventy-two hours notice will be charged a $30 cancellation fee. In the event of cancellation by the City, notice will be given as far in advance of the scheduled use as possible.
Cancellation of rentals by users of the OASIS Senior Center multi-purpose room that occur less than thirty days prior to the scheduled use of the facility will be charged 25% of the rental fee. Cancellations with less than seventy-two hours notice will be charged the entire rental fee.
- Reservations may be made up to six months in advance.
- Room, Park, Picnic Area and Field rentals for under 75 in attendance persons require a $100 cleaning/security/compliance deposit; for over 75, $150.
All Gym and Oasis Multi-purpose Room rentals require a $175 cleaning/security/compliance deposit. When, in the opinion of the Recreation & Senior Services Director, activity conditions warrant the presence of security personnel, the cost of such service shall be borne by the renter. The City will contract with the security service vendor and the fee will be included when the reservation is made.
- Alcoholic beverages are prohibited and shall not be permitted in or on a City facility, with the exception of wine and beer at the OASIS Senior Center multi-purpose room, or when requested and approved in writing by the Director. Rentals involving alcoholic beverages require a $300 damage and cleaning deposit. The City reserves the right to place restrictions on the use of alcoholic beverages in accordance with State Law and Department policy. No alcoholic beverages are permitted for activities expressly conducted for persons under the age of 21.
- Food and refreshments, including alcoholic beverages, will be permitted only in certain designated areas as determined by the Director or a designated representative.
- Any intended use of outside vendors such as bounce houses, entertainment and caterers must be disclosed in the application and if permitted shall comply with insurance procedures as outlined in City Council Policy B-13.
- Facilities and equipment are to be left in the same condition as they were prior to the rental. The renter is responsible to pay for any damage to property or loss of property. A fee equal to total replacement cost will be charged. It shall be the responsibility of the renter to see that unauthorized portions of the facility are not used. Repeat reservations will be contingent upon care of the facility, property and equipment, and observance of all approved rules and regulations.
- Floors and counter areas are to be cleaned of any debris, and all trash deposited in trash receptacles. If additional maintenance hours are required to restore a facility, or piece of equipment, to its original condition, the cost will be deducted from cleaning and damage deposits.
- The City of Newport Beach is not liable for accidental injury to persons or loss or damage of group or individual property. When it is deemed to be in the best interest of the general public, the City of Newport Beach will require the renter to furnish a Certificate of Insurance naming the City of Newport Beach as additionally insured. The amount of the insurance shall not be less than $1,000,000 per occurrence of commercial general liability insurance.
- One adult for each twenty minors must supervise groups composed of minors at all times. The rental contract must be completed and signed by one of the adults who will be attending and supervising the entire rental.
- A City employee may be assigned to be present during the rental. The City employee shall be responsible for, and have complete authority over, the facility being rented, all equipment, participants and activities, and shall have the authority to request changes in activities, or cessation of activities, and the group(s) using the facility must comply with these requests or instructions. The cost of this City employee will be borne by the renter.
- Any decorating or other alterations to any facility are subject to the approval and conditions of the Director. No structures may be erected or assembled on premises, nor may any extraordinary electrical, mechanical, or other equipment be brought thereon unless special written approval has been obtained from the Recreation & Senior Services Department. All use of facilities shall comply with all State and local fire, health and safety laws.
- Facilities shall not be used for purposes of advancing any doctrine or theory subversive under the Constitution of the United States.
- No advertising shall be exhibited, no petitions circulated and no solicitation or sales made in public facilities or on public grounds without written approval from the Recreation & Senior Services Department.
- Vehicles are not permitted on recreation grounds without written approval from the Recreation & Senior Services Department.
- No gambling of any kind shall be conducted on, or in, City facilities, and the renter shall insure that no profane language or other disorderly or unseemly conduct shall be allowed in any facility.
- A contract may not be transferred, assigned or sublet.
- All contracts will be issued for specific facilities and for specific hours, and the premises must be vacated as scheduled.
- The use of public address sound equipment will be limited to that provided by the facility, unless written approval has been secured by the Recreation & Senior Services Department through a Special Event Permit.
- Storage of equipment and food is not permitted at any city facilities.
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