CITY OF CASA GRANDE COMMUNITY SERVICES DEPARTMENT PARKS & RECREATION
FACILITY USE POLICIES
City of Casa Grande recreation facility use is available for city sponsored governmental, school, and non-profit organizations. Limited use may be available for private rentals (i.e., showers, receptions, reunions, funerals, etc.) and there are fees associated with all city building use. Reservations will be accepted no earlier than six (6) weeks prior to your requested date. Please read these policies carefully and make certain that all members of your group are familiar with them.
Pre-Reservation Questionnaire
This form can be picked up at the front desk of the Dorothy Powell Senior Adult Center and/or the Parks and Recreation office and must be filled out in full. Requests should be submitted at least three (3) weeks prior to your activity (if possible). You will be notified within 5-7 working days regarding the approval/denial status of your facility reservation request. Organizations using City buildings must be non-profit in nature. The Pinal County resident who has signed as the responsible party on the pre-reservation questionnaire must be present throughout the entire time of the activity.
Qualifications
All activities must be under competent, adult supervision with the organization using the facility assuming full responsibility for any damage to the facility or the equipment. The use of facilities and special equipment shall be issued by the Parks and Recreation employee on duty through the contacts listed on the Pre-Reservation Questionnaire. The total number of people admitted for any usage shall not exceed the capacity of the assigned room as determined by an official designated by the Parks and Recreation Department and/or the City Fire Marshall.
The City does not allow any activity or event which may result in damage or disturbance to the facility. All activities, events or entertainment at the City recreational facilities must be appropriate for the facility and be approved in advance by the City of Casa Grande. At all times, the City of Casa Grande programs and activities have priority for facility use. The City also reserves the sole right to determine appropriate uses. THE CITY MAY ALSO REQUIRE PROOF OF LIABILITY INSURANCE. Within a City facility, there shall be no religious instruction or worship. Facility use by persons or groups in which the specific use will be religious or political in nature, is not allowed. Ongoing or continued use of any City facility will not be allowed.
Classification of Groups
Class I – City of Casa Grande and Partners of the City of Casa Grande. Fee waiver is determined by the City
of Casa Grande
Class II – Non-sponsored Casa Grande activity that meets the following criteria:
1. Organization is a 501C3, or designated as a non profit. (Private groups, individuals, etc. need to refer to Class IV)
2. No admission is charged or donations collected.
Class III – Non-sponsored Casa Grande activity that meets the following criteria:
1. Organization is a 501C3 or designated as a non-profit. (private groups, individuals, etc. need to refer to Class IV)
2. Admission is charged or donations collected with profit proceeds going toward organization’s operating budget.
Class IV – Private groups, individuals, businesses, and/or a commercial endeavor and/or profit making venture, or the organization is outside the Casa Grande planning area. Group contact may be asked to meet with the facility director to review facility policies and checklists.
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Fees
Fees may not apply to program, activities, events or meetings sponsored by the City of Casa Grande and Partners of the City of Casa Grande. Building facilities and areas must be vacated by 11:00 p.m. unless permission is otherwise granted. Audio/Visual equipment may be available for use on a first come, first serve basis for a nominal rental fee.
This is determined by the City of Casa Grande.
In all cases listed above, a $200 security/damage deposit is required. In addition a staff member fee is charged for each hour on the site. This may involve an overtime rate depending on the time of use and staff availability. Your rental time begins when you arrive at the facility for set-up and ends when you exit the facility after cleaning up. The reserved time is the total time that the permittee will occupy the room, including any time needed by the permittee for set-up and clean-up. The fees can be paid by cash, money order, or check made payable to the City of Casa Grande. A refundable security/damage deposit of $200 is required along with your Pre-Reservation Questionnaire to secure your reservation upon approval. The fee balance is due at least 14 days prior to your reservation date. The deposit will be refunded by the City of Casa Grande, provided all terms of this agreement have been met. Allow approximately four weeks for refund check to be processed.
Activities Prohibited
The following activities are prohibited:
- Use of building facilities for religious services or political purposes
- Profit making functions
- Smoking in buildings
- Alcoholic beverages
- Dancing
- On-site cooking (catering only)
Hours of Operation
The City recreation facilities are typically open from 8:00 a.m. – 5:00 p.m. with the exception of Dorothy Powell Senior Adult Center and the Len Colla Recreation Center. Reservations may be taken during normal business hours, but regular fee schedules apply. Any reservation cannot conflict with regular on going activities at the facility during normal business hours.
Staff Responsibilities
The Parks and Recreation Department employee on duty shall exercise authority over the organization or its activities. If the adult supervision is inadequate, it is the responsibility of the Parks and Recreation employee to report it to the Parks and Recreation Department. A staff member is available to answer questions, give directions, but not to clean, move tables, chairs or any other equipment.
Verification of Building Use
Verification of reserved meeting space is contingent upon final approval from the Parks and Recreation Department. Nothing is finalized until you or your organization receives a copy of the Facility Use Permit signed by a designee of the Parks and Recreation Department (and your organization has returned a copy signed by the Pinal County resident who is the responsible party). Do not advertise your meeting or event until this time.
Selling or Promoting Products
Selling or promoting a commercial product or anything for personal gain is prohibited in City buildings. If any monies are involved with your meeting/event, directly or indirectly, you MUST receive prior permission.
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Facility Set-Up/Clean–Up
Set-up and clean-up of the contracted area will be the responsibility of the user. All facilities are to be left in good order. Chairs, tables, podiums, etc. are to be put away in the right manner in the right location. Requested time should allow for set-up and clean-up of the facility. It is up to the responsible party to assure that the requested time limits are adhered to. The user shall be charged on an hourly basis to pay for clean-up if it is necessary for the
City to provide additional clean-up services. A clean-up deposit may be required if deemed necessary. All fees and charges are due at least 14 days prior to your reservation date.
The user is responsible for all set-ups and clean-up. A staff member is available to answer questions, give directions, but NOT to clean, move tables, chairs or any other equipment. Many companies will provide set-up/take-down services for a nominal charge. A walkthrough with the user and staff member prior to your scheduled reservation is necessary to determine the condition of the facility both before and after your event. Refund of the full deposit is dependent upon the condition of the facility remaining the same as at the time of rental. If not, a fee will be deducted from your deposit based on time and materials. It may also jeopardize any future use for you or the organization associated with reservation. Cleaning supplies are available from the staff person.
User Guidelines
The individual contracting to rent City recreation facilities will provide the Coordinator with detailed plans for the activity, including, but not limited to, the number of invited guests, times of flower and other deliveries, type of music to be played, etc. The moving of furniture, fixtures and accessories should be kept to a minimum and done only under the supervision of staff.
Any rehearsals must be pre-arranged with the City of Casa Grande Recreation Coordinator at least 14 days in advance of the reservation date. No candles, smoking materials, tobacco products or animals (except animals for the visually impaired) will be allowed in the facility.
The throwing of rice, confetti, birdseed or other items is strictly prohibited. User should apprise all guests of this regulation. All forms of entertainment must be reviewed in advance with the Recreation Coordinator. The user agrees to maintain and hold amplified music to a reasonable sound level to be determined by the on-site staff member.
Decorations are limited to tabletop or freestanding decorative elements. Nothing may be placed on walls, doors, furnishing, or windows by use of tacks, staples or nails. No public corridor may be blocked in any way. Plants must be free of pests; silk or artificial flowers arrangements are preferred. The use of lighted candles or other types of open flame is strictly prohibited. Electrical connections and special lighting must be approved in advance. If approved, the installations must be completed under supervision of a City staff person. Any and all decorations must be removed and/or disposed of immediately following your event. The user will not be allowed to temporarily or permanently alter the recreational facility.
Arrangements for food and beverages are the responsibility of the user and are not included in the rental charge. All food preparation and cooking must be done off-site or in a catering truck. Dishwashing must also be done off-site. There are limited kitchen facilities available for an additional fee for serving preparation only. Arrangements for florists, musician’s, party planners, etc. are the responsibility of the user. All providers are subject to the City’s approval and they should provide proof of Workmen’s Compensation and Liability insurance for their employees. All deliveries of supplies or equipment must be made the day of the event, unless prior arrangements have been made and approved in advance. All rental items must be removed immediately from public areas following your event. If you have an evening event, all rental items must be removed by 9:00 a.m. the following day. The City assumes no responsibility for rental items left in their facilities. You may only serve Bottled Water in the Parks and Recreation Classrooms.
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The City does not provide any storage space for events. All materials needed for an event must be brought at the time of set up and removed immediately after the event. The City shall not be held liable for any loss or damage to items left in their facilities.
User will be responsible for conduct of guests and the City staff person has the right to ask disorderly individuals to leave the premises. User must fully understand that use of the premises may be terminated by a staff member at any time if the guidelines are violated. Should termination be deemed appropriate, the entire user fee will not be refunded.
All printed material (invitations, announcements, news releases, etc.) relating to the event must be submitted to the City for approval before final printing.
Reservation Changes/Cancellations
The City of Casa Grande should be notified immediately if cancellation of a reservation becomes necessary. If cancellation notice is received 7 days prior to your reservation date, a $50.00 cancelation fee will be charged. No refund is available if cancellations are received less than 2 business days prior to your reservation date. Allow approximately four weeks for a refund check to be processed. Any changes or cancellations of reservations may be made ONLY by the Pinal County resident who is the responsible party. This also applies to any requests made during the organization’s reservation period. All organizations are asked to make known any changes or alterations in meeting times, equipment, room assignments etc., to the Parks and Recreation of the reserved facility within two business days prior to date of use. If the reserved facility is not notified of cancellation of a room request at lease six (6) days prior to the date of the event, the permit holder will be held responsible for all charges and privileges of use at the discretion of an official designated by the Parks and Recreation Department.
Equipment Rental:
A limited amount of equipment may be available for rental associated with your reservation. The following is a list of equipment:
Podium $5.00 per hour
Flip Chart $5.00 per hour
TV/VCR $10.00 per hour
P.A. System with microphone $10.00 per hour
Liability
The user, it’s guests, agents, performers or employees agrees to keep and hold the City of Casa Grande harmless from any and all liability, damages, costs and expenses in connection with any and all claims, actions or causes of action for injury, death, personal or property damage arising from or out of the use and occupancy of the facility. It will be the responsibility of the user to follow all applicable local, state and federal safety rules and regulations and maintain safe conditions for workers, activity patrons, guest, and the public. The user will be held financially responsible for any breakage or other damage caused to the interior or exterior or the contents of the City of Casa Grande facility(ies) during the period for which he contracts.
