1.
Applications and appropriate deposit for use of
Community Center must be submitted in a
form prescribed by the Authority staff to the Agoura Hills/Calabasas Community
Center Authority, c/o Facility Reservations,
2. Receipt of your application by the Authority does not constitute approval of the reservation.
3. Applications will be accepted on a first-come, first-served basis. Applicant must be at least 21 years of age.
4. All applicants shall be required to execute a rental agreement in a form prescribed by the Authority staff. Staff may include conditions of the rental and shall include the terms set forth in this procedure.
5. Reservations may be accepted up to one (1) calendar year in advance.
6. A maximum of 1 rental per month is permissible to an individual or organization. Rental parties who wish to rent the Community Center on an on-going, continuous basis, must agree to the following:
A. Continuous rental contracts must be paid for at least one month (30 days) in advance by credit card, or pre-arranged payment, in order to continue and secure your reservation and schedule staff. If payment is not received, another group may reserve your date and time. All continuous rental contracts shall be reviewed every four (4) months.
B. Community Center sponsored events, recreational classes and one-time rentals, will take precedence over any continuous, specific rental date.
C. The Community Center has the right to cancel your meeting date at any time for emergencies. (Earthquakes, floods, fires, etc.)
D. The Community Center has the right to cancel, move or reschedule your meeting with 15 days written notice to resolve event, rental date and time conflicts.
E. Community Center staff will make every attempt to accommodate continuous, on-going rentals time and dates. Should conflict arise and specific dates be cancelled, you will receive a credit or refund of your rental fee.
7. A cleaning/security deposit will be required for all reservations, payable at the time of reservation. The cleaning/security deposit is separate from the rental fee and cannot be credited toward rent. The deposit is refundable provided the facility is returned in the same condition in which it was found and all hours occupied have been pre-paid. Any portion of the deposit may be withheld for: a) Damages to building, furnishings or grounds, b) Missing equipment or furnishings, c) Facility left in unclean condition, d) Occupation beyond reserved and prepaid hours or additional staff, e) Cancellation of reservation. Any remaining amounts of a deposit will be returned no later than thirty (30) calendar days after event.
8. All fees are due and payable thirty (30) calendar days prior to scheduled event. Insurance certificate and alcohol permit must be on file with the Center thirty (30) calendar days prior to the reserved date. Reservation may be cancelled, forfeiting the security deposit if payment is not received thirty (30) calendar days prior to scheduled event.
9. Any Group of individual finding it necessary to cancel a reservation or a portion thereof, will be assessed the following Cancellation Fee:
More than 30 days prior to event 50% of security deposit fee
Less than 30 days prior to event 100% of security deposit fee
10. Some tables and chairs may be provided free of charge. Request desired items at time of reservation. Tablecloths are not provided but are recommended. Food storage, cooking pans and utensils are not provided.
11. Any alteration to the existing contract will be assessed a $25.00 amendment fee for each change.
GENERAL RULES:
1. Smoking is not permitted inside the buildings.
2.
The Community Center is available for rental from
3. Authority staff may monitor the facility at any time.
4. All items brought in by the applicant or furnished by a rental company must be removed at the conclusion of the event. The Center cannot store items to be picked up at a later date.
5. The Authority may require and provide security personnel at the expense of the applicant.
6. Applicant will be responsible for:
a. Damage, loss, accidents or injuries to persons or property resulting from use of Center property.
b. Supervision and control of persons in attendance.
c. Damage to furniture, fixtures or any part of facility.
Additional charges will be assessed to applicant for any damage, repair or cleaning required by the Authority. Any serious injury or damage incurred on Center premises shall be reported to staff immediately.
7. Renter pays for time spent decorating; band and caterer set-up; take down and clean up.
8. The applicant shall be required to submit a certificate of insurance, certificate of insurance shall meet required insurance rating, in the amount of $500,000 if alcohol is not being served or sold, $1,000,000 if alcohol is to be served or sold. The certificate of insurance shall name the Agoura Hills/Calabasas Community Center Joint Powers Authority as certificate holder and named as additionally insured. This insurance is available through the Authority or may be arranged through your organization’s insurance carrier.
9.
All outside music and entertainment must cease at
10. The Authority staff reserves the right to full access to all activities at any time in order to insure that all Authority rules and regulations, as well as City, County and State law are being observed.
11. The Authority staff reserves the right to suspend any individual or group from
using the facility in the event their behavior is abusive or destructive, or violates any Authority rules and/or regulations.
12. Activities involving persons less than 21 years of age must be supervised by adults by a ratio of one adult for every 15 minors. A list of chaperons must be submitted to the Authority staff no later than 14 calendar days prior to the event.
13. Control of lights, heating and cooling systems and other equipment is the responsibility of the Authority staff member on duty. All requests for adjustments should be made to the staff member assigned to the event.
ALCOHOLIC BEVERAGES:
1. Dispensing, consumption and/or possession of alcoholic beverages are only allowed in the areas specified in contract. Alcoholic beverages are not permitted in the parking lot.
2. A State Department of Alcoholic Beverage Control permit shall be required when alcoholic beverages are to be sold or served. Said permit shall be secured by the applicant and a copy provided to the Authority 30 days prior to the event.
3. Alcoholic beverages shall not be sold or served to minors, those under the age of twenty-one years.
4. Alcoholic beverages shall not be sold or served one (1) hour prior to closing time of event.
SECURITY GUARD:
1. Security guards are required at all functions where alcohol is served or sold.
2. The Authority will provide security personnel at the expense of the applicant.
3. Guards hired for a function must go on duty ˝ hour before the scheduled event and remain on duty ˝ hour after the event is scheduled to end.
4. Security guards are required, 1 for each 100 participants in attendance.
SETUP:
1. All special event equipment (stages, canopies, awnings, booths, umbrellas,
archways, etc.), and all rental equipment must be approved in writing by Authority staff 14 days prior to the event. Insurance will be necessary for the above items.
2. Open flames and fog/smoke machines are not permitted; candles must be in enclosed candleholders.
3. Authority staff must approve plans for decorations at least 14 days prior to event. Masking tape only: no cellophane tape, duct tape, nails, tacks or staples are to be used for decorations. Decorations must be of fireproof or fire-retardant materials. At no time should exits be covered or obstructed. The use of glitter or confetti anywhere in the facility is strictly prohibited. A fine will also be assessed for any balloons lost to the ceilings.
4. Events requiring rental of additional tables, chairs or equipment must be coordinated with Authority staff.
5. Applicant is responsible for all persons present during set-up and clean up of event. Use of ladders during a rental is at the risk of the applicant.
CLEANING:
1. All clean up must be completed prior to check out time on the same day as the event. Applicants are responsible for: a) Depositing all refuse in garbage cans and trash dumpsters, b) Wiping clean all tables and chairs, c) Picking up trash, d) Removing all decorations.
2. A cleaning checklist will be completed before and after each rental by Authority staff. The Center will provide the following: trash bags, paper towels, dust mop, wet mop, carpet spot remover, cleaning solutions, and vacuum.
3. Carpet stains must be removed promptly. Spots not properly cleaned during the event may be cleaned by Authority staff; the expense will be deducted from your cleaning/security deposit.
***Note: If you have any
questions regarding any of these procedures do not hesitate to ask the
Authority staff.
AGOURA
HILLS/CALABASAS
COMMUNITY CENTER
We are pleased to provide you with the location for your special event. As a condition to hosting your event, you must agree to the following:
I have reviewed, read & fully understand the Application Procedure and the terms and conditions contained therein.
I understand the fees I am subject to and responsible for under this contract, especially in the case of changes or cancellations.
The Authority may at any time revise the Rules & Regulations and I am aware of the fact that I will immediately be subject to the most recent version.
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