City of Menifee

# Facility Use Policy
## General Rules and Regulations
Applicants must abide by all federal and state laws as well as City of Menifee Policies, Procedures, and Ordinances. Individuals applying for the event, must make the deposit, sign the contract, and be present during the entirety of the event. Deposits will be mailed to the original applicant’s name and address. Third party applications will not be accepted.

**Reservation Guidelines:**		
- Reservations for any indoor facility and athletic field must be made thirty (30) days prior to the requested event date. Picnic shelter applications must be submitted at least 5 days in advance.
- All Applicants must be 18 years or older. Valid ID is required. 			
- All Applicants filling out this form for an event serving alcohol must be 21 years or older. Valid ID is required. Serving alcohol is not permitted at events where the guest of honor is under 21.	
- Grounds for Denial: City Manager (or designee) may deny an application if the applicant, or the person on whose behalf the application for permit was made, has on prior occasions made material misrepresentations regarding the nature or scope of an event or activity previously permitted or has violated the terms of prior permits issued to or on behalf of the applicant. 			

**Event Guidelines:**	
- The start and end time of your reservation is the time you are allowed access to the facility. No additional access will be permitted. Failure to adhere to reservation time may result in forfeiture of deposit.			
- Applicant or alternate contact person must be on-site before facility access is given to vendors or guests.			
- Facility must be left in the same condition that it was presented to the applicant prior to the event; this includes restroom and parking facilities.			
- All decorations must be free standing. Decorations are not permitted on the walls or fixtures at any City facilities. Using tape, nails, staples, or glue is not permitted. All decorations must be removed at the end of the event.			
- Applicants are required to remove all trash and debris accumulated during event including all decorations. Debris must be removed from all tables, counters, and floors. All trash must be disposed of in waste bins adjacent to the rental facility. For indoor reservations, City staff will provide access to broom, mop, and rags for spills as needed, and tablecloths must be used on all City tables. 			
- California SB 1383 requires venues to separate food scraps and recyclable materials. Please ensure that your party is utilizing recycling bins on site in the proper manner. 

*Security, insurance, and/or additional permits may be required for specialty events including but not limited to events open to the public, recitals, fitness classes, and specialty workshops. A Certificate of Liability Insurance (COI) and additional endorsements listing the City of Menifee as certificate holder must be submitted no later than fifteen (15) days prior to the event. (See Proof of Insurance section). A County of Riverside Health Department Permit will be required for all public events serving food.*

**Indoor Facility Reservations - Hours of Operation:**		
- KC Ceniceros Senior Center -  6:00 a.m. to 11:00 p.m. (In consideration of the neighboring homes, the event is to be over by 10:00 p.m., with breakdown completed by 11:00 p.m.)        	
- Lazy Creek Recreation Center -  6:00 a.m. to 11:00 p.m. (In consideration of the neighboring homes, the event is to be over by 10:00 p.m., with breakdown completed by 11:00 p.m.)           			

### Rental Fees and Deposit
Fees are based on the room/facility selected and the number of hours requested for the rental. A refundable security deposit is required in order to secure your date for all indoor reservations. An additional $200 deposit is required for all events serving alcohol. All fees are to be paid no less than fifteen (15) days prior to any event. Failure to do so may result in a cancellation of the event. No reservation changes can be made within fifteen (15) days of event.  Deposit will be returned via check 6-8 weeks after the conclusion of your reservation. No fee refunds will be made if event finishes early. A $55 service fee will be charged on all returned checks.
Actions that constitute a forfeiture of your deposit include but are not limited to the following:			
- Having alcohol or a vendor present without pre-approval of the city. 	
- Leaving facility in unsatisfactory condition.	
- Damage to facility and/or equipment during reservation.	
- Staying past your permitted rental time. 			
- Unruly behavior and/or actions determined by CSD staff	

### Proof of Insurance 
A Certificate of Liability Insurance (COI) and additional endorsements naming the City of Menifee as certificate holder are required when an individual, organization, or business is on-site at a City facility or special event:
- Conducting business,
- Providing a service, or 
- Hosting an activity affiliated with or on behalf of a business/organization

**INSURANCE REQUIREMENTS:** 
The Applicant shall provide and maintain general liability insurance with minimum limits of $1,000,000 per occurrence for bodily injury, personal injury, and property damage. If alcoholic beverages have been approved and are served, liquor liability in the amount of $1,000,000 per occurrence is required. The aggregate for each shall be at least $2,000,000. 

The City requires Additional Insured, Primary Noncontributory, and Waiver of Subrogation endorsements on all required policies as listed below: 
- An Additional Insured endorsement naming the City, its officers, agents, employees, and volunteers as additional insureds on a form at least as broad as a CG 20 12 or CG 20 26. 
- The insurance provided to the City as an additional insured shall be primary to, and noncontributory with any insurance or self-insurance program maintained by the City on an endorsement at least as broad as a CG 20 01. 
- Applicant grants to the City a waiver of any right to subrogation which any insurer of Applicant may acquire against the City. By virtue of the payment of any loss under such insurance, the Applicant agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation. 

Use of the facility may be denied if satisfactory proof of the required insurance is not received in a timely manner prior to the event.

### Vendors
Vendors must provide the Community Services Department with a Certificate of Liability Insurance and additional endorsements listing the City of Menifee as certificate holder, and City of Menifee Business License fifteen (15) days prior to the event. (See Proof of Insurance section).

Vendors would include but are not limited to a DJ, Party Planner, Entertainer, Photo Booth, Balloon Artist, etc. 

The following are not permitted at City of Menifee Indoor Facilities: bounce houses, live cooking including food carts, petting zoos, or pets (with the exception of Service Animals).

A non-refundable processing fee of $25 will apply to any Picnic Shelter rental with a Bounce House. (Not approved at Quartz Ranch Park or Remington Park Shelter #1). Bounce house vendors must provide the Community Services Department with a Certificate of Liability Insurance and additional endorsements listing the City of Menifee as certificate holder. All required documents must be submitted 3 days prior to the event.

### Alcohol Policy (FOR INDOOR RESERVATIONS ONLY)
**ALCOHOL REQUIREMENTS:**
An additional $200 deposit and additional requirements apply to all events providing alcohol. Applicants must provide the required items no later than 30 days prior to the event. Alcohol must remain inside the designated facility at all times; no person under the age of 21 years old is permitted to drink or serve alcohol. Staff have the right to I.D. any person in attendance. Failure to comply with these requirements will result in restriction of alcohol used during the event and/or cancellation of event with forfeiture of deposit.
- Private Security Contract: A private security is required for all events providing alcohol. The security must be from a licensed, bonded, and insured security company. Security must be present and visible by Staff and guests at all times.
- Insurance: A Certificate of Liability Insurance (COI) and additional endorsements listing the City of Menifee as additionally insured. Policy must be in the amount of one million dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage. (See Proof of Insurance section).
- Selling alcohol: If alcohol is being sold, the hired vendor must show proof of ABC license and follow alcohol requirements. 
Applicants must provide the required items no later than 30 days prior to the event. Failure to comply with these requirements will result in restriction of alcohol used during the event along and/or cancellation of event with forfeiture of deposit.

## Cancellation Policy
**INDOOR FACILITIES:** All cancellations must be made fifteen (15) days prior to any reservation. If cancellations are made less than 15 days prior to the event, the deposit becomes non-refundable. If cancellations are made less than 10 days prior to an event, the deposit and rental fees are non-refundable. 

**PICNIC SHELTERS:** Cancellations must be submitted 5 days prior to your event to the Community Services Department for a refund or account credit.  Any cancellations made within 5 days of your rental will forfeit any fees paid. Refunds are not granted for rain-outs, as our shelters are covered.

**FIELD ALLOCATIONS:** No refunds will be issued for any cancellations made within 72 hours of any field reservation. Full payment for allocation will be due. If a league is found to not be using a designated field, a three-strike policy regarding abandonment will be implemented and the field will be re-allocated. 

**A $12 processing fee will be applied to any refund approved.**

## Photograph and Video Release
I, as the undersigned, hereby assign all rights to my image, portrait, picture, videotape, and sound recording (collectively “Images”) of me or in which I may be included intact or in part, composite, or distorted in character or form, without restriction, to the City of Menifee, a municipal corporation, and I hereby authorize the reproduction, copyright, exhibition, broadcast, cablecast, Internet posting, and/or distribution through any and all media now or hereafter known of said Images without limitation. 

I waive the right to any fees, royalties, or control, now or in the future, and I grant full permission for the use of my Image(s) including, without limitations, name, likeness, performance, voice, and biography, for the purpose of publicizing, advertising, or promoting any City of Menifee matter or program. I hereby relinquish any right that I may have to examine or approve the completed product or products or the advertising copy or printed matter that contains my Image(s). I understand that no compensation will be provided to me for the use of Images. 

I have read and fully understand the contents of this Image Release. I hereby affirm that I am of the full age of majority. I have the legal right to consent to and, by signing below, I hereby do consent to the terms and conditions of this Image Release. 

If this Image Release is for a minor, I, as the parent/guardian of said minor, hereby assign all rights to Images of said minor consistent with the terms and conditions above. I hereby affirm that I am of the full age of majority and the parent or legal guardian of the minor named below. I have the legal right to consent to and, by signing below, I hereby do consent to the terms and conditions of this Photographic Release on behalf of said minor. Disclaimer: If you have any questions regarding the Image and Video Release please see Community Services Staff.

## Acknowledgement
I am aware that I am renting a pre-designated area and all event set up must stay within that rental area. I am aware that the park or overall facility may be open to the public throughout my event. I am aware that outdoor areas may not be as clean when I arrive as they are after routine maintenance was completed due to weather, other patrons, and/or the presence of animals. I am aware that access to the facility is limited to my designated rental time. I am aware that I am responsible for clean-up after my event and agree to leave it in good condition.

**I have read, understand, and agree to comply with all of the stated policies and requirements. I understand all applicants must abide by all federal, state, and City of Menifee laws. I understand that if I am not complying with any of the above policies, or provide the appropriate insurance documents, that my reservation permit can be voided resulting in a cancellation of my reservation. Any event violating this policy at any time during the use of the buildings or facility will be closed down immediately by Community Services staff or the City of Menifee Police Department. By submitting my application, I expressly waive all rights under section 1542 of the California Civil Code, which provides as follows: “A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party.”**

The start and end time of your reservation is the time you are allowed access to the facility. 
Cancellation Policy: 
INDOOR FACILITIES- All cancellations must be made 15 days prior to any reservation.
PICNIC SHELTERS- Cancellations must be submitted 5 days prior to your event. 
FIELD ALLOCATIONS- No refunds will be issued for any cancellations made within 72 hours of any field reservation. 

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