Pleasant Hill Recreation & Park District Facilities Rental Brochure

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Reservation Policies & Procedures Contract Information 1. Pick up a contract at the Pleasant Hill Community Center at 320 Civic Dr, Pleasant Hill, CA 94523 between 9:00 a.m. and 4:30 p.m. Monday-Friday: (925) 771-7603 or e-mail cccustomerservice@pleasanthillrec.com to request a copy.

2. Please complete and return the contract. You will have the option to note if you are serving alcohol at your event and to fill out an alcohol permit. If your guest of honor is between 12-21 years of age, you will be required to complete a Youth Event Rental Packet.

3. Reservations will be accepted a maximum of 1 year to the day in advance. To reserve a date, you will need to submit the Damage Deposit which will be $200-$750 depending upon space reserved. If your rental is less than 90 days out the entire amount of your rental will be due. o Please note: All contracts that are submitted on a holiday, business holiday, or weekend are considered received by 9am the next business day. It will be your responsibility to call by 9am on that business day to make sure the contract has been received, as we are not responsible for anything lost in the mail or not printed by our fax machine. o If several contracts have been received for this date, there will be a lottery to determine who will receive the contracted date. We will reserve a year out to-the-date, so please know that submitting your contract at a certain time earlier than another contract will not increase your chances of receiving said date. We will not divulge how many contracts have been received, as it is possible that we could receive more requests for that date in the period of time after we have spoken to you.

4. Please note you can make your deposit payment by credit card, cash, or check, checks can be made out to “PHREC”. All refunds can take up to three weeks to be refunded. We accept Visa, MasterCard and American Express, only.

5. The balance of your rental fees must be received no later than 90 days prior to your date of facility use.

6. If your requested date falls on a District holiday, special holiday rates may apply. You may contact the Community Center to receive a full list of our holidays.

For WINSLOW CENTER RENTALS ONLY, You must pick up the keys for the Winslow Center the Friday before your event (weekend event) or the day before your weekday event. The keys are located in the Community Center at 320 Civic Dr. Pleasant Hill. The hours for the rental office are M-F from 9am-4:30pm. The rental office is closed on all major holidays and also on the weekends. If your keys are not picked up on the appropriate days you will not have access to the building.

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Reservation Policies & Procedures Rental Categories The facilities may be used by residents, non-residents, public groups, private groups, non-profit organizations and commercial groups.

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“Resident/Private” groups include Residents living in the Pleasant Hill Recreation & Park District boundaries who use the facility for private rentals for events such as wedding receptions, social events, anniversary parties, etc. Resident rate applies if the bride, groom or parents of the bride or groom are residents of the District.

“Non-resident/Private/Commercial” groups include non-residents, living outside the Pleasant Hill Recreation & Park District boundaries for events such as wedding receptions, social events, anniversary parties, or those connected with a business/commercial venture who use the facility for events, such as: sales, product demonstrations, business or recruitment meetings, classes, staff or training meetings, etc.

“Non-Profit” groups include non-profit, non-restrictive clubs, civic, religious or 501(c) service organizations, and schools. A copy of the letter granting your organization non-profit status from the Secretary of State’s office is required to confirm reservation.

Responsibilities You are solely responsible and answerable financially for any and all accidents or injuries to persons or property resulting from your use of District facilities. You shall be responsible for the control and supervision of all people in attendance during your usage of the facility and shall take care to see that no damage is done to the facility, and that everyone conducts him/herself in an orderly manner.

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If damages or behavior of your group warrant, your function may be stopped in progress and you may be denied further use of the facilities.

THE BUILDING ATTENDANT IS RESPONSIBLE FOR THE FACILITY. THEY MAY REQUEST POLICE ASSISTANCE AT ANY TIME TO PREVENT ABUSE OF PRIVILEGES AND TO ENFORCE FACILITY RULES AND REGULATIONS, INCLUDING SHUTTING DOWN YOUR EVENT.

Cancellations Cancellations will be handled as follows: • • • •

90 days or more prior to use date—forfeit full initial deposit payment.

Less than 90 days prior to date of use—forfeit the entire amount of the rental.

Moving a date or changing a date are both considered a Cancellation.

Occasionally, it may be necessary to re-schedule, relocate or deny a request previously approved. In this event, the group or individual will be given as much advance notice as possible.

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Reservation Policies & Procedures Damage Deposit A Damage Deposit is required with all rental fees. Return of this deposit will be made within three weeks following your facility use. Any cost of extra cleaning of the facilities and furnishings, both inside and out-side, including damages to floors, walls, furnishings and landscaping, and/or overtime charges, will result in a deduction or forfeit of your deposit. This also includes use of rooms or packages that were not on the original contract. Anything that has had a significant effect on the building will be taken out of your damage deposit. You will be billed for any damages not covered by your deposit.

Services Provided A Custodian(s) (excluding the Winslow Center) will be available for the duration of your rental. The Custodian will be available to open the facility, answer questions, and check-in periodically with the person in charge of the event. The services of the Building Attendant are not available for waiting tables, serving, performing your portion of the cleanup, etc.

Tables and chairs will be provided and include both set-up and take down. We will set up prior to your event based on the layout that you provide to us two weeks prior to your event date, (excluding the Winslow Center The facility will not be open or available to you prior to your contracted rental time, so be sure to include time for all of your preparation and cleanup into your rental hours ie., for you, your caterers, band, decorators, etc.

The Building Attendant will check the condition of the facility, inside and outside, with the person listed on the contract prior to their departure to determine if damage/cleaning, or overtime use has occurred.

If you have any questions about your responsibility for damages or clean up, you may ask the Building Attendant at the conclusion of your event, however, know that Building Attendants cannot assure a full refund of your cleaning/damage deposit.

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Reservation Policies & Procedures Facility Conditions • • • • • •

Parking availability is not guaranteed and on occasion may be quite limited. o Rideshare, carpool, Uber and/or taxi services recommended for all events.

Caterer vehicle access is to curb, and for loading and unloading ONLY. Storage is NOT AVAILABLE either before or after your event. This includes alcoholic beverages, food storage, floral arrangements, equipment, screens, etc.

Our tables and chairs may not be placed on any lawn or dirt areas. Our gazebo chairs that are rented with the use of the gazebo are allowed in the lawn areas and outside grounds.

Use of patios or decks for additional set-up of tables and chairs requires prior approval.

Barbecuing is permitted only with advance written approval and in designated areas.

PROHIBITED ITEMS: RICE, BIRDSEED, CONFETTI (paper, plastic or metal), ROSE PETALS, GLITTER, HAY, SAND, AEROSOL STREAMERS, FOG MACHINES, and ETC. ARE PROHIBITED INSIDE AND OUTSIDE THE FACILITIES. Using any of these items may result in the termination of your event or loss of deposit.

Policies • • • • • •

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All fees and use regulations are subject to change with written notice.

Use permits cannot be transferred, assigned, sublet or issued to minors.

Gambling in any form will not be permitted unless the applicant has received prior written approval from the City of Pleasant Hill Police Department.

Other than service dogs, animals are not permitted in the buildings.

Smoking is prohibited at all District facilities, inside and outside, including parking lots.

Pleasant Hill Municipal Code prohibits placement of any temporary signs advertising your event anywhere in the City of Pleasant Hill. An A-frame sandwich board may be used during your scheduled event.

A contract may be terminated or voided if the information provided on the application is determined to be inaccurate and/or incorrect.

Playground is only available to the public until dark and an adult must supervise all children.

Children must be under adult supervision at all times.

Renters may be required to pay for the cost of security for the duration of the rental. The Facilities Supervisor will make recommendations for security. If your event has a guest of honor in the age group of 12-21 you will be required to provide us with a signed security agreement from one of our approved Security Companies. You can find this information within the Youth Event Rental Packet which can be provided at the time of inquiry for your event.

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Reservation Policies & Procedures Alcohol Permit Alcoholic beverages may be consumed only with advance approval and payment of the District’s Alcohol Permit Fee ($75). Advance approval may be obtained by indicating your intention to serve alcohol on your contract. If alcoholic beverages will be sold, a license must be obtained from the Alcoholic Beverage Control Board (ABC) in addition to the District charge of $75. This includes direct exchange of money for beverages, purchase of tickets that may be exchanged for beverages, or purchase of a dinner or event ticket that includes the service of alcoholic beverages. To obtain your permit contact ABC: ABC will issue one-day permits to non-profit groups who wish to sell alcohol at fundraisers. ABC is located at: 1515 Clay Street, Oakland Phone: (510) 622-4970 • • • •

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The Alcohol permit must be prominently displayed during your event.

The Building Attendant is required to check your license prior to allowing the serving of alcohol at the event.

Alcoholic beverages can be served to anyone 21 and older at an event, with the purchase of an Alcohol permit through Pleasant Hill Rec & Park. All Federal, State and local laws apply.

Alcoholic beverages may not be served at a Youth Event where the guest of honor is 12-21 years old, unless you have hired a security company for your event, purchased the Alcohol Permit and purchased an insurance policy for your event. Please refer to our Youth Packet for further details No alcoholic beverages are allowed in the parking lot.

Clean-Up Renters are responsible for the set-up and removal of all decorations and outside equipment.

Decorations must be of flame retardant material. The use of nails, tacks, staples, etc. is prohibited.

Blue painters tape may be used, except on varnished surfaces.

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Reservation Policies & Procedures Renter’s cleaning responsibilities are as follows: RENTED ROOM AND OUTSIDE PATIOS: • • •

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Remove all decorations, food, and supplies from facility Clear off tables, chairs, and portable bar Place trash in bags provided – Custodian will place trash in proper outdoor receptacles – EXCEPTION: At the Winslow Center, Renter is responsible for putting trash in the outdoor receptacles.

Clean all spills from floors and carpeted areas. Please contact our custodial crew for major cleanups.

KITCHEN USE: • • • • •

Clean and return facility equipment used, such as coffee pots.

Clean all spills from all kitchen surfaces with Quat sanitizer (provided by Custodian) at each location with a kitchen.

Refrigerator, freezer, and ovens must be wiped down with Quat sanitizer (provided by Custodian) before leaving the facility.

All oils used for cooking or leftover grease must be thrown away in trash – DO NOT DUMP DOWN DRAIN Place trash in bags provided – Custodian will place trash in proper receptacles – EXCEPTION: At the Winslow Center, Renter is responsible for putting trash in the receptacles.

Policies for Vendors and Event Rental Services Pleasant Hill Recreation and Park District does not have a preferred vendor list, nor does the District directly contract any vendors for rentals. Our renters may use their own favorite service providers, including catering, photography, audio/visual companies, event planners, entertainment providers and other event services. The renter is responsible for making sure that the vendor follows the rules and regulations provided by Pleasant Hill Recreation and Park District, failure to follow the following policies could result in partial or full forfeiture of damage deposit. Listed below are the rules and regulations that all vendors/renters must follow in order to receive a refund of the damage deposit, following your event.

Renter/Vendor Clean-Up includes: •

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Removing left over decorations, food, beverages and placing it in the appropriate trash or recycling receptacles. PHRPD Custodial staff will empty full trash cans as needed and place in the dumpsters.

Pleasant Hill Recreation and Park District staff will setup/takedown tables, chairs and any rented AV equipment. EXCEPTION: The Winslow Center is a self-serve building.

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Reservation Policies & Procedures Catering and Kitchen use: •

Renters are responsible for arranging their own catering (food and beverages), linens, dishes and catering supplies.

Use of the kitchen requires that: • •

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The renter(s) representative and caterer meet with a PHRPD facilities staff member at least one (1) week prior to the use date to review use of equipment.

(SENIOR CENTER ONLY) No one may use the kitchen facilities until they have completed the equipment review process. Failure to comply can result in loss of Damage and Compliance Deposit.

Failure to comply with kitchen regulations will result in a deduction or forfeiture of the Damage Deposit.

The kitchen will be clean and operational before use by renter. Kitchen must be returned to the same condition in which it was found at the beginning of the rental period. This includes removal of all garbage/trash and wiping down all equipment. In some cases it will be necessary to double-bag the trash (e.g., crab feeds).

If renter or caterer finds anything that may affect the Damage Deposit, they are to advise the Building Attendant immediately.

Any rental equipment, decorations, or catering equipment brought on site must be delivered and picked up within contracted rental period. This includes removal of all items from the refrigerator, freezers, ovens, dishwashers, and cabinets.

No additional cooking/preparation equipment may be brought into or onto PHRPD property or facilities without prior written approval of the Facilities Supervisor. This includes baking ovens, portable BBQ pits/grills, and/or large food processing machines.

Access to ice machine, coffee urns, or other kitchen equipment found in the PHREC rental kitchens may only be used with the rental of that particular facility kitchen.

After use, all equipment must be cleaned and left onsite, this includes sheet pans, hotel pans, trash cans and any other equipment that belongs to PHREC. At the end of the event, PHRPD Building Attendant will do a walk-through and ensure the kitchen is cleaned. Building Attendant and renter(s) representative must sign off on kitchen before the Damage Deposit can be refunded.

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Reservation Policies & Procedures DJ’s, Bands, Musicians: • • •

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DJ’s and musicians must bring their own equipment, including extension cords.

PHRPD does have some audio/visual equipment for rent. For prices, please call the office at 925.771.7603 Amplified music from bands/musicians will be restricted to the interior of the facility. Failure of the person generating the noise or music to comply with the above rules will affect the damage deposit refund. If law enforcement intervention is necessary, the event will be terminated immediately and renter must begin the clean-up process.

Fog machines are not allowed in any of the facilities, smoke machines may be allowed with the Facility Supervisors approval.

All musical entertainment including DJ’s/bands/musicians are to be cleaned up and out of the facility by the contracted time, failure to do so will result in overtime charges.

No duct taping cords to floor, you may use gaffer tape.

All musical entertainment must also be out and cleaned up by the end of contracted event time.

15/20 Amp Circuits are to be used in most centers. Anything else must be approved by the Facility Supervisor in writing.

We recommend setting up a meeting with our facilities staff to get an idea of the power needed for your event. We are not responsible for your vendors over loading a circuit(s) during your event.

Equipment and Linen Rental Companies: • • • • • •

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All equipment should be delivered and picked up within contracted rental hours. There is no storage available at any of the Pleasant Hill Recreation and Park District facilities.

Equipment brought on site that is not specifically approved in the rental agreement requires approval from the Facilities Supervisor.

Examples of equipment that must be approved: jump houses, BBQ’s, audio/visual equipment, photo booth, food trucks, ice sculptures, ETC… Shade tents or awnings, jump house, amusement or air-filled equipment require approval from the Facility Supervisor and may not be staked into the ground.

POWER: All lighting and sound personnel must notify the Facilities Supervisor of their power needs 30 days prior to the event.

While we can accommodate most requests, we do not provide extension cords or other equipment. We do require that any cables on the floor be safely covered and taped with Gaffers tape.

NO DUCT TAPE IS ALLOWED IN ANY FACILITY OR ON ANY SURFACE. Linens must be delivered within the contracted time and renter must have them picked up before they vacate the facility, also within the contracted time of the event.

For table sizes: Please refer to the “Capacity & Equipment” information sheet located in the Rental Pamphlet.

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Reservation Policies & Procedures

Florists and Bakeries: •

None of the Pleasant Hill Recreation and Park District facilities have storage. The renter must have confirmed delivery and pick-up times within their facility rental time.

Event Planners/Decorators: •

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Facility rental times designated on the “Facility Rental Contract” must include time for setup/decorating, the main event, and clean- up/removal of all decorations and equipment brought in by the renter.

The following items are not allowed at any Pleasant Hill Recreation and Park District venue: rice, confetti, glitter colored flower petals or similar materials.

Tape, Sticky adhesives, staples, tacks, and/or nails may not be used in the facility or on PHRPD equipment.

You may use blue painters tape, suction cups and/or Post-it notes All displays, including floral displays, must be freestanding.

Open flames such as gas burners, candles, and butter warmers, (with the exception of Sternotype cups) are not allowed inside any of the buildings.

The use of candles is permitted only when in approved holders (hurricanes, votives, etc.) as table centerpieces.

Any other requests require prior written approval from the Facility Supervisor.

Due to safety issues and fire codes, no exit may be blocked with tables or other large event pieces.

Please remember all event layouts and equipment requests are due two weeks before your event.

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Facilities Capacity & Equipment Community Center Square Footage Full Sit Down Dining Auditorium Theater Seating (Chairs Only)

Teen Center

Perera Pavilion

Pavilion

McHale

Soroptimist Room(s)

Republic Room

Dining Room

Chateau Hall

Classroom

Meeting Room

Lounge

4970

2871

1200

1433

743

1850

4116

1248

619

2425

385

220

60

70

35

88

255

385

220

80

70

38

220

80

70

38

5

3

3

3

Equipment (Availability may vary) 385 Chairs Banquet Tables: 10 36"x72" Round Tables: 60" Round Tables: 38 72" Cocktail Tables 10 30",36",24" Card Tables: 36"x36" Meeting Tables: 24"x72" Projection Screen Dry Erase Board Podium AV Package (Additional $50- 150)

Y

Portable Dry Bar Kitchen (Additional $50-85 based on room and availability)

88

23

6

7

80

255

50

30

100

255

50

30

115

35 11

32

3

10

2

3 4 6

Y

Y

Y Y Y

Y

Y

Y

Y

Y

Y

Catering

Catering

Catering

Y

Y

Y

(Available with Kitchen Rental) Freezer (Available with Kitchen Rental) Patio

Y

Y

Y

Y

Y

Stage Rental

Y

Coffee Urn (Available with Kitchen Rental) Refrigerator

Senior Center

Y

Y Y

Y

Y Y

19

Y Y Y

Y

Y

Commercial

Y

Commercial

9

8

Y Y Y

Y

Y

Y

Snack Shack

Snack Shack

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y