Facility Rental Policies & Procedures

HOURS OF OPERATION:
William J. Walker Recreation Center
Business Hours:
Monday – Friday 8am – 5pm

Rental Hours:
Sunday - Thursday 8am – 10pm
Friday 8am – 12 Midnight
Saturday 9am – 12 Midnight

Library Community Center 
Business Hours:
Monday – Friday 8am – 5pm

Rental Hours:
Monday - Thursday 8am – 10pm
Friday 8am – 12
Midnight Saturday 1pm – 12 Midnight
Sunday Closed

APPLICATION PROCESS: 

• Review Facility Rental Information Packet.
• Complete the Facility Use Application and Facility Rules Agreement and submit with deposit. 
• Please make all checks or money orders payable to the City of Foster City. Payments may also be made by Credit Card: Mastercard or VISA only.
• When scheduling event time, please remember that set-up and clean-up must be conducted and completed within the hours of the contracted rental agreement.
• Reservations are not valid until Facility Use Application is signed by the Facility Services Coordinator or Supervisor.
• Foster City Residents may submit Facility Use Application up to one year in advance. You may be asked to validate residency with a California Drivers License or a California Identification Card.
• Non-residents may submit the Facility Use Application up to ten months in advance.
• The Facility Use Application must be received at least 30 days prior to the proposed event.
• Facility Users may not charge a registration fee, admission fee, or entrance fee of any type. No solicitations or sales presentations may be made on City property. Failure to adhere to this policy will seriously jeopardize the status of any future rentals. Permission to hold a fundraiser is limited to non-profit organizations and must be granted by the Director of Parks and Recreation.
• The Foster City Parks and Recreation Department reserves the right to refuse rental or use to groups or individuals who have previously used the facility and left it in poor condition. In the event that the reserved room(s) is needed for City use or maintenance, the City of Foster City reserves the right to reschedule, relocate or deny a request previously approved. In this event, the group or individual will be given as much advanced notice as possible.
• All additional fees (Facility Rental Fee, Insurance Fee, Equipment Fee) are due in full 30 days prior to the contracted rental. If fees are not received in full 30 days prior to the contracted rental, the entire amount must be submitted in cash or cahier’s check at least 5 days prior to the event or the reservation will be cancelled and the deposit will be withheld. Weekend rental (Friday Evening – Sunday Evening) of the Lagoon room has a five hour minimum

FEES:

• Deposit Fee: For detailed information, please refer to Deposit section below. Deposit for the Lagoon and Wind Room is $350.00 Deposit for all other rooms is $200.00 
• Facility Rental Fee: For detailed information and rental rates please refer to Facility Rental Fee Structure. Rental fees will not be refunded for any portion of reserved time not used.
• Insurance Fee: An Insurance fee is required for all parties/receptions whether serving alcohol or not. For parties between 1 and 50 people, a fee of $110.00 is due. For parties of 51 or more people, a fee of $163.00 is due. A fee of $163.00 is due for any party where alcohol will be served or sold, regardless of size.
• Equipment Fee: An Equipment Fee will be charged for the use of equipment such as Television, VCR, Overhead Projector etc. For detailed information, please refer to Equipment Request sheet. 
• Please make all checks or money orders payable to City of Foster City.

DEPOSIT:

•  Deposit for the Lagoon and Wind Room is $350.00.
•  Deposit for all other rooms is $200.00. 
•  Deposit must be submitted with the Facility Use Application.
•  A refund of the Deposit, minus $50 will be issued to Facility Users who cancel their facility rental at any time from the time the permit is submitted up until 30 days prior to their contracted event. Cancellations received 29 days prior to the event will result in a loss of a portion of the deposit as follows: 
•  Lagoon and Wind Room - $350.00
• All other rooms - $55.00 
• The Facility User is responsible for any and all damage, loss or extensive clean-up to the equipment or facility. These charges will be taken from the deposit. If the charges exceed the deposit, the Facility User will be required to pay additional fees to cover the balance. 
• The Facility User will be billed at a rate of one and one half times the hourly rate for any unreserved time used. This fee will not be prorated for portions of an hour used.
•  Deposit will be lost if our staff feels it is necessary to call in the Police to re-establish order.
•  Deposits will be mailed to the Facility Users six to eight weeks following the event, assuming no damages or additional fees were incurred.

ALCOHOL:

• All caterers must have a valid business license.
•  If serving alcohol, a mandatory insurance fee of $163.00 must be paid 30 days prior to the contracted rental.
• If selling alcohol, in addition to the insurance fee, the Facility User, at their expense, must obtain a permit from the Alcoholic Beverage Control Office. A copy of the permit must be received by the Facility Services Coordinator at least 5 days prior to the event. The original must be displayed during the event. Additional insurance fees are charged when alcohol is sold.
• Alcoholic beverages may be neither sold nor served to or by individuals under (21) twenty-one years of age.

RESPONSIBILITIES OF CITY:

•  Respond to correspondence in a timely manner. 
• Ensure that tables, chairs and any equipment rented through Foster City Recreation Department are set-up prior to the contracted event start time.
• Meet with the Facility Users at contracted start time to do a pre-event walk through. 
• Be on hand throughout the contracted event to supervise the facility and answer any questions.
• Enforce all rules governing the use of City facilities. 
• Terminate contracted event if activity, or any guests in attendance misuse the facility or fail to conform to rules and regulations governing use of the facility. Police assistance may be called in if staff deems it necessary.
• Provide the Facility User with cleaning equipment, (i.e. broom, mop, sponge) as needed.
• Meet with the Facility Users at contracted end time to do a post-event walk through of facility. 
• Put away all tables, chairs and equipment rented through Foster City Parks and Recreation Department.

RESPONSIBILITIES OF FACILITY USER:

• Turn in all paperwork and fees in a timely manner.
• Meet with Facility Staff at contracted start time to do a pre-event walk through.
• Conform to all rules as outlined in the Facility Information Packet.
• Restore facility to same condition in which it was found. See Facility Clean-up Check List. 
• Control conduct of attendees.
• Be on site and available for the entire duration of the event.
• Meet with Facility Staff at contracted end time to do a post-event walk through of facility.
• Accept the cost of repair and any other City costs, including costs in excess of the deposit, that may occur as a result of the contracted event.

 MISCELLANEOUS RULES AND REGULATIONS:

• When scheduling event time, please remember that set-up and clean-up must be conducted and completed with-in the hours of the contracted rental agreement.
• NO storage is permitted either before or after the event. All items, including catering and rental supplies must be removed the day of the event. The Foster City Parks and Recreation Department accepts no responsibility for any items left behind.
• Children must be supervised at all times and remain in the rented area.
• Nails, tacks, pins, staples, scotch tape, masking tape, or any other items that put holes in or remove paint from the walls or ceilings are strictly forbidden. Painter’s tape (blue tape that can be purchased at a local hardware or paint store) can be used to hang decorations, providing that it is removed after the event. 
• Smoke machines, Fog machines and strobe lights of any type may not be used inside the Recreation and Community Center.
• Use of dry rice, birdseed, loose glitter, and confetti is prohibited both inside and outside the Recreation and Community Center. Any violations will result in a forfeiture of a portion of the deposit.
• Cleaning products, wax or dance chalk may not be used on the wood floors.
• Smoking is not permitted in any location inside the Recreation Center.
• “Casino” parties of any type will not be approved.
• Open flames are not permitted. All candles must be encased in a glass votive candleholder with the flame at least one inch below the glass.