Policies and Procedures

Garden Oaks Community Center - 3401 NE 16th Street, Oklahoma City OK 73117

• Rentals are a 2-hour minimum at $150/hour  (auditorium)

• Rentals are a 2-hour minimum at $100/hour  (multipurpose)

• Rentals are a 2-hour minimum at $75/hour  (classroom)

• Rentals are a 4-hour minimum at $50/hour  (outdoor)

• Hardship requests and partner org discounts reviewed case by cased

• $30.00 non-refundable processing fee

• $200 cleaning/damages deposit

• Available to rent 7:00 am to 9:00 pm

• Fire code occupancy maximum is varies by room

• Auditorium is 1,600 sq. ft. with an additional 600 sq. ft Stage ; Multipurpose Room is 1,800 SF, Classrooms are 900 SF

• Included equipment: 6’ long 36” wide rectangular grey tables,  plastic chairs

•  Restrooms: Men’s- 2 stalls, 2 urinals; Women’s-4 stalls

• Heating/Air conditioning

• Access to electrical outlets

• Additional amenities

•         Large outdoor area with access to picnic tables and benches

•         Tablecloths available to rent

•         Trashcans

•         Podiums

•         A/V Equipment

 

Rental Policies

1. A reservation may be revoked before or during an event and fees retained withheld for failure to comply to any policies.

2. Full payment, including deposit, is due at time of booking. Reservations will only be made in full-hour increments. Any areas used must be rented. Reservations must include set-up and clean-up time. Rental reservations changes must be scheduled seven (7) calendar days in advance or may be subject to a $20 late fee. Reservations are accepted one (1) year in advance. Any arrangements or publicity done before notification of reservation approval will be at your own risk. All major credit cards accepted. Please make checks payable to: Alpha Community Foundation of Oklahoma.

3. Deposits will be refunded if reserved areas and common areas are left clean and undamaged, and center is released to Event Center Host at scheduled end time of event. It takes approximately seven (7) to ten (10) days if paid by debit or by credit card, and approximately six (6) to eight (8) weeks after event date if paid by cash or check, contingent on successful acknowledgement and completion of the Event Deposit Checklist and Facility Use Acknowledgement. Checks will be made to the reservation holder.

4. Cancellation refunds for rentals, minus the $30.00 processing fee, will be given if a cancellation notice is received at least seven (7) calendar days before the scheduled event. If the notice is less than seven (7) calendar days, an alternate date, within six (6) months, may be chosen at no additional charge, but no refund will be given. If no notice of cancellation is given, no refund will be given. Weather is unpredictable. Alpha Community Foundation staff reserves the right to determine the severity of inclement weather and the opportunity to reschedule. In case of severe inclement weather on the date of the rental, the applicant may call the emergency number at least one hour before the event and must call the Alpha Community Foundation staff by the next business day to reschedule. An alternate date within one year must be chosen in fourteen calendar days. Refunds are not given for inclement weather.

5. Early entry and late stays are not permitted to reservation holder, or anyone associated with the event. If additional time is needed, it must be reserved. If the event goes beyond the reservation time specified in the application, the reservation holder can forfeit the entire $200 refundable deposit. Alpha Community Foundation staff must be advised of departure time.

6. Tables and chairs are supplied in each event center and must be cleaned and returned to designated storage area undamaged.

7. Set up, clean-up, and trash removal are the responsibility of the reservation holder during the reservation times only. Reservation holder is responsible for leaving main areas, reserved areas, grounds, and equipment clean, undamaged, and in original condition. Reservation holder is responsible for depositing trash in appropriate receptacles. Decorations, personal items, food items, and any trash must be removed from all reserved areas and common areas by the end the scheduled time. Alpha Community Foundation staff is not responsible for any items left behind.

8. Only free-standing or weighted decoration/signage is allowed in the facility. Reservation holder may not attach or hang anything to walls, ceilings, floors, doors, fountains, benches. Use of anything that can be considered trash/debris is strictly prohibited, including but not limited to glitter, bubbles, silly string, artificial flower petals, rice, birdseed, rhinestones, and confetti of any type. Doorways and emergency exits cannot be blocked.

9. A designated representative may be appointed by the reservation holder to facilitate the Center Acceptance Sheet. The reservation holder is still liable for spaces rented and equipment used. It is the responsibility of the reservation holder to ensure that all guests and subcontracted persons (e.g., caterers, decorators, DJs) abide by all rules and regulations. Alpha Community Foundation staff will not sign for, nor are they responsible for deliveries. 

10. All reservation holders are responsible for obtaining the proper licenses and meeting all requirements of City and State laws. Reservations are not transferable to other parties. It is understood and agreed that the reservation being issued will be used for the personal use of the reservation holder, who shall be held liable if the event is not held in accordance with the description.

11. Open flames (e.g.. candles, bonfires, etc.) and incendiary devices are not permitted, including, but not limited to confetti cannons, color powder, smoke bombs, smoke machines, and fireworks of any type.

12. Smoking is not allowed on property.

13. Private security is allowed for reservation holder at their own arrangement. To hire off-duty police officers for security, you may call the Oklahoma City Police Department (Special Events) at (405) 297-1144.

14. Reservation holder must accept the facilities and the areas in the condition found. The Alpha Community Foundation makes no warranty as to safety and usability of facility beyond that afforded to the general public. Please report all damages or injuries to Alpha Community Foundation staff on site.

15. Reservations are unavailable and the facility will be closed on all holidays listed below. Holidays that fall on Sundays are observed on that day and the following Monday. Holidays that fall on Saturdays are observed on that day and the preceding Friday.

New Year’s Day January 1st

Memorial Day May 29th

Independence Day July 4th

Labor Day 1st Monday in Sept.

Veteran’s Day Nov. 10th & 11th

Thanksgiving (2 days) 4th Thurs and Fri in November

Christmas (2 days) Christmas Eve and Christmas Day

 

Payment Information:

• Full payment and deposits are due at the time of booking.
• Acceptable payment methods: All major credit cards, checks payable to Alpha Community Foundation of Oklahoma.

Cancellation Policy:

• Cancellations must be made at least seven (7) calendar days before the scheduled event for a full refund minus the $30 processing fee.
• Cancellations made less than seven (7) days prior to the event may reschedule within six (6) months; no refund will be provided.
• No refunds will be given for no-shows or cancellations without notice.

Rules and Regulations:

• The renter agrees to abide by all facility policies and city/state laws during the use of the facility.
• No smoking or open flames are allowed on property.
• Decorations must be free-standing or weighted; nothing may be attached to walls, ceilings, doors, etc.
• The renter is responsible for the setup, clean-up, and removal of all personal items, decorations, and trash.
• The facility must be left in the same condition as found, or part or all of the deposit may be forfeited.

Liability and Insurance:

• The renter agrees to release, indemnify, and hold harmless the Alpha Community Foundation and its employees from any claims, liabilities, damages, or expenses arising from the renter's use of the facility.
• The renter is responsible for obtaining any necessary permits or insurance for the event. Other Comments/Special Request/Hardship Request

Acknowledgment of Understanding: I have read the terms of this Facility Rental Agreement and agree to comply fully with them. I understand that failure to adhere to these terms may result in additional charges, forfeiture of my deposit, or cancellation of my reservation without a refund.

In consideration of being permitted to rent and use the facilities of the Alpha Community Foundation (hereinafter referred to as "ACF"), hereby agree as follows:

1. Release and Waiver: I release, waive, discharge, and covenant not to sue ACF, its directors, officers, employees, and agents (collectively, the "Releasees") from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, damage, or injury, including death, that may be sustained by me, or to any property belonging to me, while participating in such activity, or while on or upon the premises where the event is being conducted.

2.Indemnification: I agree to indemnify and hold harmless the Releasees from any loss, liability, damage, or costs they may incur due to my participation in said activity, whether caused by the negligence of the Releasees or otherwise.

3. Assumption of Risk: I am fully aware of the risks and hazards connected with the activities of the event and I elect to voluntarily participate in said event. I voluntarily assume full responsibility for any risks of loss, property damage, or personal injury, including death, that may be sustained by me, or any loss or damage to property owned by me, as a result of being engaged in such activities.

4. Insurance: I understand that it is my responsibility to maintain adequate insurance coverage for my event and that ACF does not provide any such insurance that would cover my personal activities.

5.Compliance with Rules: I agree to abide by the rules and regulations of the facility as provided and any additional instructions or guidelines provided by ACF staff during the

6. Severability: If any portion of this agreement is found to be void or unenforceable, the remaining portions shall remain in full force and effect.

Acknowledgment of Understanding: I have read this waiver of liability, assumption of risk, and indemnity agreement, fully understand its terms, and understand that I am giving up substantial rights, including my right to sue. I acknowledge that I am signing the agreement freely and voluntarily, and intend by my signature to be a complete and unconditional release of all liability to the greatest extent allowed by law.

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