Stafford County Parks and Recreation Facility Use Application

Facilities Available for Rental

Courthouse Community Center- Room A- Occupancy 82

Courthouse Community Center- Room B- Occupancy 49

Courthouse Community Center- Room C- Occupancy 50

Courthouse Community Center Gym (sporting events only)- Occupancy 336

Rowser Building Room A- Occupancy 343/160

Rowser Building Room B- Occupancy 65

*Rowser Building Commercial Kitchen- N/A-Must be in conjunction with another room rental

*Rowser Building Galley Kitchen-N/A-Must be in conjunction with another room rental

*Rowser Building Front Lawn- N/A- Must be in conjunction with another room rental

*Rowser Building Garden- N/A- Must be in conjunction with another room rental

A Special Event is any event that meets one or more of the following criteria:

• Any event that is a parade, carnival, festival, block party (not for private or residential use), running, walking or bicycling event.
• Any event to be held at a County facility with a projected attendance of 1,000 or more.
• Any event that will require the use of County resources for security, crowd control, traffic control, fire or EMS.
• Any event that requires the closure of any street or public right of way to vehicular or pedestrian traffic.
• Any event requiring interagency coordination that may change or restrict the normal levels of public service provided in Stafford County.

*Please note, some events such as private, residential block parties or park rentals, may not require the Special Event process; however, the event may still require a permit.

Group/organization liability insurance coverage (organized teams/groups are required to supply proof of insurance. *Please skip if you are not applying on behalf of an organized team/group.

PLEASE NOTE: If your request for a park or facility meets one or more of the following criteria, you will be required to submit a Special Event Informational Packet. • Any event which is considered a parade, carnival, festival, block party (not for private or residential use), running, walking, or bicycling event • Any event which is held at a County facility with a projected attendance of 1000 or more • Any event which requires the use of County resources for security, crowd control, traffic control, fire, or EMS • Any event which requires closure of any street or public right-of-way to vehicular or pedestrian traffic • Any event which requires interagency coordination that may change or restrict the normal levels of public service provided in Stafford County.

Additional permits may be required even if your request does not meet one of these criteria.

I certify that I have read and will abide by current Stafford County Parks and Recreation's Facility Use policies and procedures (if using PR facilities), the Stafford County Public Schools' Community Use Policy (if using school facilities), and the requirements for users as they pertain to this rental. I understand I will be held liable for any and all damages to County-owned property and for the prompt and proper settlement of claims for such damages and agree to pay applicable fees. Unless agreed upon in writing by the Director of Parks and Recreation, I will be responsible for cleanup and care of equipment and facilities used, including school facilities. Failure to do so will result in forfeiture of deposit, paying a penalty, and denial of future use.

Facility Guidelines

Thank you for helping us maintain a clean, safe, and pleasant environment for all facility users. To ensure a smooth and enjoyable experience for everyone, we ask all users to observe the following:

• Please conduct activities in a way that allows County staff, members of the public, and other organizations to continue accessing and using County facilities without disruption.
• Meeting room and space reservations include the use of the room only. Electronic equipment (such as computers, TVs, projectors, etc.) is not included unless otherwise arranged.
• Please plan your room setup and cleanup within your reserved time period.
• At the end of your scheduled use, kindly return the room or area to its original condition and vacate promptly so the next group may begin on time. Maintaining the space helps ensure continued access for future reservations.
• For everyone’s comfort, heating and air-conditioning settings are maintained at standard operating temperatures. If adjustments are needed, our authorized personnel will be happy to assist.
• Before and after your event, you and the Facility Attendant will complete a brief inspection checklist together. Any damages that occur during use will be documented and acknowledged with a signature to ensure clarity for all parties.
• To help preserve our facility, please do not use staples, nails, or thumbtacks on walls or ceilings. Alternative attachment methods may be used with prior approval from the Recreation Facility Coordinator or designee.
• All decorations should be removed before departing the facility.
  Food and beverages may be enjoyed in designated areas. Please clean any spills before leaving to keep the space welcoming for the next group. In carpeted areas, beverages must be clear liquids.
• If available, the refrigerator may be used during your rental period. Kindly remove all items before departure, as any remaining items will be discarded.
• Personal cooking appliances (such as hot plates or electric skillets) are not permitted inside the facility. Outdoor cooking may be allowed in designated areas with prior approval. Users are responsible for the safe and proper use of all approved equipment.

WAIVER FOR PARTICIPANT:   By signing this form, I desire, consent, and voluntarily choose to allow the individual(s) named herein to take part in all such activities. Knowing the material risks and appreciating, knowing, and reasonably anticipating that other injuries and death are possibilities, I assume all the risks normally incident to the nature of the activities and agree that neither the Stafford County Dept. of Parks and Recreation nor the County of Stafford, VA will be responsible for any damages or injuries resulting to me or my child.  

Therefore, having read and understood this waiver and in consideration of your accepting my entry into a Stafford County recreation facility, program, or activity, I, for myself and my child, waive and release the County of Stafford, VA and its officers, staff, volunteers, sponsors, and representatives from all claims or liabilities of any kind arising out of my participation in (or as a spectator of) any program, activity, or use of any County facility.