Concord Community Center Rental Application

Acknowledgment: Waiver
By signing below, you declare that all information on this application is true to the best of your knowledge and acknowledge and agree to the following terms and conditions:

North Clackamas Parks & Recreation District (NCPRD) is not responsible for accidents, injury, illness, damage, or loss of group or individual property. All groups and individuals using the facility will take appropriate measures to protect, indemnify, and hold harmless NCPRD, its governing and advisory boards/committees, and all employees against any and all claims for such occurrences as a result of persons attending any function at the facility. NCPRD may require the applicant to present a certificate of insurance, proof of posted bond, provide on-site security officers (hired by NCPRD), or meet other special conditions. 

These rental fees are specifically for the use of the Concord Community Center designated area and do not include permission to use any other areas of the park for recreational purposes, as described in ORS 105.672 to 105.696. The immunities provided by ORS 105.682 remain applicable to the use of all park areas other than the use of the area for which this fee is paid.

 

Acknowledgment: Rental and Permit Rules
By signing below, you affirm that you have read the Rental/Permit Rules and understand that the rental hours are inclusive of event set-up and tear-down. You are responsible for the conduct of all participants at the above-described activity and duly acknowledge that inappropriate or offensive behavior to staff will result in the inability to rent again. I hereby agree to be responsible for the safekeeping of the facilities and equipment used for this activity and for payment of all charges in accordance with standards established by NCPRD.

Rental Payments and Application Changes

• Rental Security Deposit fees are due at the time of application.
• The balance of all rental payments is due no later than three weeks before the event.
• Failure to pay on time will automatically cancel the event. Any changes (such as additional hours, equipment, or outdoor barbeque use) must be approved by NCPRD staff at least two (2) weeks before the event.

Advance Reservations and Scheduling Priority

• Rental reservation requests for weekend use may be submitted up to one (1) year in advance. Availability is subject to facility programming needs, which are reviewed on a quarterly basis. NCPRD programs and events take priority over external rentals and may affect room availability.
• A minimum of two (2) weeks' advance notice is required for all rental reservations.

Cancellation and Refunds

• Cancellations made at least four weeks before the reserved date will receive a full refund, minus the processing fee.
• Cancellations made less than four weeks before the reserved date will receive a 50% refund, minus the processing fee.

Use of Gym Space

• No food or beverage is allowed in the gym. If serving food or beverage at an event, rental of the gym is permitted only as an add-on to an existing room rental (conference room or community room).

Serving Alcohol - Special Use Permit Requirements

• If you plan to serve or allow alcohol at your event, you must obtain a Special Use Permit from the North Clackamas Parks & Recreation District (NCPRD). Alcohol is not permitted at any event without this permit.
• A Special Use Permit is required for:
  • Any event where alcohol will be provided, served or consumed.
  • Events with amplified sound, concessions, activities beyond normal facility use, and any non-NCPRD activity or gathering involving more than 100 people.

Noise Regulations

• All events must comply with Clackamas County noise regulations.
• Variance requests must be submitted by the permit holder directly to Clackamas County.
• Approved variances must be provided to NCPRD staff at least three weeks before the event.

Fundraising Activities

• Fundraising activities must be specified at the time of application and must have prior NCPRD approval. No permit will be issued for events that charge admission or fees for private monetary gain.

Simultaneous Events and Parking

• Multiple events may occur at the Concord Community Center or Concord Park Campus. Participants may be required to use off-site and street parking.

Damage and Liability

• The permittee is responsible for any damage, loss, or hazardous conditions caused.
• Outdoor use of Concord Community Center equipment, such as tables and chairs, is not allowed unless permission from NCPRD is given in writing ahead of time.
• Additional fees may apply for extra cleaning, services, or damages, as determined by NCPRD.

Security Deposit Refund Conditions

• The security deposit is refundable if:
  • The area is cleaned adequately.
  • No property is damaged or missing.
  • Guest count does not exceed the approved number.
• The entire deposit will be forfeited if:
  • Alcohol is used at a non-alcoholic event.
  • Guest count exceeds the approved limit (violating fire/safety codes).

Cleaning Responsibilities

• Permittee is responsible for:
  • Removing garbage
  • Taking down decorations
  • Cleaning all equipment used (tables, chairs, countertops, spills, etc.)
  • Resetting couches, upholstered chairs, tables etc.
• Optional custodial cleaning fee: Custodian will sweep, mop, vacuum, and reset tables and chairs.

Special Equipment

• Special equipment may not be brought in without prior approval (for example: electrical equipment, lighting, instruments, barbecues, props).
• NCPRD is not liable for any damage or loss of rental equipment.
• Equipment must be delivered and picked up within the rental period.
• Early delivery or late pickup will result in additional charges.

Food and Supervision

• If food served at the event was not prepared in a licensed kitchen, the permittee is responsible for any resulting food-borne illness.
• Children must always remain in the rental area under adult supervision.

Prohibited Items and Fire Safety

• Fog or smoke machines, rice, bird seed, silly string, confetti, piñatas, bounce houses, and glitter are NOT allowed anywhere in the facility or park areas.
• Open flames are not permitted in any indoor rental space. This includes, but is not limited to, candles, Sterno, chafing fuel, incense, torches, or any flame-producing device. Battery-operated or LED candles are permitted. No exceptions will be made without prior written approval.

Decorations, Set-Up, and Clean-Up

• Set-up, decoration, and clean-up time must occur within the paid permit period, including all vendor time.
• Decorations may only be placed in the rented space and must not cause damage.
• Unauthorized decorations elsewhere are not allowed.
• NCPRD staff may require the removal of any decorations deemed offensive to other park or facility users.