Facility Reservation Application Logo

  • Facility Rental Application & Contract

    for non-profit groups | Personal or commercial rentals are not accepted.

  • INSTRUCTIONS:

    1. This form should be submitted to the Human Services Department at least 45 days prior to the date requested.
    2. This is only a request and is not an approved reservation. 
      1. If this request is approved, Human Services Staff will contact you and request a credit card for payment over the phone. 
      2. Once payment is received, a confirmation will be forwarded to the applicant.  Please read the rules and regulations at the bottom of this page.
    • 1. Facility & Event Information 
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    • ALCOHOLIC BEVERAGE POLICY 

      1. Alcohol service is limited to Walter Taylor Hall, after normal operating hours at the Joslyn Center, and the Alexander Hughes Community Center’s Padua Room. Unless otherwise approved, alcohol service must be requested 30 days in advance to the City of Claremont’s Human Services Department.
      2. It is forbidden to provide, possess, or consume alcoholic beverages at events designated primarily for people less than 21 years of age, or honoring a person under 21 years of age.  Events designated primarily for, or honoring more than one person, will only be permitted to distribute alcoholic beverages if all honorees are 21 years of age or older.  Valid picture identification with date of birth clearly noted will be required of honorees for verification. All attendees must be over 21 years of age at an event that serves alcohol; including entertainment, volunteers, and guests.
      3. No person under 21 years of age may possess, consume, or be served alcoholic beverages. Valid picture identification with date of birth clearly noted will be required of all attendees for verification.
      4. Alcohol service is limited to beer, wine, and champagne only. Wine coolers, margaritas, mixed drinks, hard seltzers (i.e., White Claw), cocktails, and other beverages containing hard liquor (including tequila) and/or trace amounts of hard liquor are strictly prohibited.
      5. Any person or group of 100 or more wishing to serve alcoholic beverages at a City facility must provide a bartender who has successfully completed a valid Training for Intervention Procedures (TIPS): On Premise Program, and who is 21 years of age or older. Valid written documentation, including valid picture identification with date of birth clearly noted, and a certificate of course completion will be required. Said individual(s) will be the only individual(s) permitted to distribute alcoholic beverages.
      6. Renter(s) must submit proof that they have hired a bartender(s) who meets all City requirements no less than 30 days prior to the event. Otherwise, alcoholic beverages will not be permitted on the premises and no refund of applicable fees will be given.
      7. Bartenders, serving attendants, and kitchen/catering staff are not allowed to be under the influence of alcohol or consume alcoholic beverages during the course of the event (including during set-up and clean-up hours)
      8. Alcohol service must cease a minimum of one hour prior to the end of the event (as designated on the rental agreement).
      9. Alcoholic beverages may not be taken or consumed outdoors under any circumstance.                                                                                            
      10. Regardless of the number of persons attending an event, alcohol use involving alcohol sales or admission fees/donations to the event requires a license from the California Department of Alcoholic Beverage Control.  It is the renter’s responsibility to contact Alcoholic Beverage Control to obtain a license.  For such information, visit. http://www.abc.ca.gov .
      11. The selling of alcoholic beverages must adhere to all City policies, as well as to California Department of Alcoholic Beverage Control guidelines.
      12. Failure to comply with any of the these guidelines will result in the immediate termination of the event with no refund given and/or the prohibition of alcohol service with no refund given.
      13. It is the renter’s responsibility to share this information with bartenders, serving attendants, catering companies, restaurants, and other responsible/involved parties.
      14. Proof of Liability insurance with Alcohol Endorsement additionally insuring the City of Claremont must be submitted 30 days prior to the event.
      15. The City of Claremont reserves the right to limit, deny, and/or supplement these rules and regulations with additional rules and regulations in the interest of providing a safe, secure, and responsible environment
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    • 2. Responsible Representative's Contact Information: 
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    • 3. Equipment Requested & Room Setup 
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    • 4. Rental Fees 
    • 5. Insurance and Indemnification 

    • 1.  The City of Claremont requires insurance coverage for all facility rentals. Insurance is available through the City of Claremont’s policy holder. 

      2.  Renter shall indemnify, defend, and hold harmless the City of Claremont, its officers, employees, and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of the Facility and adjoining property, unless solely caused by the gross negligence or willful misconduct of the City of Claremont, its officers, employees, or agents.

      3.   Renter shall procure and maintain general liability insurance against any and all losses, costs, expenses, claims, liabilities, actions, or damages, including liability for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of the City of Claremont facilities and adjoining property in the amount of $1,000,000 (one million dollars) per occurrence, $2,000,000 (two million dollars) general aggregate. If alcohol is sold during the permitted activity, coverage must include full liquor liability. Such insurance shall name the City of Claremont, its officers, employees, and agents as additional insured prior to the rental date which shall provide a thirty (30) days’ notice to the City of Claremont and the Human Services Department of cancellation or any change of coverage or limits. If a copy of the insurance certificate is not on file prior to the event, the City of Claremont may deny access to the Facility.

      4.  Renter shall report any personal injuries or property damage arising at any time during and/or arising out of or in any way connected with Renter’s use or occupancy of the City of Claremont’s facilities and adjoining property to the Human Services Director or his/her designee, in writing and as soon as practicable.

      5.  Renter waives any right of recovery against the City of Claremont, its officers, employees, and agents for fires, floods, earthquakes, civil disturbances, regulation of any public authority, and other causes beyond their control. Renter shall not charge results of “acts of God” to the City of Claremont, its officers, employees, or agents.

      6.  Renter waives any right of recovery against the City of Claremont, its officers, employees, and agents for indemnification, contribution, or declaratory relief arising out of or in any way connected with Renter’s use of occupancy of the Facility and adjoining property even if the City of Claremont, its officers, employees, or agents seek recovery against the Renter.

      7.  The certificate of insurance shall be filed with the City of Claremont and the Human Services Department no later than the date of final payment, or 30 days prior to the event, whichever is prior. If a certificate is not on file by this date, the City of Claremont may terminate the event with no refund of deposit or fees given.

      8. The City’s insurance carrier will review requests to insure live entertainment (crew members and performers) on a case by case basis. If they are unable to insure the Renter’s live entertainment, Renter will need to provide an additional insurance policy at the Renter’s own cost or the Renter will need to sign a release of liability waiver.

      Insurance certificates shall contain the following information:

      All Renters of a City facility shall:

      Procure and maintain, at their own expense and for the duration of the event covered, comprehensive general liability and property damage liability insurance, against all claims for injuries against persons or damages to property which may arise from or in connection with the use of the facility by the user, its agents, representatives or employees in the amount of one million dollars ($1,000,000).

      All Renters insurance shall:

      1. Name the City of Claremont, its employees, officials, contractors, and agents (Collectively hereinafter “City and City personnel”) as additional or co-insured on an endorsement.
      2. Contain no special limitations on the scope of protection afforded to the City and City personnel.
      3. Be “date of occurrence” rather than “claims made” insurance.
      4. Be written by insurance companies qualified to do business in the State of California.
      5. Include a 30-day written cancellation notice.

      The City of Claremont requires the following information on all certificates and/or additional insured endorsements:

      Wording must read exactly, with no exceptions accepted: “Additional Insured: City of Claremont, its employees, officials, contractors, and agents.”

      If alcohol is to be served, insurance coverage shall include and reflect coverage for serving alcoholic beverages.

      In addition, the City of Claremont requires that:

      The certificate of insurance be filed with the City of Claremont Human Services Department no later than the date of final payment, or 30 days prior to the event, whichever is earlier.  If a certificate is not on file by this date, the event will be terminated with no refund of deposit or fees given.

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    • 6. Liability Waiver 

    • In consideration of being allowed to participate in this facility reservation, and intending to be legally bound for myself, my heirs, executor and administrators, do hereby release and discharge the City of Claremont and their respective officers, directors, employees and contractors, jointly and severally, from any and all liability from the risk of personal injury, death, communicable diseases (including COVID-19), illnesses, viruses, or property damage or other occurrence which I and/or the participants in my reservation may suffer in any manner whatsoever arising out of or resulting from my participation in the above mentioned activity/event/reservations, and I expressly assume ALL risks of my own/my participants’ involvement in this activity/event/reservation, including, without limitation, injury as a result of the acts of omission of the above parties or some defect in or on their property of any of them, whether caused by negligence or otherwise, except for illness and injury resulting directly from solely gross negligence of willful misconduct on the part of the City or its employees and I agree to indemnify, save, hold harmless and defend each and every one of the above City parties of and from any and all loss, damages, expenses, costs, and attorney's fees arising out of or resulting from my participation in this activity/event/reservations. I acknowledge that the risk of serious illness and death does exist and my participation in the above mentioned activity/event/reservations includes possible exposure to and illness from infectious diseases including, but not limited to influenza and COVID-19. I willingly agree to comply with the City’s safety guidelines and customary terms and conditions for participation as regards protection against infectious diseases including but not limited to influenza and COVID-19. If I observe any unusual or significant hazard during my presence or participation, I will remove myself from participation and bring such to the attention of the nearest official immediately. I hereby authorize the City of Claremont to call for emergency assistance (including an ambulance) in case of accident or acute illness, and to arrange for necessary medical or surgical care for me/my participants in the event that the emergency contact person(s) designated are unavailable. I also understand that a conscientious effort will be made to notify me or the emergency contact person designated at the time of the facility reservation before such action is taken. I am reserving this facility at my own risk. I certify that I have read and understand this waiver and release and have agreed below. Participants involved in the City of Claremont Human Services activities/events/reservations may be photographed and such photographs may be used to publicize City activities/events/reservations without compensation and without further permission.

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    • 7. Facility Rental Rules & Regulations 
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    • 8. Facility Reservation Cancellation Policy 

    • All changes must be received in writing no less than one week in advance of the reservation date. The reservation holder must remain in attendance for the entire period of the reservation and must have a copy of the confirmation with them. In the event that the reservation holder requests a cancellation of their rental from the time of application, a cancellation fee is withheld from any fees paid. The cancellation percentage fees are as follows: The reservation holder is not eligible for a refund if the request is submitted 13 days or less of the event. If a cancellation request is submitted 14 days prior to the event date, the reservation holder is eligible for a 50% refund of the fees paid (excluding the cancellation fee of $75.00); if the cancellation request is submitted 30 days prior to the event date, the reservation holder is eligible for a 65% refund of fees paid (excluding the cancellation fee of $75.00); if the cancellation request is submitted 45 days prior to the event date, the reservation holder is eligible for a 100% refund (excluding the cancellation fee of $75.00.) If a refund request is due to a medical reason, documentation is required upon sending in request.

      I am an authorized agent of the organization submitting this contract.  The information provided in this contract is true and correct.  I have read and understand the City of Claremont’s Facility Rental Policy and the terms of this contract and agree to all of the aforementioned rules, regulations and conditions of use.

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    • 9. Processing Fee 

    • I understand that I will be charged a processing fee based on a percentage of my total transaction if using a credit/debit card. I understand that processing fees are paid directly to the software provider and that the processing fee is not refundable under any circumstance. This includes, but not limited to, if the City cancels the activity or event.

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