2022/12/13 City Council Resolution 2022-114 RESOLUTION NO. 2022-114
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
ADOPTING THE AMENDED PARK AND FACILITY RESERVATION AND USE
POLICY HANDBOOK AND AUTHORIZING THE FINANCE DIRECTOR TO
APPROPRIATE $5,495 IN THE COMMUNITY SERVICES DEPARTMENT FY 2022/23
BUDGET
WHEREAS; the City of Rohnert Park operates five rentable facilities and ten rentable
parks; and
WHEREAS, the City receives requests to reserve and rent public spaces for private
parties, fundraisers, sports leagues, and other events for the purpose of gathering; and
WHEREAS,the City regulates the use of its public facilities through the Park and
Facility Reservation and Use Policy Handbook (Policy Handbook) adopted by the City Council
on June 25, 2019; and
WHEREAS, since that time, there has been an increase in picnic area usage that has
generated more garbage in City parks; and
WHEREAS,the City desires to add accountability measures to picnic area renters
through the Policy Handbook; and
WHEREAS, the City desires to update outdated information in the Policy Handbook.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve the amended Park and Facility Reservation and
Use Policy Handbook, set forth as Exhibit A to this Resolution.
BE IT FURTHER RESOLVED that the Finance Director is authorized to amend the
budget for Fiscal Year 2022/23 to reflect the appropriation of an additional $5,495 to the
Community Services Department.
DULY AND REGULARLY ADOPTED this 13th day of December, 2022.
CITY OF ROHNERT PARK
J ckie Elw ,
ATTEST:
Sylvia opez evas, City Clerk
Attachments: Exhibit A
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AYES: ( ) NOES: ( ) ABSENT: ( `4. ABSTAIN: ( 5:25 J J
Resolution 2022-114
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Exhibit A to Resolution 2022-114
City of Rohnert Park
Community Services Department
5401 Snyder Lane
Rohnert Park, CA 94928
(707) 588-3456
PARK AND FACILITY RESERVATION AND
USE
POLICY
Creating Community through People, Parks, and Program
Park and Facility Reservation and Use Policy
Adopted by City Council Resolution ______ on ________
Recreation Facility Fee Schedule
Adopted by City Council Resolution _______ on _______
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TABLE OF CONTENTS
I.GENERAL TERMS AND CONDITION
A.Reservation Policy ............................................................................... 2
B.Payment of Fees ................................................................................... 2
C.Cancellation/Refunds ........................................................................... 3
D.Security Deposit ................................................................................... 3
E.Approval of Application ...................................................................... 4
F.Responsibilities of Renters .................................................................. 5
G.Large Special Event Rentals (City Center Plaza/CC Complex) .......... 5
H.Recurrent Facility Use ......................................................................... 5
I.Insurance .............................................................................................. 5
J.Security Guards and Chaperones ......................................................... 6
K.No Smoking ......................................................................................... 6
L.Alcoholic Beverages ............................................................................ 6
II. FACILITIES
A.Introduction and Facility Descriptions.................................................6
B.Facility Use Regulations ......................................................................7-11
C.Fee Schedule Categories ......................................................................11
D.Fee Schedule ........................................................................................11
III.PARKS
A.Introduction and Park Descriptions .....................................................13
B.Park Use Regulations ...........................................................................14
C.Athletic Field Use Guidelines …….. ...................................................17
D.Fee Schedule Categories Picnic Areas .................................................18
E.Fee Schedule Sports Fields.. ................................................................18
IV.LARGE SPECIAL EVENTS
A.City Center Plaza Description ..............................................................20
B.Community Center Back Lawn/Center Complex ................................20
C.Community Parks…………………………………………………….21
D.Large Special Event Use Regulations ..................................................21
E.Fee Schedule Recreation Facility.........................................................24
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I.GENERAL TERMS & CONDITIONS
A.Applicability of Reservation Policy
This Policy is for the purpose of regulating the reservation of City recreational facilities
for private rental use, as well as the reservation of specified city parks and portions
thereof for exclusive or private rental use, for private picnics and other temporary events
requiring a guaranteed reservation of space in a City park to the exclusion of the general
public. This policy also applies to reservations of space for the purpose of installing
temporary amenities, including bounce houses, or other structures, for the purpose of
conducting events in City parks.
This Policy does not apply to community events or other gatherings that are open to the
general public in City parks, including but not limited to the conduct of expressive
activity, which includes conduct, the sole or principal object of which is the expression
of opinion, views, or ideas, protected by the First Amendment of the U.S. Constitution.
Expressive activity includes, but is not limited to, public oratory and distribution of
literature.
The Community Services Department authorizes and administers the rental of City
picnic areas, fields, facilities, and special event areas on a first-come, first-serve basis.
B.Application Requirements and Payment of Fees
Applications may be obtained by calling the Community Services Department at 707-
588-3456, or in person at the Community Center, 5401 Snyder Lane, Rohnert Park.
Monday – Friday, 8:00a.m.-5:00p.m., or on the City’s website: www.rpcity.org. In
order to book, completed applications with the deposit are required to be submitted in
person at the Rohnert Park Community Center, Monday – Friday, 8:30 am-4:30 pm up
to one year in advance to the day of the booking date.
Applications shall be submitted on rental forms prepared by the Community Services
Department.
1.All rental fees are due at least thirty (30) days prior to event, and for reservations
that are made within thirty (30) days, all fees shall be due immediately with the
application.
2.Failure to meet this deadline may result in cancellation of reservation and forfeiture
of deposit.
3.Fees may be paid by VISA, MasterCard, cash and checks made payable to the City
of Rohnert Park.
4.Facility use fees are periodically reviewed by City Council and any changes to the
approved fee schedule will be applied to all rentals except as may be provided for in
the resolution of City Council adopting the fee schedule.
Applications for reservations shall be deemed submitted once the following are
provided:
1. Completion of City application.
2. Payment of rental fees and applicable security deposit to the Community Services
Department.
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C.Refund Policy (Special Event Rentals and Facility Rentals)
3.If reservation is canceled by the renter sixty (60) or more days prior to event, a fee
will be assessed as determined in the Recreation Facility Use Fee Schedule of the
deposit shall be non-refundable and the remainder shall be returned.
1.If reservation is canceled by the renter fifty-nine (59) or fewer days prior to event,
the deposit will not be returned.
2. Refunded rental fees and security deposits (or a portion thereof) will be mailed
within 6 weeks after cancellation.
D.Refund Policy (Picnic Rentals)
1.If reservation is canceled by the renter prior to 15 or more days before the event, a
$10 processing fee will be charged.
2.If reservation is canceled by the renter fourteen (14) or fewer days prior to event,
50% depositof the rental fee will be returned.
3. Refunded rental fees and security deposits (or a portion thereof) will be mailed
within 6 weeks after cancellation.
4.For cancellations by the renter due to inclement weather, 100% of rental fees and
security deposits can be applied toward rescheduled reservation. Alternatively, the
renter may elect a refund in accordance with the above limitations.
E.Damage Policy and Security Deposit
1. A refundable security deposit is due upon submittal of any application. A schedule
of security deposits that is applicable to each type of rental may be adopted by the
Community Services Director or the City Council.
2.Any damage or loss to facility or equipment shall be the responsibility of the renter.
The renter will be liable for any and all costs associated with the restoration,
replacement, damage or loss experienced.
3.Clean-up during and after the event shall be the responsibility of the renter. The City
reserves the right to deny the rental of a City facility, or increase the deposit from a
renter who previously failed to meet the minimum cleaning requirements.
4.The security deposit is fully refundable unless:
a.The event extends beyond the permitted time, in which case, costs of any
additional staff time or administration may be assessed as may be necessary to
facilitate the end of the event.
b.The facility, structures, amenities or turf areas are damaged or any items of City
property are missing.
c. Vandalism, fights, or illegal conduct occurs.
d.Police response is required as a result of the event.
e.The facility or park is not returned to its original condition including:
•Litter and other debris remains
•Excess garbage and recycling items are not removed by the renters
•Any City equipment is missing or damaged
5.Damage to city property, costs of staff time and cleanup, and any costs borne by the
City due to one or more of the above issues may be charged by the City against the
security deposit. The use of the security deposit is an additional remedy and shall not
limit the City’s ability to recover damages in any manner provided by law. In the
event that the security deposit does not satisfy all costs incurred by the City, the City
shall bill the renter for any costs exceeding the security deposit. If the renter refuses
or fails to pay the billed balance, the renter shall not be allowed to use City
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recreational facilities or engage in private rentals of City parks until full payment has
been made.
6.If police response is required as a result of violation of laws or policies of the City,
the event may be terminated immediately, and the security deposit shall be forfeited.
Any rental fees shall not be subject to refund.
7.Any refund of security deposits (or a portion thereof) will be mailed within 6 weeks
after the completion of a rental.
F.Approval and Processing of Applications
1.The City of Rohnert Park will issue a permit for reservations in accordance with the
policies contained herein.
2. Reservations may be made up to one (1) year in advance. The City shall process
applications within 30 days of receipt of a completed application. Advance
reservations beyond 30 days are strongly recommended.
3. Applications may be denied for the following grounds:
a. the application for permit was made has on prior occasions made material
misrepresentations regarding the nature or scope of an event or activity
previously permitted or has violated the terms of prior permits issued to or on
behalf of the applicant;
b. the application is not fully completed or executed, including submission of any
required attachments;
c. the applicant has not tendered required fees or security deposits, provided
insurance certificates and endorsements, or executed any required indemnity or
hold harmless agreements required by the Community Services Department;
d. the applicant is not legally competent to contract or be sued;
e.the applicant has previously damaged City property, or caused the City to incur
charges in the course of a prior rental, and has not paid in full for such costs, or
has other outstanding debts to the City related to use of the Community Services
Department facilities, parks, or services;
f.the use or activity intended by the applicant would conflict with planned
programs organized and conducted by the City and scheduled for the same time
and place, including planned renovations or repairs;
g.the use or activity the use or activity intended by the applicant would conflict
with a previously approved permit or reservation that is scheduled for the same
time and place;
h.the use or activity is inconsistent with permitted uses of a park or recreational
facility, or would violate a provision of the municipal code, or other adopted City
policy, or exceed the capacity of the building or facility;
i.the use or activity intended by the applicant would present an unreasonable
danger to the health or safety of the applicant, or other users of the park, of City
employees or of the public, or create an unreasonable likelihood of damage to
City property; or
j.the applicant has not complied with or cannot comply with applicable licensure
requirements, ordinances, and regulations, related to the sale or offering of goods
or services to be undertaken in conjunction with the reservation.
The Director of the City of Rohnert Park Community Services Department may impose
conditions on any reservation or permit granted under this Policy as may be needed to ensure
the protection of City property, or to ensure compliance with applicable City policies and
regulations.
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G.Revocation
The City reserves the right to revoke any reservation or permit at any time that is issued under
this Policy, (1) for violations of this Policy, (2) on the grounds listed above that that would
justify denial of a reservation or permit, or (3) upon determining that cancellation is required
due to an emergency or the need to use the City property for a municipal use. The City shall
make reasonable efforts to avoid interference with an issued permit, and in the event that the
City cancels a permit on the last ground, a full refund shall be issued.
H.Appeals
Any person aggrieved as a result of a decision under this Policy may file an appeal in writing,
clearly stating the reasons for the appeal. Such appeal may not be made more than thirty (30)
days after the decision is being made has been rendered. The applicant shall be given
reasonable opportunity to be heard and present evidence to City Manager or designee in
writing. Decisions shall be in writing and shall be delivered either in person or by mailing to
the address stated on the rental application. Decisions on appeal shall be final.
G. General Responsibilities of Renters
1.The renter is responsible for conduct of all participants, supervision of minors,
damages and all fees due.
2.The renter must agree to defend, indemnify, and hold harmless the City and its
officers and employees from all claims that may arise out of their event, as well as
fully and promptly obey all lawful orders given by the City of Rohnert Park
Department of Public Safety and abide by the City’s municipal code.
3. Additionally, the renter shall be responsible for ensuring that all participants in their
event or rental shall abide by City policies, municipal code provisions, and follow
the directions of the City’s Community Services Department or Department of
Public Safety.
4.Renters must restore all areas of any park or facility rented to the condition they
were found.
H.Recurrent Facility Use
1. Requests for recurrent facility use, such as consecutive days or weeks will be
considered in accordance with this policy.
2.If recurrent use is approved, one (1) security deposit will be held on account with the
City for renters with regularly scheduled events. The deposit will be refunded at the
end of the fiscal year’s rental period.
3. A new security deposit shall be required along with a newly completed application
for the next yearly rental period.
I.Insurance
1.Renters shall be required to acquire general liability insurance and provide
endorsements to such policies naming the City of Rohnert Park as additionally
insured and all necessary endorsements and certificates of insurance demonstrating
must be submitted to the City of Rohnert Park Community Services Department
with a completed application.
2. Minimum coverage required shall be $1,000,000 to $2,000,000 per occurrence in
general liability insurance, based on a determination of risk by the City’s Risk
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Manager. Vendors that are participating in an event, such as a caterers, decorators
and/or security companies will be required to provide proof of insurance to the City
of Rohnert Park Community Services Department.
3. For insurance information on alcohol sales and consumption, refer to individual
policies in this document - Facilities: pg. 8, Parks: pg. 14, City Center Plaza: pg. 18
4. Coverage shall be primary and non-contributory, where required, and a waiver of
subrogation shall be provided.
J.Security Guards and Chaperones
1. For security regulations and requirements, refer to the individual policies in the
document - Facilities: pg. 8, City Center Plaza: pg. 18
K.No Smoking
1. Smoking is prohibited in all public places, recreational areas, and public facilities
within the City. Rohnert Park Municipal Code section 8.32.050.
2.City code prohibits smoking in recreational areas such as, parks, gardens,
playgrounds, picnic and barbeque areas, sporting facilities including bleachers,
dugouts, ball fields, tennis courts, swimming pools and surrounding areas, walking,
running, biking and nature trails.
M.Alcoholic Beverages Sale and Consumption
1.For information on alcohol sales and consumption, refer to individual policies in this
document - Facilities: pg. 8, Parks: pg. 14, City Center Plaza: pg. 18
II.FACILITIES
A.Introduction and Facility Descriptions
The City facilities described below are available for rental to individuals and
organizations. The Community Center, Burton Avenue Recreation Center and the Senior
Center may accommodate large events such as wedding receptions, anniversary parties,
birthday parties, and other special occasions. The Community Center also has a couple
smaller rooms for more intimate gatherings. The Callinan Sports & Fitness Center and
Gold Ridge Recreation building provides a space for sports oriented use.
ROHNERT PARK COMMUNITY CENTER
5401 Snyder Lane, Rohnert Park, CA 94928
•Multi-Use Room capacity: 350 people dining with stage area and small dance
floor
•Kitchen: available to Multi-Use Room renters only
•Meeting Room #2 & Lounge capacity: 75 people dining (this is two adjoining
rooms)
•Meeting Room #2 capacity: 40 people dining
•Lounge capacity: 35 people dining
•Garden Room capacity: 50 assembly (no food allowed in this room)
•Conference Room capacity: 15 people, meeting space only
•Outdoor Wedding Ceremony Area capacity: 150 people
BURTON AVENUE RECREATION CENTER
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7421 Burton Avenue, Rohnert Park, CA 94928
•Main Hall capacity: 200 people dining with small dance floor
•Kitchen facility
ROHNERT PARK SENIOR CENTER
6800 Hunter Drive, Rohnert Park, CA 94928
•Activity Room capacity: 120 people dining with a dance floor
•Kitchen facility
CALLINAN SPORTS & FITNESS CENTER GYMNASIUM
5405 Snyder Lane, Rohnert Park, CA 94928
•Gymnasium capacity: 500 (available for sports use)
GOLD RIDGE RECREATION BUILDING
1455 Golf Course Drive, Rohnert Park, CA 94928
•Multi-Sport Court capacity: **** (available for sports use)
CITY CENTER PLAZA
500 City Center Drive, Rohnert Park, CA 94928
•Outdoor Plaza
1.Facility Availability
•Rohnert Park Community Center:
Monday - Friday: subject to availability Sat - Sun: 8:00 a.m. – 12:00 a.m.
•Burton Avenue Recreation Center
Monday - Friday: subject to availability Sat - Sun: 8:00 a.m. - 11:00 p.m.
•Senior Center
*Monday - Friday: Not available Sat - Sun: 9:00 a.m. – 10:00 p.m.
.
B.Facility Use Regulations
1.Administrative Responsibility
a. The Community Services Department authorizes and administers the rental of the
Community Center, Burton Avenue Recreation Center, the Senior Center, the
Callinan Sports & Fitness Center and Gold Ridge Recreation Building in
accordance with the general policy set forth. The General Terms and Conditions
stated above apply to all facility use.
2.Facility Rental Hours
a. There is a 4-hour minimum rental period on Saturday and Sunday. The renter
must also include set up and clean up time within their rental time frame.
b. Community Center events must end at 12:00 am, with the clean-up ending by
1:00 am. Burton Avenue Rec events must end at 11:00 pm, with clean-up ending
by 12:00 am. Senior Center events must end at 10:00 pm, with clean-up ending
by 11:00 pm.
c. Renter must be present for the entire rental period.
d. Participants must adhere to hours set forth on rental contract, failure to comply
will result in overtime charges of one and a half times the applicable hourly rate.
e. Reservation hours must include the time for set-up and clean-up.
f.Multiple day rentals must be closed between midnight and 8:00 a.m.
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g.Event supplies and/or equipment at facilities prior to the set-up time designated
on the rental contract cannot be delivered.
h.All individuals associated with the event must vacate the facility by the indicated
ending time listed on rental contract, failure to comply will result in overtime
charges of one and a half times the applicable hourly rate (rounded up to the ½
hour).
i.To adjust hours for a rental contract, the renter must contact the Community
Services Department at least 45 days prior to the rental date. The City of Rohnert
Park reserves the right to deny such changes.
j. City facilities are closed and not available to rent on observed holidays; January
1st, July 4th; Thanksgiving Day and the day after Thanksgiving; December 24th,
December 25th; and December 31st.
3.Alcoholic Beverages Sale and Consumption
a. The service or sale of alcoholshall be authorized subject to RPMC Chapter 9.34
–Alcoholic Beverages, by obtaining a permit from the Director of Public Safety
or his or her designee, and in compliance with this policy.
b. If serving alcoholic beverages for more than five (5) hours SERVICE OF
ALCOHOL MUST END one (1) hour before the “event end time” designated on
the rental contract. This does not include time allotted for clean-up.
c.If serving alcohol for more than five (5) hours security guards are required for
the duration of your event.
d. Alcoholic beverages cannot be served or consumed past 10:00 p.m.
e. Alcoholic beverages cannot not be served longer than seven (7) hours.
f.Alcoholic beverages must be served in clear plastic cups and/or plastic flutes (no
glass or polystyrene).
g.Beer kegs must be placed on rubber mats to avoid damage to floor.
h. The California Alcoholic Beverage Control (ABC) requirements must be
followed:
•All groups selling alcoholic beverages must conform to all ABC rules and
regulations and must obtain any and all permits required by the ABC.
•Servers must complete the ABC training.
•Copies of all ABC permits must be submitted to the City of Rohnert Park.
i.If a caterer will be selling alcohol at an event a copy of their license must be
submitted thirty (30) days prior to the event.
j.Liquor Liability Insurance of not less than $1,000,000 is required. The City may
require certificates of insurance evidencing coverage, and endorsements to
policies to add the City as an additional insured. Coverage shall be primary and
non-contributory.
k.Security guards/officers are required when alcohol is being served in facilities
see below.
4.Security Guards/Police Officers
a. Renter is required to provide security guards at an event when service of alcohol
exceeds five (5) hours.
b.At an event where alcohol is being served and security guards are required, the
ratio for security guards must be three (3) guards to one hundred (100)
participants.
c.In the event security guards are required, the renter shall use a valid, licensed
security company.
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d. The renter must provide a copy of the security contract thirty (30) days prior to
the event.
e.The City of Rohnert Park Department of Public Safety is notified of all facility
rentals and may require assigned police officers to an event.
f.Renter will pay the cost of security guards and/or police officers directly. This
cost is incurred by the renter.
g.If required, security guards and/or police officers must be present at the event the
entire time guests are present.
h. Security guards and/or police officers must be in uniform and are responsible for
patrolling premises.
i.Overnight security may be required for multiple-day events.
5.Youth Event Chaperones
a.Adult chaperones are required for youth activities. A list of these chaperones
must be submitted to the Community Services Department at least ten (5)
working days prior to event. This list must include phone numbers for all
chaperones.
b.Security guards and/or police officers may be required at renter’s expense.
6.Additional Charges
a. Penalty fees will be charged for any time beyond permitted hours. The penalty
fee is equal to 1.5 times the hourly rate charged in half hour increments.
b.An administrative transfer fee of $25.00 will be assessed each time an authorized
change is made to the date or location of the rental. This fee does not apply to
sports field rentals.
c.The Security Deposit is fully refundable unless:
•The event extends beyond the permitted time
•There is evidence of alcohol when alcohol is not permitted (the event will be
shut down and security deposit shall be forfeited)
•The event exceeds maximum capacity for the room rented (in which case, the
security deposit shall be forfeit)
•The facility, structures, amenities or turf areas are damaged or any items
missing
•Vandalism, fights, or illegal conduct occurs (event may be shut down with no
refunds of security deposit or rental fees)
•Police assistance is required
•The facility or park is not returned to its original condition including:
o Litter and other debris remain
o Excess garbage and recycling items are not removed by the renters
o Any City equipment is missing or damaged
o Food, drink or debris is found in the lobby, halls or outside the
facility
d. Charges due to one or more of the above will be taken from the security deposit.
Charges shall be assessed at a rate determined by staff equal to the approximate
direct cost to remedy the situations above (damage repair/replacement, staff
costs, administrative time).
e. Renter will be billed for any fees greater than the deposit.
f.If renter refuses or fails to pay billed balance, legal action may be taken; the
renter may be barred of future uses at facilities.
7.Changes to Reservation
a. A user may request changes to reservations up to sixty (60) days in advance.
After that, any changes to the reservation will result in an administrative charget
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of $25. Changing dates less than 60 days prior to your current date will be
treated as a cancellation for the purposed of this policy.
8.Kitchen
a. Kitchen rental includes use of the stove, oven, refrigerator, freezer (where
available), dishwasher (where available) and sink according to all manufacturers’
instructions (provided).
b. All other equipment and/or supplies must be provided by the renter or caterer.
c.All equipment must be removed by the designated clean up time indicated on the
rental contract.
d.Kitchen must be restored to its original condition.
e.Do not dump grease or ice outside.
f.The City of Rohnert Park is not responsible for loss or damage of personal
property.
9.Decorations
a.No staples, tacks or nails are allowed on the walls or other fixtures.
b. No confetti, birdseed, rice, glitter, or sand.
c.All set-up and take down of decorations are the responsibility of the renter.
d. Decorations may only be attached with drafting tape.
e.Helium balloons must be anchored and removed after event.
f.No lit candles may be used at any facility.
g.Fog machines are not permitted.
h. Some decorations may require fire-proofing.
10.Janitorial
a. The required maintenance fee paid with the rental fees covers the cleaning and
restocking of the restrooms and the scrubbing of the floors with our professional
floor machine. The renters are responsible for cleaning the rest of the facility
including the kitchen and removing all garbage from the facility.
b.An assigned facility attendant will provide a cleaning checklist for review with
renters at the beginning and end of the rental period.
c.Should additional cleaning be required after use, a minimum flat rate assessed
based on direct cost recovery as billed by the contract janitorial company will be
taken from the security deposit. Any additional cleaning shall be billed at cost as
determined by staff. If the charges for the required cleaning and other damage
exceeds security deposit, the renter will be billed the balance.
11.Facility Attendant
a.A City facility attendant will be on duty for opening and closing the facility for
all events and available onsite or by cell phone for the duration of all events.
b. At the discretion of the Community Service Department, a second facility
attendant may be required at a flat rate as determined by the Recreation Facility
Use Master Fee Schedule billed to the renter.
c.City staff is authorized to close an event for renter’s failure to comply with the
City of Rohnert Park Park/Facility Regulations and General Terms and
Conditions.
12.Use of Equipment
a.Equipment provided to the renters includes available tables and chairs.
b. Equipment will not be loaned or removed from City facilities except by City
staff when needed for City events.
c. Table and chair is to be set-up by the renter. All break down of tables and chairs
will be done by the facility attendant.
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d. Operation of lighting, sound equipment and heating/cooling system will be done
by facility attendant.
13.Amplified Sound
a.Amplified sound will be permitted in City facilities with approval.
b. Sound must be turned down at the request of the Facility Attendant on duty.
Failure to comply may result in termination of the event and closure of the
facility.
14.Parking
a.Parking is available on site at each facility.
b. Parking regulations must be followed at all times.
15.Senior Center Exceptions
a.DJ’s, prerecorded music or a public announcement system is allowed at the
Rohnert Park Senior Center subject to noise ordinance restrictions. Live music is
not permitted due to noise ordinance restrictions.
16.No Smoking
a.Per City ordinance smoking is not permitted in a City facility or within 25 feet of
any exit, entrance or operable window.
C.Fee Schedule Categories
1.Resident Non-Profit:
a.Resident non-profit organizations are organizations with 501(c) status from the
IRS and have a supporting determination letter.
b. Resident non-profit organizations receive a discount when the organization has
been conferred eligible for nonprofit status by the Internal Revenue Service
under the United States Internal Revenue Code Section 501(c) and maintains an
office or provides services within the City of Rohnert Park.
c.Government agencies fall under this classification for the purpose of determining
rates and fees.
2.Resident Private:
a.Applicant lives within the Rohnert Park city limits.
b.Proof of residency in the form of a current utility bill is required.
c.There is no admission charged at the event.
3.Non-Resident Private:
a.Applicant does not live within Rohnert Park city limits.
b. There is no admission is charged at the event.
4.Commercial
a.Applicant is booking for business related function.
D.Fee Schedule (Please reference Recreation Facility Fee Schedule)
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III. PARKS
A. Parks Available to Reserve
Features may include multiple playing fields suitable for organized play, group picnic
areas, large play structures, public restrooms and on-site parking. Group use of the City
of Rohnert Park’s park features are authorized by a park use permit based on capacity of
picnic areas at each park as determined by City staff. City of Rohnert Park rentable parks
include:
ALICIA PARK (5 acres)
300 Arlen Drive
Amenities include: Large group picnic area and barbeque pit. Children’s play structures
including a tot-lot. Lighted youth baseball field. Adjacent to John Reed School softball
and soccer fields. Public restroom available during park hours.
BENICIA PARK (6 acres)
7471 Bernice Avenue
Amenities include: First-come, first-serve group picnic area with 7 tables and a
barbecue pit. Children’s play structure. One lighted youth baseball field and a seasonal
community swimming pool. Public restroom available during park hours.
COLEGIO VISTA PARK (5 acres)
1200 Southwest Blvd.
Amenities include: Children’s play structure, four picnic tables and a barbeque pit. One
youth baseball and soccer field. Public restroom available during park hours.
DOROTEA PARK (6 acres)
895 Santa Dorotea
Amenities include: Children’s play structure and tot-lot. Group picnic area with seven
tables and one large barbeque. One youth baseball fields, one lighted basketball court
and two lighted tennis courts. Public restroom available during park hours.
EAGLE PARK (10 acres)
1115 Emily Avenue
Amenities include: Tot-lot play structure. One lighted youth softball field and one youth
soccer field. Two lighted tennis courts. Picnic tables and barbeque available on a first-
come, first-serve basis. Public restroom available during park hours.
GOLIS PARK (13 acres)
1450 Golf Course Drive
Amenities include: Children’s play area and tot-lot, soccer and softball fields and a
lighted baseball field. Two lighted basketball courts and a lighted multi-use court
available first-come, first-serve. Two lighted tennis courts, first-come, first-serve or by
reservation. Five picnic tables with individual barbeques. Public restroom available
during park hours.
HONEYBEE PARK (10 acres)
1170 Golf Course Drive
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Amenities include: Children’s play area and tot-lot. Two lighted basketball courts and
two lighted tennis courts. Five picnic tables and a barbeque. A year round community
swimming pool.
LADYBUG PARK (5 acres)
8517 Liman Way
Amenities include: Children’s play area and one youth soccer field. Four picnic tables
and two individual barbeques.
MAGNOLIA PARK (19 acres)
1401 Middlebrook Way
Amenities include: Children’s play area and six picnic tables with two barbeques. One
youth soccer field and two lighted combination softball/soccer fields. Eight lighted
tennis courts and two lighted basketball courts. A seasonal community swimming pool.
Public restrooms available during park hours.
MAURICE FREDERICS PARK (5 acres)
1600 Wisdom Lane
Amenities include: Picnic area, dog park, play equipment for ages 2-5 and 5-12, half-
court basketball, no restrooms
SUNRISE PARK (9 acres)
5201 Snyder Lane
Amenities include: Children’s play area and individual picnic tables with barbeques.
Lighted all-weather soccer and softball field. Lighted basketball court, six lighted
permanent pickleball courts and two lighted tennis courts/six temporary pickleball
courts. Public restroom available during park hours.
TWIN CREEKS PARK (7 acres)
5530 Kerry Road
Amenities include: Children’s play area and tot-lot, two soccer fields and a baseball
field. Two basketball half-courts. Six covered picnic tables and two barbeques. Public
restroom available during park hours.
B. Park Use Regulations
1. Park Hours
a. City of Rohnert Park parks are open seven days a week, year-round from sunrise
to sunset.
b. All unreserved areas remain open to the public at all times during park hours.
c. Sports fields and courts are open from 8:00 a.m. to 10:30 p.m. when permanent
lighting is present. Sports fields and courts without permanent lighting will be
closed at dark.
2. Athletic Field Use Reservations and Permits
a. Field use applications for reservation of fields must be received no later than
fourteen (14) days prior to reservation date requested, and will be accepted up to
one year in advance. Upon approval, a field use permit will be issued identifying
the reserved field, approved use and specific requirements for that use.
b. Permits for field use are required for:
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•Organized sports use
•Group participation of more than 10 individuals. (Municipal Code 9.62.010)
that is not open to the public.
c.A permit is not required for informal play or gatherings, less than 10 participants
or informal play or gatherings open to the public.
d.Field Use Permits for fields will be issued in the following priority:
•City of Rohnert Park programs
•Rohnert Park youth groups
•Rohnert Park adult groups
•Non-Rohnert Park youth groups
•Non-Rohnert Park adult groups
3.Picnic Area Reservations
a. Picnic area reservation applications are required to reserve a picnic area and must
be received no later than five (5) business days prior to the date requested.
Picnic area permits are required when:
•Installing temporary amenities (i.e. children’s bounce houses)
•Organizing or hosting an activity or event with more than ten (10) people that
is not open to the public
Picnic reservations reserve the picnic areas of the park only.
b.Picnic reservations are limited to small events up to 5 hours in length, and with
an attendance of less than 100 (some parks may have lower capacity). Events
which exceed this length and capacity shall be considered Large Special Events
(see page 20)
•Large Picnic Areas (capacity 100): Alicia, Magnolia, Colegio
Vista, Twin Creeks
•Small Picnic Area (capacity 50): Dorotea, Golis, Sunrise
•Small Picnic Area w/o restrooms (capacity 30): Ladybug,
Mauice Frederics, Honeybee, Rainbow
c.Alcohol shall not be permitted as part of any picnic rental.
d. Applications shall be accepted year-round, up to one year in advance. All picnic
areas require a damage deposit based upon the number of participants in
attendance.
e.All or part of the damage deposit may be refunded based upon the condition of
the rented park after the event. Additional charges may be assessed in the
following circumstances:
•User inaccurately estimated attendance, difference in fees will be deducted
from deposit.
•The facility, structures, amenities or turf areas are damaged or any items
missing
•The facility or park is not returned to its original condition including:
o Litter and other debris remain
o Excess garbage and recycling items are not removed by the renters
(anything not disposed of in a provided garbage can)
f.The deposit may be forfeit and picnic rental may be shut down if:
•The event extends beyond the permitted time
•There is evidence of alcohol being present
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•The renter misrepresented the nature of the event, or expected attendance (i.e.
event does not qualify as a picnic rental)
•Vandalism, fights, or illegal conduct occurs
g.User shall be billed for any costs or charges incurred by the City that are greater
than the security deposit.
h. Deposits shall be refunded within 4-6 weeks after rental.
i. Picnic renters must request permission for installing temporary amenities such as
children’s bounce houses, portable restrooms, or sound equipment. These
amenities may require renters to provide insurance (see page 4), pay additional
temporary amenity fees, or change classification of event from picnic rental to
large special event.
j.Picnic renters who wish to use amplified sound must obtain a sound permit and
upon approval pay sound amenity fee.
k. Picnic rentals do not include use of electricity or water at any city park.
4.Tennis/Pickleball/Basketball/Futsal Court (Courts) Use
a.City of Rohnert Park court use is on a on a first-come-first-serve basis or by
reservation by calling 707-588-3456.
b. Designated use of the Courts per court type are the ONLY permitted activities on
the courts. For example, only tennis is permitted on tennis courts. It is unlawful
for any person, entity, firm or corporation to engage in any activity other than the
designated use of the courts without written permission form the Community
Service Department. (Municipal Code 9.62.010)
c.Only active players are permitted within the fenced court area. Spectators must
remain outside of the fenced court area.
d.White-rubber-soled-tennis should be worn on the courts.
e. Players are required to observe designated sport courtesies, as well as rules of
good-conduct, on and around the courts.
f.Players waiting to play must remain outside the fenced court area but within the
immediate vicinity, or they will lose their place waiting.
g.Organized activities on courts must have City of Rohnert Park approval and a
use permit if not open to the public.
h. During scheduled events, one tennis/pickleball/basketball court will be left open
for public play. This practice does not apply to City of Rohnert Park recreation
programs or
City-approved community-wide events.
5.Use of Lights on Fields
a.Lighted field use is authorized by special use permit and is subject to the hourly
use fee in addition to electrical fees for the use of lights.
b. Field users with a permit for field and lights must check out and return the light
key from the Sports & Fitness Center, 5405 Snyder Lane. The key will not be
checked out if the permit for use cannot be verified.
6.Temporary Amenities
a. Groups renting special amenities such as children’s bounce houses or portalets,
must note it on their application.
b.Access to power and water is not available.
c.Companies providing the amenity must acquire approved liability insurance.
7.Amplified Sound
a.Amplified sound will be permitted in Rohnert Park by special permit only.
8.Alcohol Beverages Sale and Consumption
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a.Use of Alcoholic beverages is prohibited in City of Rohnert Park parks.
9.Large Special Events
a. Large special events are permitted at City Center Plaza,the Community Center
Complex outdoors, and select community parks. Please see page 18.
10.Park or Field Closure
a. The City reserves the right to restrict the use of its parks or any designated area,
field or portion of its parks.
b.Playing fields will be closed to organized group play due to inclement weather.
To check the status of a field closure online visit, www.rpcity.org/fields
11.Concession Stand Use
a. Use of the concession facility is authorized by a special use permit only.
b. Renter or vendor must provide all vending items and necessary supplies.
c.Renter or vendor may bring additional temporary equipment as needed.
d. Concessions are subject to Sonoma County Department of Health Services
requirements, website: www.sonoma-county.org/eh phone: 707-565-6531
e.The City of Rohnert Park is not responsible for loss or damage of personal
property.
f.Concession stands will only be permitted to youth sports organizations for in-
season league game days.
g.Concession stands are not available to be permitted for private renters.
12.Storage Units
a. Storage units are not permitted in City parks without expressed written consent
by the City.
13.Animals
a.Dogs are prohibited in public parks and playground areas unless such dogs are
under physical restraint by a person capable of controlling the dog by means of a
leash. This provision shall not apply to any area specifically designated as a dog
park or off leash exercise area. (Municipal Code 6.14.030)
b. Dog owners are required to clean up after their dogs. Doggie bag stations are
located in many of the parks.
14.Glass Containers
a. Glass containers are not allowed in City parks.
15.Private Equipment
a.Use of private equipment such as shade structures, umbrellas, etc. must be
approved on a case by case basis.
b.Personal barbecues and gas grills are not allowed in City parks.
16.Food and Merchandise Vending
a.Anyone wishing to sell food or merchandise in City parks will be required to
obtain a vending permit from the Community Services Department
17.Classes, Clinics and Organized Activities
a.Anyone wishing to offer any type of organized service in a City park for profit is
required to obtain a commercial use permit from the Community Services
Department in addition to renting the desired space.
C.Athletic Field Use Guidelines
The scheduling of the Athletic Fields will be based on the following guidelines, by
priority of group classification:
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Group Field Priority*
1.Priority I: City programs, park landscape and maintenance, and City sponsored or co-sponsored
events.
2.Priority II: Rohnert Park resident, youth, non-selective teams, non-profit organizations or leagues.
3.Priority III: Rohnert Park, youth, selective teams, organizations or leagues where 60% or more of
the participants are residents. Includes Rancho Cotati Unified School District athletic programs.
4.Priority IV: Rohnert Park resident, adult, non-selective teams, organizations or leagues.
5.Priority V: Rohnert Park resident, adult, selective teams, organizations or leagues.
6.Priority VI: Non-Resident, non-profit organizations (less than 51% residents).
7.Priority VII: For-profit youth sports events.
8.Priority VIII: For-profit adult sports events.
*In addition to the above priority criteria, priority is given to the sport specific fields
determined by the regular season of play for each sport.
Definition: City of Rohnert Park resident organization shall consist of 90% or more resident
participants.
Scheduling Formula:
This formula will be used to resolve a discrepancy between two (or more) organizations in the
same priority group that request use of the same athletic field simultaneously, cannot work out
a “sharing arrangement” between the organizations respectively.
Fields will be allocated based on each organization’s percentage of the total number of
participants combined in all the organizations applying for athletic field use. An organizations
“percentage of field use” will be determined by dividing the total number of participants in
each organization by the total combined number of participants in all the organizations. Only
participants of the organization that would be scheduled to use the athletic field in question
will be considered in this formula.
The application of this formula shall be administered by the Community Services Department.
Example:
Soccer group A has 750 Rohnert Park residents.
Soccer group B has 900 Rohnert Park residents.
Total Rohnert Park residents in both organization is 1,650
750 divided by 1,650 equals Group A would receive 45% of the field time.
900 divided by 1,650 equals Group B would receive 55% of the field time.
D.Fee Schedule Categories Picnic Areas
1.Resident/Non-Profit
a.Resident non-profit organizations are organizations which have an IRS Code
501(c) determination letter.
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b. Resident non-profit organizations receive a discount when the organization has
been conferred eligible for nonprofit status by the Internal Revenue Service
under the United States Internal Revenue Code Section 501(c) and maintains an
office or provides services within the City of Rohnert Park.
c.Government agencies (city, county, state and federal) fall under this
classification for the purpose of determining rates and fees.
2.Resident Private
a.Applicant lives within the City of Rohnert Park with a zip code of 94928.
b. Admission cannot be charged at an event.
3.Non-Resident Private/Business/Non-Profit
a.Applicant lives outside the City of Rohnert Park.
Group Picnic Fees (Reference Recreation Facility Fee Schedule)
Group picnic fees assessed to groups or individuals for the use of a group picnic areas for the
following activities for a 5 hour block of time: private parties, birthday parties, family reunions,
tournaments, opening day ceremonies, and sporting events, camps, etc. Each special event, such
as “Opening Day,” “Tournaments” etc. will require a separate Park/Field Use Application.
E.Sports Fields Use and Fees
Youth Sports
Non-profit groups that offer youth sports activities (through high school age) with a minimum of fifty
(50) players/participants shall be assessed a per participant fee, per sport season. A Field Use
Application for each field and/or court use is required.
Adult Athletics
Adult sport activities (18 years and older) shall be assessed a Field Use fee based on the category the
group qualifies under. Additional light fees apply as needed at applicable fields.
Rohnert Park Field Lights
(Light usage fees are in addition to field usage fees)
Fees
Please reference Recreation Facility Fee Schedule
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IV. LARGE SPECIAL EVENTS
A. City Center Plaza – 500 City Center Drive
1. Located in between the Rohnert Park Library and the City of Rohnert Park Public
Safety main station City Center Plaza is a central gathering place for the community
to enjoy live concerts, movies and other public events. This park provides lawn
space for approximately 200 people and a plaza area with an additional space for
approximately 1000 people and 20-25 booths. There is a small water feature, very
popular with children.
2. No access to restrooms, portalets must be provided by the renter and garbage cans
and garbage removal must be arranged by the renter.
3. There is limited access to power.
4. There is limited parking in the lot on site and large events will have to identify street
parking for their attendee’s.
5. The Special Event Permit will identify the area(s) reserved, the approved uses and
any other specific requirements. The use permit will be issued following the
submittal and approval of a completed application, including insurance documents
and payment of fees.
B. Community Center Back Lawn/Center Complex – 5401 Snyder Lane
1. This special event area is located at the Community Center complex. Tucked away
with ample shade and parking. There is a large “L” shape lawn area that can
accommodate a wide variation of booths with space for about 400-500 people and a
stage. There is also the center complex area that accommodates another 500-800
people and 20-30 booths.
2. No access to restrooms, portalets must be provided by the renter and garbage cans
and garbage removal must be arranged by the renter.
3. There is limited access to power and water.
4. Parking availability will be dependent on the time of year and the other facility
bookings in the complex.
5. The Special Event Permit will identify the area(s) reserved, the approved uses and
any other specific requirements. The use permit will be issued following the
submittal and approval of a completed application, including insurance documents
and payment of fees.
C. Community Parks: Alicia, Colegio Vista, Magnolia, Benicia, and Twin Creeks Park
may be requested and approved on a first-come, first serve basis for large special
events.
1. These parks can accommodate up to approximately 300 people
2. There is limited access to power and water
3. There is limited access to parking in a lot (no lot at Twin Creeks). Parking is
available on the street.
4. The Special Event Permit will identify the area(s) reserved, the approved uses and
any other specific requirements. The use permit will be issued following the
submittal and approval of a completed application, including insurance documents
and payment of fees.
D. Large Special Event Use Regulations
1. Use Permits
a. Large Special Event permits are required for the following:
• all events with anticipated attendance in excess of 100 (for smaller picnics,
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see picnic area reservations);
• Events longer than 5 hours
• Amplified Sound from anything other than a personal speaker device such
as a phone or bluetooth portable speaker
• Live entertainment; or
• Events serving alcohol
2. Rental Hours
a. City of Rohnert Park parks are open seven days a week, year-round from sunrise
to sunset.
b. Events may not have a “start” time prior to 8:00 a.m. Set up of events may begin
at, but not prior to 7:00 a.m.
c. All unreserved areas remain open to the public at all times during park hours.
d. Events longer than one day will be considered in accordance with this policy.
The City may require overnight security to be provided and paid for by the
renter.
3. Scheduling
a. If the City establishes an annual application deadline, resident non-profit
organizations will receive preference for Special Event of City Center Plaza or
the Community Center outdoor complex use.
b. The City reserves the right to deny use of the special event areas based on turf
conditions and frequency of use.
4. Alcohol Beverages Sale and Consumption
a. The service or sale of alcohol is authorized in accordance with this policy.
• The California Alcoholic Beverage Control (ABC) requirements must
be followed.
• All groups selling alcoholic beverages must conform to all ABC rules
and regulations and must obtain any and all permits required by the
ABC.
• Servers must complete the ABC training.
• Copies of all ABC permits must be submitted to the City of Rohnert
Park for approval
b. Liquor Liability Insurance of no less than $1,000,000 is required for sale of
alcohol. The City may require certificates of insurance evidencing coverage, and
endorsements to policies to add the City as an additional insured. Coverage shall
be primary and non-contributory.
c. Alcoholic beverages must be served in clear plastic cups and/or plastic flutes (no
glass or polystyrene), or cups pre-approved by the Community Services
Department.
d. Use of commemorative glassware will be considered on a case-by-case basis and
must be specifically approved.
e. Advertisement (banner, flyers etc.) recognizing businesses that have sponsored
the provision of beverages to non-profit organizations for Special Events shall be
preapproved.
5. Security Guards
a. Renter may be required to provide security guards at an event.
b. In the event security guards are required, the renter shall use a valid licensed
security company. The renter must provide a copy of the security contract thirty
(30) days prior to the event.
c. Renter will pay the cost of security guards and/or police officers.
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d.Security guards must be present at the event the entire time guests are present.
e.Security guards must be in uniform and are responsible for patrolling both the
inside and outside of premises.
f.Overnight security may be required for multiple-day events.
6.Youth Event Chaperones
a.Adult chaperones are required for youth activities. A list of these chaperones
must be submitted to the Community Services Department at least ten (10)
working days prior to event. This list must include phone numbers for all
chaperones.
b.Security guards may be required at renter’s expense.
7.Vendors/Concessions
a.Food and Merchandise vendors must obtain a City of Rohnert Park vending
permit
b. Caterers and food vendors must have a Sonoma County Food Health Permit and
comply with County Health Department regulations. Sonoma County
Department of Health Services: website: www.sonoma-county.org/eh phone:
565-6531.
c.Food must be served in recyclable products (no polystyrene or glass containers).
d. Recycling of food and beverage containers is highly desirable.
e.Plywood, carpeting, “Astroturf” or other similar solid flooring material shall not
be used in tents or booths on City of Rohnert Park lawns. Vendors shall use turf
protection methods such as “Grid mat” or an equivalent open-holed plastic.
8.Amplified Sound
a.Amplified sound will be permitted by special permit only and shall cease by the
hour designated on the special event permit.
b. Use of amplified sound is subject to noise ordinance restrictions. Noise
Ordinance: Title 9, Article IV, Chapter 9.44.150 et seq.
9.Advertisement
a.Advertising, including banners and print media, acknowledging permitted non-
profit organizations and their sponsors may be placed in designated locations
during an approved event.
b. Renters are encouraged to discuss the proposed type, size and location of
advertising materials with City staff prior to submittal of an application.
c.The type, size and location of advertising materials shall be disclosed in the
application.
d.All advertising materials for the event are subject to review and approval by City
staff as part of the application process prior to the event.
e.Any non-approved forms of advertising are subject to removal by City staff.
10.Public Restrooms
a.Public restrooms at the Rohnert Park Library are not available for City Center
Plaza events.
b.Portalets may be required at the renter’s expense. If portable toilets are required,
they will be located at a location to be designated by the Community Services
department
11.Trash, Recycling and Compost
a.During an event, trash receptacles should be serviced as needed and liners
replaced.
b. If additional dumpsters are required, they should be positioned in an area
designated by the Community Services Department.
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c. If additional trash receptacles are required user must also provide additional
recycling and compost receptacles. These may be obtained through the local
garbage service provider.
12.Animals
a.Dogs are prohibited in public parks and playground areas unless such dogs are
under physical restraint by a person capable of controlling the dog by means of a
leash. This provision shall not apply to any area specifically designated as a dog
park or off leash exercise area. (Municipal Code 6.14.030)
b. Dog owners are required to clean up after their dogs.
13.Use of Private Equipment
a.Use of private equipment such as shade structures, umbrellas, etc. must be
approved on a case by case basis.
14.Free Speech Activity
a.Event organizers should be prepared to accommodate individuals and/or groups
that wish to speak or express themselves freely in public. Users may need to rent
and designate an appropriate area to accommodate free speech activities. The
City will not be responsible for interference or inconvenience caused by free
speech activity, and fees are not refundable due to such activity. If significant
free speech activity is anticipated, the City of Rohnert Park Department of Public
Safety may require assignment of police officers to an event, and any costs shall
be paid for by the event organizer. Any property damage or cleanup costs
incurred by the city shall be the responsibility of the event organizer and may be
deducted from the security deposit.
E.Recreation Facility Fee Schedule
All groups are categorized into two possible billing groups, Minor Event or Major
Event. These categories are determined by answering a number of qualifying questions
on the Special Event Application.
1.Minor Event
a.All or part of the damage deposit may be refunded based upon the condition of
the facility after the event. Notification of damage will take place within ten days
after the event and refunds will be issued 4-6 weeks after the event date.
2.Major Event
a.All or part of the damage deposit may be refunded based upon the condition of
the facility after the event. Notification of damage will take place with twenty
days after the event and refunds will be issued 4-6 weeks after the event date.
3.Cancellation
a.Cancellation of your event less than sixty (60) days prior to your event will result
in the forfeit of your deposit. An administrative fee will be charged for any
cancellations prior to the sixty (60) day period. In either case all other rental fees
paid will be refunded in 4-6 weeks.
4.Change of Date
a. Renter may request to change the date of an event if the date is still available
with an administrative fee set by the Community Services Director, though any
requests for changing dates less than 60 days prior to your current date will be
treated as a cancellation for the purposes of this policy.
5.Insurance
a. Insurance is required for all Large Special Event Rentals. See “Insurance” on
page 4 for specific requirements.