Reservation Policy

Reservations are on a first-come, first-served basis. A $200 refundable deposit is required to reserve facilities. Facilities must be reserved at least 30 days prior to the scheduled event. Facilities may be reserved no more than one (1) year in advance.

Refundable Deposit Policy

If approved following the event, the refundable deposit will be mailed to the applicant listed on the Facilities Use Permit using the address provided on the permit. Checks are issued within 21 days from the scheduled event date. The refundable deposit may be withheld and/or the event may be subject to closure for reasons outlined below:

• Presence of Intoxicating Beverages
• Damage or vandalism to City facilities or equipment
• Usage exceeding the time specified on the contract
• Excessive trash, causing City staff to perform special clean-up
• Missing or stolen equipment
• Usage exceeding the maximum building/room capacity.
• Fees are not paid 30 days prior to scheduled event.

Fees

Payment of Fees: All fees must be paid at least 30 days prior to the scheduled event.

Acceptable Methods of Payment:

• More than 21 days before event: Check or Cash; No debit or credit cards
• Less than 21 days before event: Cash Only

Changes to the Facilities Use Permit

Any changes must be made by the applicant listed on the Facilities Use Permit at least 14 days prior to the scheduled event. Changes include the following:

• Cancellations: If less than 14-day notice is given, the refundable deposit will be withheld. Cancellations must be done in person by the permit holder.
• Time Change Policy: Time changes will be honored only if the facility and staff are available.

Decorations/Other

• All decorations must be removed after the scheduled event. No scotch tape, tacks or nails are allowed to be used; only masking tape is allowed.
• Any existing posters, flyers or other decoration placed in the community center by City staff may not be removed or relocated.
• Use of food warmers is permitted.
• Smoke and fog making machines or entertainment involving fire or flame are not allowed.
• No birdseed, confetti, rice or glitter may be used in facilities or in parking areas.

Regulations

• The facility must be left in a clean and orderly condition. A cleanup checklist will be provided for each rental. Community Services Staff will review the checklist with the person responsible for the event. Damage must be reported to staff on duty immediately.
• Applicants are responsible to inform their guests/event attendees of all rules and regulations.
• Facility Use Permits shall be issued only to responsible adults, 18 years and older, who shall be in attendance at the function for which the Facilities Use Permit is made.
• Please note reservations are made for specific areas only. City parks are open to the public and there may be various activities being held at the park during all events.
• The City is not responsible for any lost or stolen items.

Applicant’s Responsibility

• Removal of decorations
• Leaving kitchen as it was found
• Tables should be cleaned and ready to be put away by the custodial staff

Clean-up Time

The last 30 minutes of the rental time is designated as clean-up for rentals involving the handling and/or serving of food. The last 15 minutes of the rental time is designated for clean-up for rentals that due not involve the handling and/or serving of food.

Tips/Gratuities

It is against City policy for any employee to receive any form of cash, gift, tip or gratuity. A letter to an employee’s supervisor would, however, be appreciated if service has been noteworthy.

Hours of Operation

The facilities are normally available from 8:00 a.m. – 11:00 p.m. unless another event has already been scheduled. Facility may be rented for a maximum of 8 hours per day. The applicant must pay for all hours the building will be utilized including hours for include set-up, decorating and clean-up.

Equipment

Any non-City owned personal or rental items brought in for use by the applicant must be removed prior to departure from the facility. Any items left behind are subject to immediate disposal.

Use of Intoxicating Beverages

The presence of intoxicating beverages is prohibited by Pomona City Code Section 34-151 and 34-152. This applies to community centers, parking lots, picnic pavilions and areas, sports fields: All City Property. Applicant will be held responsible to inform all guests of this ordinance.

Insurance

The applicant is required to obtain liability insurance that meets the City of Pomona’s requirements and submit proof of insurance at least 14 days in advance.

Security

The City of Pomona reserves the right to require the applicant to obtain security for the event using a company that has been approved by the City of Pomona.

All Events are Subject to Patrol by the Pomona Police Department and its affiliates.

Questions?

If any statement in this policy or on the facilities use permit is unclear, please call the item to the attention of Community Services Staff by contacting 909-620-2321.

Helpful Hints

A few items you may need for your event:

1. stapler
2. masking tape
3. scissors
4. kitchen items such as foil, saran wrap, baggies, serving utensils, dishrags, soap and/or towels.
5. CD and/or Tape player
6. table covers/linens/decorations
7. plates/plasticware/napkins/cups
8. ice chests/ice

Note: Community Center staff is unable to lend supplies or equipment.

Equipment for Community Center

Palomares, Ganesha, Westmont

• Rectangular Tables are 2 ½ X 8 feet and seat a maximum of 8 people.
• Chairs – brown or gray metal folding chairs

Washington

• Rectangular Tables are 2 ½ X 6 feet and seat a maximum of 6 people.
• Chairs – beige, padded folding chairs.