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· Policy:
Fees:
All rents are due and payable at the time of room reservation. No reservation will be entered without payment accompanying this completed form. No reservation can be made more than 6 months from the current date. The Waverly Leisure Services Office (200 1st St NE) is open between 8:00 a.m. and 4:30 p.m., Monday through Friday.
· Hours Available for Rent:
The Civic Center rooms are available for rent from 6:00 am to 12:00 am (midnight), 7 days a week based on a first-come-first-serve basis of reservations.
· Deposit and Damage
All groups must pay a deposit. This covers potential damages, cancellations, equipment and wall usage. Rooms will be inspected after use. If there is any damage found that is thought to be the result of misuse or lack of care, the cost for repair and staff time will be deducted from the damage deposit paid at time of reservation. Any additional costs will be billed to the user/organization. If there is no damage, the deposit check will be mailed back to the group.
· Cancellation/Refund Policy:
If cancelled two weeks or less before date of reservation there will be no refund. If cancellation is made outside of two weeks there will be a refund of the $50 deposit or the reservation fee – whichever is less.
· Equipment:
You must indicate on use agreement all information for space required, accommodations and audio visual equipment. If this is not indicated, no tables, chairs, or equipment will be available for your group at the time of use. Your group is responsible for set up and take down of all equipment. If equipment/tables/chairs are left up, you will forfeit your deposit.
· Signage:
You are responsible for putting up a minimum of 2 arrowed signs to direct persons attending your event/meeting.
· Supplies:
No supplies are provided by the City. You are responsible for bringing your own supplies and coffee, etc.
· Message Policy:
Only emergency calls will be paged into the meeting rooms. A phone is available in the kitchen (no long distance).
· Room Temperatures:
Due to the large number of groups and various types of activities that take place in the Civic Center rooms, the heating/cooling system is locked in at a constant 68°. This will mean that the rooms at certain times of the day might feel a little warmer or cooler than an individual’s ideal comfort zone depending on if the system is calling for heating/cooling at the time. Meeting participants need to be made aware of this ahead of time so that they may dress accordingly by layering or bringing a jacket or sweater. Please do not ask office staff to adjust the temperature as they do not have access to the system.
· Parking
Parking is available in the lot on the east side of the Civic Center. Additional parking space is available on the streets surrounding the Civic Center and in the lot south of the Civic Center.
· Keys
For groups using the facility outside of office hours, a key must be picked up the day of the event or the Friday before if the event is over the weekend. The key should be dropped off in the supplied envelope in the drop box on the east side of the building after the event is over and building is locked up. Staff called in to open the building when the group forgets to pick up the key will be charged a $35.00 fee prior to opening the building.
· Prohibited
Smoking, Alcoholic beverages, Persons guilty of using loud or profane language, rowdy, unruly conduct and/or disturbing others will be asked to leave, State law prohibits gambling
· I have read, understand, and agree to the above policies: I agree to insure the building is appropriately closed, secured and in the same condition outside of normal wear and tear. Failure to adhere to this responsibility statement will result in loss of deposit. The person or persons reserving the rooms must be on site throughout the entire time of use of the facility.
