Kirtland Community Center & Pavilion

RENTAL POLICIES and PROCEDURES
Please scroll down for additional information on room and pavilion rentals.

ROOM CAPACITIES

• The fire code regulates the maximum capacity for each room.  If the number of guests exceeds room capacity, the rental will be moved to a larger space and a portion of the security deposit will be forfeited. 

RENTAL PERIOD

• Set-up and clean-up are the responsibility of the renter.  The time required to set-up and clean-up are included in the rental period.  It is the responsibility of the renter to set-up all tables and chairs, receive all deliveries, and be present for the set-up of any vendors hired for entertainment.  It is also the responsibility of the renter to return all tables and chairs to storage and return the space to the condition in which it was found.
• Should the rental extend beyond the time stated in the contract, a fee of $25 per 30 minutes is deducted from the security deposit.
• If the rental ends prior to the time stated in the contract, the renter is not reimbursed for the unused time.

SET-UP and CLEAN-UP

• Set-up and clean-up are the responsibility of the renter.  Tables and chairs may be arranged according to the renter’s needs.
• Clean-up includes:
• Washing tables and chairs, as needed
• Wiping up any spills
• Vacuuming and/or mopping, as needed
• Returning all tables and chairs to storage, as directed by the attendant
• Removal of all trash to the outside dumpster.  Trash bags are provided.
• Removal of all food and ice.  Food and/or ice left behind is in violation of Lake County General Health District regulations.

TABLES and CHAIRS

• Tables and chairs are for INDOOR USE ONLY.
• All tables seat up to 8 people.

KITCHEN

All indoor rentals have access to the kitchen.  Cooking is prohibited.  Food may be reheated in the convection ovens.  A small microwave, refrigerator and freezer are also available.

DECORATIONS

Nails, staples, tape, or thumbtacks may not be used to secure decorations inside or outside of the Community Center.  Sticky putty is provided and may be obtained in the office.

ADDITIONAL POLICIES

• Renter will only have access to the rooms reserved pursuant to this agreement.
• Smoking is prohibited indoors and in the entryways to the building.
• Open flames (i.e. candles) and fog machines are prohibited.  Birthday cake candles are permitted.
• Exits may not be blocked at any time.

 

CANCELLATION and “NO SHOW” POLICY

• A fee of $25 will be automatically deducted from the security deposit for all cancellations and no-shows.  All cancellation requests must be submitted to the Kirtland Community Center in writing.  If your cancellation is unexpected, please leave a message at 440-256-4711.
• Should an unforeseen emergency arise and the City of Kirtland must cancel a rental, a full refund will be issued.  Every effort will be made to avoid such circumstances.

ALCOHOL

Renter, having first obtained written approval from the Mayor of Kirtland or his designee, may provide or allow the presence or consumption of alcohol, within the confines of the Community Center or the Pavilion, provided it is without fee or charge, and in strict compliance with all the laws of the State of Ohio and the City of Kirtland.  Any function providing or allowing for the presence or consumption of alcohol must have a Security Guard present for the duration of the reservation period.  A daytime function (ending by 6:00 P.M.), with fewer than 60 attendees, is exempt from this requirement.  Renter must provide an adult and experienced Bartender to serve alcohol to the adult guests.  NO PERSON UNDER THE AGE OF 21 CAN CONSUME ALCOHOL UNDER ANY CIRCUMSTANCES.  All persons must be able to prove their age to the Security Guard or Bartender if asked.  All guests must keep alcoholic beverages within the confines of the Community Center building or Pavilion.  No guest may go outside of the confines of the Community Center building or the Pavilion, in to the parking lot or other outdoor areas, thereabout, with alcoholic beverages.  Any person who cannot act responsibly with alcohol will be told to leave by the Security Guard. Any person may be removed for public intoxication or inappropriate behavior at any time and at the sole discretion of the Security Guard or the Kirtland Police Department.

DRUGS AND OBSCENITIES

Absolutely no drugs of any kind are allowed in the Community Center, Pavilion or the outdoor areas thereabout.  Renter is responsible for the overall behavior of all guests during the reservation period.  Any obscenities, lewd, obscene, or disruptive behavior will not be tolerated. Any use of drugs or obscenities may result in the person(s) and or entire function being asked to leave the premises.

SECURITY GUARD

An "off duty" officer of the Kirtland Police Department, Holden Arboretum Police Department, Lakeland Community College Police Department or other neighboring department, retained by the Kirtland Police Department, must be present for the entire duration of any function in the Community Center in which alcohol will be served.  Up to one and a half hours will be exempt from this requirement to allow for set-up.  No alcohol may be consumed during set-up.   A daytime function (ending by 6:00 P.M.), with fewer than 60 attendees, is exempt from this requirement. The hiring of the Security Guard will be coordinated by the Kirtland Police Chief or his designee. The Security Guard is required to be present from the moment guests arrive until the end of the reservation period. The cost of the Security Guard is $30. per hour and must be paid in full with cash, when booking the rental.  Payment for the Security Guard will be refunded in full if a rental reservation is canceled at least twenty four hours prior to the rental.  The cost of the Security Guard is subject to change without notice. The Security Guard is the last person to leave the premises. Any renter that claims no alcohol at their function will receive a short, unannounced visit from the Kirtland Police Department to ensure no alcohol is present. Any renter who attempts to have alcohol present without a Security Guard present will risk having their deposit forfeited and event shut down, as monitored by the facility attendant.

GAMBLING and FUNDRAISING

Ohio law prohibits the use of the Kirtland Community Center for gambling purposes. If you have any questions as to whether your activity while in the utilization of the premises constitutes gambling, or games of chance, please check the Ohio Revised Code Chapter 2915 (for convenience on line refer to codes.ohio.gov/orc/2915) or the office of the Ohio Attorney General, Charitable Law Section, 150 E. Gay St., 23rd Fl., Columbus, OH 43215, phone (800) 282-0515. It is the responsibility of the renter to verify that the renter's activities, at all times while utilizing the Community Center premises, are in full compliance with the applicable gambling or gaming laws and signature to this rental agreement is the renter's acknowledgment of his/her or its acceptance of that responsibility and further constitutes a statement of renter's intention to, at all times while on the premises, be in full compliance with those laws. For Profit fundraisers are not permitted. Any violation of the state or federal gambling laws on the Community Center premises (in-door or out-door) will result in an immediate termination of its use and forfeiture of the rental fee.

OTHERS’ USE OF FACILITIES

In the event that BOTH the Community Center and Pavilion are rented simultaneously, but by different parties, or that the soccer or baseball fields are in use, it is the responsibility of each renter to ensure that their guests do not interfere with other reserved spaces that are in use.

CANCELLATION and “NO SHOW” POLICY

• A fee of $25 will be automatically deducted from the security deposit for all cancellations and no-shows.  All cancellation requests must be submitted to the Kirtland Community Center in writing.  If your cancellation is unexpected, please leave a message at 440-256-4711.
• Should an unforeseen emergency arise and the City of Kirtland must cancel a rental, a full refund will be issued.  Every effort will be made to avoid such circumstances.

PAVILION RENTAL

• The pavilion is equipped with charcoal grills, 10 picnic tables, a fireplace, side walls and bocce ball courts.  An outdoor portable lavatory is available April through October.  If access to restrooms inside is required, a fee of $15 per hour (for a minimum of 2 hours) is required.
• The pavilion can accommodate up to 80 people.
• Pavilion curtains may NOT be put up or down by the renter.  The renter may request the curtains to be up or down a minimum of 48 hours prior to the rental. If on site, a facility attendant may also assist with adjusting the curtains.  Please keep in mind that there may be other rentals immediately before or after your rental and we may not be able to comply with your request.
• In case of inclement weather, rentals are not relocated indoors. The renter assumes the risk of changes in the weather with pavilion rentals.

RESERVATION INFORMATION

To make a reservation, please make an appointment to complete a rental agreement and provide payment in full. To schedule an appointment, please call 440-256-4711.

PAYMENT

• To reserve a date, the rental fee, security deposit ($100), and completed rental agreement must be received.
• The rental agreement must be signed in person.
• Cash or check is accepted.
• All rentals are on booked on a first come, first reserved basis, as space is available.

SECURITY DEPOSIT

• A security deposit of $100 is required for all rentals.  The deposit is refundable provided all  terms of the contract are met.  The security deposit is refunded by check through the City of Kirtland Finance Department.  Please allow up to three weeks for a refund.  Cash refunds are not available
• Any damage incurred during the rental will be repaired at the renter’s expense.