Kirtland Community Center & Pavilion

Rental Policies and Procedures

Room Capacities

Due to the fire code, the maximum capacity for each room may not be exceeded. If available, a larger room will be provided. Please note that if the maximum capacity is exceeded the day of the event, a portion of the security deposit is lost.

Maximum Capacity

• Addition (East) -- 60
• Addition (West) -- 36
• Gym -- 150 (chairs only, no tables) or 120 (seated at tables)

Rental Period

All activity must occur within the authorized rental period. This includes set-up, deliveries, arrival of guests, departure of guests, and clean-up. The start time of the rental period is when the building is opened for the renters. The end time is when the renters are exiting the building.

Set-Up & Clean-Up

The set-up and clean-up of tables and chairs is the responsibility of the renters. The Kirtland Community Center supplies tables, chairs, and garbage bags. All other rental needs are supplied by the renters.

Tables and chairs may be arranged according to the renter's particular needs. All tables and chairs are to be returned to their original location by the renter.

Clean-up includes wiping the tables, cleaning up any spills, vacuuming, and mopping, if necessary.

All trash should be emptied into the dumpster, located on the east side of the parking lot. Trash bags are provided.

Do not leave leftover food or ice behind. This is a violation of the Lake County General Health District.

Kitchen

• Cooking is prohibited.
• Precooked foods may be reheated.
• Refrigerator and freezer are available.

Tables & Chairs

Tables and chairs are for indoor use only. Both table styles seat up to eight people.

Round Tables

• 5' diameter (60 inches around)
• 15 round tables available

Rectangular Tables

• 8' long
• 20 rectangular tables available

Chairs: 185 available

Facility Attendant

A facility attendant (an employee of the city) opens and closes the Center, remains for the entire rental period, and is in charge of the facility while the rental takes place.

The attendant oversees activities, answers questions, and shows the renter where various supplies are located, but is not responsible for the renter's custodial tasks.

The facility attendant is bound by the terms of the contract and is not authorized to extend the rental period.

Additional Policies

• Renters shall have access only to the stated room(s) they have reserved.
• Alcoholic beverages are permitted as long as no money is exchanged for their consumption.
• Smoking is not allowed indoors or in the building entryways.
• The use of fog machines, candles, and open flames is prohibited.
• Do not block exits.
• The center is not available for gambling or for profit events.

Decorations- Nails, staples, tape, or thumbtacks cannot be used to secure decorations or signs inside or outside of the Community Center. "Command Hooks" are permitted and recommended.

Cancellation—"No-Show" Policy

A fee of $25 is charged for all cancellations and no-shows (when the renter does not show up for the specified date). All cancellations must be submitted to the Kirtland Community Center in writing.

Refunds are issued through the Finance Department and mailed to the contact person as listed on the contract (minus the $25 cancellation fee).

If the rental ends before the conclusion of the stated rental period, the renter is not reimbursed for any unused time.

Should an unforeseen emergency occur and the City of Kirtland must cancel a rental, a full refund will be given of any fees and deposits collected. Every effort will be made to avoid such circumstances.

When Kirtland Schools cancel classes due to freezing temperatures or snowfall, all activities and rentals are cancelled at the Community Center for that particular day. The renter has the option of rescheduling or receiving a full refund.

If you must cancel your rental unexpectedly, please promptly leave a message on the voice mail at (440) 256-4711.

Pavilion

The Kirtland Community Center is home to the Nature Works pavilion. The pavilion is equipped with charcoal grills, picnic tables, a fireplace, side walls, and bocce ball courts. It is open to the community.

Kirtland residents wishing to use the pavilion for a private function may reserve it, as space is available, Monday through Friday. Reservations are free, except on Saturday and Sunday when a $25 rental fee applies. The rental fee for non-residents is $50 throughout the week and on the weekend.

A security deposit of $100 is required for all rentals. Any damage to the pavilion, its property and furnishings will be repaired or replaced at the expense of the renter. The security deposit is processed through the Finance Department upon completion of the rental and mailed directly to the renter's contact person. This process may take up to 2-3 weeks. Cash refunds are not available.

An outdoor portable toilet is available from April through November. If requested in advance, access can be made available to the restrooms inside of the Community Center for a fee of $15 per hour (minimum of two hour charge is required). This fee grants the renters use of the restrooms only. In the case of inclement weather, pavilion rentals are not moved indoors.

Pavilion curtains are NOT to be put up or down by the renters. The renters may request the curtains be up or down before the event and an employee of the city will accommodate such requests.

Fees

Day	Time Available	Cost Per Hour*
Mon.-Thurs.	4:00-10:00 p.m.	Resident-$15 Non-Resident-$25
Fri.	4:00-11:00 p.m.	Resident-$20 Non-Resident-$30
Sat.-Sun.	8:00 a.m.-11:00 p.m.	Resident-$20 Non-Resident-$30

*Additional rooms-$10 per hour, per room
All indoor rentals have access to the kitchen.

Reservation Information

To reserve a date, one hundred percent of the rental fee and security deposit ($100) are due at the same time. Please call the office at 440-256-4711 to schedule a time to drop off the payment in advance. All rentals are scheduled on a first come, first served basis, as space is available.

• Payment may be made in cash or check. Checks may be made payable to The City of Kirtland.
• At time of reservation, the contract must be signed, in person, at the Community Center. The original contract is kept in the office. The renter receives a copy.

Security Deposit
A security deposit of $100 is required for all rentals. The deposit is refundable, provided all terms of the contract have been followed. The security deposit will be refunded through the Finance Department upon completion of the rental and mailed directly to the renter's contact person. This process may take up to three weeks. Cash refunds are not available.

Photos of Rentals

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