Reservation Policies and Guidelines

Policies and Guidelines

1. Requests must be submitted in writing at least 60 days prior to event date. Applicant(s) agree(s) to indemnify and hold harmless the City of Fontana, its agents, officers and employees from any and all claims for damage, liability, injury, loss of property, expense and costs allegedly incurred or connected with requested rental.
2. Applicant will be held financially responsible for any damage to City facilities and equipment, or be charged additional fees if he or she does not adhere to this agreement. Refusal by applicant to clean a facility may result in forfeiture of deposit and/or denial of future reservations.
3. All renters are required to provide proof of financial responsibility by means of liability insurance in a $1,000,000 general liability insurance coverage per occurrence or $2,000,000 for general aggregate naming the City of Fontana, its officers, agents and employees as additionally insured. If you cannot provide such insurance, you may purchase insurance through the City’s insurance policy. Please ask for details.
4. A 100% of deposit is due at the time of the reservation, and the facility rental fee balance is due 30 days prior to the reservation date. Fees not paid by the deadline date may cause a cancellation of the reservation. Payment is made payable to the City of Fontana. Checks, money orders, cashier checks and Visa/MasterCard are accepted 30 days prior to the reservation date. Payments made after the deadline date must be either money orders or cashier’s checks.
5. For indoor reservations, staff will oversee the set-up and take down of tables and chairs only. Equipment must be used inside the building. Please consult staff at the facility you are reserving to make sure there are enough chairs and tables for your reservation.
6. Kitchens are only used to warm up food as cooking is prohibited. Applicant must furnish own towels and cleaning supplies. The applicant is encouraged to meet with facility staff prior to reservation to determine what kitchen appliances are available for use. Washing dishes and utensils in restroom sinks is strictly prohibited. The Recreation and Community Services Division must approve the use of any personal cooking grills used outside. Caterers: The applicant is responsible for making sure that the Caterer has a valid San Bernardino County Health Permit, valid City of Fontana Business License and food transport certificate.
7. The applicant agrees that if this activity is open to the general public that he or she will not exclude any qualified person from participating in, deny anyone the benefits of, or otherwise subject anyone to, discrimination on the basis of race, color, national origin, age or disability.
8. Refunds or credits are issued at the discretion of the Community Services Office and based on the refund policy and procedures.
9. The adult applicant or other designated person is responsible for the conduct of all participants, and must be in attendance for the duration of the reservation.
10. When applicable, refund checks, including refundable trust deposits, are issued to the payee within 6 weeks after the conclusion of the reservation.
11. Cancellation more than 60 days to rental date will receive 100% of deposit/fees minus a cancellation fee.
12. Cancellation less than 60 days prior to date will result in a loss of 100% of deposit/fees.
13. Renters are required to clean up at the conclusion of their event. Clean-up will consist of: All trash must be placed in the outside trash receptacles, all decoration and personal property removed at the time the contract concludes, floors must be swept and spillage mopped, counter tops cleaned, kitchen must be left in condition it was given. City staff must approve all cleaning before signing off on your rental.
14. Permission to serve alcohol shall not be granted for any event where the guest of honor is under the age of 21 years or the majority (50% plus 1) of guests in attendance will be under the age of 21. If alcohol is served, only beer, champagne and/or wine with alcohol content of 20% or lower may be served and has to be served by a licensed bartender
15. Beer and wine only with alcohol content under 20% is allowed.
16. Beer and wine is to be in non-glass dispensers/containers.
17. Beer and wine may only be consumed inside Community Center only.
18. Security guard service (two guards) will be required anytime there are more than 100 people present, music entertainment and/or alcohol are served. For groups in excess of 500 people an additional guard is required. Security guard(s) will be arranged by the Community Services Department.

• For shelter reservations, the following cancellation policy applies:
1. Refunds will be approved if rain or inclement weather occur on day of shelter reservation.
2. For weekend or holiday reservations, if the shelter is not used due to weather conditions, such notification must be made to the Recreation Office by 5:00 p.m., the next business day.
3. The Recreation Division may cancel any reservation, due to adverse field conditions and or maintenance.
• For shelter reservations, the applicant is responsible to keep surrounding areas clear of trash during and at the conclusion of the reservation. This includes spectator and parking lot areas.
• Vehicles may not be driven into/onto areas of the park, other than the parking lot.
• Reservations at park shelters where lighting is not utilized must end no later than dusk.
• Park Rules: No animals, fires, alcoholic beverages, amplifiers, bands or disc jockeys (DJ’s) and no charcoal grills. Please see City Ordinance #19-1 for a complete list of rules and regulations.
• Air Bouncers: A bouncer fee will be charged and $1million certificate of insurance is needed for all air bouncers naming the City of Fontana as additionally insured for the day of the event.