- The time required to set-up and clean-up is to be included in the hourly rental fee.
- It’s the responsibility of the renter to set the room up and return it to the condition in which it was found.
- The employee is bound by the terms of the rental agreement and is NOT authorized to make modifications.
- Should the rental extend beyond the time stated in the rental agreement, a fee of $50 per 30 minutes is deducted from the security deposit, as monitored by the employee.
- If the rental ends prior to the time stated in the rental agreement, the renter is not reimbursed for the unused time.
- All rentals are a minimum of two hours, booked in full hourly increments.
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:
- Cleaning tables and chairs.
- Vacuuming (carpeted rooms); dry dusting (non-carpeted rooms); mopping (as needed).
- Returning all tables and chairs to proper storage.
- Removal of all trash to the outside dumpster. (Trash bags are provided.)
- Removal of all food and ice that was brought in. Leave nothing behind.
- If a renter fails to clean-up after themselves, a fee of $50 per 30 minutes will be deducted from the security deposit for cleaning after the rental has ended.
- Nails, staples, tape, or thumbtacks may not be used to secure decorations inside or outside of the Community Center.
- Artwork may not be removed or rearranged.
Kitchen Use—warming kitchen only
- Food may be reheated. Cooking is prohibited (boiling water/baking/frying).
- Microwave, refrigerator, and freezer are available.
- All food and ice must be removed upon departure. Leave nothing behind.
- Indoor rentals have access to the kitchen. If multiple rentals occur simultaneously, kitchen use is shared.
- The Fire Code dictates maximum capacity for each room.
- If the number of guests exceeds room capacity, as monitored by the employee, the rental will either be moved to a larger space (if available) or terminated.
- Renter will only have access to the rooms reserved pursuant to the rental agreement.
|Seating Capacities – Guests seated at tables and chairs.
Tables & Chairs
- Tables and chairs are for INDOOR USE ONLY.
- All tables seat up to 8 people.
- Tables and chairs taken outside will result in the loss of the security deposit, as monitored and documented by the employee.
||5 foot diameter
||8 foot long
3 foot long
To receive the RESIDENT RATE, the rental agreement must be signed in person by the resident, paid for by the resident with the resident’s check or cash, and the name and address on the rental agreement must be the resident’s. ID is required. The name on the rental agreement is the person legally responsible for the rental and must attend the rental function. Check-in at the office upon arrival.
Complete list of rental policies
|Mon-Thurs (3:00-10:00 p.m.): $20/hour
||Mon-Thurs (3:00-10:00 p.m.): $25/hour
|Fri (3:00-10:00 p.m.): $30/hour
||Fri (3:00-10:00 p.m.): $35/hour
|Sat/Sun (9:00 a.m.-10:00 p.m.): $30/hour
||Sat/Sun (9:00 a.m.-10:00 p.m.): $35/hour
|For all rentals: $200 security deposit is required.
If alcohol will be served, a Police Officer must be present (to be arranged by the Center). The fee for an Officer is $140 / four hours and $35 an hour thereafter and must be paid in cash to the Community Center two weeks prior to the rental.
- To reserve a date the security deposit and hourly rental fees are due in full, together. The hourly rental fee must include time for set-up, arrival and departure of guests, and clean-up.
- A signed rental agreement is required to be completed in person, in the office.
- Dates are not penciled in or saved over the phone. Dates are not reserved without full payment.
- All rentals are on booked on a first come, first served basis, as space is available, no less than three weeks in advance.
- Changes to dates and times must be made in person, in the office and will not be accepted over the phone.
- A $200 security deposit is required for all rentals. The deposit is refundable provided all terms of the rental agreement are met.
- The deposit is refunded by check through the City of Kirtland Finance Department. The check is mailed to the name and address on the rental agreement. Allow up to three weeks for a refund. Cash refunds are unavailable.
- Any damage incurred during the rental will be repaired at the renter’s expense and deducted from the deposit. Damaged, askew, or broken gym ceiling tiles are an automatic $25 deduction, per tile.
Cancellation/”No Show” Policy
- The security deposit is forfeited if the rental is canceled with less than 30 days notice.
- If a rental is canceled with more than 30 days notice, an administrative fee of $50 is deducted from the deposit.
- If the rental party fails to show up, the entire security deposit and rental fee are forfeited.
- An employee will only wait for the renter to show up for 1 hour. If the renter fails to show up within the first 1 hour of scheduled start time, the rental is canceled. No refund will be given.
- Should an unforeseen emergency arise and the City of Kirtland must cancel a rental, a full refund will be issued.
- The City of Kirtland reserves the right to cancel a rental for any reason. Every effort will be made to avoid such circumstances.
- An employee is on site for the entire rental period.
- The employee is responsible for overseeing activities during the rental and providing access to necessary supplies. The employee is NOT responsible for assisting the renter with set-up or clean-up.
- The employee is bound by the terms of the rental agreement and is unauthorized to make modifications.
- Unruly guests and children will result in a loss of security deposit, as monitored by the employee.
- Candles and fog machines are prohibited. Birthday cake candles and sternos are permitted.
- Exits are not to be blocked at any time, pursuant to the Fire Code.
- In the event rooms are rented simultaneously by different parties, or that 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.
- The pavilion can accommodate approximately 80 people. It is equipped with charcoal grills, 12 picnic tables, and fireplace.
- An outdoor portable lavatory is available April through October. If access to restrooms inside is required, normal rental fees and policies apply.
- In case of inclement weather, pavilion rentals are NOT relocated indoors. The renter assumes the risk of changes in the weather with pavilion rentals.
- Pavilion reservations have priority over drop-in users. Otherwise, pavilion use is first come, first served.
||Mon-Fri: $50 flat rate
|Sat/Sun: $25 flat rate
||Sat/Sun: $50 flat rate
|A $200 security deposit required for all rentals.
Residency rules and rental policies apply.
If alcohol will be served, a Police Officer must be present (to be arranged by the Center). The fee for an Officer is $35 and must be paid in cash two weeks prior to the rental.
Renter may provide or allow the presence or consumption of alcohol, within the confines of the Community Center or the Pavilion, provided the alcohol is without fee and in strict compliance with all the laws of the State of Ohio and the City of Kirtland. All persons must be able to prove their age to the Security Guard if asked. All guests must keep alcoholic beverages within the confines of the Community Center building or Pavilion. Any person who cannot act responsibly with alcohol will be told to leave by the Police Officer. Any person may be removed for public intoxication or inappropriate behavior at any time and at the sole discretion of the Police Officer or the Kirtland Police Department.
The hiring of the Police Officer will be coordinated by the Community Center Director. An “off-duty” officer must be present for the duration of any function at the Community Center in which alcohol will be served. Up to one hour will be exempt from this requirement to allow for set-up. The Police Officer is required to be present from the moment guests arrive until the end of the reservation period. The cost of the Police Officer is $35 per hour and must be paid in full with cash two weeks prior to the rental. Any renter who attempts to have alcohol present without a Police Officer present will risk having their security deposit forfeited and event shut down, as monitored by the facility attendant.
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 obscenities may result in the person(s) and or entire function being asked to leave the premises.
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 (www.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 prohibited. Any violation of the state or federal gambling laws on the Community Center premises will result in an immediate termination of its use and forfeiture of the rental fee.