Sunnyvale Community Center

Reservation Procedures

• Contact the main reservation line to inquire about availability
• Reservations can be made in person or by calling the main reservation line
• Once a facility is reserved, a confirmation packet will be mailed to your residence
  • Complete and return the “Community Center Liability Statement”
  • Complete and return the “Room Set-up Form”
• for events with alcohol (Beer, Wine and Champagne)
  • Purchase and return proof of General Liability Insurance
• for catered (only applicable if caterer is using kitchen or if servers are present)
  • Complete and return the “Catering Agreement Form”
  • Submit a copy of the caterers Santa Clara County Health Permit
  • Submit a copy of the caterers Sunnyvale Business License
  • Submit a copy of the caterers General Liability Insurance

All customers must submit two (2) forms of residency verification in order to receive a discount on facilities where a residency discount is applicable.

Reservations can be made over the phone with a MasterCard or Visa, or in person at the Sunnyvale Community Center’s Recreation Building Monday through Friday between the hours of 1:00pm and 5:00pm.

All rentals must be paid for in advance. A security deposit, paid by cash, check or credit card, is required at the time of the reservation to reserve a room for any event. The balance must be paid no later than 30 days prior to the event. If payment is not received 30 days prior to the event, the City of Sunnyvale will cancel your reservation and withhold the security deposit.

Once the balance of the permit is paid, the security deposit will become a damage deposit. Please see policies regarding damage deposits on the following pages.

Reservations can be made one year to the day in advance of your event. Reservations must be made a minimum of 30 days in advance. Reservation times and dates must be set 30 days prior to an event.

Reservations for the Community Center on designated City holidays will require approval by the Facilities Coordinator. Special holiday rates may apply at staff discretion.

Groups composed of minors (under 18 years old) must be supervised by 1 adult for every 20 minors while they are using the facilities. The permit must be issued to the adult supervising the function. Permits will only be issued to individuals between 18-21 years of age for events without alcohol.

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Rental Time Requested
Rental times are required upon making the reservation. Rental fees are applied for preparation and actual program time. The hour following an event is to be used by the customer for cleaning ONLY. The permittee will be obligated to pay for additional set-up time required by the caterer.

All activities must be concluded no later than 12:00 a.m. (including clean-up time). All persons associated with your event must vacate the premises when the permitted time expires. Events that go over actual program time will have one hour’s worth of fees withheld from the damage deposit for every 15 minutes that pass.

The permittee or authorized representative must check-in at the front counter with staff prior to gaining access to the facility.
 

Permit Changes/Revisions
A $25.00 administrative fee will be assessed for all revisions with the exception of additional time added to an existing permit.

A minimum of 30 days advance notice is required to revise an existing permit and to add an alcohol damage deposit.

The permittee shall be required to pay for additional services/equipment not requested in advance.

Changes/revisions to an existing permit will not be allowed within 30 days prior to the scheduled date.

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Cancellation Policy
The City of Sunnyvale reserves the right to cancel any reservation contract and/or equipment request upon two weeks notice. This shall be done when it is deemed necessary to do so and in consideration of the First Amendment Rights of the applicant.

To receive a refund, please inform the Reservation Office 30 days in advance for all cancellations and revisions. A $25.00 administrative fee will be assessed for all cancellations.

If for any reason an event is cancelled within 30 days prior to its scheduled date, all rental fees associated with that event will be withheld. The damage deposit will be refunded.
 

Refunds/Damage Deposit Refunds
Refunds will be mailed to the permittee. If the permittee paid by check or cash, a check will be mailed for the appropriate amount approximately 4 to 6 weeks after the date of the event or after a cancellation has been made. If the permittee paid by credit card, the permittee’s credit card will be credited for the appropriate amount with 2-3 weeks following the event or cancellation request.

Damage deposit refunds will be processed after your event if the facility is left in a satisfactory condition, nothing is broken, and the event ends at its scheduled time.

The City will deduct from the damage deposit additional charges relating to, but not limited to, additional maintenance time, additional facility use time and equipment or property damage during your event.

If Public Safety is called to address an issue or disturbance at your event at any time, your damage deposit will be withheld.

The City reserves the right to hold the users damage deposit in its entirety if user does not follow specified City policies. This will hold true regardless of who (permit holder, guest, or agent of permit holder) was responsible for the breach of policy.

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Senior Center Catering Information
Customers are required to use a qualified caterer and complete the “Catering Agreement" if they plan on serving food during their event. Failure to submit the completed forms when due will result in the cancellation of your event and the loss of your security deposit.

Only a qualified caterer who has met the criteria set forth in the “Catering Agreement Form” will have access to the kitchen.

Potlucks and food preparation by the permit holder is not allowed in the Orchard Pavilion.

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Recreation Center Catering Information
Customers are required to complete the “Catering Agreement” form if they plan on having their event catered. The completed “Catering Agreement” form will be due a minimum of 30 days prior to the event. Failure to submit the completed form when due, will result in the cancellation of your event and the loss of all associated fees.

Potlucks are permitted in the Recreation Center and do not require completion of the “Catering Agreement form
 

Alcohol and Insurance Information
Liability Insurance will be required for any event hosted in the Ballroom, Community Room or Orchard Pavilion where alcohol is present.

A General Liability Insurance policy in the amount of $1 million will be required with the City of Sunnyvale listed as an additional insured with wording as follows:

“The City of Sunnyvale, its officers, agents, and employees are hereby named as additionally insured”

Proof of insurance and the accompanying endorsement must be submitted a minimum of 30 days prior to the event. Failure to do so will result in cancellation of the event and the loss of all associated fees.

Customers who wish to serve hard alcohol must go through a caterer or bartender that holds a proper liquor license/insurance and Sunnyvale business license.

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Facility Attendant
A Facility Attendant will unlock and lock the facility, answer any questions, and enforce all rules of operation. An attendant(s) will set up the room prior to the designated time allowed for preparation and assist with additional tasks as necessary. Please report all spills and any problems to the attendant immediately.


Room Set-Up and Special Request
The Facilities Coordinator must approve decorations, special requests, and the room set-up diagram.

A room set-up diagram is due 30 days prior to the event (a floor plan of the room will be included in the reservation packet onto which you can sketch your desired room set up). A Facility Attendant will have set up all tables and chairs, in accordance with your set-up diagram, by the time the program/event begins. Failure to receive a room set-up diagram will result in no set-up being performed.

Pins, tape, or staples into the walls and partitions in the Orchard Pavilion are prohibited. Decorations must be self-standing in the Orchard Pavilion. No confetti, glitter, silly string, or fog machines permitted in rooms in the Senior Center and the Recreation Center.

Please inquire about the rules pertaining to the use of candles.

The City of Sunnyvale does not guarantee that the fountains will be operational during an event.

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Clean-Up Responsibilities
The user is the responsible for restoring the facility to its original condition prior to usage and to the satisfaction of event staff. The City of Sunnyvale will furnish NORMAL cleaning supplies such as trash bags, mops, and sponges. Staff will be present and provide guidance on the necessary functions that need to be performed prior to vacating the facility.

It is the user’s responsibility to clean all tables and chairs before staff remove them from the facility.

A Clean-Up Responsibility Form will be provided when the reservation is made and on the day of the event. This form can be used as a checklist to ensure that the user adheres to all clean-up responsibilities.

The permittee is provided 1 hour after the event’s scheduled conclusion time to clean the facility. This time is used specifically to clean. All other activities associated with the event must stop.

Prior to vacating the facility the user must check-out at the front counter and verify with staff that the condition of the facility is satisfactory. This, however, will not guarantee that the damage deposit will be refunded in full.

Should the facility be vacated prior to restoring the facility to its original condition, the permittee will be charged one hour of rental fees for each 15 minutes that staff is needed to return the building to a satisfactory condition.

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General Regulations
Each guest at an event must obey all applicable City, State and Federal rules, ordinances, laws and regulations. Failure to obey the rules and regulations will result in cancellation of the permit. Additionally, you may be asked to leave the facility and/or be subject to legal action.

Food and drinks are prohibited on the stage in the Orchard Pavilion.

The person or organization to whom the permit is issued assumes all responsibility for use of the facility. Permits cannot be transferred, assigned or sublet. The permit holder or their delegate must be in attendance at all times.

Only City of Sunnyvale vehicles are allowed on Community Center grounds. You may park only in designated parking areas, including the time spent loading and unloading your vehicle.

The rooms reserved exclusively for your activity are included on your permit. You may not use other rooms in the facility.

The City has the right to assign a staff member to supervise the event.

The City retains the right to prohibit excessively large audio equipment that may be considered a nuisance or disturbance to the surrounding community. Equipment that may cause power failure to the facility will be prohibited.

Gambling is prohibited. Gambling is defined as: “giving of value for the possibility of obtaining the operation of an element of chance.”

Commercial or profit-making activities are not allowed. You may not charge admission fees, sell products, or solicit donations without prior special approval by the Department Director or the assigned representative.

Smoking is prohibited within twenty feet of any entrances, exits, or operable windows.

Specific fire code regulations must be followed for candle usage. No open flames allowed. Please call the Reservation Office for further details.

The display of banners and/or signs is prohibited.

No confetti or glitter is permitted in or around the Community Center.

No soliciting is allowed in or around the Community Center.

The City of Sunnyvale is not responsible for accidents, injury, illness, or loss of group or individual property.

Specific fire code regulations must be followed for candle usage. No open flames allowed. Call the Reservation Office for further details.

Proof of insurance may be required, depending on the type of event.

Birdseed may be thrown outside the Community Center at wedding receptions; no rice is allowed.

Anyone violating the established rules and regulations or constituting a public nuisance may be required to leave the facility and your deposit may be withheld.

Please do not offer gratuities to City employees as they have been instructed not to accept them.


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