City of Sunnyvale

Contact the main reservation line to inquire about availability
Make your reservation in person or by phoning the main reservation line
Once reserved a confimation packet will be delivered to your residence
- Sign and return the “Park Building Liability Statement”
- Complete and return the “Park Building Set-up Form”
On the day of the event, a building attendant will open the facilty at the time reserved

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 six months to the day in advance. Reservations must be made a minimum of 30 days in advance.

Reservations for Park Buildings 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.

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 11:00 p.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.

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 (Heritage Center Building is the only facility that allows alcohol).

There will be a $25.00 jumphouse permit fee needed when you have an inflatable jumphouse at one of the City parks. Jumphouses must be obtained through certain companies authorized to provide structures in Sunnyvale parks. To obtain a list of the authorized companies, you can call the reservation line at (408) 730-7751 or come in the Recreation Office to pick up a copy.

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 30 within days prior to the scheduled date.

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.

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 canceled 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.

Catering/Insurance Information
Food is permitted in the park buildings. Permittee may prepare their own food or arrange for a caterer. If you choose to have your event catered, you must have your caterer complete “Catering Agreement” form. 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. To request a copy of this form please call the Reservation Office to have a copy sent to you or please come into the Reservation Office during their business hours.

Alcohol Information
The use of alcoholic beverages must be requested at the time the reservation is made or up to 30 days prior to the event date. The only facility that permits alcoholic beverages is the Heritage Center Building. Beer, wine, and champagne are the only alcoholic beverages permitted in the facility.

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 set-up all tables and chairs, in accordance with your set-up diagram, by the time the program/event begins. This document will be due 30 days prior to the event. Failure to receive a room set-up diagram will result in no set-up being performed.

If the premittee should for any reason be unavailable during an event. It is his/her responsibility to nominate a representative to act as a point of contact should city staff have any questions or concerns in regards to the event.

The City of Sunnyvale does not guarantee that the lakes or streams at the parks will be operational during an event.

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 Policy 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.

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

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.

You may park only in designated parking areas, and must comply with all zoning and traffic ordinances.

The rooms reserved exclusively for your activity are included on your permit. You may not use other rooms or reservable picnic areas in the park.

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. No soliciting is allowed in or around the Park Building

No amplified music or speeches are allowed outside the building.

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 sings is prohibited.

No confetti or glitter is permitted in or around the facilty.

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

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

Birdseed may be thrown outside the Park Building at wedding receptions; no rice is allowed.

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

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