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Palm Valley Community Center Association, Inc. 14145 West Palm Valley Boulevard Goodyear, Arizona 85395 Phone: 623.935.5100 Fax: 623.935.7338 www.palmvalleycommunitycenter.org
Dear Potential Renter:
Thank you for your expressed interest in renting the Palm Valley Community Center for your upcoming function.
Attached with this letter you will find the Room Rental Information Packet for your review.
It is important that you review this document carefully, as it details your responsibilities as a renter of our facility.
In order to reserve specific dates and times, you must return the completed and signed Room Rental Agreement with the full Rental Deposit required to our office. The Room Rental Agreement is not part of this packet, but can be obtained both from the PVCC office, as well as the PVCC website. It can also be emailed to you upon request. Please ensure that you complete the entire document and sign all pages where indicated.
After your reservation has been made, all necessary insurance, rental fees, and any other required items must be submitted no later than two weeks before your reserved date.
Please note that you must submit the appropriate Certificate of Liability Insurance up to $500,000 naming the Palm Valley Community Center Association, Inc. as additional insured for the date of your event. If you will be serving alcohol at your event, you will need to ensure that the Certificate of Insurance includes “Host Liquor Liability Coverage” in addition to general liability coverage for the date of your event. Along with liquor coverage on the insurance form, if alcohol is being served at your event, you will also be required to schedule and pay for two off-duty police officers to be present during the entire time alcohol is being served and consumed. Officers can be scheduled through the Palm Valley Community Center.
On the day of your event, please expect to complete and return the Pre-Rental Room Inspection Form and the Room Rental Clean-Up Checklist Form. These will be completed before and after your event.
Please contact Korri White at the Palm Valley Community Center at (623) 935-5100 ext. 25 or by email at korri@palmvalleycommunitycenter.org if you have any questions or need any clarification on renting the facility.
Sincerely,
Korri White Korri White
Palm Valley Community Center Coordinator Effective March 1, 2008. Rates subject to change.
Time Blocks: Business Hour Rates: Monday – Friday – 9:30 a.m. – 7:00 p.m. Saturday – 9:30 a.m. to 7:00 p.m. Sunday 11:00 a.m. to 6:00 p.m.
Outside Business Hour Rates: Monday – Friday – before 9:30 a.m. and after 7:00 p.m. Saturday – before 9:30 a.m. and after 7:00 p.m. Sunday – before 11:00 a.m. and after 6:00 p.m.
*Please note that the Agave Room, Swimming Pool, Tennis Courts and Volley Ball Court Areas cannot be rented. Cleaning Fees All rental parties are responsible for both setup and cleanup of their own event. If the facility is not returned to the proper condition a cleaning fee of $40.00 per hour will be charged for each hour it takes PVCC to return the building to pre-rental condition.
PALM VALLEY COMMUNITY CENTER ASSOCIATION, INC. Rental Information Packet
The Palm Valley Community Center is owned by the Palm Valley Community Center Association, Inc. and managed by AAM, LLC. ALCOHOL INFORMATION Non-Host Bars: (charging guests for Alcohol) The renter must obtain a Special Event Liquor License from the City of Goodyear in conjunction with A.R.S. 4-203.02. Applications are available at the City of Goodyear City Clerk’s office or call (623) 882-7830. The Application must be completed and submitted with a map of the facility. The City of Goodyear Special Event liquor license applications are submitted to the City Clerk’s office. To be placed on the City Council Agenda, the application must be received in the City Clerk’s office no later than ten (10) days prior to the Council meeting. City of Goodyear Council meetings are scheduled for the second (2nd) and fourth (4th) Monday of each month, unless noted. A representative from the organization seeking application must be present during the Council meeting to answer any questions the Council may have. Upon approval by the City Council the rental group’s approved application needs to be submitted to the Palm Valley Community Center. Liquor permits and proof of insurance are REQUIRED to be submitted 14-days prior to event. Alcoholic beverages will not be served in conjunction with the use of the Palm Valley Community Center, unless and until, the rental group provides all appropriate documentation. No alcoholic beverages can be served to minors. Doing so is in violation of Arizona Law. Liquor Liability Insurance Coverage must be stated on your Certificate of Insurance. Host/Open Bars (not charging guest for alcohol): If you are providing an open bar for your guests, liquor liability insurance coverage must be stated on the Certificate of Liability Insurance Certificate. Proof of insurance can be obtained from an insurance agent or an insurance agency. For all events held in the Palm Valley Community Center an applicant must obtain a certificate/proof of liability insurance for $500,000 naming the Palm Valley Community Center Association, Inc. as an additional insured. The Palm Valley Community Center requires that renters hire two (2) off-duty police officers for all events with an open bar who must be present during the entire time alcohol is being served and/or consumed. Please note, ANY alcohol provided without charge to guests is considered an open bar regardless of quantity. Officers can be scheduled for your event through the Palm Valley Community Center. The current rate charged for the off-duty officers is $35.00/hour per officer with a minimum of 4 hours (i.e. $140.00 per officer). If your event is on a holiday, the rate for off-duty officers is $45.00/hour per officer with a minimum of 4 hours (i.e. $180.00 per officer). Alcohol Usage Rules and Regulations 1. All open bar events are REQUIRED to hire (2) off-duty police officer(s) to be present at the event during the time that alcohol is being served and consumed. 2. Alcohol is only permitted, if approved, in the specific areas that you have rented for your event. 3. Rental groups are responsible for the conduct and behavior of their participants and any problems related to the presence of alcohol. 4. THE USE OF KEGS IS LIMITED TO THE KITCHEN ONLY. Rental groups that would like to bring kegs into the facility will be required to rent the kitchen. If the kitchen is reserved by another group the keg will be prohibited. 5. Minors may not consume alcoholic beverages. 6. Alcohol may only be served during the times agreed to and only while off-duty officers are present. Failure to follow these rules will result in forfeiture of the damage deposit and possible cancellation of the rental. AVAILABILITY Rooms at the Palm Valley Community Center are subject to availability on a first come first served basis. Reservations will only be held when a completed Room Rental Agreement and Rental Deposit are submitted to PVCC. Rental fees are charged based on the above listed hourly rental rates. The Palm Valley Community Center is not available for rental on the following days. v New Years Day v President’s Day v Easter v Mother’s Day v Memorial Day v Father’s Day v Independence Day / July 4th v Labor Day v Thanksgiving (Thursday & Friday) v Christmas Eve v Christmas Day Please check with Community Center Staff regarding availability of specific dates. CANCELLATIONS The Community Center reserves the right to change/cancel any part of a rental agreement and the related scheduled activity. ¨ Cancellation of any event will result in a non-refundable cancellation fee of $75.00. ¨ Cancellations made with less than a two week notice prior to the scheduled event will result in a non-refundable cancellation fee of $75.00 and 50% of the rental deposit. ¨ Cancellations made with less than a 48-hour notice will result in the loss of your Full Rental Deposit. ¨ Renters who reserve multiple rooms will have cancellation fees that are based on each room which is rented. CAPACITIES The maximum room capacities are designed by the City of Goodyear’s Fire Department and must be adhered to.
CATERERS Maricopa County Health Department requirements state that all food must be prepared and initially cooked in a separate facility. There are no exceptions to this rule. The Palm Valley Community Center Stove, Ovens, Warming Drawers and Microwave are only available for use during rentals as a means of warming food. CHECK-IN PRIOR TO YOUR EVENT Upon arrival at the Community Center, rental groups MUST check-in at the front desk with the PVCC Staff member to conduct the Pre-Rental Room Inspection. For your convenience and safety, there is a staff person on duty during all rental events. Please note that the facility will be open to PVCC members from 6:00 a.m. to 10:00 p.m. for member use in the areas that have not been rented. CLEANING THE FACILITY DURING & AFTER YOUR EVENT Renters are responsible for cleaning the room(s) in accordance with the supplemental “Room Rental Clean Up Checklist.” Rental groups are responsible for storing all tables and chairs back on the storage racks. All garbage is to be removed from the facility at the conclusion of your event. Please use the rolling garbage can when taking the trash bags out of the Community Center. The Dumpsters are located in the East parking lot. Cleaning equipment is available by contacting the staff person on duty. To ensure the return of the damage deposit, please have the staff person complete a post-event inspection at the conclusion of the rental. In addition to the Palm Valley Staff and rental group clean-up evaluation the Community Center Coordinator will also conduct a post-facility evaluation after the scheduled event. Any charges or fines will be assessed at that time. Any cleaning and/or repairs that requires staff time and materials will be deducted from the damage deposit and/or charged to the rental group. If a rental group exceeds the time reserved, there will be charges for additional time and/or it may be deducted from the damage deposit. Failure to follow the Clean-Up Checklist may result in forfeiture of the damage deposit and/or additional charges and could also result in denial of future rental use. DATE AND TIME CHANGES One date change request will be allowed per contract for events scheduled. All date changes are based on availability and must be approved through the Palm Valley Community Center Coordinator. Additional date change requests will be subject to the cancellation policy and all applicable cancellation fees will apply. Approval of time change requests are subject to room availability. Additional rental times must be paid for in full two weeks prior to the event. Often events are booked back-to-back. For this reason, it is crucial that all events start and end at your scheduled time. DECORATIONS O Only freestanding decorations are permitted. DO NOT AFFIX ANY ITEMS TO THE CEILING, DOORS, COLUMNS, WALLS, PARTITIONS, LIGHT FIXTURES, OR WINDOWS. Tacks, nails, tape, glue and staples are prohibited on any surface. Violation will result in forfeiture of the entire damage deposit. O BALLOONS are allowed, however please be aware that all balloons MUST be removed at the end of your event. O CANDLES AND FLAMMABLE MATERIALS ARE PROHIBITED. The use of flammable materials is regulated by the City of Goodyear Fire Department. In compliance with the City Fire Code and the City of Goodyear, no candles are allowed at the Palm Valley Community Center. The use of any type of candles or open flame is strictly prohibited and will result in forfeiture of the damage deposit. O RICE, BIRDSEED, CONFETTI, GLITTER, DANCE WAX ETC. are strictly prohibited at the Palm Valley Community Center (inside or outside) and will result in forfeiture of the entire damage deposit. O FOG/SMOKE MACHINES may not be used at the Palm Valley Community Center because they set off the fire alarms. Use of these machines will result in forfeiture of the damage deposit and may cause the immediate cancellation of your event. O FIREWORKS (including but not limited to sparklers, firecrackers, bottle rockets, and all other type of fireworks) are illegal in the City of Goodyear. Use of fireworks at the Palm Valley Community Center will result in forfeiture of the damage deposit, immediate cancellation of your event, and may result in fines from the City of Goodyear’s Fire Department. EQUIPMENT AVAILABLE The following equipment is included in the rental use of the rooms:
Tables (12) Twelve - 60” round tables (Lifetime Brand) & (6) Six - 6’ rectangle tables (Lifetime Brand) - (Linens needed for Lap Length = 90”; Linens needed for Floor Length = 132”) Linens are not available and/or provided through the Palm Valley Community Center Chairs 100 (Lifetime Brand) Conference room - Conference table with 14 seats Additional tables and chairs must be provided by the renter. Please check the Rental Services Vendor list. INSURANCE For all events held in the Palm Valley Community Center an applicant must obtain a proof of liability insurance for $500,000 naming the Palm Valley Community Center Association, Inc. as an additional insured. A personal insurance agent or an insurance agency may be of assistance in securing the required insurance. Palm Valley Community Center Association REQUIRES insurance coverage in the amount of $500,000. Questions regarding specific requirements may be referred to the Community Center Coordinator. If you will be serving alcohol at your event, you will need to ensure that the Certificate of Insurance includes “Host Liquor Liability Coverage” in addition to general liability coverage for the date of your event. KITCHEN INFORMATION The kitchen may be reserved for rental use only in conjunction with rental of the full or ½ Multi-Purpose room. No cooking or food preparation is to take place in the kitchen. The kitchen is for assisting and staging with food that is prepared off-site. This is a Maricopa County Health Department requirement and there are no exceptions to this rule. It is the responsibility of the rental group to provide their own cooking, serving utensils, paper products, dishes, silverware and all other items. Rental groups may not store any item in the kitchen prior to their event. Please contact the Community Center should your group require additional rental time in the kitchen. The kitchen must be rented in order to be used for storage. Maricopa County Health Board Code states that all food needs to be prepared and cooked at a separate facility. LOADING, DELIVERIES AND STORAGE Rental groups using the Multi-purpose Room or Kitchen may unload items at the front circle drive at the main entrance of the building or through the back doors using the West parking lot area. The front circle drive has a loading time of 10 minutes. Vehicles may NOT drive on the grass, the patios, or walking paths. Once deliveries are complete, all vehicles must park in the parking lot. Rental groups are responsible for any and all damage that occurs to the entrance area, walkways, patios, etc. in conjunction with their rental. All deliveries must occur during designated rental times only. Community Center staff will not sign for any delivery items. All items must be removed from the Community Center at the conclusion of the event. Failure to adhere to these policies or any damage that occurs may result in forfeiture of the entire damage deposit and/or a storage fee to be taken from the deposit. RENTAL DEPOSITIn addition to the rental fees, all rental groups are required to provide a rental deposit for each area reserved. Rental deposits are 100% refundable as long as the following conditions are met: 1. The rooms and adjacent facility areas (including outside) are left in a clean and orderly manner per the Rental Clean-up Checklist. 2. Use of the room does not exceed the scheduled time. 3. All equipment is accounted for and undamaged. 4. Additional staff time is not required to clean the facility. If the facility is left unclean a charge of $40.00/hour will be charged for the time it takes PVCC to clean the facility. 5. Damage to the building has not occurred. 6. All rules/guidelines governing alcohol consumption as stated in the alcohol information section are met. 7. All rules/guidelines governing rental usage of the Palm Valley Community Center Association facilities are met. If these conditions are not met to the satisfaction of the staff, an appropriate fee will be deducted from the damage deposit. If necessary, rental groups will be charged to cover any additional cost. Please allow three weeks for the damage deposit to be returned via U.S. mail or by making arrangements for pickup through the Community Center Coordinator. RESERVATIONS AND PAYMENTSO Reservations cannot be guaranteed until both the rental agreement and deposit are received. Rental reservations are taken on a first paid, first served basis. All applications must be verified and approved by the Community Center Management. O Palm Valley Community Center reservations for rentals can be made up to 12 months in advance. O All fees and required insurance certificates must be provided to Palm Valley Community Center no later than 14-days prior to the event date in order to confirm the rental date. If the required forms, fees and insurance information are not received in the specified time period, your reservation will be null and void, cancellation fees will be charged and the balance of your deposit will be mailed back within three weeks. O To assure staff availability, reservations must be made at least seven working days in advance for rentals scheduled during regular Community Center hours. Reservations outside of the regular business hours must be made at least two weeks in advance. O Palm Valley Community Center events have priority in the Community Center, which may prohibit extended or multiple reservations. O Palm Valley Community Center accepts cash, checks, money orders and cashier checks as forms of payment; no credit cards will be accepted. O Rental time must include time required for set-up, delivery and pick up of any supplies, and clean up. O Refunds will not be given for unused rental time. ROOM SET-UP The Community Center staff is not responsible for set-up of the room. Each rental group is responsible for their own set-up. The items listed under Equipment Available can be used for your event with rental of the room depending on availability. Should you need additional tables, chairs, or related rental equipment you will need to rent the additional equipment and/or bring it to your rental. Please be aware of the floor surfaces when setting up the room. DO NOT DRAG TABLES AND/OR CHAIRS ACROSS THE FLOORS. Damage that occurs to the floor and/or tables and chairs is the responsibility of the rental group and may result in forfeiture of the entire damage deposit. Rental groups will not be allowed access to the room prior to the start time designated on the rental contract. Please be sure to allow enough time to complete the room set-up and decorating when booking the rental. ROOM SET-UP CONT. Rental groups will be charged for any and all additional time used for set-up. Rental groups are responsible for stacking the chairs, folding the tables and cleaning the room at the conclusion of their event. Please refer to “Cleaning the Facility” in this packet for more information. SMOKING Palm Valley Community Center is a smoke-free and tobacco-free facility and, therefore, smoking, chewing, etc. is prohibited inside the Community Center and in the swimming pool area. Persons that wish to smoke at the Community Center may do so OUTSIDE in front of the facility or on the Southwest rear patio. Please use the provided receptacles for proper disposal of cigarettes (this does not include garbage cans). Rental groups are responsible for cleaning area of debris as a result of smoking/chewing associated with their group. We also ask that persons wishing to smoke outside the facility please do so away from the doorway and entrances into the facility. It is against City of Goodyear ordinance for minors under the age of 18 to possess, smoke, or otherwise use tobacco products in the City of Goodyear and therefore is not allowed at the Palm Valley Community Center. If receptacles are not cleaned at the end of a rental, a $40.00 cleaning charge will be taken from your deposit. SELLING ITEMS Rental groups that would like to sell items while meeting at the Palm Valley Community Center Association must possess a business license. Requests to sell items must be approved in advance by the Board of Directors. A copy of the Business License must be on file with the rental application 14 days prior to the scheduled event. Business licenses may be obtained by contacting the Goodyear City Clerk’s Office at City Hall, (623) 882-7830.
CLEAN UP AFTER EVENT: It is the renter’s responsibility to return the Palm Valley Community Center Association facilities to pre-rental condition immediately following your event. If the building is not returned to proper condition, a cleaning fee of $40.00 per hour will be charged for each hour it takes PVCC to return the building to pre-rental condition. Failure to meet the terms of the rental agreement and clean up checklist will result in the full or partial loss of your deposit. If the renter or their guest’s damage, vandalize or destroy any property in the Community Center, fees will be charged to the renter. We thank you for your cooperation. VENDORS The list of vendors provided is not an endorsement by the Palm Valley Community Center of their services. It is only compiled as a directory for your review.
Vendor List
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