Reservation Rules and Regulations

RULES AND REGULATIONS

GOVERNING USE OF CITY RECREATION FACILITIES AND AREAS

ADDITIONAL TERMS AND CONDITIONS

TO HUMAN SERVICES & RECREATION DEPARTMENT

RESERVATION REQUEST FORM (USE OF CITY PROPERTY)

1. City recreation facilities are available to community groups for meetings and activities of a recreational, cultural, civic, nonexpressive and educational nature.
2. Reservation permits are nontransferable to other groups/individuals or for other recreational facilities. A copy of the approved permit must be kept onsite at all times during an event.
3. The responsible individual to whom the reservation was issued is required to (a) be in attendance for the entire time the reservation is in effect; and (b) notify the Park Reservations Desk in writing of any cancellation no less than ten (10) business days in advance of the event date. Failure to follow either requirement may result in permit cancellation and/or loss of all fees.
4. All Fire Department regulations, including the capacity of specific rooms, must be complied with at all times (capacity is posted in rooms).
5. No City property shall be altered or otherwise modified without written authority from the City of Pasadena. Event signage may not be nailed, stapled, etc. to trees, signs, buildings or other City property. Parking cars on turf or grass areas is not allowed unless authorized by City staff.
6. The reservee/applicant assumes all liability for damage to or theft of City property by his/her group during the reservation time period.
7. Alcoholic beverages are prohibited in public facilities except as authorized by Pasadena Municipal Code Section 3.24.090.
8. No park permits are issued during holidays. Park sites are available on a first come, first serve basis on holidays.
9. The City of Pasadena will not assume any responsibility for security of exhibits, nor will it provide staff to attend to such exhibits.
10. Groups are requested to observe and help enforce the common rules concerning social behavior; for example, no obscene speech, respect for the personal and property rights of others, avoidance of unnecessary noise which might disturb other groups using the facility or citizens residing near the facility and related areas.
11. Reservee/applicant should take note of City Charter provisions concerning use of park property (Article XVI). A copy of the City Charter is available online and in the City Clerk's Office for viewing.
12. Any groups or organizations which charge an admission/fee may be subject to a surcharge not to exceed twenty percent (20%) of the total gross receipts.
13. Patrons are reminded that it is illegal to park automobiles in the park, or block any driveway or entrance leading into or out of a facility or park. These driveways are used for emergency vehicles in case of accidents, fire, etc. Use approved parking areas only.
14. City staff and/or City authorized staff are authorized to enter any room on park property at any time in performance of duties.
15. The sale or raffle of merchandise, acceptance of donations, or charging for admission are prohibited in facilities and park grounds, unless the City has given specific written approval.
16. Renewal of a reservation will be contingent upon care of property and equipment, and strict observance of all rules and regulations governing the use of said property and equipment.
17. Permittees using the recreation centers and/or related areas and facilities shall not engage in illegal discrimination based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.
18. Groups are required to vacate their reserved facilities on or before the time specified on the permit.
19. Smoking is prohibited in City parks, community centers and recreation centers.
20. A refundable cleaning/damage deposit may be required for the use of certain facilities. The deposit will be refunded if the facilities are not damaged, are left in an orderly condition, and all other regulations have been met.
21. The City requires the user of any premises or facility described in Municipal Code Chapter 3.24 to indemnify or hold harmless the city, its officers, directors or employees from any loss, liability or damage arising out of, as the result of, or in connection with the use of the facility or premises, equipment or services to the city, its officers or employees, including all costs of defending any claim arising as a result thereof. See Pasadena Municipal Code Section 3.24.100.
22. If an event generates a large amount of garbage, Permittee is responsible for providing enough garbage bags for collection.
23. Park Safety Specialists can respond to safety related concerns at parks dial (626) 744-4241 for assistance.
24. Cancellation notice procedure: Applicant must submit cancellation notice in writing no less than ten (10) business days in advance of reservation date to receive a refund minus the deposit amount.
25. Groups failing to use their permits and/or failing to cancel permits ten (10) business days prior to their reservation date will forfeit their entire reservation fee.
26. Fees for permits may only be refunded due to weather conditions or if City preempts use of the facility. The Parks Reservation Desk must receive written request for such within five (5) business days after the original permit date.
27. Insurance 
    1. The organization or individual requesting a reservation (“Applicant”) shall, at its own expense, procure and maintain policies of insurance of the types and in the amounts set forth below, for the duration of the permit, including any extensions thereto.  The policies shall state that they afford primary coverage.
       1. Automobile Liability with minimum limits of at least $100,000/300,000/100,000 if written on a personal automobile liability form, for using a personal vehicle; or an amount of $1,000,000 including owned, hired, and non-owned liability coverage if written on a Commercial Automobile Liability form.
       2. General Liability with minimum limits of at least $1,000,000 combined single limits written on an Insurance Services Office (ISO) Comprehensive General Liability "occurrence" form or its equivalent for coverage on an occurrence basis. Premises/Operations and Personal Injury coverage shall be required.   The City of Pasadena, its councilmembers, commissioners, officers, employees, agents and volunteers must be endorsed, by separate and specific endorsement, on the policy as additional insureds as respects liability arising out of the Applicant’s performance of this permit.
       3. Commercial Crime and Employee Dishonesty Policy with minimum limits of at least $50,000 to cover potential financial liability. The City of Pasadena, its councilmembers, commissioners, officers, employees, agents and volunteers must be endorsed, by separate and specific endorsement, on the policy as additional insureds as respects liability arising out of the Applicant’s performance of this permit
       4. If the Applicant employs contractors as part of the services rendered, Contractor's Protective Coverage is required.   Applicant may include all subcontractors as insureds under its own policy or shall furnish separate insurance for each subcontractor, meeting the requirements set forth herein.
       5. Applicant shall comply with the applicable sections of the California Labor Code concerning workers' compensation for injuries on the job. Compliance is accomplished in one of the following manners:
          1. Provide copy of permissive self-insurance certificate approved by the State of California; or
          2. Secure and maintain in force a policy of workers' compensation insurance with statutory limits and Employer's Liability Insurance with a minimal limit of $1,000,000 per accident. The policy shall be endorsed, by separate and specific endorsement, to waive all rights of subrogation against City, its councilmembers, commissioners, officers, employees, and volunteers for losses arising from performance of this permit; or
          3. Provide a "waiver" form certifying that no employees subject to the Labor Code's Workers' Compensation provision will be used in performance of this permit.
       6. Each insurance policy included in this clause shall be endorsed to state that coverage shall not be canceled except after thirty (30) days' prior written notice to City.
       7. Insurance shall be placed with insurers with a Best's rating of no less than A:VIII.
       8. Prior to commencement of performance, Applicant shall furnish City with a certificate of insurance for each policy. Each certificate is to be signed by a person authorized by that insurer to bind coverage on its behalf.  The certificate(s) must be in a form approved by City.  City may require complete, certified copies of any or all policies at any time.
       9. Failure to maintain required insurance at all times shall constitute a default and material breach. In such event, Applicant shall immediately notify City and cease all performance under this Applicant until further directed by the City.   In the absence of satisfactory insurance coverage, City may, at its option:  (a) procure insurance with collection rights for premiums, attorney's fees and costs against Applicant at City's option; (b) immediately terminate this permit; or (c) self-insure the risk, with all damages and costs incurred, by judgment, settlement or otherwise, including attorney's fees and costs, being collectible from Applicant.
28. City Responsibility.   City shall cooperate with Applicant as may be reasonably necessary for Applicant to perform its services, and will give any required decisions as promptly as practicable so as to avoid unreasonable delay in the progress of Applicant’s services.
29. Cancellation.
    1. Cancellation notice procedure: Applicant must submit cancellation notice in writing no less than ten (10) business days in advance of reservation date to receive a refund minus the deposit amount. Mail your written notice to Park Reservations Desk, 2575 Paloma St., Pasadena, CA 91107 or fax to (626)744-7520. Notification date will be the date the Park Reservations Desk receives the written or fax notice.
    2. Applicants failing to use their permits and/or failing to cancel permits ten (10) business days prior to their reservation date will forfeit their entire reservation fee.
    3. Fees for permits may only be refunded due to weather conditions or if City preempts use of the facility. The Parks Reservation Desk must receive written request for such within five (5) business days after the original permit date.
30. Requirements Relating to Scope of Services.Applicant shall perform all work necessary to conduct the sports activity class for the City of Pasadena, as described on the Reservation Request Form.  The Applicant shall publish and distribute publicity pamphlets/flyers; collect and remit fees; organize the classes, including the handling of all problems related thereto; supply all personnel or volunteers needed to host classes; and supply funds needed to cover expenses of the program.Applicant shall perform all work necessary to operate the sports activity class for participants, and during the seasons, as described on the Reservation Request Form.
    1. Applicant’s duties shall include the following:
       1. All off-season marketing services. Services performed shall include:
          1. Design publication and reproduction of all class marketing materials and forms.
          2. Mailing list processing, generation and all expenses related to mailing.
          3. Dissemination of press release and public relations materials.
          4. Off-season preparation services, including:
             1. Applicant shall be responsible for collection and deposit of all registration fees.
             2. Preparation and printing of class flyers as determined by the City.  Copies of flyers shall be distributed to City prior to start of marketing.  Class scheduling and/or rescheduling should be discussed with City prior to any changes occurring.
       2. Applicant must enroll a minimum percentage of Pasadena residents in its program, if specified in the Reservation Request Form.
       3. Applicant shall be responsible for applying for permits 60 days in advance of the start of classes. Notwithstanding the issuance of a permit to use a site, the City reserves the right to displace any class due to city-sponsored events or other activities.
       4. All services shall be performed to the satisfaction of City.
31. Applicant’s Personnel.
    1. Applicant represents that it retains, or shall retain, at its own expense, all personnel required to perform the services under this permit.
    2. Applicant shall not subcontract any services any services to be performed by it under this contract without prior written approval of City.
    3. All of the services required hereunder shall be performed by Applicant or by City-approved subcontractor. Applicant, and all personnel engaged in the work, shall be fully qualified and authorize or permitted under applicable laws to perform such services and shall be subjected to approval by the City of Pasadena.
32.  Fees and Expenses. Applicant shall, at its sole cost and expense, furnish all necessary and incidental labor, material, supplies, facilities, equipment and transportation which may be required for furnishing services such as flyers, mailings, registration, equipment, supplies, awards, and staff pursuant to this permit.   Materials shall be of the highest quality.  These costs and expenses shall include all professional time and all clerical, administrative, overhead, insurance, reproduction, telephone, air travel, auto rental, subsistence, and all related expenses.
33. Payment.
    1. Applicant shall remit to City the percentage of gross proceeds from registration fees, as well as individual session fees, as set forth in the Reservation Request Form.
    2. All payments shall be due on the following date no later than 1 weeks after last class of session.
    3. Failure to make timely payments as agreed shall result in the assessment of a 10% late fee.
34. Term. The term of this permit is one year from the date of Applicant’s initial event date, or the conclusion of Applicant’s events as set forth on the Reservation Request Form, whichever occurs first.  A renewal of this permit requires a new, fully-executed Reservation Request Form.

Rev. 10/26/2018