FACILITY RENTAL INFORMATION
The Carson City Parks and Recreation Department is proud to offer a "One Stop Shop" for rental of City facilities. The following information should answer most of your questions regarding the rental/reservation process.
The following facilities are available for rental:
The rest of our park facilities are not available for reservations/rental.
Picnic pavilions are available on a first-come first-served basis.
Facilities are available to both commercial and non-profit groups
Commercial Groups are any groups or organizations that would rent a facility to earn profit from the event. These groups or organizations will be charged either resident or non-resident commercial fees for the use of the facility.
Non-Profit Groups are any patriotic, charitable, fraternal, religious, or service groups. Proof of
non-profit status, such as the Articles of Incorporation, must be provided by these groups. However, non-profit may also include family events, such as weddings and picnics, whereby proof of non-profit status is not required.
General Event Requirements
The following requirements must be met by all groups or individuals interested in rental of the facilities. NO EXCEPTIONS will be made unless previously approved by the Parks and Recreation Director. The Reservation Coordinator may cancel your reservation if these requirements are not met in a timely fashion.
Reservations, Cancellations, Fees, and Deposits
Since our facilities are in demand, we recommend that you contact the Reservation Coordinator as early as possible, minimum 30 days in advance. A deposit of 60% of the estimated charges may be required for reservations made by first time renters for more than one year ahead of the event. A minimum deposit of fifty percent (50%) of the estimated facility rental fees is required twenty (20) working days prior to the event for all rentals, regardless of how far in advance the reservations are made.
If it is necessary to cancel the event, a refund will only be given if the event is cancelled a minimum of twenty (20) working days prior to the event. You will, however, be charged a ten percent (10%) processing fee for these types of cancellations. If the event is canceled less than twenty (20) working days prior to the event, no refund will be given. Cancellations due to weather or other acts of God can be appealed to the Parks and Recreation Director for further consideration.
The remaining fees and one hundred percent (100%) of the cleaning deposit(s) must be received no later than ten (10) working days prior to the event. All cleaning deposits are refundable without processing fees, as long as the renter leaves the facility in satisfactory condition following the event. If the facility is left in unsatisfactory condition, you will forfeit your cleaning deposit, and the cleaning deposit will be doubled for future rentals. If the facility is left in extremely poor condition, you will forfeit your cleaning deposit and may be required to hire an independent cleaning contractor who is licensed, bonded, and insured to clean the facility after your next event.
Liability Insurance and Limits
A Certificate of Insurance naming Carson City as Additional Insured is required from any group or person renting a facility. The only exception is Carson City departments. All other government departments and public education systems must supply a self-insurance letter from their risk management department stating that the event is to be covered by them.
In some cases, this liability protection may be extended from an existing home owners or business owners insurance policy. A certificate from the company or agent handling the policy is required and must list Carson City as Additional Insured, not just as certificate holder.
In the event that a home or business policy is not present, a one day or short term special event liability policy can be obtained. The cost of this policy is the sole responsibility of the renter. For more information, please contact the Reservation Coordinator. The limit of liability insurance required depends on the organization and/or type of event you will be holding. Liability Insurance in the amount of at least $300,000 is required for educational, associations, public service and non-profit groups, religious groups (less than 100 people attending), public and private schools, and private individuals (less than 100 people attending).
Insurance in the amount of at least $500,000 is required for auctions, seminars, auto shows, craft shows, weddings (101 - 300 people attending), musicals and plays.
Insurance in the amount of at least $1,000,000 is required for any event serving alcohol, any event where items are sold (food, tickets, shirts, tapes, books, etc.), rodeos, horse shows, events requiring street closures, and any event where there will be more than 300 people attending at one time.
Special Event Requirements
In addition to the general requirements, some events will have additional requirements as outlined below. The renter will work with the Reservation Coordinator for all necessary permits. The Reservation Coordinator will then obtain the permit for the renter. This must be visibly posted at the event location.
A Business License is required when the renter will be selling any product or promoting any special event (i.e., food, concert or craft fair).
A Fire Permit is required for any event or social function where attendance is expected to be 50 people or more, such as craft fairs, open air markets, cook-offs, dances, carnivals, etc. A diagram of how your event will be set up is required to obtain this permit.
A Health Permit is required for any event where food or beverages are being served to the public. In some cases a telephone interview with a Health Department official may be required.
A Liquor Permit is required for any event where alcohol of any kind is being consumed by any group or individual during the event.
A Sales Tax Permit is required for any event where any sales take place, including food sales. These permits are available from the State of Nevada Department of Taxation. For additional information, you may contact them at (775)687-4820; 1550 E. College Parkway, Carson City, NV 89706.
Security is required for some types of events such as dances or parties where large groups of people will be attending. The Reservation Coordinator will advise you at the time of your reservation request if this requirement is applicable to your event. For additional information, you may call the Reservation Coordinator at (775)887-2290, ext. 30426.
An Authorization for Street Closures must be obtained for any event where streets need to be closed. For additional information, you may contact the Business License Division at (775)887-2310; 2621 Northgate Lane, Suite 6, Carson City, NV 89706.
For further information or to make a reservation, please contact:
Gail Schroeder, Reserviation Coordinator
Recreation Division office
Phone: (775) 887-2290 x 7426
Email: GSchroeder@ci.carson-city.nv.us. Please provide your name and phone number.
Office location: Carson City Recreation Office, 851 E. William St., Carson City, NV 89701
Last updated date: 6/2/2010 11:22:00 AM