Facility Use Guidelines
General Policies
Facilities are booked for a minimum of 2 hours and a maximum of 9 hours. The reservation time includes all set up and clean up time; no additional time is allotted for these activities.
The person who makes the reservation must remain on site at all times throughout the rental and is responsible for the key checked out for an indoor facility. Failure to remain on site may result in the loss of future reservation privileges.
Individuals and organizations reserving facilities are responsible for all damages to the facility and/or equipment that occur as a result of the reservation. Failure to pay fees for damaged property will result in the loss of future reservation privileges.
All equipment and decorations must be removed at the end of the reservation. Facilities must be left in good, clean condition when the activity is complete. Plans for special activities including bounce houses, etc. must receive prior approval from the Parks and Recreation Dept. Vendors are required to provide certificates of insurance.
Nails, thumb tacks, etc, must not be used to attach decoration to the walls or ceilings. If tape is used to hold decorations, it must be completely removed from all surfaces. Masking tape is the only approved tape for decorating purposes.
Alcohol is not permitted at any Parks and Recreation facility. (Ord. No. 76-08)
Sock hops and/or sweet sixteen parties are not permitted in the Bessie Mitchell Facility or the Merlot Room.
Individual or organizations must provide a minimum of two adult chaperones for youth functions of 40 or less. One additional chaperone must be provided for each additional 20 participants. Youth are defined as anyone under the age of 21.
Reservation cancellations must be made at least 14 days prior to the reserved date. If cancellation occurs within 14 days, the department reserves the right to charge an administrative fee equivalent to 50% of the rental fee. Cancellation of an outdoor reservation due to inclement weather may be rescheduled. No refunds will be given for notices of cancellation after the date of the reservation.
The Grapevine Parks and Recreation Department reserves the right to terminate a reservation during the activity if conditions so warrant.
Individuals and organizations reserving facilities must comply with all applicable policies, ordinances and laws. Failure to comply may result in denial of any subsequent use of facilities and/or forfeiture of the facility deposit for indoor facilities.
Additional Policies for Indoor Facilities
The facility deposit ($50 for the Merlot Room, $100 for the Bessie Mitchell Facility) is returnable as long as: 1) there is no damage to the facility and 2) all policies and city ordinances were followed during the reservation. City staff, which is requested after hours to open a facility due to a lost or forgotten key will also result in forfeiture of $25 of the facility deposit.
Some reservations will require the presence of Parks and Recreation staff. If this is required, the customer will not pick up a key in advance. Parks staff will open and close the facility. Payment of a facility deposit is still required. When payment of the facility deposit is made, staff will notify the customer at that time if staff will be on site.
The organization or individual is responsible for all set up and clean up as required before and after the reservation but within the allotted reservation time. Tables and chairs must be returned to the original arrangement when the reservation is complete.
All trash must be removed from the facilities following the reservation. Outside containers are available at the Merlot Room (dumpster) and the Mitchell House (storage container behind the facility).
Smoking is not allowed in any indoor facility.
The number of persons meeting at a facility shall not exceed the maximum number permitted according to fire code regulations. Fire code regulations do not necessarily ensure comfortable use of the facilities. It is recommended that a customer discuss the nature of the event with the Recreation Services Secretary. Customers are required to closely estimate the attendance on the reservation application.
No eating utensils, tablecloths, office supplies or any other supplies or equipment are provided. The reservation group is responsible for providing all supplies as needed.
All lights must be turned off and the facility secured before leaving.
PLEASE NOTE: These are general reservation policies and address most reservation situations. For specific requests or questions, it is the customer's responsibility to contact the Parks and Recreation Department to ensure compliance with all reservation policies.
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