Palmer Center Facility Rentals
Rental Hours
| Regular Hours | |
|---|---|
| Monday & Friday | 8 am-5 pm |
| Tuesday-Thursday | 8 am-6 pm |
| Saturday & Sunday | CLOSED |
Rental may not always be possible due to programming and parking availability.
| Extended Hours with Fees | |
|---|---|
| Monday | 5-10 pm |
| Tuesday-Thursday | 6-10 pm |
| Friday & Saturday | 5 pm-Midnight |
| Sunday | No rentals |
Rental Rates - Palmer Center Gymnasium
|
|
Gymnasium - Special Event (4 hr. minimum) | Gymnasium - Athletic Game (4 hr. event) | Gymnasium - Athletic Practice |
| Security Deposit | $150 | $150 | $150 |
| Rental Fees: Non-Profit | $200 ($50 each additional hr.) | $200 | $25/hr. |
| Rental Fees: Profit | $400 ($100 each additional hr.) | $400 | $25/hr. |
| Seating Capacity (93 feet x 73 feet = 7056 sq. feet) |
300 | 200 | 200 |
| Equipment Available with Rental 60-inch round tables and 30 inches x 96 inches rectangle tables seat 8. |
30 rectangle tables 8 round tables 300 metal folding chairs |
Bleachers 30 rectangle tables 8 round tables 300 metal folding chairs |
Bleachers 30 rectangle tables 8 round tables 300 metal folding chairs |
Rental Rates - Other Palmer Center Rooms
|
|
Dining Room (3 hr. minimum) | Meeting Room (3 hr. minimum) | Kitchen (Catering only) |
| Security Deposit | $150 | $150 | $150 |
| Rental Fee: Non-Profit | $225/3 hr. ($75 each additional hour) | $45/3 hr. ($15 each additional hour) | $50/hr. 4 hr. minimum |
| Rental Fee: Profit | $375/3 hr. ($125 each additional hr.) | $60/3 hr. ($20 each additional hr.) | $50/hr. 4 hr. minimum |
| Seating Capacity | 140 67 feet x 64 feet = 3931 sq. feet |
25 13 feet X 13 feet = 109 sq. feet |
N/A |
| Equipment Available with Rental 60-inch round tables and 30 inches x 96 inches rectangle tables seat 8. |
19 round tables 2 rectangle tables 140 cushioned chairs |
5 rectangle tables 25 metal folding chairs T.V. with DVD player Dry erase board |
Ice machine Warming unit Double refrigerator (no freezer) Preparation tables |
Additional Rental Items
The following equipment, if available at the time of your request, can be rented for your use at an additional cost.
| Equipment | Fee |
| Sound System with Microphone (Gym or Dining Room) | $25 |
| Podium | $5 |
| Projection Screen (Dining Room Only) | $5 |
| Concession Stand (Gym Only) | $10/hour ($25 deposit) |
| Piano (Dining Room Only) | $10 |
- Add $30 per hour for extended use fee during any rental hours which occur outside of normal business hours.
- The number of tables and chairs already in each room is based on capacity. Moving any tables and chairs from other rooms is not allowed. Plan accordingly and bring any necessary equipment for your rental.
- The only supplies we will provide on the day of your event are trash can liners, brooms, dust pans, a mop, and mop bucket. The rental party is responsible for bringing all other supplies needed i.e.: pens, tape, scissors, paper, staplers, etc.
- The City reserves the right to cancel or revoke permit at its discretion. The City's liability is limited to refund of security deposit and rental fee only.
- The SECURITY DEPOSIT must accompany this contract and is required to secure a reservation. The rental fee must be paid (4) weeks prior to rental date. Any cancellation will result in the loss of Security Deposit.
- Cancelations under (4) weeks will result in loss of Security Deposit and 10% of the total rental fees.
- Lessee is responsible for payment of damage or loss to facility, its contents and/or equipment incurred because of its use directly or indirectly. Restitution will be taken from the Security Deposit when necessary and billing arrangements will be made for any amount that may surpass the Security Deposit.
- ALCOHOL IS NOT PERMITTED IN THE FACILITY OR ON CITY PROPERTY.
- SMOKING IS NOT PERMITTED INSIDE THE FACILITY.
- Lessee is responsible for proper conduct of all persons present at activity. Underage/minor activities require a 1 adult to 10 minor ratios. Police security may be required at the discretion of Center staff.
- Lessee is not to use any supplies or equipment of the facility without prior approval. Lessee is responsible to notify and receive clearance from the city or its representatives of any special equipment to be used.
- City assumes no responsibility for any articles or items brought in or delivered to facility for use by the Lessee and/or their representatives.
- Lessee accepts the facility and equipment in "as - is" condition and agrees to hold the City harmless from claims of its participants resulting from the condition of the facility and equipment.
- Lessee is responsible for compliance with all City ordinances, including special use permits as required.
- Lessee agrees to comply with other use conditions, rules, or regulations necessary for the good of the City and/or the Lessee.
- During the use of this facility, Lessee agrees not to exclude anyone from participation in, deny anyone the benefits of, or otherwise subject anyone to discrimination because of race, color, or national origin.
- Reservations are taken for facility rentals on a first come, first serve basis.
- A facility request form must be filled out before your request will be given consideration. Within 7 business days, you will be notified if your request was approved or denied. If approved, a security deposit and completed contract is required to secure a rental date.
- Facilities are not reserved until the security deposit and the completed contract is received and accepted by the facility staff.
- All fees must be paid four weeks before the reservation date.
- No rental requests will be accepted after the 20th of the month prior to the month you wish to rent unless the rental fits within normal business hours.
- Anyone age 21 and over may rent the facility.
- A responsible adult must be present at all functions involving persons under the age of 21. The required ratio is 1 adult per 10 minors. For large parties involving persons under age 18 police security may be required at the discretion of the staff. If this security is required, the lessee will be responsible to pay all extra expenses related to police security. The lessee must obtain police security through the process established by the Center.
- The individual signing the contract is the person responsible for the actions of the rental group. This individual must be present at the time of check in before the rental begins, throughout the rental and at the time of check out at the end of the rental. It is permissible to delegate one additional responsible person to complete the check in and check out process. This person’s name must be listed on the rental contract, and they must be 21 years of age or older with English speaking skills to effectively communicate with facility staff during the rental period.
- Rental times are firm. You must include time for set up of tables and chairs, decorating, clean up and tear down of tables and chairs within the rental time stated on the contract. No group will be allowed into the rented area until the designated time and must exit the facility at the time listed on the contract. No items may be dropped off in advance. Time rented is the maximum allowed for use of the facility. If, for some reason additional time is taken, the refund amount of your security deposit will be reduced.
- The volume of music used by rental groups will be at staff discretion.
- Special equipment needs must be requested and paid for in advance at the time you make your rental payment, to allow facility staff to make necessary arrangements. Please inquire of how many tables and chairs are available in the area you are renting prior to paying your deposit. We are not able to provide additional tables and chairs in addition to what is available for the space you are renting. If the number is not adequate for rental, lessee is responsible for providing additional tables and chairs at their own expense.
- Read and sign Decorating & Cleaning Guidelines for the rental. This is a separate form that will be provided to you by Center staff.
- It is required of groups that partner with the City of Independence Parks & Recreation Department using the facilities to go through the City of Independence background check process. You will need to go to the online background check and provide a list of names that will be submitted to the Recreation Program Facility Supervisor. We will be notified when background check in completed. This background check needs to be completed at least 5 weeks prior to the rental date.
- Any group that is renting our facility that is not one of our program partners is responsible for their own background checks. We do NOT require documentation.
- A health permit must be obtained from the Independence Health Department at least seven business days prior to your rental if you plan to serve or sell food to the open public. You must bring a copy of your completed application prior to the start of your rental.
- If you are charging admission, you will be required to obtain a City of Independence business license.
- All organizations must provide a copy of certificate of insurance, naming the City as additionally insured on the Certificate, at the time rental fees are due and paid.
- A security deposit is required for all reservations. In the event of a cancellation less than four weeks prior to the rental date, the security deposit will not be refunded and will also result in the loss of 10% of the total rental fee.
- Cash and Check payments: A Security Deposit refund check will be mailed to the lessee’s address within 30 business days.
- All refunds will be returned providing the area rented and its furnishings are left damage-free and clean, the lessee group has complied with all facility policies and hasn’t exceeded their rental time. This includes causing no operational disruptions by being non-compliant with staff and/or disturbing other customers.
- Lessee is responsible for payment of expenses to repair damage (or loss) to this facility, its furnishings and/or equipment which resulted from this function, whether directly or indirectly
Groups may request use of this facility outside of regular operational hours, at an additional fee of $30/hr. for each extended hour. If staff must be retained after your rental concludes for any cleaning/maintenance, the staffing cost will be deducted from your security deposit.