HomeMy WebLinkAboutExhibit A - Facility Use & Rental Policy (1)City Council Policy and Procedure
Number: 2018-01 Reviewed: As-Needed
Effective Date: 1/16/2018 Revised Date(s): 7/1/24 (A-1)
City Council Policy (2018-01) Revised Date: 7/1/24 Page 1 of 26
Facility Use & Rental Policy
1. Purpose
1.1 The purpose of this Facility Use & Rental Policy is to ensure that the use of
City facilities is granted in a fair and equitable manner for meetings,
activities, and events, which are recreational, social, and/or civic in nature,
offering services of interest and need to the community. Fees charged for
the use of City facilities are intended to partially recoup ongoing
maintenance and operation costs of the facility.
2. Definitions (if applicable)
2.1 “Applicant” means an individual or group, which submits a completed City
of Diamond Bar Facility Use Application and required deposit to use the
Diamond Bar facility pursuant to the terms of this Use Policy. The date
requested by the applicant will be held provided that all terms and
conditions of this policy are met.
2.2 “City” means the City of Diamond Bar, acting through its officials,
representatives, agents, and employees.
2.3 “City-recognized senior citizen membership groups” means an organization
that has provided written submittal, along with a verified membership roster
and the Articles of Incorporation indicating status as Diamond Bar based
non-profit (for example: 501(C)(3) submitted as a condition of an
organization receiving classification in Group B. Clubs must have an open
registration policy to be recognized. New senior citizen membership groups
must have a minimum of sixty (60) Diamond Bar residents and are subject to
an administrative review period of up to six months. This review period will
be used to determine the extent of the impact on existing allocations and
facility operation.
2.4 “Confirmed Reservation” means a reservation issued by the City upon
approval of a Facility Use Application for use of the facility or some portion
thereof by an applicant, after all requirements of the Facility Use & Rental
Policy are met.
2.5 “Diamond Bar Based Non-Profit” means an organization that has a
minimum membership of 60% Diamond Bar residents or 60% Diamond Bar
business addresses (e.g. Boy Scouts, Girl Scouts, Little League, Rotary Club,
etc.). A verified membership roster and the Articles of Incorporation
indicating status as a Diamond Bar based non-profit (for example:
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501(C)(3) organization shall be submitted as a condition of an organization
receiving classification in this group.)
2.6 “Inquiry” means when an individual or representative of a group seeks
information about available dates for possible use by that individual or
group. An available date cannot be held for possible use by making an
inquiry.
2.7 “Local School Districts” means Pomona Unified School District and Walnut
Valley Unified School District.
2.8 Other Governmental agencies” means government agencies other than
the City of Diamond Bar, which provide service to the Diamond Bar
community (e.g. County of Los Angeles agencies, districts and authorities,
and elected officials; State of California departments and elected officials,
multi-city organizations and joint powers authorities to which the City
belongs, Federal agencies, departments and elected officials; etc.)
2.9 “Parks & Recreation Director” means the administrative head of the
Diamond Bar Parks & Recreation Department or designee.
2.10 “Soft Hold” means a temporary, non-binding ten (10) day hold on a
facility/room for a potential rental date.
2.11 “User” means an individual or group that obtains a confirmed reservation to
use a Diamond Bar facility pursuant to the terms of this policy.
3. Policy
3.1 Staff shall be responsible for enforcement of all policies, rules, and
regulations established in this policy and shall have the authority to deny or
terminate the use of the facility if a determination is made that the use
does not conform to the requirements of this Facility Use & Rental Policy
and/or may cause damage to the facility.
3.2 City staff shall oversee and supervise all events at City facilities for the safety
and wellbeing of the public and facility. Staff shall be responsible for and
have complete authority over the facility being used, all equipment,
participants, activities, alcohol service and any security firm(s) on site per
the terms of this policy. Staff shall have authority to request changes in
activities or cessation of activities. Users must comply with staff requests and
instructions.
3.3 The City Manager has the discretion to make operational policy changes
while policy changes pertaining to the fees will be reviewed by the Parks &
Recreation Commission and approved by the City Council.
3.4 This policy applies to the following City facilities and all associated rooms:
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3.4.1 Diamond Bar Center – Sun.-Thurs.: 7:30am-11:00pm (11:00pm -
12:00am as clean-up period only); Fri.-Sat.: 7:30am-12:00am
(12:00am-1:00am as clean-up period only)
3.4.2 Heritage Park Community Center – Sun.-Thurs.: 7:30am-9:30pm
(9:30pm-10:30pm as clean-up period only); Fri.-Sat.: 7:30am-12:00am
(12:00am-1:00am as clean-up period only)
3.4.3 Pantera Park Activity Room – Mon -Sun.: 7:30am-9:00pm (9:00pm-
10:00pm as clean-up period only);
3.5 Use of City facilities is subject to the maximum room capacities established
in Exhibit A – Maximum Facility Capacity.
4. Procedure
4.1 Group Priority Ranking
4.1.1 An individual or group seeking permission to utilize a Diamond Bar
facility will be classified in one of the following priority groups. These
classifications are used to establish priority of use and the
applicability and amount of the fee and/or deposit. The groups are
as follows, in descending order of priority:
4.1.1.1 Group A - Activities conducted and/or sponsored by the
City of Diamond Bar.
4.1.1.2 Group B - Activities conducted by the City recognized Senior
citizen membership groups. Priority within this group shall be
determined by the overall number of Diamond Bar residents
served per group after review of verified membership rosters
by the Parks & Recreation Director.
4.1.1.3 Group C - Activities conducted by other Governmental
agencies, local school districts, or Diamond Bar based non-
profit organizations.
4.1.1.4 Group D - Private events conducted by Diamond Bar
residents, resident groups/organizations, and Diamond Bar-
based businesses.
4.1.1.5 Group E - Private events conducted by non-residents, non-
resident groups/organizations, and businesses based outside
Diamond Bar.
4.2 Application and Contract Procedures
4.2.1 Soft Holds
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4.2.1.1 An individual or representative of a group can secure a ten
(10) day Soft Hold to hold a specific room, date and time by
making an inquiry with staff a minimum of 60 days prior to
the potential rental date, but no more than the time
permitted by qualifying User Group per Section 4.2.2.
4.2.1.2 A Soft Hold may not be placed less than 59 days prior to the
potential rental date. Availability is then on first-come, first-
served basis.
4.2.1.3 Upon confirmation of Soft Hold, the requested date will be
held for a maximum of ten (10) days.
4.2.1.4 Interested party must make an appointment within ten (10)
days of the inquiry to submit a written application to finalize
facility rental contract and pay applicable fees/deposits.
4.2.1.5 Interested party must attend the scheduled rental
appointment, submit completed Facility Use Application,
sign contract, and pay all applicable fees/deposits within
the ten (10) day period or the date will be made available
to the general public.
4.2.1.6 Soft Holds may not be extended past the ten (10) day
period without the approval of the Parks & Recreation
Director.
4.2.1.7 Soft Holds do not constitute nor guarantee approval of a
rental contract.
4.2.2 Advance Procedures and Lottery
4.2.2.1 Reservations may be made no earlier than:
Group A - No limit.
Group B – Up to twenty-four (24) months in advance when not
subsidized or discounted. Staff will schedule senior facility use 24
months in advance. Subsidized or discounted use will be
scheduled annually per Section 4.6.1.8 of this policy
Groups C & D - Up to twenty-four (24) months in advance.
Group E - Up to twenty (20) months in advance.
4.2.2.2 Reservations may be accepted beginning on the first day of
the month that the potential rental date becomes available
per Section 4.2.2 for the entire month, beginning at 8am. If
the first of the month falls on a holiday, reservations will be
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accepted on the next regular business day beginning at
8:00am.
4.2.2.3 In the event that two or more parties with the same priority
ranking are interested in renting the same facility for the
same date, a lottery for the dates will take place at the
Diamond Bar Center beginning at 8:00am on the first day of
the month. The lottery will run as follows: A staff member will
allow one individual from each party to draw a number. The
party with the lowest number after individuals from each
party have drawn will have first choice of date (one date
only) for the month in question. The next choice will go to
next lowest number, and so on. Once all the available dates
have been taken, the next lowest number, as well as the
remaining numbers in order, will be placed on the wait list.
4.2.3 Application Procedures
4.2.3.1 All applicants must complete a City of Diamond Bar Facility
Use Application (“Application”) and pay all applicable fees
and deposits per the Council-adopted fee schedule at the
time of completing a facility contract. The applicant shall be
classified and assigned a Group Priority Ranking in
accordance with the definitions and priority rankings set
forth in Section 4 of this policy.
4.2.3.2 All potential users shall complete an Application a minimum
of sixty (60) days prior to the event.
4.2.3.3 Reservations made less than sixty (60) days in advance of
the event will be accepted only if the facility and required
staffing elements are readily available. Additional fees may
be required from service providers when limited advance
notice is provided. All applicable fees must be paid at time
of completing a facility contract. Fees paid are subject to
cancellation policy and associated fees.
4.2.3.4 All reservations are subject to the City Council approved
fees and deposit requirements. No reservation shall be
confirmed until appropriate fees, deposits, permits/ licenses,
and insurance are obtained and/or paid.
4.2.4 Facility Allocation
4.2.4.1 Facility allocation shall be the sole responsibility of City staff
per the provisions of this policy. The City reserves the right to
direct requests for rooms to other City facilities which are
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deemed more appropriate for the type of request or deny
requests if they are deemed inappropriate for the facility
(see Section 4.2.5).
4.2.5 Denial of Application
4.2.5.1 Use may be denied and the application rejected for the
following reasons:
4.2.5.2 The facility is incapable of accommodating the proposed
activity by reason of the nature of the activity or the number
of people estimated to be in attendance.
4.2.5.3 The user has failed to demonstrate its ability to provide
adequate security to assure that the event is conducted in a
safe manner.
4.2.5.4 The applicant has failed to agree to comply with all of the
conditions of this Use Policy or those set forth in the facility
use contract.
4.2.5.5 The activity is likely to cause physical damage to the facility
or its equipment.
4.2.5.6 Conditions for the issuance of a facility use contract have
not been fulfilled.
4.2.5.7 If it comes to the attention of the City that the applicant has
or will violate any law or regulation relating to the rental of
the City’s facility or that the proposed use of the facility will
violate any law or regulation.
4.2.5.8 Another event is already scheduled on the requested date.
4.2.5.9 The applicant previously used the facility and failed to
comply with applicable rules or conditions, or due to
damage or lack of cleaning, did not receive all of its
cleaning deposit back.
4.2.5.10 The applicant has twice before cancelled a scheduled
event in the facility without prior notice.
4.2.6 Contracts
4.2.6.1 Upon approval of an application, a facility rental contract
will be issued authorizing the requested use of the facility.
Requesting user must sign the contract and agree to all
terms and conditions therein.
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4.2.6.2 The Parks & Recreation Director may attach such conditions
to the contract deemed necessary for the protection of the
public health, safety, welfare, and the maintenance or
operation of the facility.
4.2.6.3 Contract holder shall not transfer, assign, or sublet use of the
reserved facility or apply for use on behalf of another person
or organization. Contract holder must be present for event
and must sign in with facility staff. Failure to comply may
result in forfeiture of fees and/or deposits.
4.2.6.4 If at any time prior to or during the scheduled event the
contract holder is not in compliance with the policies and
regulations stated in this policy or the conditions of the
facility use permit, and after notice of noncompliance, has
failed or refused to comply (or compliance is no longer
possible), the City, acting by and through the Director of
Parks & Recreation or his/her designee, may cancel the
reservation or terminate the event. Under those
circumstances, no deposits and/or fee(s) previously paid by
the applicant shall be returned.
4.2.6.5 The City reserves the right to cancel a contract issued for
any event or activity for its convenience. In the event of
such a cancellation, notice shall be given as far in advance
as possible and a full refund will be made. Every effort will
be made to find a suitable alternative facility if cancellation
by the City is necessary.
4.3 Payments and Fees
4.3.1 General
4.3.1.1 All contracts are subject to rental and cancellation fees and
deposit requirements established in the City Council
approved fee schedule.
4.3.1.2 Rental fees paid 60 days or more prior to rental date can be
paid by personal or business check, cashier’s check, credit
card, or cash. Rental fees paid 59 days or less prior to the
event may be paid by credit card, cashier’s check, or cash.
4.3.1.3 Failure to comply with the payment procedure in this policy
may result in cancellation of event. Cancellation fees will
apply.
4.3.2 Deposits
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4.3.2.1 A deposit of 50% of room rental fees is due when the
reservation contract is executed/signed and the application
is approved. The remaining balance, including all other fees
and deposits, is due a minimum of 60 days prior to the event.
4.3.2.2 Reservations made 59 days or less prior to the event must be
paid in full upon signing a contract.
4.3.2.3 In the event of damage, destruction or defacement, the
applicant shall be liable for all expenses required to repair,
restore or replace the facility, its furnishings, or equipment to
its original condition. If damage is incurred, the user shall be
required to pay the full cost of the necessary repairs,
including damage that exceeds deposit amounts. If the cost
to repair damage is less than the deposit amount, the
balance of the deposit will be refunded.
4.3.2.4 Cleaning and alcohol deposits shall be refunded if proper
cleanup is completed and no damage is incurred as a result
of the rental. This determination will be made by staff.
Applicable deposit balances will be refunded within 4 to 6
weeks.
4.3.2.5 The City reserves the right to require additional cleaning
deposits at its discretion based on the proposed use.
4.3.3 Weekend, Sunday, and Holiday Rental Rates
4.3.3.1 Weekend rates apply to Diamond Bar Center Grand View
Ballroom rentals beginning at 3:00 pm on Friday and ending
at 1:00 am on Sunday or on any holiday.
4.3.3.2 Sunday rates apply to Diamond Bar Center Grand View
Ballroom rentals beginning at 7:30 am on Sunday and
ending at 12:00 am on Monday or 1:00 am on a day
preceding a holiday.
4.3.3.3 Weekend rates apply to Heritage Park Community Center,
Pantera Park Activity Room, Pine Room, Maple Room, Oak
Room and Sycamore Room rentals beginning at 3:00 pm on
Friday and ending at 12:00 am on Monday or on any
holiday.
4.3.3.4 No rentals will be booked on the following holidays; New
Year’s Day, Martin Luther King Jr. Day, President’s Day,
Memorial Day, Independence Day, Labor Day, Veterans
Day, Thanksgiving Day, Friday following Thanksgiving,
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Christmas Eve, Christmas Day, and New Year’s Eve without
written approval of the Parks & Recreation Director.
Weekend rates associated with each room apply to all
approved rentals that fall on holidays.
4.4 Cancellation by User
4.4.1 User may cancel within three (3) days of signing a facility rental
contract without penalty, if cancellation is requested no less than
sixty (60) days before the rental date. A full refund of fees paid at
signing will be returned by City check or reimbursed to the credit
card used for payment.
4.4.2 All reservations made less than sixty (60) days in advance are subject
to the cancellation fees herein.
4.4.3 All Weekend and Sunday rentals of the Grand View Ballroom shall
adhere to the following cancellation/refund policy:
4.4.3.1 If cancelled 180 days or more prior to the event, a fee of
50% of room rental fees due at signing shall be forfeited.
4.4.3.2 If cancelled 60 to 179 days prior to the event, a fee of 75 %
of room rental fees due at signing shall be forfeited.
4.4.3.3 If cancelled 59 days or less prior to the event, all room rental
fees paid shall be forfeited.
4.4.4 All other facility rentals shall adhere to the following
cancellation/refund policy:
4.4.4.1 If cancelled 60 or more days prior to the event, a fee of
room rental fees paid at signing minus 50% shall be assessed.
4.4.4.2 If cancelled 59 days or less prior to the event, all room rental
fees paid shall be forfeited.
4.4.5 Cancellation fees apply only to room rental fees. Fees paid for any
cleaning deposit, alcohol deposit, security, equipment package(s),
and/or insurance requirements will be refunded in full.
4.4.6 Grand View Ballroom (2/3 room or entire room) reservations shall
adhere to the following Change of Event Date requirements:
4.4.6.1 Any reservation date changed 180 days or more prior to the
event is subject to a change of date fee. If a second
change of date is requested, cancellation fees apply.
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4.4.6.2 Any reservation date change requested 179 days or less
prior to the event is subject to cancellation fees per policy.
4.4.6.3 All change of date requests/approvals are subject to facility
availability.
4.4.7 All other facility rentals shall adhere to the following Change of Event
Date requirements.
4.4.7.1 One reservation date change requested 60 days or more
prior to the event may be approved free of charge. If a
second change of date is requested, cancellation fees
apply.
4.4.7.2 Any reservation date change requested 59 days or less prior
to the event is subject to cancellation fees per the policy.
4.4.7.3 All change of date requests/approvals are subject to event
review and facility availability.
4.5 Available Rooms and Spaces
4.5.1 Grand View Ballroom
4.5.1.1 Weekend and Sunday use of Grand View Ballroom requires
a minimum six (6) hour rental period and minimum 2/3 rental
of the Banquet Room. Rental time must include set-up and
clean-up time.
4.5.1.2 Weekday use of Grand View Ballroom requires a minimum
two (2) hour rental period.
4.5.1.3 A minimum one (1) hour clean-up period is required at the
end of each Grand View Ballroom rental and is subject to
Council-approved fees.
4.5.1.4 Rental of 2/3 Grand View Ballroom or Entire Grand View
Ballroom includes tables & chairs, catering kitchen, foyer
and patio.
4.5.1.5 Rental of 1/3 or less of the Grand View Ballroom requires a
minimum rental of 2 hours including a mandatory minimum
thirty-minute clean-up period at the end of each event.
Rental time must include set-up and clean-up time.
4.5.1.6 Additional permits and/or fees may be required depending
on the type of use.
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4.5.2 Sycamore, Oak, Pine, and Maple Rooms (DBC Meeting Rooms),
Heritage Park Community Center, and Pantera Park Activity Room
4.5.2.1 Minimum use is 2 hours of rental time including a mandatory
minimum thirty-minute clean-up period at the end of each
event.
4.5.2.2 Rental of DBC Meeting Rooms & Pantera Park Activity Room
include tables & chairs, and patio adjoining the room
approved for use is permitted.
4.5.2.3 Rental of Heritage Park Community Center includes tables &
chairs, kitchen, and foyer. Rental does not include small
youth activity room.
4.5.2.4 Additional permits and/or fees may be required depending
on the type of use.
4.5.3 Kitchens
4.5.3.1 The Diamond Bar Center Kitchen (General Use) and the
Heritage Park Community Center Kitchen are available at
no cost to all users on a first come, first served basis. Use shall
be coordinated between the users to best meet the needs
of all users. General Use equipment includes coffee maker
(user provides coffee/service), ice machine, sink, and
refrigerator (items must be removed after each scheduled
use).
4.5.3.2 The Diamond Bar Center Catering Kitchen is available only
to users scheduled for a catered event at the Diamond Bar
Center. Use of the Catering Kitchen must be requested on
the same Application that is submitted for room use. Fee for
use of Catering Kitchen is stated on the fee schedule.
Catering Kitchen equipment includes refrigerator/freezer
(items must be removed after each scheduled use),
microwave oven, convection oven, warming top, hot food
service unit, warming ovens (2), and a sink.
4.5.3.3 Priority usage of the catering kitchen shall go to the renter of
the Entire Grand View Ballroom or 2/3 Grand View Ballroom.
All other requests for use of the catering kitchen shall occur
on a first-come, first-serve basis. Fee for use of the Catering
Kitchen as stated on the fee schedule are applicable.
4.5.3.4 No homemade food or beverages are allowed in City
facilities. Food service must be provided by a licensed
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caterer, restaurant, or deli. For all catered services, a valid
Public Health Permit must be submitted a minimum of thirty
(30) days prior to the event. Receipts for purchase of food or
beverages from a restaurant or deli are required prior to or
on day of the event.
4.5.3.5 No cooking is allowed at City facilities. For purposes of this
policy, cooking includes, but is not limited to baking,
barbequing, frying, grilling, etc. Use of outside areas for food
heating or cooking is prohibited, with the exception of Public
Health permitted food trucks. Qualifying food and beverage
as defined in Section 4.10.11 may be warmed using City
equipment.
4.5.3.6 Kitchen storage for recurrent users in Groups B & C may be
available on a first-come, first-served basis, for a period not
to exceed six months. After six months, if demand exceeds
supply, storage space will be allocated through random
drawing.
4.5.4 Outdoor Usage
4.5.4.1 The Outdoor Usage areas at the Diamond Bar Center are
available at additional costs to all users on a first come, first
served basis. Use shall be coordinated between the users to
best meet the needs of all users. Outdoor Usage areas at the
Diamond Bar Center include the Motor Court, Ceremony
Oval, and West Lawn.
4.5.4.2 The Outdoor Usage areas are available only to users with a
scheduled room reservation at the Diamond Bar Center. Use
of the Outdoor Usage areas must be specifically requested
on the same Application that is submitted for room use.
Priority goes to renter of the Grand View Ballroom. Use of
Outdoor areas will not be granted if it conflicts with a
Ballroom reservation.
4.5.4.3 Outdoor Usage fee will apply as stated on the fee schedule.
Outdoor equipment includes tables & folding chairs for use
on the Motor Court only. Lawn chairs, tables and approved
decorations (Section 13.6) must be provided by the user at
their own cost via a third-party vendor for use on the
Ceremony Oval or West Lawn (items must be removed after
each scheduled use).
4.5.4.4 The Ceremony Oval and West Lawn are designated for
ceremony use only. Hours of operation is limited to one hour
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prior to room rental set up time through sunset. Other uses or
the use of alcohol in these areas is not permitted without
written approval from the City.
4.5.4.5 Use of the Motor Court is limited to ceremony, cocktail hour,
additional dining, and approved Public Health permitted
food trucks. Hours of operation is limited to one hour prior to
room rental set up time through the end of the room
reservation.
4.5.4.6 Amplified sound and music outdoors is limited to 10:00 pm at
an exterior noise level (dB) of 50, per the Diamond Bar Code
of Ordinances Section 8.12.3 – Noise Control.
4.5.4.7 Additional permits and/or fees may be required depending
on the type of use and/or equipment.
4.5.5 Rehearsal
4.5.5.1 A rehearsal may be scheduled no more than sixty (60) days
prior to a contracted event date.
4.5.5.2 One free hour of use of the designated Outdoor Usage area
shall be granted to the renter, provided that the rehearsal
does not interfere with any occurring reservation and/or
daily operations of the facility.
4.5.5.3 One free hour of use of a rental room may be granted to the
user, provided that the rehearsal does not interfere with any
occurring reservation and/or operations of the facility.
4.5.5.4 Should the renter request use more than 60 days in
advance, and/or use for more than one hour of a rental
room the appropriate fee schedule shall apply. Use for more
than one hour is not available on the weekends in the
ballroom.
4.5.5.5 Parks & Recreation Director has final authority to approve or
deny a rehearsal date and time. Fees may be charged for
use of City equipment during rehearsal time.
4.6 Recurrent Use
4.6.1 Recurrent Facility Use by Group B Organizations
4.6.1.1 Subject to availability, recurrent no-cost use of Grand View
Ballroom by Group B organizations is limited to Mondays
from 8:00am-3:00pm and Fridays from 8am-1pm.
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Reservations must be made a minimum of 12 months in
advance.
4.6.1.2 Subject to availability, no-cost midweek reservations
(Tuesday, Wednesday, or Thursday) are available to Group B
organizations once per quarter. Group B organizations may
reserve Grand View Ballroom for a maximum of 8 hours for
such events.
4.6.1.3 Recurrent no-cost use of Pine Room by Group B
organizations is available 7 days per week between the
hours of 8am-10pm. Room may be reserved up to twelve
months in advance.
4.6.1.4 Recurrent no-cost use of Oak Room, Maple Room,
Sycamore Room, and Pantera Activity Room by Group B
organizations is available Monday through Friday between
the hours of 8am-4pm.
4.6.1.5 Recurrent no-cost use of Heritage Community Center by
Group B organizations is available Monday through Friday
between the hours of 9am-6pm unless otherwise authorized
in writing by the City.
4.6.1.6 Any use by Group B organizations outside the no-cost
periods established in this section is subject to Group C rates.
4.6.1.7 When not scheduled for Group B use, rooms may be
reserved by others per the terms of this policy.
4.6.1.8 Each City-recognized senior organization must submit a
written request for room use/application by September 1 of
each year for use in the following calendar year. The written
request for room use/application must include a complete
membership roster with name and resident status, Articles of
Incorporation indicating status as a Diamond Bar-based
non-profit, and a listing of Board of Directors. Each
organization will be required to meet with a City
representative to review application materials.
4.7 Diamond Bar-based Non-Profit Use of Heritage Park Community Center or
Pantera Park Activity Room
4.7.1 Diamond Bar-based non-profit organizations will be allowed one
rental fee-free use of Heritage Park Community Center or Pantera
Park Activity Room per year, provided the use is for fundraising
purposes.
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4.7.2 Reservation request must be made no less than (60) days in
advance with completed Facility Use Application, proof of non-
profit, promotional material for the event (draft flyer, invitation, etc.),
and written request explaining how the event will conduct the
fundraiser and how it benefits the community.
4.7.3 Cleaning deposit, insurance, and security fees (if applicable) will
apply and are due with signing of a rental contract. Insurance and
security fees are non-refundable.
4.7.4 All payments must be made by the approved non-profit group and
refundable deposits will be returned to the organization following the
event so long as proper cleaning requirements are met and policies
herein are followed.
4.8 Security
4.8.1 The City reserves the right to require security whenever it deems it
appropriate.
4.8.2 A minimum of one security guard is required to be present at all
events at which alcohol is served. Event may be required to have
additional security, as determined by staff. Factors that may require
addition security include, but are not limited to; events with 200 or
more guests, events with multiple bar stations or multiple room
reservations, and/or events with attendance exceeding parking lot
capacities.
4.8.3 Security must be present ½ hour prior to the start of guest arrival
through the end of the event (including clean-up hour). Additional
time may be required, as determined by staff.
4.8.4 Cost of security is the responsibility of the user and is payable to the
City of Diamond Bar at the rates established in the City’s most
current security contract. Fees for security services will be provided
to the applicant at the time of final payment. All fees are subject to
change.
4.9 Alcohol Use
4.9.1 Alcohol use is allowed at the Diamond Bar Center and Heritage Park
Community Center exclusively by written permission of the City.
Alcohol use is not allowed at the Pantera Park Activity Room. All
approved alcohol use must comply with applicable law and the
provisions of this policy. Failure to comply with any regulations will
result in immediate revocation of the permission to use alcohol and
City Council Policy (2018-01) Revised Date: 7/1/24 Page 16 of 26
termination of the event. Additional regulations and specifications
may be required in the facility use permit for any event.
4.9.2 General Alcohol Regulations
4.9.2.1 “Alcohol use” refers to any beverage that contains any
amount of alcohol.
4.9.2.2 An alcohol deposit in the amount established in the City
Council-approved fee schedule shall be required for any
event where alcohol is being served.
4.9.2.3 If alcohol is to be served, full liquor liability insurance
coverage is required.
4.9.2.4 Security is required to be present at all events at which
alcohol is served.
4.9.2.5 Sale of alcohol at private parties, including but not limited to
weddings, anniversaries, birthdays, quinceaneras, etc., must
be arranged through a caterer with a valid type 47 or 48
license obtained from the California Department of
Alcoholic Beverage Control. No exceptions.
4.9.2.6 Non-profit organizations may serve alcoholic beverages by
obtaining a one-day permit from the California Department
of Alcoholic Beverage Control.
4.9.2.7 Alcohol shall not be served to minors. The user’s failure to
comply, monitor and enforce this provision is grounds for
terminating the event immediately and forfeiture of the
refundable deposits and all of the room fees.
4.9.2.8 Injuries caused to any person as a result of alcoholic
beverages being served and/or consumed on City premises,
including but not limited to the Diamond Bar Center, shall be
the sole responsibility of the organization, its sponsor or the
adult representative, who, as a condition of signing the use
permit for the facility agree to indemnify the City for any
such injuries.
4.9.2.9 Permission to serve alcohol shall not be granted for any
event where the majority (50% plus one) of guests in
attendance will be under the age of 21.
4.9.2.10 Alcohol may not be served or sold prior to or beyond the
approved alcohol service time.
City Council Policy (2018-01) Revised Date: 7/1/24 Page 17 of 26
4.9.2.11 Alcohol may not be served until approved security officers
are on-duty at the facility or unless the requirement for
security has been waived by the Parks & Recreation Director
or designee.
4.9.2.12 Alcohol may not be served nor consumed outside of the
room approved for use. Serving or consuming alcohol on
patios adjoining the room approved for use is permitted.
4.9.2.13 Alcohol may not be served nor consumed in the parking lot
without written approval from the City.
4.9.2.14 The service of alcohol at any event is limited to a maximum
of five consecutive (5) hours.
4.9.2.15 Alcohol service time shall be ended no later than one (1)
hour prior to the scheduled start of event cleanup period.
4.9.2.16 All alcohol must be distributed by a server(s) from behind a
table or a bar, which must be monitored by the server at all
times. The server(s) must be a member of the catering staff
or a hired bartender and may not be a guest of the event.
The server(s) must be an adult, over the age of 21 and is
required to submit a copy of his/her driver’s license a
minimum of thirty (30) days prior to the event. The server(s)
also must provide proof of Responsible Beverage Service
training certification through the State of California
Department of Alcohol Beverage Control. The server(s) is
responsible for ensuring that guests are not overserved and
that no minors are served. The server may not consume
alcohol while on duty.
4.9.2.17 When serving champagne, all bottles must be opened in the
kitchen prior to serving. Champagne bottles may not be
opened in the banquet rooms. All unopened bottles must
be stored in the kitchen or returned to the bar.
4.9.3 License Requirements
4.9.3.1 No sales or requests for donations for alcohol are permitted
without a license from the State of California Department of
Alcoholic Beverage Control (A.B.C.), Los Angeles County
office.
4.9.3.2 A copy of the facility rental contract and City-issued letter of
approval must be furnished to A.B.C. when applying for this
license.
City Council Policy (2018-01) Revised Date: 7/1/24 Page 18 of 26
4.9.3.3 A copy of the A.B.C. license must be furnished to the City a
minimum of seven working days prior to the event.
4.9.3.4 A copy of the A.B.C. license must be posted in plain public
view near the bar, or other location, where the alcohol is
being served.
4.9.3.5 Non-Profit Organizations: A one-day alcoholic beverage
permit can only be issued to Non-profit organizations and
only if the proceeds are going back to that Non-Profit
organization.
4.9.3.6 Private Parties: Private parties i.e. weddings, anniversaries,
birthdays, meetings, or anyone other than a Non-Profit
organization, shall not sell alcohol on their own, but must
arrange this through a licensed caterer. The caterer must
have a License (Type 47 or 48), which enables the caterer to
sell beer, wine, & distilled spirits (hard liquor). If the caterer
does not have this license the private party cannot sell
alcohol. NO EXCEPTIONS. It is illegal for a private party to
sell alcohol on their own.
4.10 General Operating Regulations
4.10.1 Advertising Materials may be left with staff for approval and will be
displayed when deemed appropriate and as space permits. Any
item posted which has not been approved will be removed and
discarded.
4.10.2 Animals.
4.10.2.1 Animals are not permitted inside City facilities except
licensed service animals. This includes, but is not limited to,
guide dogs for the blind and dogs for the hearing or
physically impaired. Diamond Bar Municipal Code section
12.00.260 specially prohibits animals outside the Diamond
Bar Center or in Summit Ridge Park (except leashed dogs
and cats) unless permitted by the Parks & Recreation
Director.
4.10.2.2 Permits will be considered when the animal is being
provided by an insured entity or individual. That animal must
remain under the control of the entity or individual animal
handler at all times. If the provider of the animal is someone
other than the Applicant, such entity or individual shall
provide general liability insurance of no less than two million
City Council Policy (2018-01) Revised Date: 7/1/24 Page 19 of 26
dollars ($2,000,000), which otherwise meets the requirements
of Section 4.10.23 herein.
4.10.2.3 If approved, a cleaning deposit in the amount determined
by staff based on factors of the requestor, including but not
limited to the type of animal(s), length of time on site, use of
any additional equipment, and civilian to animal(s)
interaction.
4.10.3 City equipment may not be moved, rearranged, or altered for
purposes other than its intended use is prohibited. City equipment
shall not be removed from the facility.
4.10.4 Clean up is the user’s responsibility and includes, but is not limited to,
wiping of table tops, cleaning of chairs, disposing of all trash into
proper receptacles, mopping of kitchen floor, wiping of counter tops
and kitchen equipment, cleaning up all spillage on/in floors,
refrigerators/freezers, and ovens, and removal of all user-owned or
leased (non-City owned) items by the end of the rental. Storage is
not provided at City facilities.
4.10.5 Commercial Use of City Facilities for profit and private gain is
prohibited. Diamond Bar-based non-profits may use City Facilities to
conduct fundraising efforts, provided that 100% of the funds
generated are received by the organization and all expenses
related to the fundraising event are paid through the organization’s
regular debt process.
4.10.6 Decorations require prior approval by staff. No signs or decorations
are to be taped, nailed or otherwise attached to walls, windows,
ceilings, drapes, or other City property without written approval.
Decorations must be fireproof. Patio decorations, tents, or other
equipment must also receive written approval. No rice, birdseed,
confetti, or other similar items shall be thrown in or around the facility.
Balloons must be secured and not released. Metallic ribbons may
not be attached to balloons. A fee will be assessed if staff must
retrieve released balloons or if any decorations cause damage to
facility.
4.10.7 Discrimination by User Groups is prohibited. The City of Diamond Bar
shall not rent, lease, or allow use of its public facilities by any person
or organization that illegally discriminates on the basis of race, color,
creed, marital status, sex, religion, national origin, ancestry, sexual
orientation, or handicap condition.
4.10.8 Events Not Covered in this policy must be submitted in writing and
shall be reviewed by the City to determine appropriate use, fees,
City Council Policy (2018-01) Revised Date: 7/1/24 Page 20 of 26
and services. A variance may be required as provided in Section
4.11.
4.10.9 Facility User’s Property, including all decorations, equipment,
supplies, etc. user-owned or leased (non-City owned) must be
removed from City facilities immediately following activity. The City
reserves the right to remove any remaining items from the premises
and have them stored at the user’s expense. If such equipment or
supplies are not claimed within two (2) weeks after notice to the
user, the City reserves the right to dispose of such material in any
manner it deems appropriate and retain any proceeds received
from such disposal. Any cost to the City, including but not limited to
administrative costs, incurred to dispose of the unclaimed property in
excess of the revenue received from such disposal shall be billed to
the user with payment due and payable in thirty (30) days.
4.10.10 Fire/Open Flame use is strictly prohibited without written approval in
the form of a permit issued by the City Building and Safety Official.
Request for permit, along with sample candle or open flame device,
must be submitted to the staff a minimum of fourteen (14) days prior
to event. Typical uses of fire and open flame that may be
considered for approval include:
4.10.10.1 Tea lights that meet the design standards of the L.A.
County Fire Department
4.10.10.2 Regular style birthday candles no more than 3 1/2
inches in height that are placed in a cake (pastry or ice
cream) and lit for a short duration and then extinguished
after the singing of a celebratory song (relighting candles is
not allowed);
4.10.10.3 Sterno heaters for food warming are allowed without
a permit by licensed caterers if heater is placed under a
chafing dish on a table with no guests seated at the table.
Propane containers (or similar Class I and II liquid fuels) are
prohibited at City facilities at all times.
4.10.10.4 Any use of pyrotechnics, sparklers, cold sparks, or
other flammables are strictly prohibited.
4.10.11 Food and Beverage regulations apply to all rentals. No homemade
food or beverages are allowed in City facilities. Food service must be
provided by a licensed caterer, restaurant, or deli. For all catered
services, a valid Public Health Permit must be submitted at least thirty
(30) days prior to the event date. Receipts for purchase of food from
a restaurant or deli are required prior to or on the day of the event.
City Council Policy (2018-01) Revised Date: 7/1/24 Page 21 of 26
No cooking is allowed at City facilities. For purposes of this policy,
cooking includes, but is not limited to baking, barbequing, frying,
grilling, etc. Use of outside areas for food heating and cooking is
prohibited, with exception of Public Health permitted food trucks.
4.10.12 Illegal Activity is prohibited. All groups and individuals using City
facilities shall comply with City, County, State, and Federal laws.
Illegal acts, including but not limited to fighting, gambling and lewd
conduct are prohibited. Illegal activities will be immediately
reported to law enforcement.
4.10.13 Incense, Fog, Hazer or Smoke Use is not permitted at City facilities
at any time.
4.10.14 Marijuana/Cannabis may not be possessed, smoked, or otherwise
ingested anywhere on City property.
4.10.15 Maximum Attendance regulations apply to all rentals. All rentals
are subject to and may not exceed the maximum room capacities
listed in Exhibit A. Failure to comply may result in termination of
event.
4.10.16 Minors shall be supervised by one adult for every 10 minors, age 12
and under and one adult for every 20 minors under the age of 18
and over the age of 12 at all times while they are using the Center.
Events that are specifically geared to minors may be required to
have security guards present during the event and cleanup.
Permission to serve alcohol shall not be granted for any event where
the majority (50% plus one) of guests in attendance will be under the
age of 21.
4.10.17 Parking Lot Use is established to primarily service the facility.
Exceptions may be issued through approval of a Variance as
provided in this policy. Requests to use the parking lot will be
considered under “events not covered” for appropriate use, fees,
and service.
4.10.18 Public areas of indoor facilities, including heating, air conditioning
systems, and lighting, are operated solely by the City and shall be
operated in a manner deemed best by the City.
4.10.19 Security of Entrances regulations apply to all rentals. All entrance
doors on the premises shall be locked when the facility is not in use.
All door openings to public corridors shall be kept closed except for
normal ingress and egress. During use of City facilities, all exit doors
shall be unlocked and shall not be blocked in any manner.
City Council Policy (2018-01) Revised Date: 7/1/24 Page 22 of 26
4.10.20 Sleeping or lodging is not permitted in City facilities.
4.10.21 Smoking, vaping, and/or tobacco use of any kind or smoking is not
permitted in City facilities. Smoking, vaping and tobacco use is
permitted in designated outdoor areas only.
4.10.22 Health & Safety. The City reserves the right to cancel the event,
alter event capacities or make alternative guidelines in the event of
a public emergency, communicable disease outbreak, or other
orders set forth by to the State and/or L.A. County Department of
Public Health. Notice shall be given as far in advance as possible to
accommodate for event updates, or a full refund will be made if
cancelled. Every effort will be made to find a suitable alternative
facility if cancellation by the City is necessary.
4.10.23 Liability and Insurance
4.10.23.1 All users of the facility shall procure and maintain, at
their own expense and for the duration of the event
covered, comprehensive general liability in an amount not
less than one million dollars ($1,000,000.00) per occurrence,
two million ($2,000,000.00) general aggregate, for bodily
injury, personal injury, and property damage. Depending on
the nature of the proposed facility use, additional insurance
may be required.
4.10.23.2 If alcohol is to be served, full liquor liability coverage is
required.
4.10.23.3 The policy must include contractual liability that has
not been amended.
4.10.23.4 Insurance shall contain no special limitations on the
scope of protection afforded to City and City personnel.
4.10.23.5 Insurance shall be the primary insurance and any
insurance or self-insurance maintained by City or City
personnel shall be in excess of the user’s insurance and shall
not contribute with it.
4.10.23.6 Insurance shall be “date of occurrence” rather than
“claims made” insurance.
4.10.23.7 Insurance shall apply separately to each insured
against the limits of the insurer’s liability
4.10.23.8 Insurance shall be written by insurance companies
qualified to do business in California and rated “A” or better
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in the most recent edition of Best Rating Guide, The Key
Rating Guide, or in the Federal Register, and only if they are
of a financial category Class VIII or better, unless such rating
qualifications are waived by the City’s Risk Manager due to
unique circumstances.
4.10.23.9 The applicant’s policy must include a 30-day written
cancellation notice.
4.10.23.10 Applicant must file an original copy of the Certificate
of Insurance not later than the date of final payment. If a
certificate is not on file by this date, insurance fees will apply.
4.10.23.11 Coverage must be purchased via the City’s
contracted special events insurance provider, unless the
applicant is able to meet insurance requirements.
4.10.23.12 Additional insured endorsements are required and
must accompany the Certificate of Insurance.
4.10.23.13 Additional Insured Endorsement must also indicate
policy number, date, name of insurance company and
name of insured and must name the City, its officers,
employees, agents, and volunteers as additional insureds as
to comprehensive bodily injury, personal injury, and property
damage liability.
4.10.23.14 To the full extent permitted by law, user shall defend,
indemnify and hold harmless City of Diamond Bar, its
officials, employees and agents, from any and all losses,
costs, expenses, claims, liabilities, actions, or damages,
including liability for injuries to any person or persons or
damage to property arising at any time during and/or
arising out of or in any way connected with Permittee’s
authorized use or occupancy of the facility and adjoining
property unless solely caused by the gross negligence or
willful misconduct of City of Diamond Bar, its officers,
employees, or agents.
4.11 Variances
4.11.1 An applicant may request a variance from one or more of the rules
set forth below in the event that unusual circumstances make it
impossible or infeasible to conduct the event within the precise
parameters of this policy.
City Council Policy (2018-01) Revised Date: 7/1/24 Page 24 of 26
4.11.2 Variances must be requested in writing to the Parks & Recreation
Director. The request must set forth the unusual circumstances that
justify a deviation from the ordinary rules. Variance may require
additional supporting documentation, equipment specifications,
etc. depending on the nature of the request, if called for by city
staff.
4.11.3 Variances will be granted only upon a finding that the
circumstances presented are unusual and not likely to recur often,
the granting of the variance will not set a precedent, and the
variance will not be detrimental to public health, safety or welfare,
or disruptive to other events occurring in the facility at the same time
or to the immediately surrounding neighborhood.
4.11.4 In the event a variance is granted, the applicant will pay any
supplemental fee necessary to compensate the City for additional
costs associated with the variance. The decision of the Parks &
Recreation Director is final.
4.11.5 Waiver of fees may be approved for Group C (governmental)
organizations when it is determined that the use by the
Governmental Organization will provide a substantial and
measurable benefit to the Diamond Bar community.
4.11.6 Maximum Facility Capacity
4.11.6.1 See Exhibit A.
5. Exhibits
5.1 Maximum Facility Capacity
City Council Policy (2018-01) Revised Date: 7/1/24 Page 25 of 26
Diamond Bar Center
Grand View Ballroom – Entire Maximum Capacity
Dining Capacity 438
Dining Capacity w/ 500 sf dance floor 405
Dining Capacity w/ 1,000 sf dance floor 372
Theatre Capacity 822
Grand View Ballroom – A & B
Dining Capacity 288
Dining Capacity w/ 500 sf dance floor 255
Dining Capacity w/ 1,000 sf dance floor 222
Theatre Capacity 541
Grand View Ballroom – A
Dining Capacity 133
Dining Capacity w/ 500 sf dance floor 100
Theatre Capacity 250
Grand View Ballroom – B
Dining Capacity 155
Dining Capacity w/ 500 sf dance floor 121
Theatre Capacity 291
Grand View Ballroom – C, D, & E
Dining Capacity 150
Dining Capacity w/ 500 sf dance floor 116
Theatre Capacity 278
Grand View Ballroom – C
Dining Capacity 50
Theatre Capacity 91
Grand View Ballroom – D
Dining Capacity 53
Theatre Capacity 100
Grand View Ballroom – E
Dining Capacity 46
Theatre Capacity 87
Pine Room
Dining Capacity 66
Theatre Capacity 120
Sycamore Room
Dining Capacity 60
Theatre Capacity 100
Maple Room
Dining Capacity 32
Theatre Capacity 60
Oak Room
Dining Capacity 100
Theatre Capacity 185
Outdoor Usage Areas
Ceremony Oval 250
West Lawn 150
Motor Court 300
City Council Policy (2018-01) Revised Date: 7/1/24 Page 26 of 26
Heritage Park Community Center
Dining Capacity 110
Theatre Capacity 185
Pantera Park Activity Room
Dining Capacity 50
Theatre Capacity 80