Community Room Reservation Form

Deposit
A $100.00 refundable deposit is required for all reservations of the Westwood City Hall Community Room.

Weekday Rental Fee
Weekday rentals occur during normal city business hours, Monday through Friday, from 8:00 AM to 5:00 PM. Any rental occurring outside these hours is considered an evening/weekend rental.

$ 25.00 per hour Rental Fee for non-Westwood residents and non-Westwood businesses.

No Rental Fee is charged to Westwood residents and Westwood businesses for use of the Community Room, except for the Room Attendant Fees for weekend and evening rentals.

Evening/Weekend Fee
Any rental occurring outside normal business hours, Monday through Friday, from 8:00 AM to 5:00 PM.

$80.00 per hour Rental Fee for non-Westwood residents and non-Westwood businesses.

$60.00 per hour for Westwood residents and Westwood businesses for use of the Community Room

• The renter making the reservation must be in attendance at the event at all times.
• No smoking, gambling, or alcoholic or cereal malt beverages are permitted anywhere on the premises.
• Access is allowed only during the time period specified on the application. Be sure to include set up and clean up time with your reservation. The room attendant’s time begins when he/she opens the door for you. The room must be vacated on time.
• All persons using the Community Room shall be properly clothed, including shirt and shoes.
• Groups composed of children age 11 years and under must be supervised by a minimum of one adult (21 years of age or more) for each 10 children at all times while on the premises. Groups composed of youth age 12 to 17 years must be supervised by a minimum of one adult (21 years of age or more) for each 15 youth at all times while on the premises.
• All spills, trash and garbage must be cleaned up, all tables wiped down, and the floor swept and/or mopped (with water only) by renter at the conclusion of the event. No foreign substance (soap/cleaner/wax, etc.) may be used on the floor.
• All tables and chairs must be returned to their original positions. Chairs, tables, and other equipment provided by the city are to be used only within the building areas, and are not to be taken outside of City Hall.
• Any decorating, covering, or other desired changes to the facility must be requested in writing at the time the application is submitted. Masking tape is the only fixative permitted, and then only as previously approved on the application. Masking tape shall be completely removed following the event. The use of cellophane or adhesive tape, nails, thumbtacks, staples, screws, etc., on walls, tables, other equipment, or any other part of the facility is strictly prohibited.
• Placement, relocation, or arrangement of equipment furnished by the City of Westwood, other than tables and chairs, is prohibited. Equipment owned or rented by the lessee shall be placed and arranged as mutually agreed upon prior to the event.
• Fees must be paid for the entire period reserved, even if the event starts later or ends sooner than planned. No event may begin sooner than time indicated on the application. No event shall extend beyond the original ending time regardless of when the event began.
• Cancellation Policy:  Cancellation of a reservation due to inclement weather will be accepted if City Clerk is notified in accordance with the Shawnee Mission School District weather (snow or tornado warning) policy. All rentals cancelled due to inclement weather can be rescheduled, space permitting. No refunds will be given.
• Cancellation of a reservation with at least one week notice in advance of the start time of the scheduled event will entitle the renter to a full return of all fees and deposit. Cancellation of a reservation with less than one week notice in advance of the start time of the scheduled event will result in forfeiture of 50% of all fees and deposit.
• The renter is responsible for all damages to the City’s property incidental to the room rental.

• The City of Westwood is not responsible for accidents that occur at this facility.
• The City of Westwood reserves the right to refuse any request for use of the room when the activity is deemed inherently hazardous to life and property.
• The City of Westwood reserves the right to determine if a room rental needs extra security (large parties, dances, teenage special events, etc.). If deemed necessary, extra security must be provided by the renter, at renter’s expense, with approval by the Parks and Recreation Committee by no later than one (1) week prior to event.
• The City of Westwood reserves the right to enter all rooms at all times during scheduled reservations.
• Deposits will be refunded in full provided no damage occurs and the room and kitchen are left in satisfactorily clean condition. Deposits may be retained by the City, in part or in full, as compensation for cleaning or repair work needed as a result of renter’s use of the room.