HomeMy WebLinkAboutCC Resolution 13348 - Approving Modifications to City Council Policy Section 10 and Establishing New Council Policy Sections 24 and 25RESOLUTION NO. 13348
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
APPROVING MODIFICATIONS TO CITY COUNCIL POLICY SECTION 10 AND
ESTABLISHING NEW COUNCIL POLICY SECTIONS 24 AND 25.
WHEREAS, City Council Policy Section 10, titled Miscellaneous, contains provisions -that
were first adopted in the late 1990s and have since become outdated, duplicative,' and
inconsistent with current municipal practices; and
WHEREAS, over time, Section 10 has expanded to include a broad range of topics,
resulting in reduced clarity, effectiveness, and accessibility of City Council policies; and
WHEREAS, City staff conducted a comprehensive, multi -departmental review of all
seventeen subsections of Section 10 to assess their current relevance, alignment with
City policies, and relationship to existing Municipal Code provisions; and
WHEREAS, the review identified multiple subsections that are outdated, redundant, or
superseded by other City Council Policy Sections or Municipal Code provisions and
therefore recommended their deletion; and
WHEREAS, staff also identified certain subsections appropriate for relocation and
reclassification into newly established, dedicated policy sections to improve organization
and policy consistency; and
WHEREAS, staff recommends that Subsection 10.913, Edith Morley Community Garden
Rules and Regulations, be relocated from Section 10 to a newly established Council
Policy Section 24 titled Edith Morley Community Garden Rules and Regulations; and
WHEREAS, staff further recommends that Subsections 10.11 and 10.12, collectively
referred to as the Building Use Policy, be relocated from Section 10 to a newly established
Council Policy Section 25 titled Building Use Policy; and
WHEREAS, staff recommends additional modifications, deletions, and updates to other
subsections of Section 10 to ensure alignment with current City Council policies,
Municipal Code provisions, and administrative practices; and
WHEREAS, these revisions are intended to enhance organization, improve clarity,
eliminate redundancy, and maintain a consistent policy framework; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell
does hereby approve the proposed revisions to City Council Policy Section 10 as set forth
in Attachment 2 (Section 10 Redline), including the deletion of outdated and redundant
subsections; and the establishment of new Council Policy Section 24 titled Edith Morley
Community Garden Rules and Regulations, as presented in Attachment 5; and the
establishment of another new Council Policy Section 25 titled Building Use Policy, as
presented in Attachment 6.
PASSED AND ADOPTED this 18th day of November, 2025 by the following roll call vote:
AYES:
Councilmembers: Bybee, Hines, Scozzola, Furtado, Lopez
NOES:
Councilmembers: None
ABSENT:
Councilmembers: None
APPROVED:
Se gio Lopez, yor
ATTEST:
11V146a rojz
Andrea Sa ers, City Clerk
Recreation and Community Services Department
1 West Campbell Avenue, # C-31
Campbell, CA 95008
(P) 408.866.2104 ■ (F) 408.866.2795
recreation@campbellca.gov
www.campbellca.gov/rentals
Office Hours
8:00 a.m. — 5:00 p.m. Monday —Friday
Campbell Community Center
Building Use Policy
Effective '��'•�25a November 19, 2025
I. INTRODUCTION...................................................................................... 3
II. FACILITIES AVAILABLE.............................................................................. 3
Ill. PRIORITIES FOR USE -COMMUNITY CENTER BUILDING USE PRIORITIES.. 6
IV. RESERVATION REQUESTS......................................................................... 7
Requests................................................................................................ 7
Whento Apply....................................................................................... 8
V. RULES AND REGULATIONS...................................................................... 9
Decorations............................................................................................ 9
Alcoholic Beverages...............................................................................
9
Security Requirements....................................................
Fund-Raising........................................................................................10
Damages/Liability/Insurance Requirements........................................11
Cancellations/Refunds..........................................................................11
Refundable Damage Deposit Requirements.............................................12
General Regulations.............................................................................12
VI. SITE MAP................................................................................................ 15
VII. Wifi ACCESS AT THE COMMUNITY CENTER ........................................... 16
VIII. ON -SITE PUBLICITY POLICY.................................................................... 17
IX. FEES & CHARGES................................................................................... 19
Fee Schedule for Weekday Uses.......................................................... 20
Fee Schedule for Weekend Uses.......................................................... 21
Processing Fees..................................................................................... 22
Additional Charges............................................................................... 22
Deposits............................................................................................... 22
Equipment Use Policy & Fees................................................................ 23
Effective 7/1/2025 Campbell Community Center - Building Use Policy 2
The Campbell Community Center is a unique community service complex. The site, which formerly housed
the city's only high school, was purchased by the City of Campbell from the Campbell Union High School
District in August of 1985. The facility was purchased primarily for the purpose of preserving its open space
and recreational facilities for the use and enjoyment of the -citizens of Campbell. An added highlight was
the preservation of the beautiful historic buildings that front Campbell Avenue. Many of the classroom
buildings are leased to various non-profit organizations, educational institutions, and small businesses for
the purpose of generating revenue to off -set the facility's operational costs. The City reserves specific areas
to house the variety of recreation programs offered for citizens of all ages. The offices for the City's
Recreation and Community Services Department are located on -site (Building C, Room 31).
When the City is not using the facilities for its classes and programs, it makes them available to the
community for social, educational, athletic, and cultural activities. The available facilities include two
banquet halls, several meeting rooms and classrooms, two gymnasiums, the football field, the plaza and
adjacent athletic fields. In 2004 the City opened the newly renovated 800-seat Heritage Theatre. The
policies governing the use of this facility are not contained within this policy and, are available by contacting
the Theatre Manager at (408) 866-2797 or visiting our website at www.campbelica.gov.
The purpose of the Building Use Policy is to assure that the facilities are utilized for recreational, cultural,
educational, social and community service functions that meet the needs and interests of the community,
as well as to set clear policies, procedures, regulations, and rental fees regarding such uses.
ORCHARD CITY BANQUET HALL (OCBH)
Maximum occupancy:
OCB`H (,Full Hal )
OCBH North or South
Banq, ret•Seating —�
Theater S.eatin—g�
Classroom Seating
The Orchard City Banquet Hall (OCBH) is air-conditioned, has vinyl flooring and is suitable for large social
gatherings, wedding receptions, banquets; meetings, etc. A dividing wall can separate this hall into two
smaller rooms during non -peak hours. It is equipped with wheelchair accessible restrooms, a full -service
kitchen (see below for description), wet bar and a lobby area that is immediately adjacent. Included in hall
rental are tables, chairs, stage, and pianepodium plane, audie/visua' equipment, and City staff to set-up and
take -down City equipment and furnishings. Audio/Visual equipment and piano is available upon request for
an additional fee. -
KITCHEN (in Orchard City Banquet Hall) Maximum occupancy —15
The full -service kitchen contains ample stainless -steel tables and counters, large stainless -steel sinks (no
garbage disposal), 2 Blodgett ovens, a 145-burner gas range, ice machine and a large walk-in refrigerator.
A separate back entry provides convenient caterer access. A permitted food cart vendor may set up and
distribute from this location (back entry access point). All Citv licenses and Countv permits are required.
NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are
Effective 7/1/2025 Campbell Community Center • Building Use Policy 3
not provided.
ROOSEVELT REDWOOD ROOM (Q-80) Maximum occupancy: Banquet Seating -125
Theater Seating — 200
Classroom Seating— 75
The Roosevelt Redwood Room (Room Q-80) is air-conditioned, has vinyl flooring and is furnished with
motorized window shades. It is suitable for small social gatherings, wedding receptions, meetings, activities,
etc. An adjacent kitchen contains a large refrigerator and freezer, a sink (no garbage disposal), an oven,
microwave, and ample counter/workspace. Public restrooms are located nearby on the exterior of the
building. Included in room rental rates are tables, chairs and City staff to set-up and take -down of City's
equipment and furnishings. The small cement landing on the pool -side entrance may be used for a permitted
food cart/vendor to prepare and distribute food. All City licenses and County permits are required. NOTE:
Utensils, cookware, silverware, dinnerware; towels, potholders, sponges, cleaning supplies, etc. are not
provided.
MARY CAMPBELL ROOM (Q-84) Maximum occupancy: Theater Seating —75
Classroom Seating — 50
The Mary Campbell Room (Room Q-84) is air-conditioned, has vinyl flooring, and offers tiered seating ideal
for conferences, trainings and speaker meetings. Motorized window shades and a projector screen are
included. Public restrooms are located nearby on the exterior of the building. Included in room rental rates
are tables, chairs and City staff to provide set-up and take -down of City's equipment and furnishings. This
space is not suitable for banquet style events. Alcoholic beverages are not allowed in this room.
MULTI -PURPOSE ROOM (M-50)
Maximum occupancy: Banquet Seating —100
Theater Seating— 120
Classroom Seating— 50
The Multi -Purpose Room (Room M-50) is air-conditioned, has tile floors, and mirrors on two walls. An
adjacent kitchen contains refrigerator, sink (no garbage disposal), a microwave and ample counter space.
Restrooms are located inside the room. Included in rental rates are tables, chairs, and City staff to provide
set-up and take- down of City's equipment and furnishings. Customers must provide all their own utensils,
towels, sponges, etc. A permitted food cart/vendor may set up in the two designated parking spots outside of
the kitchen exterior doors to prepare and distribute food. All City licenses and County permits are required.
ADULT CENTER MEETING ROOM (C-35) Maximum occupancy: Banquet Seating —60
Theater Seating — 80
Classroom Seating— 25
The Adult Center (50+) Meeting Room (Room C-35) is air-conditioned and has vinyl flooring. It contains
ample built-in counter space, a small sink (no garbage disposal), a microwave, small mini refrigerator, and a
piano. Alcoholic beverages are not allowed in this room and there is no kitchen available. Included in rental
rates are tables, chairs, and City staff to provide set-up and take -down of City's equipment and furnishings.
BOARD ROOM (E-42) Maximum occupancy: Theater Seating- 29
Classroom Seating — 20
The Board Room (Room E-42) is air-conditioned, has vinyl flooring, a built-in counter with a sink (no garbage
disposal). This room is furnished with motorized black -out shades, and a white board. Alcoholic beverages
are not allowed in this room. Included in the Board Room rental rates are tables, chairs and City staff to
set-up and take -down the City's equipment and furnishings.
Effective 7/1/2025 . Campbell Community Center - Building Use Policy 4
ACTIVITY ROOM (E-46) - Spaceas unavail-able to FeseFvejFentFe§.. I e—e—atio—n of the
Campbell E�cPFes3 hobFaFy URN' _20-25: —Maximum occupancy-
8AA80
The Activity Room (Room E-46) is air-conditioned, has vinyl floors, tall ceilings with exposed
ducting, motorized black -out shades, and a whiteboard. There is a large residential style kitchen with ample
counter space, refrigerator, oven, stove -top, microwave and sink (no garbage disposal). Included in
Activity Room rental rates are tables, chairs, and staff to provide set-up and take -down of City's
equipment and furnishings. NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders,
sponges, cleaning supplies, etc. are not provided.
DANCE STUDIOS (M-47 & N-76) Maximum occupancy -20
The Community Center has two (2) Dance Studios. N-76 is air-conditioned and has a hardwood floor, M-47
is also air-conditioned and has a Marley Floor. Both spaces have ballet bars and mirrors. Available for rent
for dance classes and similar type uses. NO food, beverages, smoking or hard -soled shoes are allowed.
Insurance is required to rent Dance Studio Space.
MAIN GYMNASIUM (Bldg. P) Maximum occupancy —180 in bleachers
100 on floor
The Main Gymnasium offers spectator seating for 180 in bleachers, six (6) basketball standards, two (2)
volleyball courts, a hardwood floor, basketball score clock (additional charge), a lobby with restrooms and a
ticket booth. NO food, beverage, smoking or hard -soled shoes allowed. Insurance is required to rent the Main
Gymnasium.
AUXILIARY GYMNASIUM (Bldg. N) Maximum occupancy -100
The Auxiliary Gym offers six (6) basketball standards, one (1) volleyball court, a hardwood floor, and score
clock (additional fee). No spectator seating is available. One restroom is immediately adjacent. NO food,
beverages, smoking or hard -soled shoes are allowed. Insurance is required to rent the Auxiliary Gymnasium.
POOL (Bldg. N)
Maximum occupancy— 225
The Campbell Community Center Pool is an outdoor 25-yard by 20-yard pool featuring eight lanes. The pool
depth is 3.5 feet at the shallow end and 9 feet at the deep end. The pool temperature is kept at 80-82 degrees
year-round by solar and gas heat. Lap swim equipment, including kickboards, pull buoys, and noodles are
available for use. Swimmers can also bring their own equipment such as kickboards, pull buoys, snorkels,
noodles, and fins. There are men's and women's locker rooms including lockers and showers available for use.
ORCHARD CITY PLAZA Maximum occupancy -100
The Plaza located adjacent to the OCBH and Building E may be available to rent on an hourly basis for private
parties and receptions. The area is equipped with outside electrical and may be rented in conjunction with
the OCBH. Reservation of this area cannot restrict access to OCBH or any other CCC rooms and must be
cordoned off to identify the parameters of the event. Requests to serve alcohol/food, utilize amplified sound
or to set up tables and chairs will be subject to approval by the Director of Recreation and Community Services
as well as the Chief of Police. Tables, chairs, or other City equipment is not included in the rental price and is
not available for outdoor use. If use of Plaza is approved, rental client will be responsible for rental and set -
Effective 7/1/2025 Campbell Community Center - Building Use Policy 5
PF*BFity f9F L...:.Idng facilities will be givenA the f,.11 ...,i., ..,.-, eF!
The City of Campbell may allow the following reservation requests outside of the allowable time periods indicated
within the table within Section IV. Reservation Requests B.3 on page 8.
FiFSt Prey:
• City of Campbell programs and events
• Non-profit organizations and foundations that exist solely for the purpose of supporting City programs
and activities
• Free public meetings held by elected representatives serving the Campbell area
• Local election candidate forums sponsored by a non-profit organization, polling and/or trainings
offered by the local Registrar of voters
• Free public meetings offered by either of the Campbell school districts (CUHSD and CUSD)
• Free public meetings by other governmental agencies that serve Campbell residents
• Events by non-profit organizations who have assumed leadership for events once provided by the City
o.-,,..,-- Fns - ndd aeti.,ities, ,.ff.,Fed by ideal n FOfit 9Fganizatiens
• Community Center Tenants
• Events sponsored by/for Campbell High School Alumni groups
• Meetings or trainings by school districts or other governmental agencies that are not open to the public
lei
Sesend-PFierkyAll other groups are subject to the designated reservation request period allowable per this policy in
section IV. Reservation Requests section B When to Apply for use:
Non-profit and ppprivate meetings, groups, parties, banquets, and social events. See page 8
To qualify for non-profit rates, customers must provide a copy of their letter of non-profit status from the
California Secretary of State's office with their non-profit ID number indicated and must pay with an
organization check or charge card.. Organization name on letter of non-profit status, check/charge card, and
permit must all be in the same name. Non-profit customer account address must match the non-profit
organization's business address.
NOTE:- Businesses renting the facilities for the purpose of sales must obtain -
and provide proof of a Campbell Business License, available from the Finance Department's office at Campbell City
Hall.
A. Applications for the following types of uses will not be accepted:
1. Any event advertised and open to the general public. This includes but are not limited to
dances, parties, political rallies, open mic nights, cultural events and music showcases.
2. Events in the honor of a minor where alcohol is served.
3. Events offering Carnival rides/activities or gambling and/or games of chance (unless
a permit has been obtained from the State Department of Justice and has been approved by the
Police Chief).
4. Events advertised over the Internet where advance registration is not required.
To qualify for the Campbell residency, it is the Campbell resident who must make the reservation, sign
the forms, be responsible for the event and behavior of guests, and pay all applicable fees.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 7
A. RESERVATION REQUESTS:
Reservation requests may be made free of charge online a minimum of ten (10) days prior to the
desired date of use. Please visit www.campbelica.gov/rentals for detailed information about
how to make this request.
a. A 30-minute facility tTours will only be scheduled once a reservation request has been made
through the online system.
b. Availability of rental spaces is available to be viewed online. Please visit
www.campbelica.gov/rentals to learn more.
c. Once a reservation request has been made, rental clients will be contacted with the next
steps in the reservation process as follows:
Step 1: Visit www.campbellca.gov/rentals to learn how to make a free rental request online
• View availability, select date and time, add to cart, begin checkout
Step 2: Answer questions about your event:
• Type of event, will alcohol be served, number -of people estimated to attend, is a tour
needed?
• Step 3: Review required guidelines, --cancellation policy and other important information.
Step 4: Review details for the request and complete the transaction
• Step 5: Staff will review request and follow up with any questions related to the request.
• Step 56: Pending the . ^ to the need- f^r a +^, "If a tour is requested, rental clients will be
contacted via email to make an appointment to view the facility, once this appointment is
made an estimate will be sent to be reviewed prior to the tour appointment. If NO TOUR is
selected, an estimate and payment link will be sent to the rental client. Payment is due within
48 hours of estimate being sent to the client. Payments not received within 48 hours will result
in the booking being released.
• Step 4�7: Review estimate details and make full payment (all fees) to confirm rental of facility.
2. All applicants must be at least 18 years of age or older (21 if alcohol is being served) and must
be present throughout the entire use of the facility.
3. Full rental fees and applicable deposits are due 48 hours after tour or estimate approval. NOTE.
VISA, MasterCard, American Express and Discover charge cards are accepted. Booking
requests will be released if fees are not received at -by the indicated pay by date (within 48
hours of estimate creation).
a. Applicants reserving facilities less than thirty (30) days in advance must pay in cash, Cashier's
check, VISA, MasterCard, American Express and Discover or by guaranteed money order.
Personal or business checks will NOT be accepted less than 30 days prior to intended use.
b. Non -Profit applicants who reserve for multiple uses (daily, weekly or monthly uses on one
application) may qualify for monthly payments.
c. In all cases, payment must be made a minimum of ten (10) business days in advance of use.
4. No events may be scheduled before 8:00 a.m. or past 12:00 midnight (10:00pm on Sunday
through Thursday evenings). No overnight use is allowed. The time reserved must be inclusive
of the time needed to set-up, decorate, etc. and clean-up at the conclusion of your use. The
time stated on your application should be the actual time you wish to gain entry to the facility
(not the time the event/function begins), and the time you anticipate being cleaned -up and
gone. Do not expect entry before your scheduled time.
5. Cleaning the facility requires rental clients to "leave it as you found it Rental clients are
expected to place trash, recycling, and organics in the provided bins, remove all decorations
and guests by the permit end time. Please see section V. B. 9 and 10.
6. Some types of facility uses may require that the applicant obtain a Certificate of Insurance (see
Effective 7/1/2025 Campbell Community Center • Building Use Policy 8
Section V-D on page 10) and/or have security services present. Insurance certificates will need
to be coordinated directly with the insurance provider of the renter's choice. Security services
will be coordinated by City of Campbell staff (see Section V-13-8 on page 9). These requirements
will be noted and estimated when applicable on the Facility Reservation Permit. Payment for
security services must be provided to the City of Campbell no less than thirty (30) days prior to
the event. If insurance requirements are not met, or Security services are not paid in full, thirty
(30) days prior to the event date, the Facility Reservation Permit is subject to cancellation.
7. An appointment is required to view the facilities, drop -ins will not be accommodated.
Appointments may be scheduled after a reservation request has been submitted. This
information will be emailed to the rental client.
a. Following the receipt of a rental request, one 30-minute tour maybe schedule upon request.
a-.b. After a Facility Rental Permit has been issued and payment completed, one
a4d#e*a4additional 30-minute tour may be scheduled upon request to assist with event
planning needs such as decorations, layout design, and other preparations.
7.8. Reservation requests are not confirmed until applicant receives an approved Facility Reservation
Permit. Absolutely no publicity or invitations should be distributed until the applicant receives
official confirmation of the room reservation and all applicable fees have been paid.
B. WHEN TO APPLY FOR USE:
Weekend Uses of Orchard Citv Banquet Hall and Roosevelt Room (Q-80):
Applications for weekend (Friday night, Saturday, Sunday) uses, such as wedding Feceptiens may be
filed up to one (1) year in advance of the desired date (Campbell Residents). If the year prior date
falls on a Saturday, Sunday, or holiday, reservation requests will be accepted on the following
business day. Non-residents of the City of Campbell can submit a reservation request ten (10) days
later, thereby providing residents with ten full days of priority.
Weekend uses of the Multi -Purpose Room (M-50) and Activity Room (E-46):
Applications for weekend (Friday Night and anytime Saturday or Sunday) uses, such as wedd ^R
reeeptiens may be filed up to six (6) months in advance of the desired date for Campbell Residents.
If the six-month prior date falls on a Saturday, Sunday, or holiday, applications will be accepted on
the following business day. Non-residents of the City of Campbell can apply ten (10) days later,
thereby providing residents with ten (10) full days of priority.
3. Other Uses:
Weekday uses(Mon da-r+Friday before 5pm), all Gym uses, pool uses, and weekend uses(Friday
after 5pm - Sunday) of all other facilities may be submitted according to the following schedule:
January 1 through May 31
Git y, T.,naRts, Q. Non -profits
November 15
All Others
November 25
June 1 through August 31
Gity, Tenants, Q. Non -profits
April 15
All Others
April 25
September 1 through December 31
Qy, TeRants, ° Non -profits
July 15
All Others
July 25
3. Exceptions:
a. Major community events open to the general public and deemed to be of significant
Effective 7/1/2025 Campbell Community Center • Building Use Policy
community interest may be submitted up to one year in advance.
b. Non -Profit customers that meet on a regular weekly basis and where weekly meetings on the
same day, time and place are integral to their success (churches, etc.), and have established
a pattern of paying their monthly fees on time, are allowed to book their regular weekly uses
up to one year in advance, subject to availability.
c. Non -Profit groups that wish to conduct a large-scale event (for example a one -day
conference) which requires the need to rent multiple meeting and banquet spaces are
subject to approval by the Director of Recreation and Community Services.
d. The City of Campbell reserves the right to alter reservations for City needs,with at least thirty
(30) days advance notice.
Rental of the Campbell Community Center facilities are specific to the room that is rented. Events may not
extend into outdoor corridors/hallways, grass areas, parking lot and common spaces. The permit holder is
responsible for ensuring that all activities pertaining to the rental event remain inside the facility at all times
and do not disturb other events, classes, or businesses on the Community Center campus. Failure to comply
will result in the loss of damage deposit.
A. DECORATIONS:
Any decorating, or covering of, or changes to the facilities shall be discussed at the time of facility tour.
The Permittee shall be responsible for putting up any decorations and all other special preparations
necessary for the function. All decorations and tape shall be removed at the conclusion of the function.
Permittee shall be responsible for the removal of all decorations, tape, special preparations, Permittee's
personal property, and any rented equipment immediately upon the conclusion of their event. Failure to
adhere to any of these rules may result in a loss of the damage deposit.
1. All decorations must be inside the rented facility and may only be applied with blue masking tape
(except on wood floors). The use of cellophane, adhesive tape, nails, staples, screws, etc., is NOT
allowed on walls or ceilings. Staples and pushpins are allowed only on tack strips and bulletin boards.
All tape and string must be removed from all surfaces and equipment at the conclusion of the event.
2. Decorations may NOT be hung from light fixtures, ceilings, heat detectors, emergency lights, or
acoustical wall/ceiling tiles.
3. Open flames (such as lighted candles) are NOT allowed without a permit from the Fire Marshal (Santa
Clara County Fire Department), and even then, must be in a container that does not allow the flame
to exceed the height of the container (i.e.: hurricane lamp) or candle must be floated on water. All
decorations must be flameproof or fire retardant.
4. Sterno flames for catering purposes are allowed.
5. Due to the sensitivity of the fire/smoke alarm system and the lingering odor, incense and fog/smoke
machines are not allowed in any Community Center facilities. If fire alarm is triggered, all guests must
evacuate the building immediately until the Santa Clara County Fire Department provides approval
to re-enter the facility. This will cause forfeiture of entire damage deposit and rental client will be
responsible for any additional fees occurred for service from SCCFD.
6. All plants, trees, and shrubs must be in waterproof containers and must be carefully placed so as not
to damage floor, tables, or block fire exits:
7. No foreign substance may be applied to the floor.
8. No rice,`birdseed, confetti, glitter, or hay bales are permitted at the Campbell Community Center or
on surrounding sidewalks and parking lots. Use will cause forfeiture of entire damage deposit.
9. For safety reasons, relocation or rearrangement of City equipment is not permitted. City staff on duty
must perform any rearrangement of City furnishings and/or equipment. All doors must be kept clear
in the event of an emergency evacuation.
10. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on
campus will result in a loss of damage deposit.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 10
B. ALCOHOLIC BEVERAGES:
The use of alcoholic beverages is allowed by prior written permit application only and must be requested
at the time of reservation request.
1. Failure to comply with required security, licenses, permits or certificates will result in immediate
cancellation of the use and forfeiture of all fees paid.
2_
enly.Absolutely. no hard liquor is allowed, ineibidong aleehe' based seltzeFs and mixed dr*R S
To ensure compliance with venue regulations and maintain a safe and enjoyable environment for all
guests, only beer, wine, and champagne may be distributed, served, or consumed at any event.
Permitted Beverages:
• Beer (bottled, canned, or draft)
• Wine (red, white, rose, sparkling)
• Champagne
Prohibited Beverages:
The following types of alcohol and products are not permitted to be distributed or served under any
circumstances:
• Hard liquor or spirits (e.g., vodka, rum, gin, tequila, whiskey, bourbon, brandy, etc.)
• Premixed or canned cocktails and spirit -based beverages, including but not limited to:
o Cutwater
o High Noon
o White Claw Vodka + Soda
o Truly Vodka Seltzer
o Monaco Cocktails
o Cayman Jack
o BuzzBallz
o Jack Daniel's & Cola
o Smirnoff Ice
o Mike's Hard Lemonade
o Twisted Tea (alcoholic version)
• Any beverage containing distilled spirits or liquor -based ingredients
Vendors, caterers, and event hosts/permit holders are responsible for ensuring compliance with this policy. Any
unapproved alcoholic beverages may be removed from the premises at the discretion of management or event
staff and may result in immediate cancellation of facility use and forfeiture of all fees paid.
3. Alcoholic beverages may be served, sold and/or consumed only in the interior of Orchard City
Banquet Hall, the Roosevelt Redwood Room,—, Activity Room, Multi -Purpose Room and designated
areas of the Orchard City Plaza. Alcoholic beverages are not to be served or consumed outside the
specific area/room reserved; guests may not take alcoholic beverages outside into the common areas
of the Community Center. Alcohol shall not be served, sold, or consumed in/from vehicles in the
parking lot or on the premises.
4. Requests for serving and/or selling alcoholic beverages, in other rooms or common areas, for special
occasions must be approved by the Chief of Police, after first receiving the approval of the Director
of Recreation and Communication Services. If the presence of alcohol is deemed to conflict with other
previously scheduled uses/users, the request may be denied.
5. Alcohol is NOT allowed at youth -oriented events or events held in the honor of a minor (Christenings,
birthdays, graduations, coming-out parties, Quinceaneras, Bar or Bat Mitzvahs, etc.).
6. A group or organization wishing to sell alcoholic beverages at their function or provide alcoholic
beverages with the cost of a meal or entry fee, must first obtain approval from the Campbell Police
Department; and upon approval will be required to obtain, at their own expense, the appropriate
permits and licenses (a 24-hour Liquor License) from the State Alcoholic Beverage Control Board. A
Effective 7/1/2025 Campbell Community Center • Building Use Policy 11
24-hour liquor license may be obtained at the:
Alcoholic Beverage Commission, Santa Clara County District Office
100 Paseo de San Antonio #119 ,
San Jose, CA 95113
Telephone: (408) 277-1200
Evidence of this license must be on file in the Community Center office at least ten
(10) days prior to the event/function.
7. Permittees sponsoring events where alcohol is sold will be required to obtain liquor liability insurance
with the coverage outlined in items D-3 and 4 on pages 12. Those actually selling the alcohol must
have received the required training required by the ABC for alcohol sales (checking IDs, not selling
to those already over -imbibed, etc.).
8. SECURITY - Permittees sponsoring/hosting events where alcoholic beverages are served or sold may
be required, at their expense, to have security present. Approved security services will be required
to be present for the duration of the event. NOTE: Security may be required and will be arranged
by the Campbell Community Center when: alcohol is being served, your event is scheduled for more
than 3 hours, ands -ex you expect/invited more than 75 people in attendance. -Security fees will be
estimated at the time of your reservation request and are subject to change on July 1 of each year.
Current fees in effect on the day of the event will be charged in all cases. All security fees will be due
no less than thirty (30) days prior to the event date.
a. Security requirements: a minimum of 2 security guards for 75 or more guests in
attendance, with 1 additional guard required for every 75 more guests (see table for
reference).
Guests Number of Required Guards
0-74 No guards required
75-150 2 guards
151-225 3 guards
226-300 4 guards
301-375+ 5 guards
9. The Permittee is responsible for neatly disposing of all beverage containers and cartons in the
provided receptacles. Recycling and composting is encouraged and receptacles are provided for your
use. If space is limited, please contact the Building Attendant staff for assistance.
10. Excessive spills of any beverages or other substances must be mopped up immediately to prevent
accidents. Staff on duty will perform this for you; please notify them as soon as a problem exists so
any safety hazards can be eliminated as soon as possible.
C. FUND-RAISING:
A fund-raising activity is defined as an event where an admission fee is charged for entry or participation
or a donation is collected 4^ ^Gto raise funds for an organization, special cause, or individual.
Examples of fund-raisers may include but are not limited to: Art Fairs where an admission fee is collected,
a Crab Feed, Spaghetti Dinner, or other banquet where an admission fee is charged, a Flea Market, an
Auction, a Cook -Off, a Casino Night, a class or seminar where a fee is charged for participation, or any
other event where fees or donations are collected on behalf of an organization, or business. NOTE:
Religious/church services are not considered fund-raising activities.
1. Refer to item 8 under G. General Regulations (page 13) for restrictions on Casino Nights and other
"gambling" — type fundraisers.
2. Those selling products or services on -site are required to obtain and provide proof of a City of
Campbell Business License, which may be obtained from the:
Finance Department
Campbell City Hall
70 N. First Street (at N. First Street & Civic Center Drive).
Campbell, CA 95008
Effective 7/1/2025 Campbell Community Center - Building Use Policy 12
-1-
(408) 866-2174
D. DAMAGES/LIABILITY/INSURANCE—REQUIREMENTS:
1_The applicant shall be responsible for any and all damage to the City's premises, equipment, and
property. If, after an activity, additional janitorial maintenance is required (in excess of normal
cleaning services/time), the applicant will be charged accordingly. The cost may range from a
minimum of $50 per hour up to the top step listed in the approved fee schedule depending on
severity of damage or cleaning and is subject to Building Maintenance inspection including the time
estimate to complete repairs. If costs to repair damages exceeds the refundable damage deposit on
file, additional fees will be charged and due to the City immediately.
2. The applicant will be held responsible for all actions, behavior and damages caused by his/her
guests/attendees.
3. All applicants requesting use of the a gymnasium, pool, dance studios of or other facility space
for athletic activities or other events deemed potentially dangerous, will be required to provide
the City with an original Certificate of Insurance providing proof of the following coverage:
a. Public liability and property damage insurance in an amount not less than $1,000,000 per
occurrence.
b. The City of Campbell, its agents, attorneys, employees, officials, and volunteers must be
named as an additional insured.
c. The coverage shall not be canceled or reduced without at least fifteen (15) days written
notice to the City of Campbell.
d. The certificate must be submitted to the Community Center office at least ten (10) days
prior to the event.
4. All applicants requesting permission to sell alcoholic beverages must provide liquor liability
insurance in an amount not less than $1,000,000 per occurrence, in addition to the insurance
outlined above.
5. The City of Campbell is not responsible for accidents, injury, illness or loss of group or individual
property.
E. PERMIT ADJUSTMENTS/CANCELLATIONS/REFUNDS:
The City's cancellation policy has been developed to discourage the last-minute cancellation of events.
If a cancellation is received on short notice, the City's ability to re -rent the facility is severely limited. The
cancellation/refund policy is structured to offer the greatest refund in instances where the City has the
highest probability of re -renting the facility.
1. Requests to adjust a permit (eg. increase or decrease of a booking time, adding additional
attendees, requests to serve alcohol etc.) are subject to the cancellation and refund fees below.
4-2. In the event that cancellation of a confirmed reservation is necessary, it is the Permittee's
responsibility to provide immediate written notification of such intent to cancel use (email to
recreation@campbelIca.gov is acceptable). City staff will not accept or be held responsible for
cancellations made by telephone. The earlier the notice is provided, the greater the refund of
use fees. The refund schedule has been set to cover City costs and loss of potential revenues.
NOTE: Cancellations will only be accepted from the Permittee (the person who submitted the
reservation request and signed permit waivers), not from anyone else acting on their behalf.
This policy is designed to prevent the unauthorized cancellation of an event.
3. Refunds for cancellation of weekend (peak times Friday, Saturday, Sunday) uses of th et
4a440rchard City Banquet Hall, Roosevelt Room Q-80, Multi -purpose Room M-50, Activity Room
E-46 will be granted on the following basis:
All refunds are subiect to a non-refundable $25 processing fee.
Effective 7/1/2025 Campbell Community Center ■ Building Use Policy 13
Notice of Cancellation
Refund Amount
More than 4 months before event date 90% of facility use fees, less the $25 processing fee
3 to 4 months before event date
2 to 3 months before event date
1 to 2 months before event date
80% of facility
use fees,
less the $25
processing fee
50% of facility
use fees,
less the $25
processing fee
25% of facility
use fees,
less the $25
processing fee
Less than 1 month before event date 10% of facility use fees, less the $25 processing fee
Less than 10 days before event date No refund; all facility use fees will be retained
Additional Information
• Refunds apply only to facility use fees.
• Fees for staff, equipment, insurance, or other services are fully refundable once paid.
• The Citv reserves the right to cancel or reschedule anv reservation due to unforeseen circumstances: in such
a full refund will be issued.
. ....... ...... . .....
..
iiiiiip
11 M--,- Milli -------- -
..4,.,.-ged /Fetai„ed; R , � Fefn,d will be p Pd ,id
4. Refunds for cancellation of all other facilitV uses will be granted on the following basis:
All refunds are subiect to a non-refundable $25 processing fee and a $25 cancellation fee
Notice of Cancellation
More than 2 weeks before event date
Less than 2 weeks but more than 24 hours before
event date
Less than 24 hours before event date
Refund Amount
Full refund of facility use fees, less a $25 processing fee and a $25
cancellation fee
25% of facility use fees, less a $25 processing fee and a $25 cancellation
fee
No refund; all facility use fees will be retained
Additional Information
• Refunds apply only to facility use fees.
• Fees for staff, equipment, insurance, or other services are fully refundable once paid.
• The Citv reserves the right to cancel or reschedule anv reservation due to unforeseen circumstances: in such cases. a full
refund will be issued.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 14
0
wiI,T-be retained.
if than
(MAXIMUM
24—;ems'
COST to pefinit
Retire
heldrer: t�.,T
isprevided,
full use fees wool he
a
of c-anc-ellatien
the City
Campbell,
n sueh eases, City
will fi111 ref, P'4
eustemeFs,
of all fens and deposits
of
paid
and all ce-Ar-e-Med.
PFevide -;I
REFUNDABLE DAMAGE DEPOSIT REQUIREMENTS:
1. Refundable damage deposits are processed for refund 3-5 days after the last permitted use. The
timeline of actual refund is 1-3 weeks pending the original payment type. See section IX. G. 3.
2. Refundable damage deposits are refunded if the following conditions are met:
a. No damage or loss to the room and/or surrounding area is caused because of the rental
(including excessive trash or clean-up needs, damage from decorations etc.). In the event
damage to the room or excessive trash is observed the cost associated with any such damage
will be withheld from the refundable damage deposit. The cost may range from a minimum
of 850 per hour up to the top step listed in the approved fee schedule depending on severit
of damage or cleaning and is subject to Building Maintenance inspection including the time
estimate to complete repairs. well -be-billed at-Fninimum, $50 peF h8UFTelateF_i to the sta
time reqUiFed to eerre,.+darnage to faeffility. If costs to repair damages exceeds the refundable
damage deposit on file, additional fees will be charged and due to the Citv immediately.
b. Use of the facility does not exceed the permitted time.
c. All City equipment and property is accounted for and undamaged.
d. All policies are adhered to including decorations, alcohol and security requirements.
G. GENERAL REGULATIONS:
1. Only City staff can operate the audio/visual equipment and dividing wall in the OCBH. In addition, only
City staff can move tables or chairs. Your event set-up needs to be completed and provided to the
Campbell Community Center one (1) week or five (5) business days prior to the scheduled event. Any
changes to that agreed upei the submitted set-up must be completed by the on -site City staff-ee-sit-e.
Call the staff person on duty for assistance at (408) 761-0350.
a. Permit holders who require changes to the layout during the event must disclose and submit
desired changes a minimum of one (1) week or five (5) business days in advance. Additional
fees may be charged to confirm appropriate staffing levels to accommodate requested layout
changes.
fib. Permit holders booking multiple rooms that require ongoing support throughout the day may
be required to pay for additional support staff.
2. Renting the facility includes the use of City tables and chairs which will be set-up and taken down by
City Staff. If the renter would like to bring in other tables or chairs, the renter will be responsible for
the set-up and take -down of such items (City staff will not set-up or break down non -City equipment).
3. Overnight storage of personal property is generally not allowed. If the renter inquires and the space is
available overnight storage can be permitted atthe standard booking rate of the facility and minimum
hours will be enforced. Overnight storage will activate the requirement to book the rental space
beginning at Sam the following day due to the inability to rent the space to other customers.
2-. Any person(s) violating the established Rules and Regulations or constituting a public nuisance may be
required to leave the facility and premises.
-3-.5. Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors
throughout use of Community Center facilities. Children must be under adult supervision at all times.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 15
Children are not allowed to run around the facility unsupervised.
4-6. For customer comfort, energy efficiency and consideration of our neighbors, all doors and windows
must remain closed throughout the entire event.
-5.7. ADVERTISING AND SIGNAGE:
a. Posting of flyers, signs, etc. on the Community Center buildings, posts, windows, doors, trees, kiosks,
or other structures is strictly prohibited. Adequate signage exists to guide guests to your rented
room. Permittees should be very specific on their invitations to provide guests with the specific
name (Orchard City Banquet Hall, Roosevelt Redwood Room, etc.) and/or Room number (Q-80, E-
46, etc.) of the facility they have rented for their event. Any signs or flyers found posted will be
immediately removed and are subject to removal fees of $25/sign. Directional sandwich signs are
available for your use with advance notice, and subject to the fees outlined in Section VIII.
b. Events held at the Community Center and open to the public are eligible to be advertised on the
reader -board sign, subject to the applicable fees and charges. See On -Site Publicity Administrative
Policy for more information. Add page after formatting
c. Events advertised by mailed or emailed flyers are required to list the Permit holder's phone number
for directions or questions (do not list the Community Center phone number!). Permit holder is
required to list the correct room number for the room where the event is held on all fliers (do not
list the Community Center Office suite number!). Misinformation on event publicity that causes
undue additional work for Community Center staff is cause for additional charges for staff time.
d. Internet Advertised Events:
Meetings/events inviting persons unknown to the host(s), via the Internet, will be allowed only
under the following circumstances:
• Advertisement must state that participants must register in advance;
• Registration system must be capable of maintaining a current count of registrants;
• Registration is capable of being closed once the registration reaches the maximum
capacity of the room;
• All advertising, location, and directions to the meeting must be removed from the Internet
once the maximum capacity has been reached.
• A staffed check -in table is required where registrants are checked -in and the number of
participants who have entered the premises is readily available. Once the maximum
capacity of the room is attained, absolutely no additional persons are to be admitted.
NOTE: The existing prohibition on dances and/or parties open to the general public (see
section III-B-1 on page 7) remains in effect. Room occupancy limits will be enforced for
all events.
6-8. Permittees are only to use those facilities and equipment specifically designated on' the Facility
Reservation permit. Staff on duty does not have the authority to grant use of additional facilities,
equipment, or time extensions. Any time the facility is occupied beyond the scheduled time will be
billed at 1Y2 times the standard rate for the overtime use. Use or occupancy of the facility beyond
12:00 midnight will be billed at 2 times the standard rate for the overtime use.
7-.-9.- Tables and chairs are to be used indoors only and only for the specific use for which they are
intended. Standing on tables or chairs or sitting on tables is prohibited.
9:10. SMOKING/VAPING OR USE OF ELECTRONIC CIGARETTES IS NOT PERMITTED AT THE CAMPBELL
COMMUNITY CENTER. The Community Center is considered a "Public Recreation Area"
smoking/vaping and e-cigarettes are not permitted inside or near any facilities as well as in any
outdoor area including the parking lot, athletic fields etc. Municipal Code Chapter 6.11.020.
11. Card Games, Games of Chance, Raffles and Lotteries are governed by the California Department of
Justice. Non-profit organizations desiring to conduct a fundraiser using controlled games (Casino
Nights or other gambling events) as a funding mechanism are subject to the limitations of the law as
outlined in Chapter 5 of Division 8 of the CA Business and Professions Code (see Section 1, Article
17 commencing with Section 19985).
Web Reference:
Effective 7/1/2025 Campbell Community Center • Building Use,Policy 16
https:Hlepinfo.legislature.ca.goy/faces/codes displayText.xhtml?lawCode=BPC&division=8.&title-
&part=&chapter=5.&article=17. The law specifies that:
a. Non-profit organizations must have been in existence and operation for at least 3 years and
must register annually with the Division of Gambling Control;
b. Organizations are limited to one such event (5-hour limit) per year;
c. At least 90% of the gross revenue from the fundraiser (not including facility use fees)', must, go
directly to the non-profit organization.
d. No cash prizes or wagers may be awarded to participants and maximum value of donated prizes
shall not exceed $500 for an individual prize and $5,000 for the total value of all prizes awarded.
e. The hosting organization is required to register their event with the CA Department of Justice
and is subject to their reporting requirements following the event.
f. The Community Center is limited to holding no more than four such fundraisers in any calendar
year, even if sponsored by different nonprofit organizations. Please inquire if you desire to
conduct such an event.
g. Raffles conducted by non-profit organizations are authorized by California Penal Code Section
320.5, provided the following conditions are met:
• Tickets must be sold with a detachable coupon or stub;
• Winners must be determined by drawing coupons or stubs by a person 18 years�of age
or older;
• At least 90% of the gross receipts must go to charitable or beneficial purposes;
• The host organization must register annually with the State Department of Justice and
report gross receipts, operational expenses, and distribution of funds.
h. Except for the State Lottery, lotteries or raffles by individuals or organizations under conditions
other than those described above are illegal.
L No Bingo game shall be conducted by any organization or other legal entity on city property unless
first approved by the Chief of Police and the use of city property has specifically been approved
for this purpose by the City Council. (Ord. 1128 1 (part), 1977: Ord 1049 (part), 1976).
4812. The Recreation and Community Services Director or other duly authorized representative on
duty shall have the right to enter all facilities at any time during any and all uses.
4.4-.13. Permits/reservations cannot be transferred, assigned or sublet.
4-2-.14. The Recreation Services Manager shall regulate or prohibit such activity or use, which in his/her
judgment is determined to be of a hazardous nature or is potentially dangerous or damaging to
property or is not in the best interests of the citizens of the City of Campbell.
1-3 15. Businesses or organizations wishing to hold an auction are required to obtain approval ;from the
Campbell Police Department, purchase a Campbell Business License and provide proof of liability
insurance See Section V.D. (Liability /Insurance Requirements) for insurance requirements'
4416. The misuse of the Community Center, failure to conform with facility regulations, or any other
Federal, State or local law, rule, regulation or ordinance shall be sufficient reason for immediate
termination of permit. No refund will be granted. This shall include overcrowding of the posted
maximum capacity for the room in use, serving alcohol to minors or any other instance of serving
alcohol when not permitted to do so, and the presence/serving of hard alcohol.
4-5:17. The City Council shall have the authority to waive or modify these rules at their discretion. Any
and all requests/variances shall be considered individually and shall not be automatically applied as
a matter of precedent to past or future uses of a similar nature. Waiver of any stated rule shall be
directed, in writing, to the Director of Recreation & Community Services at least 90 days prior to the
date of use.
1& 18. The City reserves the right to amend fees and charges as deemed necessary. Previously approved
reservations will not be affected by new rates.
34-.19. Firearms, weapons and open flames are prohibited pursuant to Municipal Code Chapter 13.04
48 20. This Building Use Policy supersedes any policy now in effect and will take effect on July 17, 2024.
49-21. Animals (including performing animals, birds, or pets) are not allowed except for service animals.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 17
Effective 7/1/2025 Campbell Community Center ■ Building Use Policy 19
WiFi is generally available at the Community Center but is not guaranteed in all rental locations. Any facility
rental client who is counting on the availability of WiFi services should make their own arrangements to
supply a dedicated hot spot for the success of their event.
The City's staff will not configure or troubleshoot WiFi connection issues. The client/facility user is responsible
for making sure that their clients'/students' laptops don't have any compatibility issues and getting them set
up on the wireless connection. Each computer can be different and City staff cannot provide this level of
individual service — that is the client's responsibility.
The City shall not be responsible for any downtime on the Comcast-provided WiFi and makes no guarantees
that the connection will be sufficient for any event. If Comcast has a system- wide or area wide system failure
affecting service in the Community Center, the City shall not be responsible for this service failure and the
fees paid for the rental of the room shall remain in force and not subject to forfeiture for this reason.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 20
Purpose:
The purpose of this policy is to establish guidelines for the placement of allowable publicity on the
Community Center site, including, but not limited to use of the Reader Board/marquee, banners,
posters, and flyers that will be both effective and attractive, while not being a nuisance or distraction
or otherwise detract from the aesthetics of the Community Center.
Multimedia Reader Board Sign:
The Reader Board sign is available to publicize the following activities:
1. City events and activities including events sponsored by non -profits that exist solely to support
City programs (i.e. Friends of the Heritage Theatre and the Museum Foundation);
2. Heritage Theatre season show sponsors;
3. Notice of upcoming Campbell High School reunion events;
4. Major community events that are co -sponsored (officially recognized, approved and/or
subsidized) by the City or require downtown street closures, or held in City parks or facilities;
5. Messages regarding youth sports league sign-ups occurring at the Community
Center;
6. Messages regarding free meetings and events of general public interest sponsored by public
agencies or legislators serving the Campbell community.
7. Messages from outside organizations may appear no more than 4 weeks in advance of the
event date.
8. Messages are subject to fees as outlined in the fee schedule below, with the following
exceptions:
a. Events or meetings administered by the City of Campbell;
b. Notices from local community or business organizations regarding
public events, meetings or activities co -sponsored by the City and occurring in City Parks,
facilities, or the downtown area;
c. Notices from other public agencies or legislators serving the Campbell
community regarding public forums, Town Hall meetings or other public meetings of
general interest to the community (messages for fundraisers are not subject to fee
exceptions);
d. Notices from public schools regarding free events or meetings of general public interest
(messages for fund-raisers or special events involving an entry fee not subject to fee
exceptions).
Banners & Signs:
1. All signs and banners must be approved, in advance, by the Recreation Community Services
Director, or his/her designee.
2. Signs and banners are allowed only on the day of the event to help guide patrons to the activity, and
they are allowed only in the specific location(s) approved by City staff. Banners may not be hung or
attached to existing fences and signs. The only building that may be used to display banners is the
Concession Stand building and only for events that are being held in the Stadium and/or Athletic
Fields.
3. Signs must be hung in a manner that will cause no permanent damage to the building or facility. Nails
and tape shall not be used to hang banners or signs. Penetrations in landscaped areas shall be
approved, in advance, by the Grounds Maintenance Supervisor or his/her designee so as to avoid
damage to irrigation and other underground piping. Banner Hanging Fees are outlined in the fee
section on page 18.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 21
All banners must be professional vinyl banners with side sleeves for side posts or metal grommets for
plastic ties or carabineers. The banner and all hanging devices must be completely removed
immediately following the event (same day). The City is not responsible for banners left for more
than 10 days after the event.
4. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on
campus will result in a loss of damage deposit.
Posters & Flyers:
1. Posters or flyers advertising events/programs of general public interest relating to recreational,
cultural, athletic, community education, or social services available, may be submitted from public
agencies, non-profit organizations and Community Center tenants to be displayed in the Community
Center's display case at the west end of Building E. All posters/flyers are subject to the approval of
the Recreation & Community Services Director or his/her designee and must be professional in
appearance (no handwriting). Posters will be displayed as space and time permit.
2. Posters regarding events occurring in the Heritage Theatre or at the Community Center may be
submitted for display, up to one month in advance, in the (3) kiosk directories on -site. Posters shall
not exceed 12" wide x 17" length, must be professionally printed (not hand- written) and will not be
returned to the provider.
3. Only flyers regarding events provided by the City of Campbell or events occurring in the Heritage
Theatre may be submitted for display in the various (5) pedestrian kiosks on -site. These signs shall
be laminated, and finished size shall be exactly 8%" x 11". Flyers shall be delivered to the Community
Center Office, #C-31 at least one week in advance of desired posting date and no more than one
month in advance of the event date.
4. Posters/flyers for private businesses will not be posted.
5. Posters, flyers and directional signs shall not be attached to the exterior of any building, post, wall,
fence, sign, kiosk or other structure of any type. When they are found they will be immediately
removed and any costs for removal and/or repair of damage (paint removal) will be billed to the
sponsoring agency or individual.
6. Flyers, coupons or other literature may not be distributed by hand, left on vehicles or otherwise
distributed on site at the Campbell Community Center.
Directional Signs:
1. The signage program at the Community Center is sufficient to direct visitors to any room on campus,
provided the visitor has the correct name or room number of their intended destination.
2. Informational and directional signs for events being held at the Community Center are allowed only
when scheduled in advance with the Reservations Staff and posted in/on the provided plastic A -
frame signs. When customer provides the sign(s) there is no charge for this service. If the City
provides signs, the cost is $25 to cover staff time to prepare signs. Signs must be computer -generated
and attractive; hand -printed signs will not be allowed. Signs are for interior site use only. Signs of any
kind are not allowed on the public right-of-way (visible from Campbell Ave., Winchester Blvd., or
Latimer Ave.).
Fees:
Readerboard Messages $33/message/week
Modifications to Readerboard Messages $15/message
Banner Hanging $25/banner
Directional Signs created by City staff $25/set
All fees are payable, in advance, to the City of Campbell in the Community Center main Recreation Office
C-31 as part of the facility permit.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 22
The fees and charges set forth here are NOT negotiable; City staff does not have authority to waive or reduce fees. All
fees and security/damage deposit are due at the time the reservation is submitted to hold the date and facility.
Minimum rental time: 2 hours for regular uses and 3 hours for banquet hall uses during non -operating (peak) hours.
Gyms.may be considered for rentals less than 2 hours on a case by case basis. -
A. Definition of Terms:
a. NON-PROFIT: To qualify for non-profit rates, customers must provide a copy of their letter of non-
profit status from the California Secretary of State's office with their non-profit ID number indicated
and must pay with an organization check or charge card. Organization name on letter of non-profit
status, check/charge card, and permit must all be in the same name. Non-profit customer account
address must match the non-profit_organization's business address.
b. BASE HOURLY RATE: The Base Hourly Rate is the regular rate for each room on a per hour basis'. All
customers are charged this rate unless discounts apply (see requirements for Non -Profit and Campbell
Resident).
c. SPECIAL PEAK RATES: Special peak rates apply to the following limited reservations:
Public meetings held by elected representatives serving the Campbell area (limit 3 per calendar year)
ii. Local election candidate forums sponsored by a non-profit organization (limit 2 per calendar
year)
iii. Trainings offered by the local Registrar of voters (limit 2 per calendar year)
iv. Public meetings offered by either of the Campbell school districts (CUHSD and CUSD limit 1per calendar
year)
v. Public meetings by other governmental agencies that serve Campbell residents (limit 6 per calendar year)
vi. Events sponsored by/for Campbell High School Alumni groups (limit 2 per calendar year) Events
by non-profit organizations who have assumed leadership for events once provided by the City
vii. Meetings or trainings by school districts or other governmental agencies that are not open to
the public (limit 2 per calendar year) j
vii. Meetings or trainings by school districts or other governmental agencies that are not open',to
the public (limit 2 per calendar year)
The above listed reservation types are eligible to use the Campbell Community Center facility during peak times
at the discounted Special Peak Rate. The above listed reservation types are eligible to use limited Campbell
Community Center meeting rooms during non -peak times (Monday -Thursday) with basic staffing levels (2
building attendants) free of charge, with the same limitations listed above. Any charges for meeting or audio-
visual equipment etc. will be assessed at the time of the booking request and will be charged according to the
approved Fee Schedule.
Special Use Provisions: Grandfathered in Campbell -Based Organizations. The following organizations are
considered grandfathered-in Campbell -based' organizations and special use provisions apply:
Country Woman's Club of Campbell
ii. Campbell Veterans Memorial Foundation
Effective 7/1/2025 Campbell Community Center - Building Use Policy 23
iii. Campbell Community Emergency Response Team (CERT)
iv. ' Early Settlers Event Coordinator
These organizations are entitled to one (1) free use of a Campbell Community Center banquet hall during peak
times per calendar year specifically for their fundraising efforts. In lieu of banquet space, they may use a small
meeting room (accommodating 15-40 people) during peak time once per month at no charge, with a maximum
booking duration of three hours per monthly session. For further information on pricing, booking processes and
policies, please refer to the Building Use Policy.
Free use of the Campbell Community Center is provided to the Santa Clara County Registrar of Voters to provide
up to a 4-day Vote Center in primary and general election years.
d. CAMPBELL RESIDENT: To qualify for Campbell Resident discount, customers must provide proof of
residency (i.e. driver's license, utility bill etc.). Permit holder and payee must be in the same name to
qualify for resident discount.
B. Resident Discount:
Campbell Residents paying for a rental will be given the following discount on building rental rates:
$25 Per hour discount for rental of the full Orchard City Banquet Hall
$5 Per hour discount for all other building rental rates
Effective 7/1/2025 Campbell Community Center • Building Use Policy 24
C. Facility rental fees for uses occurring during off-peak (normal operating) hours shall be assessed as
follows:
(Monday through Thursday, 8:00am-10:00pm and Fridays 8:00am to 5:00pm, except on recognized
City holidays)
Orchard City Banquet Hall
with Kitchen
Per Hour
Orchard City Banquet Hall
North or South
per Hour
Kitchen in OCBH
Per Hour
Roosevelt Redwood Room
(Q-80)
Per Hour
Mary Campbell Room (Q-84)
Per Hour
Multi -Purpose Room (M-50)
Per Hour
Adult Center Meeting Room
(C-35)
per Hour
Dance Studios (M-47, N-76)
Per Hour
Conference Room (E-44)
Per Hour
Board Room (E-42)
Per Hour
Main Gym (Bldg. P)
Per Hour
Auxiliary Gym (Bldg. N)
Per Hour
CCC Plaza
Per Hour
Vacant Leased Space
Per Hour
Swimming Pool Rental
Per Hour
Base Hourly
-Rate
Non-profit
Rate
$138
$119
$97
$77
$57
$52
$97
$77
$72
$62
$87
$77
$72
$62
$67
$57
$56
$46
$56
$46
$82
$72
$72
$62
$42
$37
$56
$46
$205
$205
*A 2% FacilityPreservation Fee is added to the hour) rate and is charged at the time of bookiin .
Y g g
Effective 7/1/2025 Campbell Community Center - Building Use Policy 25
D. Facility rental fees for uses during peak (NON -OPERATING) hours shall be assessed as
follows:
Orchard City Banquet Hall
with Kitchen
per Hour
$103
Orchard City Banquet Hall
North or South
Per Hour
N/A
Roosevelt Redwood Room
(Q-80)
Per Hour
$54
Mary Campbell Room (Q-84)
Per Hour
$36
Multi -Purpose Room (M-50)
Per Hour
$49
Adult Center Meeting Room
(C-35)
Per Hour
$36
Dance Studios (M-47, N-76)
Per Hour
N/A
Conference Room (E-44)
Per Hour
$26
Board Room (E-42)
Per Hour
$26
Main Gym (Bldg. P)
Per Hour
$49
Auxiliary Gym (Bldg. N)
Per Hour
$39
CCC Plaza
Per Hour
$24
Vacant Leased Space
Per Hour
$26
Swimming Pool Rental
Per Hour
N/A
•
e e s
$265
$206
N/A
N/A
$133
$108
$97
$72
$123
$98
$97
$72
$82
$72
$77
$52
$77
$52
$108
$98
$87
$77
$52
$47
$77
$52
$205
$205
*A 2% Facility Preservation Fee is added to the hourly rate and is charged at the time of booking.
Effective 7/1/2025 Campbell Community Center - Building Use Policy 26
E. Processing Fees:
1. All applications are subject to a non-refundable $25 Processing Fee.
Any changes in time, dates) or use made to a multi -use permit, or made less than thirty (30) days prior
to a one-time use, are subject to an additional $25 Processing Fee per occurrence of request for change.
F. Additional Charges:
1. All hourly fees are subject to a 2% Facility Preservation Fee. The Preservation Fee is calculated at time of
permit and all fees are due at time of payment.
2. A janitorial service fee of $100 will be required for all rentals serving food and more than 75
participants/guests in attendance. This fee will be due at the time of payment.
3. A security service fee may be required for all rentals serving alcohol and hosting more than 75
participants/guests in attendance. Fees associated with security cover a minimum of two (2) guards and is
based on the number of attendees. The rate charged to the customer is a direct pass -through from the
approved vendor and ranges from $50.00-$70.00 per hour per security guard.
4. Uses which extend beyond the approved reserved time will be charged at 1% times the normal rental rate.
Uses which extend beyond 12:00 midnight are not permitted and will be charged at two (2) times the
normal rental rate.
6. Rental of the Swimming Pool will require the City to schedule certified lifeguards on -site for the duration of
the pool rental. A minimum of two (2) Lifeguards will be required for rentals and the total number of
Lifeguards will be determined by the Recreation Specialist or Department Designee at the time of the
facility request. Each Lifeguard will be charged at $25 per hour.
7. Reservations for recognized City holidays and dates between Christmas Eve and New Years Day are subject to
additional fees to cover staff holiday pay (1 % times the normal rental rate), when staff can be obtained to
take the assignment. (Non -profits and Special Rate requestors are not exempt from these additional fees).
G. Deposits:
1. Refundable cleaning/damage/security deposits are required for the following uses in the following
amounts:
Facility
AAmount
a)
Use of Orchard City Banquet Hall
$800
b)
Uses of Roosevelt Room (Q-80), Multi -Purpose Room (M-50), or Activity Room (E-46)
$500
c)
Uses of Meeting Rooms
$200
d)
Uses of Gymnasiums/Dance Studios
$200
e)
Uses of Pool
$500
f)
Plaza
$200
2. The City reserves the right to deduct from the damage deposit additional charges relating to, but not
limited to, additional janitorial services, maintenance/repair services, staff supervisor's time, or
emergency services that were required as a result of your use.
3. Deposits maybe fully or partially withheld for any of the following reasons:
a. Facility use fees for time used in excess of that reserved.
b. Damage to facility or equipment.
Effective 7/1/2025 Campbell Community Center • Building Use Policy 27
c. Misuse of the Community Center (refer to item F-3 in Section V).
d. Inadequate cleanup by customer requiring additional custodial time/services after customer's use.
e. Damage to landscaping and/or outdoor equipment; or
f. Misrepresentation of the type of event held, or group/individual using the facility.
g. Failure to observe any policies, including alcohol and security guidelines.
4. If additional fees due exceed the amount of deposit, customer will be billed for the balance.
5. Deposits, less any applicable additional charges, will be processed through the City's Finance
Department, approved by City Council, and returned to the customer by the same method the original
payment was made. If paid by credit card all efforts will be made to submit refund to same credit card,
if payment was made by cash, check or cashiers check, a check will be sent by mail within 30 days of
the date of last use. The City reserves the right to return a damage deposit by check if the original
form of payment is no longer available (credit card expired etc.)
6. It is the customer's responsibility to keep the Campbell Community Center office informed of any
address, or telephone changes that may affect the prompt return of the customer's deposit.
H. Equipment Rental & Fees
For the convenience of facility users, the City will make available the listed equipment for use in/on City
facilities. This equipment is available exclusively for use on/at City facilities and may not be rented for
personal or off -site use.
1. Reservations:
Equipment must be reserved at least ten (10) days prior to the desired date of use on the Facility Use
Reservation form.
Meeting Room Equipment
Amount
a)
Coffee Urn -100 Cup
$15 per day
b)
Coffee Urn - 35 Cup
$10 per day
c)
Directional Sandwich Signs
free with room rental
d)
LCD Projector
$100 per day
e)
Podium
free with room rental
f)
Portable Easel (Each Easel)
$15 per day
g)
Portable Projection Screen
$15 per day
h)
Portable PA Systems
$100 per day
i)
Microphone
$20 per day
j)
In -House Sound System (Roosevelt Room Q-80 & Orchard City
Banquet Hall)
$50 Per day
Athletic Equipment
Amount
a)
Basketball Scoreboard Control (portable)
$25 per day
Effective 7/1/2025 Campbell Community Center • Building Use Policy 28
SECTION 10
MISCELLANEOU
10.1 Building and Grounds Use Regulations for Civic Center Complex:
A. City Council Chamber
1. There is no smoking in the Council Chamber.
2. Consumption of food or beverage shall not be permitted in the
seating areas or aisles of the Council Chamber during scheduled public meetings. Coffee
and water may be served to the City Council, Advisory Commissioners, Press and Staff
during meetings. Consumption of food or beverage shall be permitted in the Council
Chamber when no public meetings are held and with the approval of the City Manager.
3. Council Chamber shall be used only for official meetings by official
bodies of the City or representatives of other governmental agencies unless otherwise
authorized by the City Manager.
B. Conference Rooms
1. If food and beverages are to be consumed in the Gconference Rrooms, the, shall
be Garried en a tFay, and -those involved in the meeting will be responsible for cleaning up
the food and beverage residue from the meeting. This means returning all containers,
trays, etc. to their proper storage location, in clean condition, in the employee lounge, etc.
Additionally, employees should be sensitive to odors and smells of food as to not disrupt
the surrounding work environment.
2. City -related groups and committees will be permitted to use
Gconference Rrooms, when available, by making reservations using the City's online
conference room calendar system. The Doetsch Conference Room shall be
managedw+th_.by the City Manager's Office. for the -�,e south wing and with theRianRing
Department fer the north wine
C. Ge#ee-Breaks
1. Time schedule for regular eeffee breaks — 15 minutes between 8:30
a.m. — 11:30 a.m., and between 1:30 p.m. — 4:30 p.m., with the provision that department
heads take whatever steps are necessary to ensure that the public counters are staffed
between 8:00 a.m. and 5:00 p.m.
2. Food and beverages may only be consumed by employees at
individual work stations, or in designated conference rooms or break/lunch areas.
Consumption of food or beverages in public service areas (such as service counters) is
not permitted. Employees will use discretion in the consumption of food and beverages
at work stations, and shall be responsible for any damage to furniture, equipment,
supplies, etc. caused by accidents or carelessness in the consumption of food and/or
beverages.
D. Maintenance and Use of Employee Lounge
I
_. ..
3. Every person using the room shall be responsible for cleaning their
area of use. This means people spilling liquids or solids on floor, sink or tables shall clean
it up immediately.
4. Employees who bring their lunches shall not leave residue food in
the refrigerator for long periods of time. Residue food shall not be left on the table.
5. No person shall place dirty cups, spoons, etc., in sink and leave them
there.
6. Use of the room will be for employees only, or their guests.
Employee -related groups, City Advisory Commissions and Subcommittees may reserve
the lounge for evening meetings. Resep,�atiGns should be Fnade thFough tl�
SW;tnh heard /Reneptien ist
7. Said rooms shall be locked at all times and entry is obtained through
the pin pad door knob. by the GUstediaR at5:nn��unless arFaRgementsfor the U of
the ream have been made three gh the SW'tnhbeord/l?eGentienict
E. Vending Machines
2. All vending machines shall be located on the first floor at areas
designated by the Building Department.
G. Keys to Citv Hall
1. No keys to the exterior doors of the City Hall shall be given to any
employee except the following:
(a) Building Maintenance Supervisor, for the care of the building.
(b) Department Heads.
(�c) Fire and Police, for emergency only.
(sd) -One spare set of keys to all rooms shall be under the control of
the Building Maintenance Supervisor. These keys shall be kept
in a locked key cabinet and shall be properly tagged and
identified.
2. The City Hall shall be locked between the hours of 5:30 p.m. to 7:30
a.m., Monday through Friday, City Hall will remain closed all day on Saturdays, Sundays
and holidays.
3. Every employee entering or leaving the City Hall during the locked
period shall inform police dispatch by calling 408-866-2101 AM peliGe nleFk on duty ;n the
Deline Department
4. On meeting nights, person responsible for the meeting shall be
required to make certain that the security of the building is maintained, and report same
to the Police Department when meeting is concluded.
._ ■_
MI-.
■_NOW
r
r
��rrr_etiiT:■= r. MI. W IN
K. Enforcement: Enforcement of these regulations shall be the responsibility
of the Department Supervisor and management personnel as they relate to each
department. Enforcement of regulations outside of individual department shall be the City
manager's Office in cooperation with the Building Department.
10.2 Commemorative Activities and Landscape Memorial Fund This section sets forth
criteria and procedures relating to the approval of memorial activities and/or objects at
City facilities or on City property.
1. Under this policy, a memorial activity shall be defined as any of the following
activities and/or objects:
a. Installation of a plaque and/or other piece of art in memoriam for
placement on City property.
b. Donation of City facilities fixtures (park bench, tree, or other landscaping)
in memoriam.
c. Donation of money to the Landscape Memorial Fund.
d. Dedication of a City building, structure, room or other facility in
memoriam.
2. All requests for memorials shall be submitted in writing to the City
Manager's Office where they will be reviewed based on the criteria outlined
in paragraphs 3 and 4 below. If it is determined that the requests meets the
established criteria, then it will be presented, for consideration, to the Civic
improvement Commission who will provide a recommendation to the City
Council regarding approval or denial of the request. The City Council will
make the final decision regarding commemorative activities.
3. The person or persons being memorialized must be deceased a minimum
of two years.
4. The following criteria shall be used in evaluating the merit of each request
for a memorial:
a.. The person or persons being memorialized made extraordinary, lasting
and significant contributions to the Campbell community.
b. The person or persons made a significant donation to the City, resulting
in the acquisition of property, buildings, etc.
Satisfying the above criteria does not assure City Council approval or a
memorial request.
5. Approved memorials shall be appropriately designed, complementing the
design and architecture of its surroundings, and shall not place a significant
additional maintenance burden on the City.
6. Donations, with no corresponding memoriam, may be made at any time to
the Landscape Memorial Fund.
7. Donors contributing to the Landscape Memorial Fund may choose the
memorial according to the approved landscape plan. Purchasing and
planting shall be accomplished by the City of Campbell.
8. Donors to the Landscape Memorial Fund may choose from the following
sites:
a. John D. Morgan Park
b. Los Gatos Creek Trail
c. Virginia Park
d. Campbell Park
e. Edith Morley Park
f. Jack Fischer park
g. Campbell Community Center
h. Other future Parks
9. If a memorial is to be placed in a City Park facility, the request shall be
reviewed by the Parks and Recreation Commission prior to execution.
10. The City shall not pay memorial installation costs unless the memorial
request was initiated by the City.
11. Maintenance and upkeep of memorial objects in or at City facilities shall be
the responsibility of the City.
12. A record book of donors shall be maintained in the City Clerk's office.
13. This policy shall not apply to the Heritage Theatre, the Ainsley House, the
Campbell Veterans Memorial, or the Campbell Historical Museum.
10.3 Public Safety Protection: Carnivals1 and -circuses, fesitvals, and other temporary
events conducted within held with the City limits -of Campbell that require a Temporary
Use Permit shall provide for adequate public safety measures he required to hav .,
De"Ge of %F on duty !luring daylight hours and during night hours they are noon to the
VnVV VIIIVVI V11 ..M., VVlllly daylight IIyII• IIVu1V ull\./ \./MI11I�r1
publin The number of effineFs required for suE;h duty ,kill he determined by the Chief of
tr'`_"."-'.. The IV I IMIIINVI VI VIIIVVI V required MII VGA IVI V�.IVI I V{.d�J YYIII—�./�V
Police. The Chief of Police, or designee, shall evaluate the event's nature, size, location,
and anticipated attendance to determine appropriate law enforcement or security staffing
requirements. All costs associated with providing Campbell Police Department personnel
or other approved security services shall be the responsibility of the event organizer, at
the prevailing rate established by the City. These requirements shall be coordinatred
through the Community Development Department as part of the Temporary Use Permit
review process. Payment of Images for the off _duty of GeF-s 6hell he borne by the Garnival
Er
FORM
GROUP N. Private
oF uses suGh
paFties
A.
r ITWE-7
jaGk FiSGher Park is a small ne'ghborheGd park and larger greups (oveF 20) are
enGOUraged to use jehn D. Morgan or Campbell Parks, Wh'Gh have barbeGues a
;V 0.
�.
y.
-.
..
■
-
■ .
JAL,
�i
T. after
the initial 10
days has
the
if
A
passed,
stated problem still
exists. after
GGFFec-ted, the
will be
FeassigRed
to
the first
the
lost. TheFe
24. FGF vielatiGR
plet
of rules #11,
#12, #15
and
#20,
theFe
peFSE)n en waiting
be
if the vielation
GGGWFs
a seGGRd
tome,
the
will only GRe
be termiRated
Witten waming
there
given.
gardeneF
will
and
termonated
with
no FefURd
ef
fees
paid.
the GGMrnE)R areas
shall be
RG
FneFe
than
two
giveR
wFitten war
ilendar year.
MIN
Ti
- L1.
Ali
. rr-wan"m
Nr-907
M..
M.M. ll Ill 1-
POW
lot
I � _
Me NO
— ffi:�.
_ w ■ _
1
■
. _
3.
MINIM
- r
I
Building Use Policy is located in this section of Section 10. As this policy is a stand
alone policy it was pulled out and edited separately for clarity. The redline version
is Attachment 3 and clean version is Attachment 6.
Section 10.13 Museum Policy — Campbell Museum
CITY OF CAMPBELL — CAMPBELL HISTORICAL MUSEUM AND AINSLEY
HOUSE
STATEMENT OF PURPOSE AND MUSEUM POLICY
(Effective 3/16/99 and superseding policy statement May 1994)
I. STATEMENT OF PURPOSE
The Campbell Historical Museum is owned and operated by the City of Campbell
as a public trust institution, having as its purpose the collection, preservation,
documentation, protection, exhibition and interpretation of objects and artifacts of
cultural and historic value or significance relative to Campbell and its sphere of
influence.
The history of the Gamphell area with regard for its nhanninn hi6tnriG sphere of
The IIIVaV1� VI a11V�/ ,
nf ill aaJenne in the Santa GIara Valleyandelsewhere, icy the mainr emphasms of the
I n rrri
n4u$e Er�SGAiieGtAnS. These r.ollentiens n 6nsris�t of aFt6rfantlaluil aarniacarrrnnroyarl obJen+�
�u
andmaterials primarily relater) to the period of early Innal pioneer settlement n
.....w .......v..aw.V primarily ..aA. III IVlawavaw aV a11V Lr VIIVu VI Vu1131 IVVGi1 -p lv ,
present, but aFe not to exGlude Native AmeriGan
,
both histeriG_
andprehistarin Whinh many hn deemed cinnifinant for reser+rnh or exhibit
`^ F'. vay..v, vv... v.. I...A� YV VVV V VIyI nIIVu11a IVI IVVVGIVITV�VnI11171[
puFpeses.
MIN
wn =--.
M, Is 1
W
a
-
- -
-
—
r
11
r-'UJTArfffZ
11
• • c
r
r,
-NIN- r rm
I ITCH
IT,
1 1 - rNITA
1f
—
PM
r
Be
� - r
1 ! -
r
1 I
rMW
RTM
11
I I1
1 1
.
1
1 IMON
MA
11
11 -
1
I1
EL
MUM
r
M YAW.
M..
r.
�-,Wffmr".
.
.
,
A-Z
Mr
lie 11
r iz.
11
11
1!
I' I
M. 1. FACILITY DESCRIPTIONS USE POLICY
The Museum Facility is comprised of STRUCTURES (the Ainsley
House/Carriage House and the Campbell Historical Museum) and Garden
Areas'ROUNDS surrounding these structures. Since the historic structures are
considered collection objects, their use, preservation and conservation must be
consistent with policies generated for other objects in the Museum's collections.
A. FACILITIES
1. The Ainsley House
The Ainsley House is a designated Historic Landmark under the Historic
Preservation Ordinance of the City of Campbell. Constructed in 1925-26 in
an Tudor Revival style period, the 5000 square -foot building includes an
attic, basement, porte-cochere and detached Carriage House. The Ainsley
House features original furniture purchased by the Ainsley family in 1925.
When original furnishings were unavailable, museum staff supplemented
the interiors with period -appropriate pieces that have since been added to
the museum's collection. The Ainsley ue„Se nnntaiRs artifaGtS from the
Campbell Museum's neller.tinns in addition to artifantr, nn lean from nth
instit„fiend and indWid i•+ls-. The rooms are interpreted in the 1925-1937
time period and the facility is utilized as a historic house museum with
tours for the public given by trained docents. The Basement of the Ainsley
House has a large climate controlled Museum Artifact collection storage
area, a staff storage room, and large storage room designated for use by
the Campbell Museum Foundation.
2. Carriage House/Exhibit Area
The detached 2,000 square -foot Carriage House houses a -rotating
exhibit gallery exhibit of the Campbell Historical Museum and inside the -a
video orientation space, a permanent historical exhibit, and a museum gift
shop managed by the Campbell Museum Foundation. program fe
Ain ley 1..1nua tour. In addition the Carr' +ire . Inentamns the museum
The second floor is used as a bridal changing room when facilities are
rented for a wedding or as a private meeting room.-
3. Campbell Historical Museum
Located in the former city firehouse, a designated Historic Landmark
under the Historic Preservation Ordinance of the City of Campbell. The
HiStGFiGal Museum houses and exhibits the artafaGt GEAeGtien and aFGh'veG
for the Gity ef The Campbell Historical Museum contains
collection storage space, staff offices, and a large exhibit gallery featuring
rotating historical exhibits. It also operates an on -site field trip program for
2nd and 3rd grade classes from schools across the Santa Clara Valley.
The program runs Monday through Friday mornings during the school
year, and the museum also hosts special events as needed.
4: 4. Ainsley House GardenGfe s
An open, park -like setting surrounds the Ainsley House/Carriage House
and Campbell Museum, comprising 39,000 square feet of space adjacent
to the City of Campbell Civic Center and Library Plaza. The Ainsley
Garden is available for private rentals on a limited basis.
5. Campbell Historical Museum Garden -
The Campbell Historical Museum's xeriscape garden spans 2,000 square
feet and features drought -tolerant plants, a dry riverbed, and pathways for
visitors to explore. A bench is also available for public use.
■_W'M� - offil
it
i..
■
fflw_�
" 1 ft1 1 ■ ■ -
Maximum occupancy within the structures at any given time for any purpose is
limited to the following:
Ainsley House-- 1 st Floor: 75 maximum
2nd Floor: 25 maximum
Basement: Storage Area Only
Attic: Storage only
Floor:Carriage House7- 1st 40 maximum
Floor:
I Ai
1ith the eXGePti9R ef the Basement StorageRoom
of the the use of the AiRsley Heu-166 iss limited to these publiG andief
private aGtivities whiGh DIRECTLY COMPLEMENT the Museum's ability to
fUlfill its PUFPese as stated in the HiStGF!GaI 11
Campbell Goals and - -
s. The StFUGtUFes may net be reRted, no
may they be used for any private er individual aGt'Vity, eveRt er preffam
Rot direGtly related benefiGial
Museum te, the .r
.4-0 W-1. ~WN
. r
04.10
11
11
IN Nr
1 !
.
-
/MAJOAZ
-
-
11
1!
tl �
hOUFS Gan be arranged for larger
f9F
lgFGUPS OF groups with speGial
i. u�i. �� � _
-
11
�����r��•i
i. oin.ri ire
ll
If
1
1
1 I
11
1
11
1 I
.
11
1/
ro 1 1 1 11
11
11
r
1
11
.•
..
r
Carriage House, City
Hall, and in the adjacent LwbfaFy-.
at
v.ziiazu�.v
iita»ue��iiav��i�
■ . ll
1M.
"I
vl r
MTP
Private
e
by the
City e
119wed
filming be
to the
SUFGhaFge
outlined in
GOmmeFGial will
Fespemsible pay
iu� i�ti ui�.•�
West
1 !
. Axin llawabnm—
cTTMIM
giij
_im
10 _ • _
1
i _ . ,
llM1^T-1AVAK
_. .. r_ .. •• .r .r . _r
._ . ••
e.
i
1
MMIVI. r
"Wo1.. MR.._
11
.. i. •��ia�a�ri�iii�r
Mi ■
AM..
■_
►
►
■
rdF.. ..
LI
�.
I ►
I
1
\T
NITA
-
� � 1 1
10.14 Special Event Fee Waiver Policy was located in this section. As a stand
alone policy it was not included in this redline version.
tr: _
;,_
"Wail M-
IN
10.16 Procedure for Lease Negotiations for Space at the Campbell Community Center:
The following guidelines should be utilized to determine when a lease is to be reviewed
by the City Council during an Executive Session prior to coming to terms with a tenant:
1. A lease for a term in excess of five years.
2. Any new lease with an annual impact of $75,000 or more.
3. Any request for special signage or installation of any equipment that is visible
from the public right-of-way.
4. A lease with a business that is anything other than a standard educational,
recreational, or office type of use.
5. Any lease renewal with an annual impact of $100,000 or more. Additionally, the
City Manager is authorized to sign any leases below the thresholds outlined
above.
Recreation and Community Services Department
1 West Campbell Avenue, # C-31
Campbell, CA 95008
(P) 408.866.2104 • (F) 408.866.2795
recreation@campbellca.gov
www.campbelica.sov/rentals
Office Hours
8:00 a.m. — 5:00 p.m. Monday — Friday
Campbell Community Center
Building Use Policy
Effective November 19, 2025
I. INTRODUCTION....................................................................................... 3
II. FACILITIES AVAILABLE.............................................................................. 3
III. COMMUNITY CENTER BUILDING USE PRIORITIES .................................. 6
IV. RESERVATION REQUESTS......................................................................... 7
Requests.................................................................................................. 7
Whento Apply......................................................................................... 8
V. RULES AND REGULATIONS...................................................................... 9
Decorations............................................................................................. 9
Alcoholic Beverages............................................................................... 10
Security Requirements.......................................................................... 11
Fund-Raising.......................................................................................... 11
Damages/Liability/Insurance Requirements.........................................12
Adjustments/Cancellations/Refunds..................................................... 12
Refundable Damage Deposit Requirements.............................................13
GeneralRegulations.............................................................................. 14
VI. SITE MAP................................................................................................17
VII. Wifi ACCESS AT THE COMMUNITY CENTER...........................................18
VIII. ON -SITE PUBLICITY POLICY....................................................................19
IX. FEES & CHARGES................................................................................... 21
Fee Schedule for Weekday Uses........................................................... 23
Fee Schedule for Weekend Uses........................................................... 24
ProcessingFees..................................................................................... 25
AdditionalCharges................................................................................ 25
Deposits................................................................................................. 25
Equipment Use Policy & Fees................................................................ 26
Effective 11/19/2025 Campbell Community Center • Building Use Policy 2
L INTRODUCTION
The Campbell Community Center is a unique community service complex. The site, which formerly housed
the city's only high school, was purchased by the City of Campbell from the Campbell Union High School
District in August of 1985. The facility was purchased primarily for the purpose of preserving its open space
and recreational facilities for the use and enjoyment of the citizens of Campbell. An added highlight was
the preservation of the beautiful historic buildings that front Campbell Avenue. Many of the classroom
buildings are leased to various non-profit organizations, educational institutions, and small businesses for
the purpose of generating revenue to off -set the facility's operational costs. The City reserves specific areas
to house the variety of recreation programs offered for citizens of all ages. The offices for -the City's
Recreation and Community Services Department are located on -site (Building C, Room 31). '
When the City is not using the facilities for its classes and programs, it makes them available to the
community for social, educational, athletic, and cultural activities. The available facilities include two
banquet halls, several meeting rooms and classrooms, two gymnasiums, the football field, the plaza and
adjacent athletic fields. In 2004 the City opened the newly renovated 800-seat Heritage Theatre. The
policies governing the use of this facility are not contained within this policy and, are available by contacting
the Theatre Manager at (408) 866-2797 or visiting our website at www.campbelica.gov.
The purpose of the Building Use Policy is to assure that the facilities are utilized for recreational, cultural,
educational, social and community service functions that meet the needs and interests of the community,
as well as to set clear policies, procedures, regulations, and rental fees regarding such uses.
I.I. FACILITIES AVAILABLE
ORCHARD CITY BANQUET HALL (OCBH)
Maximum occupancy:
(Full Hall!)
OCBH,.North or South
Banquet,Seatng
Theater Seating,
Classroom Seating
The Orchard City Banquet Hall (OCBH) is air-conditioned, has vinyl flooring and is suitable for large social
gatherings, wedding receptions, banquets, meetings, etc. A dividing wall can separate this hall into two
smaller rooms during non -peak hours. It is equipped with wheelchair accessible restrooms, a full -service
kitchen (see below for description), wet bar and a lobby area that is immediately adjacent. Included in hall
rental are tables, chairs, stage, and podium and City staff to set-up and take -down City equipment and
furnishings. Audio/Visual equipment and piano is available upon request for an additional fee.
KITCHEN (in Orchard City Banquet Hall) Maximum occupancy —15
The full -service kitchen contains ample stainless -steel tables and counters, large stainless -steel sinks (no
garbage disposal), 2 Blodgett ovens, a 5-burner gas range, ice machine and a large walk-in refrigerator. A
separate back entry provides convenient caterer access. A permitted food cart vendor may set up and
distribute from this location (back entry access point). All City licenses and County permits are required.
NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are
not provided.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 3
ROOSEVELT REDWOOD ROOM (Q-80) Maximum occupancy: Banquet Seating -125
Theater Seating — 200
Classroom Seating — 75
The Roosevelt Redwood Room (Room Q-80) is air-conditioned, has vinyl flooring and is furnished with
motorized window shades. It is suitable for small social gatherings, wedding receptions, meetings, activities,
etc. An adjacent kitchen contains a large refrigerator and freezer, a sink (no garbage disposal), an oven,
microwave, and ample counter/workspace. Public restrooms are located nearby on the exterior of the
building. Included in room rental rates are tables, chairs and City staff to set-up and take -down of City's
equipment and furnishings. The small cement landing on the pool -side entrance may be used for a permitted
food cart/vendor to prepare and distribute food. All City licenses and County permits are required. NOTE.
Utensils, cookware, silverware, dinnerware, towels, potholders, sponges, cleaning supplies, etc. are not
provided.
MARY CAMPBELL ROOM (Q-84) Maximum occupancy: Theater Seating —75
Classroom Seating — 50
The Mary Campbell Room (Room Q-84) is air-conditioned, has vinyl flooring, and offers tiered seating ideal
for conferences, trainings and speaker meetings. Motorized window shades and a projector screen are
included. Public restrooms are located nearby on the exterior of the building. Included in room rental rates
are tables, chairs and City staff to provide set-up and take -down of City's equipment and furnishings. This
space is not suitable for banquet style events. Alcoholic beverages are not allowed in this room.
MULTI -PURPOSE ROOM (M-50) Maximum occupancy: Banquet Seating —100
Theater Seating —120
Classroom Seating — 50
The Multi -Purpose Room (Room M-50) is air-conditioned, has tile floors, and mirrors on two walls. An
adjacent kitchen contains refrigerator, sink (no garbage disposal), a microwave and ample counter space.
Restrooms are located inside the room. Included in rental rates are tables, chairs, and City staff to provide
set-up and take- down of City's equipment and furnishings. Customers must provide all their own utensils,
towels, sponges, etc. A permitted food cart/vendor may set up in the two designated parking spots outside of
the kitchen exterior doors to prepare and distribute food. All City licenses and County permits are required.
ADULT CENTER MEETING ROOM (C-35) Maximum occupancy: Banquet Seating —60
Theater Seating —80
Classroom Seating— 25
The Adult Center (50+) Meeting Room (Room C-35) is air-conditioned and has vinyl flooring. It contains
ample built-in counter space, a small sink (no garbage disposal), a microwave, small mini refrigerator, and a
piano. Alcoholic beverages are not allowed in this room and there is no kitchen available. Included in rental
rates are tables, chairs, and City staff to provide set-up and take -down of City's equipment and furnishings.
BOARD ROOM (E-42) Maximum occupancy: Theater Seating-29
Classroom Seating — 20
The Board Room (Room E-42) is air-conditioned, has vinyl flooring, a built-in counter with a sink (no garbage
disposal). This room is furnished with motorized black -out shades, and a white board. Alcoholic beverages
are not allowed in this room. Included in the Board. Room rental rates are tables, chairs and City staff to
set-up and take -down the City's equipment and furnishings.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 4
ACTIVITY ROOM (E-46) Maximum occupancy-80
The Activity Room (Room E-46) is air-conditioned, has vinyl floors, tall ceilings with exposed
ducting, motorized black -out shades, and a whiteboard. There is a large residential style kitchen with ample
counter space, refrigerator, oven, stove -top, microwave and sink (no garbage disposal). Included in
Activity Room rental rates are tables, chairs, and staff to provide set-up and take -down of City's
equipment and furnishings. NOTE: Utensils, cookware, silverware, dinnerware, towels, potholders,
sponges, cleaning supplies, etc. are not provided.
DANCE STUDIOS (M-47 & N-76) Maximum occupancy —20
The Community Center has two (2) Dance Studios. N-76 is air-conditioned and has a hardwood floor, M-47
is also air-conditioned and has a Marley Floor. Both spaces have ballet bars and mirrors. Available for rent
for dance classes and similar type uses. NO food, beverages, smoking or hard -soled shoes are allowed.
Insurance is required to rent Dance Studio Space.
MAIN GYMNASIUM (Bldg. P) Maximum occupancy —180 in bleachers
100 on floor
The Main Gymnasium offers spectator seating for 180 in bleachers, six (6) basketball standards, two (2)
volleyball courts, a hardwood floor, basketball score clock (additional charge), a lobby with restrooms and a
ticket booth. NO food, beverage, smoking or hard -soled shoes allowed. Insurance is required to rent the Main
Gymnasium.
AUXILIARY GYMNASIUM (Bldg. N) Maximum occupancy —100
The Auxiliary Gym offers six (6) basketball standards, one (1) volleyball court, a hardwood floor, and score
clock (additional fee). No spectator seating is available. One restroom is immediately adjacent. NO food,
beverages, smoking or hard -soled shoes are allowed. Insurance is required to rent the Auxiliary Gymnasium.
POOL (Bldg. N) Maximum occupancy —225
The Campbell Community Center Pool is an outdoor 25-yard by 20-yard pool featuring eight lanes. The pool
depth is 3.5 feet at the shallow end and 9 feet at the deep end. The pool temperature is kept at 80-82 degrees
year-round by solar and gas heat. Lap swim equipment, including kickboards, pull buoys, and noodles are
available for use. Swimmers can also bring their own equipment such as kickboards, pull buoys, snorkels,
noodles, and fins. There are men's and women's locker rooms including lockers and showers available for use.
ORCHARD CITY PLAZA Maximum occupancy —100
The Plaza located adjacent to the OCBH and Building E may be available to rent on an hourly basis for private
parties and receptions. The area is equipped with outside electrical and may be rented in conjunction with
the OCBH. Reservation of this area cannot restrict access to OCBH or any other CCC rooms and must be
cordoned off to identify the parameters of the event. Requests to serve alcohol/food, utilize amplified sound
or to set up tables and chairs will be subject to approval by the Director of Recreation and Community
Services as well as the Chief of Police. Tables, chairs, or other City equipment is not included in the rental
price and is not available for outdoor use. If use of Plaza is approved, rental client will be responsible for
rental and set-up of tables, chairs, or other equipment.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 5
BUILDINGI'll. COMMUNITY CENTER PRIORITIES
The City of Campbell may allow the following reservation requests outside of the allowable time periods indicated
within the table within Section IV. Reservation Requests B.3 on page 8.
• City of Campbell programs and events
• Non-profit organizations and foundations that exist solely forthe purpose of supporting City programs
and activities
• Free public meetings held by elected representatives serving the Campbell area
• Local election candidate forums sponsored by a non-profit organization, polling and/or trainings
offered by the local Registrar of voters
• Free public meetings offered by either of the Campbell school districts (CUHSD and CUSD)
• Free public meetings by other governmental agencies that serve Campbell residents
• Events by non-profit organizations who have assumed leadership for events once provided by the City
• Community Center Tenants
• Events sponsored by/for Campbell High School Alumni groups
• Meetings or trainings by school districts or other governmental agencies that are not open to the public
All other groups are subject to the designated reservation request period allowable per this policy in section IV.
Reservation Requests section B When to Apply for use:
Non-profit and private meetings, groups, parties, banquets, and social events. See page 8
To qualify for non-profit rates, customers must provide a copy of their letter of non-profit status from the
California Secretary of State's office with their non-profit ID number indicated and must pay with an
organization check or charge card. Organization name on letter of non-profit status, check/charge card, and
permit must all be in the same name. Non-profit customer account address must match the non-profit
organization's business address.
NOTE. Businesses renting the facilities for the purpose of sales must obtain and provide proof of a Campbell Business
License, available from the Finance Department's office at Campbell City Hall.
A. Applications for the following types of uses will not be accepted:
1. Any event advertised and open to the general public. This includes but are not limited to dances,parties,
political rallies, open mic.nights, cultural events and music showcases.
2. Events in the honor of a minor where alcohol is served.
3. - Events offering Carnival rides/activities or gambling and/or games of chance (unless
a permit has been obtained from the State Department of Justice and has been approved by the
Police Chief).
4. Events advertised over the Internet where advance registration is not required.
To qualify for the Campbell residency, it is the Campbell resident who must make the reservation, sign
the forms, be responsible for the event and behavior of guests, and pay all applicable fees.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy
A. RESERVATION REQUESTS:
1. Reservation requests may be made free of charge online a minimum of ten (10) days prior to the
desired date of use. Please visit www.campbellca.gov/rentals for detailed information about
how to make this request.
a. A 30-minute facility tours will only be scheduled once a reservation request has been made
through the online system.
b. Availability of rental spaces is available to be viewed online. Please visit
www.campbelica.gov/rentals to learn more.
c. Once a reservation request has been made, rental clients will be contacted with the next
steps in the reservation process as follows:
• Step 1: Visit www.campbelica.gov/rentals to learn how to make a free rental request online
• View availability, select date and time, add to cart, begin checkout
• Step 2: Answer questions about your event:
• Type of event, will alcohol be served, number of people estimated to attend, is a tour
needed?
• Step 3: Review required guidelines, cancellation policy and other important information.
• Step 4: Review details for the request and complete the transaction
• Step 5: Staff will review request and follow up with any questions related to the request.
• Step 6: If a tour is requested, rental clients will be contacted via email to make an appointment
to view the facility, once this appointment is made an estimate will be sent to be reviewed
prior to the tour appointment. If NO TOUR is selected, an estimate and payment link will be
sent to the rental client. Payment is due within 48 hours of estimate being sent to the client.
Payments not received within 48 hours will result in the booking being released.
• Step 7: Review estimate details and make full payment (all fees) to confirm rental of facility.
2. All applicants must be at least 18 years of age or older (21 if alcohol is being served) and must
be present throughout the entire use of the facility.
3. Full rental fees and applicable deposits are due 48 hours after tour or estimate approval. NOTE.
VISA, MasterCard, American Express and Discover charge cards are accepted. Booking
requests will be released if fees are not received by the indicated pay by date (within 48 hours
of estimate creation).
a. Applicants reserving facilities less than thirty (30) days in advance must pay in cash, Cashier's
check, VISA, MasterCard, American Express and Discover or by guaranteed money order.
Personal or business checks will NOT be accepted less than 30 days prior to intended use.
b. Non -Profit applicants who reserve for multiple uses (daily, weekly or monthly uses on one
application) may qualify for monthly payments.
c. In all cases, payment must be made a minimum often (10) business days in advance of use.
4. No events may be scheduled before 8:00 a.m. or past 12:00 midnight (10:00pm on Sunday
through Thursday evenings). No overnight use is allowed. The time reserved must be inclusive
of the time needed to set-up, decorate, etc. and clean-up at the conclusion of your use. The
time stated on your application should be the actual time you wish to gain entry to the facility
(not the time the event/function begins), and the time you anticipate being cleaned -up and
gone. Do not expect entry before your scheduled time.
5. Cleaning the facility requires rental clients to "leave it as you found it". Rental clients are
expected to place trash, recycling, and organics in the provided bins, remove all decorations
and guests by the permit end time. Please see section V. B. 9 and 10.
6. Some types of facility uses may require that the applicant obtain a Certificate of Insurance (see
Section V-D on page 10) and/or have security services present. Insurance certificates will need
Effective 11/19/2025 Campbell Community Center • Building Use Policy 7
to be coordinated directly with the insurance provider of the renter's choice. Security services
will be coordinated by City of Campbell staff (see Section V-13-8 on page 9). These requirements
will be noted and estimated when applicable on the Facility Reservation Permit. Payment for
security services must be provided to the City of Campbell no less than thirty (30) days prior to
the event. If insurance requirements are not met, or Security services are not paid in full, thirty
(30) days prior to the event date, the Facility Reservation Permit is subject to cancellation.
7. An appointment is required to view the facilities, drop -ins will not be accommodated.
Appointments may be scheduled after a reservation request has been submitted. This
information will be emailed to the rental client.
a. Following the receipt of a rental request, one 30-minute tour maybe schedule upon request.
b. After a Facility Rental Permit has been issued and payment completed, one additional 30-
minute tour may be scheduled upon request to assist with event planning needs such as
decorations, layout design, and other preparations.
8. Reservation requests are not confirmed until applicant receives an approved Facility Reservation
Permit. Absolutely no publicity or invitations should be distributed until the applicant receives
official confirmation of the room reservation and all applicable fees have been paid.
WHEN TO APPLY FOR USE:
1. Weekend Uses of Orchard City Banquet Hall and Roosevelt Room (Q-80):
Applications for weekend (Friday night, Saturday, Sunday) uses, may be filed up to one (1) year in
advance of the desired date (Campbell Residents). If the year prior date falls on a Saturday, Sunday,
or holiday, reservation requests will be accepted on the following business day. Non-residents of the
City of Campbell can submit a reservation request ten (10) days later, thereby providing residents
with ten full days of priority.
2. Weekend uses of the Multi -Purpose Room (M-501 and Activity Room (E-46):
Applications for weekend (Friday Night and anytime Saturday or Sunday) uses, may be filed up to
six (6) months in advance of the desired date for Campbell Residents. If the six-month prior date
falls on a Saturday, Sunday, or holiday, applications will be accepted on the following business day.
Non-residents of the City of Campbell can apply ten (10) days later, thereby providing residents with
ten (10) full days of priority.
3. Other Uses:
Weekday uses (Monday -Friday before 5pm), all Gym uses, pool uses, and weekend uses (Friday
after 5pm - Sunday) of all other facilities may be submitted according to the following schedule:
FORTHE PERIOD,OF:
GROUP:
APPLY OM
January 1 through May 31
Non -profits
November 15
All Others
November 25
June 1 through August 31
Non -profits
April 15
All Others
April 25
September 1 through December 31
Non -profits
July 15
All Others
July 25
Exceptions:
a. Major community events open to the general public and deemed to be of significant
community interest may be submitted up to one year in advance.
Effective 11/19/2025 Campbell Community Center - Building Use Policy
b. Non -Profit customers that meet on a regular weekly basis and where weekly meetings on the
same day, time and place are integral to their success (churches, etc.), and have established
a pattern of paying their monthly fees on time, are allowed to book their regular weekly uses
up to one year in advance, subject to availability.
c. Non -Profit groups that wish to conduct a large-scale event (for example a one -day
conference) which requires the need to rent multiple meeting and banquet spaces are
subject to approval by the Director of Recreation and Community Services.
d. The City of Campbell reserves the right to alter reservations for City needs with at least thirty
(30) days advance notice.
Rental of the Campbell Community Center facilities are specific to the room that is rented. Events may not
extend into outdoor corridors/hallways, grass areas, parking lot and common spaces. The permit holder is
responsible for ensuring that all activities pertaining to the rental event remain inside the facility at all times
and do not disturb other events, classes, or businesses on the Community Center campus. Failure to comply
will result in the loss of damage deposit.
A. DECORATIONS:
Any decorating, or covering of, or changes to the facilities shall be discussed at the time of facility tour.
The Permittee shall be responsible for putting up any decorations and all other special preparations
necessary for the function. All decorations and tape shall be removed at the conclusion of the function.
Permittee shall be responsible for the removal of all decorations, tape, special preparations, Permittee's
personal property, and any rented equipment immediately upon the conclusion of their event. Failure to
adhere to any of these rules may result in a loss of the damage deposit.
1. All decorations must be inside the rented facility and may only be applied with blue masking tape
(except on wood floors). The use of cellophane, adhesive tape, nails, staples, screws, etc., is NOT
allowed on walls or ceilings. Staples and pushpins are allowed only on tack strips and bulletin boards.
All tape and string must be removed from all surfaces and equipment at the conclusion of the event.
2. Decorations may NOT be hung from light fixtures, ceilings, heat detectors, emergency lights, or
acoustical wall/ceiling tiles.
3. Open flames (such as lighted candles) are NOT allowed without a permit from the Fire Marshal (Santa
Clara County Fire Department), and even then, must be in a container that does not allow the flame
to exceed the height of the container (i.e.: hurricane lamp) or candle must be floated on water. All
decorations must be flameproof or fire retardant.
4. Sterno flames for catering purposes are allowed.
S. Due to the sensitivity of the fire/smoke alarm system and the lingering odor, incense and fog/smoke
machines are not allowed in any Community Center facilities. If fire alarm is triggered, all guests must
evacuate the building immediately until the Santa Clara County Fire Department provides approval
to re-enter the facility. This will cause forfeiture of entire damage deposit and rental client will be
responsible for any additional fees occurred for service from SCCFD.
6. All plants, trees, and shrubs must be in waterproof containers and must be carefully placed so as not
to damage floor, tables, or block fire exits.
7. No foreign substance may be applied to the floor.
8. No rice, birdseed, confetti, glitter, or hay bales are permitted at the Campbell Community Center or
on surrounding sidewalks and parking lots. Use will cause forfeiture of entire damage deposit.
9. For safety reasons, relocation or rearrangement of City equipment is not permitted. City staff on duty
must perform any rearrangement of City furnishings and/or equipment. All doors must be kept clear
in the event of an emergency evacuation.
10. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on
campus will result in a loss of damage deposit.
Effective 11/19/2025 Campbell Community Center • Building Use Policy
B. ALCOHOLIC BEVERAGES:
The use of alcoholic beverages is allowed by prior written permit application only and must be requested
at the time of reservation request.
1. Failure to comply with required security, licenses, permits or certificates will result in immediate
cancellation of the use and forfeiture of all fees paid.
2. Absolutely no hard liquor is allowed. To ensure compliance with venue regulations and maintain a
safe and enjoyable environment for all guests, only beer, wine, and champagne may be distributed,
served, or consumed at any event.
Permitted Beverages:
• Beer (bottled, canned, or draft)
• Wine (red, white, rose, sparkling)
• Champagne
Prohibited Beverages:
The following types of alcohol and products are not permitted to be distributed or served under any
circumstances:
• Hard liquor or spirits (e.g., vodka, rum, gin, tequila, whiskey, bourbon, brandy, etc.)
• Premixed or canned cocktails and spirit -based beverages, including but not limited to:
o Cutwater
o High Noon
o White Claw Vodka + Soda
o Truly Vodka Seltzer
o Monaco Cocktails
o Cayman Jack
o BuzzBallz
o Jack Daniel's & Cola
o Smirnoff Ice
o Mike's Hard Lemonade
o Twisted Tea (alcoholic version)
• Any beverage containing distilled spirits or liquor -based ingredients
Vendors, caterers, and event hosts/permit holders are responsible for ensuring compliance with this policy. Any
unapproved alcoholic beverages may be removed from the premises at the discretion of management or event
staff and may result in immediate cancellation of facility use and forfeiture of all fees paid.
3. Alcoholic beverages may be served, sold and/or consumed only in the interior of Orchard City
Banquet Hall, the Roosevelt Redwood Room, Activity Room, Multi -Purpose Room and designated
areas of the Orchard City Plaza. Alcoholic beverages are not to be served or consumed outside the
specific area/room reserved; guests may not take alcoholic beverages outside into the common areas
of the Community Center. Alcohol shall not be served, sold, or consumed in/from vehicles in the
parking lot or on the premises.
4. Requests for serving and/or selling alcoholic beverages, in other rooms or common areas, for special
occasions must be approved by the Chief of Police, after first receiving the approval of the Director
of Recreation and Communication Services. If the presence of alcohol is deemed to conflict with other
previously scheduled uses/users, the request may be denied.
5. Alcohol is NOT allowed at youth -oriented events or events held in the honor of a minor (Christenings,
birthdays, graduations, coming-out parties, Quinceaneras, Bar or Bat Mitzvahs, etc.).
6. A group or organization wishing to sell alcoholic beverages at their function or provide alcoholic
beverages with the cost of a meal or entry fee, must first obtain approval from the Campbell Police
Department; and upon approval will be required to obtain, at their own expense, the appropriate
permits and licenses (a 24-hour Liquor License) from the State Alcoholic Beverage Control Board. A
24-hour liquor license may be obtained at the:
Alcoholic Beverage Commission, Santa Clara County District Office
100 Paseo de San Antonio #119
San Jose, CA 95113
Effective 11/19/2025 Campbell Community Center • Building Use Policy 10
Telephone: (408) 277-1200
Evidence of this license must be on file in the Community Center office at least ten
(10) days prior to the event/function.
7. Permittees sponsoring events where alcohol is sold will be required to obtain liquor liability insurance
with the coverage outlined in items D-3 and 4 on pages 12. Those actually selling the alcohol must
have received the required training required by the ABC for alcohol sales (checking IDs, not selling
to those already over -imbibed, etc.).
8. SECURITY - Permittees sponsoring/hosting events where alcoholic beverages are served or sold may
be required, at their expense, to have security present. Approved security services will be required
to be present for the duration of the event —NOTE.- Security may be required and will be arranged
by the Campbell Community Center when: alcohol is being served, your event is scheduled for more
than 3 hours, and you expect/invited more than 75 people in attendance. Security fees will be
estimated at the time of your reservation request and are subject to change on July 1 of each year.
Current fees in effect on the day of the event will be charged in all cases. All security fees will be due
no less than thirty (30) days prior to the event date.
a. Security requirements: a minimum of 2 security guards for 75 or more guests in
attendance, with 1 additional guard required for every 75 more guests (see table for
reference).
Guests Number of Required Guards
0-74 No guards required
75-150 2 guards
151-225 3 guards
226-300 4 guards
301-375+ 5 guards
9. The Permittee is responsible for neatly disposing of all beverage containers and cartons in the
provided receptacles. Recycling and composting is encouraged and receptacles are provided for your
use. If space is limited, please contact the Building Attendant staff for assistance.
10. Excessive spills of any beverages or other substances must be mopped up immediately to prevent
accidents. Staff on duty will perform this for you; please notify them as soon as a problem exists so
any safety hazards can be eliminated as soon as possible.
C. FUND-RAISING:
A fund-raising activity is defined as an event where an admission fee is charged for entry or participation
or a donation is collected to raise funds for an organization, special cause, or individual. Examples of
fund-raisers may include but are not limited to: Art Fairs where an admission fee is collected, a Crab
Feed, Spaghetti Dinner, or other banquet where an admission fee is charged, a Flea Market, an Auction,
a Cook -Off, a Casino Night, a class or seminar where a fee is charged for participation, or any other event
where fees or donations are collected on behalf of an organization, or business. NOTE: Religious/church
services are not considered fund-raising activities.
1. Refer to item 8 under G. General Regulations (page 13) for restrictions on Casino Nights and other
"gambling" —type fundraisers.
2. Those selling products or services on -site are required to obtain and provide proof of a City of
Campbell Business License, which may be obtained from the:
Finance Department
Campbell City Hall
70 N. First Street (at N. First Street & Civic Center Drive).
Campbell, CA 95008
(408) 866-2174
Effective 11/19/2025 Campbell Community Center - Building Use Policy 11
D. DAMAGES/LIABILITY/INSURANCEREQUIRE MENTS:
1. The applicant shall be responsible for any and all damage to the City's premises, equipment, and
property. If, after an activity, additional janitorial maintenance is required (in excess of normal
cleaning services/time), the applicant will be charged accordingly. The cost may range from a
minimum of $50 per hour up to the top step listed in the approved fee schedule depending on
severity of damage or cleaning and is subject to Building Maintenance inspection including the
time estimate to complete repairs. If costs to repair damages exceeds the refundable damage
deposit on file, additional fees will be charged and due to the City immediately.
2. The applicant will be held responsible for all actions, behavior and damages caused by his/her
guests/attendees.
3. All applicants requesting use of the a gymnasium, pool, dance studios or other facility spacefor
athletic activities or other events deemed potentially dangerous, will be required to provide the
City with an original Certificate of Insurance providing proof of the following coverage:
a. Public liability and property damage insurance in an amount not less than $1,000,000 per
occurrence.
b. The City of Campbell, its agents, attorneys, employees, officials, and volunteers must be
named as an additional insured.
c. The coverage shall not be canceled or reduced without at least fifteen (15) days written
notice to the City of Campbell.
d. The certificate must be submitted to the Community Center office at least ten (10) days
prior to the event.
All applicants requesting permission to sell alcoholic beverages must provide liquor liability
insurance in an amount not less than $1,000,000 per occurrence, in addition to the insurance
outlined above.
The City of Campbell is not responsible for accidents, injury, illness or loss of group or individual
property.
E. PERMIT ADJUSTMENTS/CANCELLATIONS/REFUNDS:
The City's cancellation policy has been developed to discourage the last-minute cancellation of events.
If a cancellation is received on short notice, the City's ability to re -rent the facility is severely limited. The
cancellation/refund policy is structured to offer the greatest refund in instances where the City has the
highest probability of re -renting the facility.
Requests to adjust a permit (eg. increase or decrease of a booking time, adding additional
attendees, requests to serve alcohol etc.) are subject to the cancellation and refund fees below.
In the event that cancellation of a confirmed reservation is necessary, it is the Permittee's
responsibility to provide immediate written notification of such intent to cancel use (email to
recreation@campbellca.gov is acceptable). City staff will not accept or be held responsible for
cancellations made by telephone. The earlier the notice is provided, the greater the refund of
use fees. The refund schedule has been set to cover City costs and loss of potential revenues.
(VOTE. Cancellations will only be accepted from the Permittee (the person who submitted the
reservation request and signed permit waivers), not from anyone else acting on their behalf.
This policy is designed to prevent the unauthorized cancellation of an event.
Refunds for cancellation of weekend (peak -times Friday, Saturday, Sunday) uses of Orchard City
Banquet Hall, Roosevelt Room Q-80, Multi -purpose Room M-50, Activity Room E-46 will be
granted on the following basis:
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 12
All refunds are subject to a non-refundable $25 processing fee.
Notice of Cancellat IRefund Amount
More than 4 months before event date 90% of facility use fees, less the $25 processing fee
3 to 4 months before event date 80% of facility use fees, less the $25 processing fee
2 to 3 months before event date 50% of facility use fees, less the $25 processing fee
1 to 2 months before event date 25% of facility use fees, less the $25 processing fee
Less than 1 month before event date 10% of facility use fees, less the $25 processing fee
Less than 10 days before ev lNo refund; all facility use fees will be retained
Additional Information
Refunds apply only to facility use fees.
Fees for additional staffing, equipment or other services are fully refundable once paid.
The City reserves the right to cancel or reschedule any reservation due to unforeseen
circumstances; in such cases, a full refund will be issued.
4. Refunds for cancellation of all other facility uses will be granted on the following basis:
All refunds are subject to a non-refundable $25 processing fee and a $25 cancellation fee
Notice of Cancellation 11
Refund Amount
Full refund of facility use fees, less a $25 processing fee and a
More than 2 weeks before event date
$25 cancellation fee
Less than 2 weeks but more than 24 hours
25% of facility use fees, less a $25 processing fee and a $25
before event date
cancellation fee
Less than 24 hours before event date IF
—No refund; all facility use fees will be retained
Additional Information
Refunds apply only to facility use fees.
Fees for staff, equipment, insurance, or other services are fully refundable once paid.
The City reserves the right to cancel or reschedule any reservation due to unforeseen
circumstances; in such cases, a full refund will be issued.
F. REFUNDABLE DAMAGE DEPOSIT REQUIREMENTS:
1. Refundable damage deposits are processed for refund 3-5 days after the last permitted use. The
timeline of actual refund is 1-3 weeks pending the original payment type. See section IX. G. 3.
2. Refundable damage deposits are refunded if the following conditions are met:
a. No damage or loss to the room and/or surrounding area is caused because of the rental
(including excessive trash or clean-up needs, damage from decorations etc.). In the event
damage to the room or excessive trash is observed the cost associated with any such damage
will be withheld from the refundable damage deposit. The cost may range from a minimum
of $50 per hour up to the top step listed in the approved fee schedule depending on severity
of damage or cleaning and is subject to Building Maintenance inspection including the time
estimate to complete repairs. If costs to repair damages exceeds the refundable damage
deposit on file, additional fees will be charged and due to the City immediately.
b. Use of the facility does not exceed the permitted time.
c. All City equipment and property is accounted for and undamaged.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 13
d. All policies are adhered to including decoration, alcohol and security requirements.
G. GENERAL REGULATIONS:
1. Only City staff can operate the audio/visual equipment and dividing wall in the OCBH. In addition, only
City staff can move tables or chairs. Your event set-up needs to be completed and provided to the
Campbell Community Center one (1) week or five (5) business days prior to the scheduled event. Any
changes to the submitted set-up must be completed by the on -site City staff. Call the staff person on
duty for assistance at (408) 761-0350.
a. Permit holders who require changes to the layout during the event must disclose and submit
desired changes a minimum of one (1) week or five (5) business days in advance. Additional
fees may be charged to confirm appropriate staffing levels to accommodate requested layout
changes.
b. Permit holders booking multiple rooms that require ongoing support throughout the day may
be required to pay for additional support staff.
2. Renting the facility includes the use of City tables and chairs which will be set-up and taken down by
City Staff. If the renter would like to bring in other tables or chairs, the renter will be responsible for
the set-up and take -down of such items (City staff will not set-up or break down non -City equipment).
3. Overnight storage of personal property is generally not allowed. If the renter inquires and the space is
available, overnight storage can be permitted at the standard booking rate of the facility and minimum
hours will be enforced. Overnight storage will activate the requirement to book the rental space
beginning at 8am the following day due to the inability to rent the space to other customers.
4. Any person(s) violating the established Rules and Regulations or constituting a public nuisance may be
required to leave the facility and premises.
5. Groups composed of minors must be supervised by one (1) adult for each twenty (20) minors
throughout use of Community Center facilities. Children must be under adult supervision at all times.
Children are not allowed to run around the facility unsupervised.
6. For customer comfort, energy efficiency and consideration of our neighbors, all doors and windows
must remain closed throughout the entire event.
7. ADVERTISING AND SIGNAGE:
a. Posting of flyers, signs, etc. on the Community Center buildings, posts, windows, doors, trees, kiosks,
or other structures is strictly prohibited. Adequate signage exists to guide guests to your rented
room. Permittees should be very specific on their invitations to provide guests with the specific
name (Orchard City Banquet Hall, Roosevelt Redwood Room, etc.) and/or Room number (Q-80, E-
46, etc.) of the facility they have rented for their event. Any signs or flyers found posted will be
immediately removed and are subject to removal fees of $25/sign. Directional sandwich signs are
available for your use with advance notice, and subject to the fees outlined in Section Vill.
b. Events held at the Community Center and open to the public are eligible to be advertised on the
reader -board sign, subject to the applicable fees and charges. See On -Site Publicity Administrative
Policy for more information. Add page after formatting
c. Events advertised by mailed or emailed flyers are required to list the Permit holder's phone number
for directions or questions (do not list the Community Center phone number!). Permit holder is
required to list the correct room number for the room where the event is held on all fliers (do not
list the Community Center Office suite number!). Misinformation on event publicity that causes
undue additional work for Community Center staff is cause for additional charges for staff time.
d. Internet Advertised Events:
Meetings/events inviting persons unknown to the host(s), via the Internet, will be allowed only
under the following circumstances:
• Advertisement must state that participants must register in advance;
• Registration system must be capable of maintaining a current count of registrants;
• Registration is capable of being closed once the registration reaches the maximum
capacity of the room;
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 14
(3
E
10.
11.
• All advertising, location, and directions to the meeting must be removed from the Internet
once the maximum capacity has been reached.
• A staffed check -in table is required.where registrants are checked -in and the number of
participants who have entered the premises is readily available. Once the maximum
capacity of the room is attained, absolutely no additional persons are to be admitted.
NOTE: The existing prohibition on dances and/or parties open to the general public (see
section III-B-1 on page 7) remains in effect. Room occupancy limits will be enforced for
all events.
Permittees are only to use those facilities and equipment specifically designated on the Facility
Reservation permit. Staff on duty does not have the authority to grant use of additional facilities,
equipment, or time extensions. Any time the facility is occupied beyond the scheduled time will be
billed at 1% times the standard rate for the overtime use. Use or occupancy of the facility beyond
12:00 midnight will be billed at 2 times the standard rate for the overtime use.
Tables and chairs are to be used indoors only and only for the specific use for which they are
intended. Standing on tables or chairs or sitting on tables is prohibited.
SMOKING/VAPING OR USE OF ELECTRONIC CIGARETTES IS NOT PERMITTED AT THE CAMPBELL
COMMUNITY CENTER. The Community Center is considered a "Public Recreation Area"
smoking/vaping and e-cigarettes are not permitted inside or near any facilities as well as in any
outdoor area including the parking lot, athletic fields etc. Municipal Code Chapter 6.11.020.
Card Games, Games of Chance, Raffles and Lotteries are governed by the California Department of
Justice. Non-profit organizations desiring to conduct a fundraiser using controlled games (Casino
Nights or other gambling events) as a funding mechanism are subject to the limitations of the law as
outlined in Chapter 5 of Division 8 of the CA Business and Professions Code (see Section 1, Article
17 commencing with Section 19985).
Web Reference:
https://Ieginfo.legislature.ca.gov/faces/codes displayText.xhtml?IawCode=BPC&division=8.&title=
&part=&chapter=5.&article=17. The law specifies that:
a. Non-profit organizations must have been in existence and operation for at least 3 years and
must register annually with the Division of Gambling Control;
b. Organizations are limited to one such event (5-hour limit) per year;
c. At least 90% of the gross revenue from the fundraiser (not including facility use fees) must go
directly to the non-profit organization.
d. No cash prizes or wagers may be awarded to participants and maximum value of donated prizes
shall not exceed $500 for an individual prize and $5,000 for the total value of all prizes awarded.
e. The hosting organization is required to register their event with the CA Department of Justice
and is subject to their reporting requirements following the event.
f. The Community Center is limited to holding no more than four such fundraisers in any calendar
year, even if sponsored by different nonprofit organizations. Please inquire if you desire to
conduct such an event.
g. Raffles conducted by non-profit organizations are authorized by California Penal Code Section
320.5, provided the following conditions are met:
• Tickets must be sold with a detachable coupon or stub;
• Winners must be determined by drawing coupons or stubs by a person 18 years of age
or older;
• At least 90% of the gross receipts must go to charitable or beneficial purposes;
• The host organization must register annually with the State Department of Justice and
report gross receipts, operational expenses, and distribution of funds.
h. Except for the State Lottery, lotteries or raffles by individuals or organizations under conditions
other than those described above are illegal.
1. No Bingo game shall be conducted by any organization or other legal entity on city property unless
first approved by the Chief of Police and the use of city property has specifically been approved
Effective 11/19/2025 Campbell Community Center • Building Use Policy 15
for this.purpose by the City Council. (Ord. 1128 1 (part), 1977: Ord 1049 (part), 1976).
12. The Recreation and Community Services Director or other duly authorized representative on duty
shall have the right to enter all facilities at any time during any and all uses.
13. Permits/reservations cannot be transferred, assigned or sublet.
14. The Recreation Services Manager shall regulate or prohibit such activity or use, which in his/her
judgment is determined to be of a hazardous nature or is potentially dangerous or damaging to
property or is not in the best interests of the citizens of the City of Campbell.
15. Businesses or organizations wishing to hold an auction are required to obtain approval from the
Campbell Police Department, purchase a Campbell Business License and provide proof of liability
insurance See Section V.D. (Liability /Insurance Requirements) for insurance requirements.
16. The misuse of the Community Center, failure to conform with facility regulations, or any other
Federal, State or local law, rule, regulation or ordinance shall be sufficient reason for immediate
termination of permit. No refund will be granted. This shall include overcrowding of the posted
maximum capacity for the room in use, serving alcohol to minors or any other instance of serving
alcohol when not permitted to do so, and the presence/serving of hard alcohol.
17. The City Council shall have the authority to waive or modify these rules at their discretion. Any and
all requests/variances shall be considered individually and shall not be automatically applied as a
matter of precedent to past or future uses of a similar nature. Waiver of any stated rule shall be
directed, in writing, to the Director of Recreation & Community Services at least 90 days prior to the
date of use.
18. The City reserves the right to amend fees and charges as deemed necessary. Previously approved
reservations will not be affected by new rates.
19. Firearms, weapons and open flames are prohibited pursuant to Municipal Code Chapter 13.04
20. This Building Use Policy supersedes any policy now in effect and will take effect on July 17, 2024.
21. Animals (including performing animals, birds, or pets) are not allowed except for service animals.
Dogs are allowed on a leash throughout the outdoor areas of the Community Center.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 16
Effective 11/19/2025 Campbell Community Center • Building Use Policy 17
WiFi is generally available at the Community Center but is not guaranteed in all rental locations. Any facility
rental client who is counting on the availability of WiFi services should make their own arrangements to
supply a dedicated hot spot for the success of their event.
The City's staff will not configure or troubleshoot WiFi connection issues. The client/facility user is responsible
for making sure that their clients'/students' laptops don't have any compatibility issues and getting them set
up on the wireless connection. Each computer can be different and City staff cannot provide this level of
individual service — that is the client's responsibility.
The City shall not be responsible for any downtime on the Comcast-provided WiFi and makes no guarantees
that the connection will be sufficient for any event. If Comcast has a system- wide or area wide system failure
affecting service in the Community Center, the City shall not be responsible for this service failure and the
fees paid for the rental of the room shall remain in force and not subject to forfeiture for this reason.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 18
Purpose:
The purpose of this policy is to establish guidelines for the placement of allowable publicity on the
Community Center site, including, but not limited to use of the Reader Board/marquee, banners,
posters, and flyers that will be both effective and attractive, while not being a nuisance or distraction
or otherwise detract from the aesthetics of the Community Center.
Multimedia Reader Board Sign:
The Reader Board sign is available to publicize the following activities:
1. City events and activities including events sponsored by non -profits that exist solely to support
City programs (i.e. Friends of the Heritage Theatre and the Museum Foundation);
2. Heritage Theatre season show sponsors;
3. Notice of upcoming Campbell High School reunion events;
4. Major community events that are co -sponsored (officially recognized, approved and/or
subsidized) by the City or require downtown street closures, or held in City parks or facilities;
5. Messages regarding youth sports league sign-ups occurring at the Community
Center;
6. Messages regarding free meetings and events of general public interest sponsored by public
agencies or legislators serving the Campbell community.
7. Messages from outside organizations may appear no more than 4 weeks in advance of the
event date.
8. Messages are subject to fees as outlined in the fee schedule below, with the following
exceptions:
a. Events or meetings administered by the City of Campbell;
b. Notices from local community or business organizations regarding
public events, meetings or activities co -sponsored by the City and occurring in City Parks,
facilities, or the downtown area;
c. Notices from other public agencies or legislators serving the Campbell
community regarding public forums, Town Hall meetings or other public meetings of
general interest to the community (messages for fundraisers are not subject to fee
exceptions);
d. Notices from public schools regarding free events or meetings of general public interest
(messages for fund-raisers or special events involving an entry fee not subject to fee
exceptions).
Banners & Signs:
1. All signs and banners must be approved, in advance, by the Recreation Community Services
Director, or his/her designee.
2. Signs and banners are allowed only on the day of the event to help guide patrons to the activity, and
they are allowed only in the specific location(s) approved by City staff. Banners may not be hung or
attached to existing fences and signs. The only building that may be used to display banners is the
Concession Stand building and only for events that are being held in the Stadium and/or Athletic
Fields.
Signs must be hung in a manner that will cause no permanent damage to the building or facility. Nails
and tape shall not be used to hang banners or signs. Penetrations in landscaped areas shall be
approved, in advance, by the Grounds Maintenance Supervisor or his/her designee so as to avoid
damage to irrigation and other underground piping. Banner Hanging Fees are outlined in the fee
section on page 18.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 19
All banners must be professional vinyl banners with side sleeves for side posts or metal grommets for
plastic ties or carabineers. The banner and all hanging devices must be completely removed
immediately following the event (same day). The City is not responsible for banners left for more
than 10 days after the event.
4. Signs or banners found taped to any existing directional sign, monument, building, pole or wall on
campus will result in a loss of damage deposit.
Posters & Flyers:
1. Posters or flyers advertising events/programs of general public interest relating to recreational,
cultural, athletic, community education, or social services available, may be submitted from public
agencies, non-profit organizations and Community Center tenants to be displayed in the Community
Center's display case at the west end of Building E. All posters/flyers are subject to the approval of
the Recreation & Community Services Director or his/her designee and must be professional in
appearance (no handwriting). Posters will be displayed as space and time permit.
2. Posters regarding events occurring in the Heritage Theatre or at the Community Center may be
submitted for display, up to one month in advance, in the (3) kiosk directories on -site. Posters shall
not exceed 12" wide x 17" length, must be professionally printed (not hand- written) and will not be
returned to the provider.
3. Only flyers regarding events provided by the City of Campbell or events occurring in the Heritage
Theatre may be submitted for display in the various (5) pedestrian kiosks on -site. These signs shall
be laminated, and finished size shall be exactly 8%" x 11". Flyers shall be delivered to the Community
Center Office, #C-31 at least one week in advance of desired posting date and no more than one
month in advance of the event date.
4. Posters/flyers for private businesses will not be posted.
5. Posters, flyers and directional signs shall not be attached to the exterior of any building, post, wall,
fence, sign, kiosk or other structure of any type. When they are found they will be immediately
removed and any costs for removal and/or repair of damage (paint removal) will be billed 'to the
sponsoring agency or individual.
6. Flyers, coupons or other literature may not be distributed by hand, left on vehicles or otherwise
distributed on site at the Campbell Community Center.
Directional Signs:
1. The signage program at the Community Center is sufficient to direct visitors to any room on campus,
provided the visitor has the correct name or room number of their intended destination.
2. Informational and directional signs for events being held at the Community Center are allowed only
when scheduled in advance with the Reservations Staff and posted in/on the provided plastic A -
frame signs. When customer provides the sign(s) there is no charge for this service. If the City
provides signs, the cost is $25 to cover staff time to prepare signs. Signs must be computer -generated
and attractive; hand -printed signs will not be allowed. Signs are for interior site use only. Signs of any
kind are not allowed on the public right-of-way (visible from Campbell Ave., Winchester Blvd., or
Latimer Ave.).
Fees:
Readerboard Messages $33/message/week
Modifications to Readerboard Messages $15/message
Banner Hanging $25/banner
Directional Signs created by City staff $25/set
All fees are payable, in advance, to the City of Campbell in the Community Center main Recreation Office
C-31 as part of the facility permit.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 20
The fees and charges set forth here are NOT negotiable; City staff does not have authority to waive or reduce fees. All
fees and security/damage deposit are due at the time the reservation is submitted to hold the date and facility.
Minimum rental time: 2 hours for regular uses and 3 hours for banquet hall uses during non -operating (peak) hours.
Gyms may be considered for rentals less than 2 hours on a case by case basis.
A. Definition of Terms:
NON-PROFIT: To qualify for non-profit rates, customers must provide a copy of their letter of non-
profit status from the California Secretary of State's office with their non-profit ID number indicated
and must pay with an organization check or charge card. Organization name on letter of non-profit
status, check/charge card, and permit must all be in the same name. Non-profit customer account
address must match the non-profit organization's business address.
b. BASE HOURLY RATE: The Base Hourly Rate is the regular rate for each room on a per hour basis. All
customers are charged this rate unless discounts apply (see requirements for Non -Profit and Campbell
Resident).
c. SPECIAL PEAK RATES: Special peak rates apply to the following limited reservations:
i. Public meetings held by elected representatives serving the Campbell area (limit 3 per calendar year)
ii. Local election candidate forums sponsored by a non-profit organization (limit 2 per calendar
yea r)
iii. Trainings offered by the local Registrar of voters (limit 2 per calendar year)
iv. Public meetings offered by either of the Campbell school districts (CUHSD and CUSD limit 3 per calendar
year)
v. Public meetings by other governmental agencies that serve Campbell residents (limit 6 per calendar year)
vi. Events sponsored by/for Campbell High School Alumni groups (limit 2 per calendar year) Events
by non-profit organizations who have assumed leadership for events once provided by the City
vii. Meetings or trainings by school districts or other governmental agencies that are not open to
the public (limit 2 per calendar year)
vii. Meetings or trainings by school districts or other governmental agencies that are not open to
the public (limit 2 per calendar year)
The above listed reservation types are eligible to use the Campbell Community Center facility during peak times
at the discounted Special Peak Rate. The above listed reservation types are eligible to use limited Campbell
Community Center meeting rooms during non -peak times (Monday -Thursday) with basic staffing levels (2
building attendants) free of charge, with the same limitations listed above. Any charges for meeting or audio-
visual equipment etc. will be assessed at the time of the booking request and will be charged according to the
approved Fee Schedule.
Special Use Provisions: Grandfathered in Campbell -Based Organizations. The following organizations are
considered grandfathered-in Campbell -based organizations and special use provisions apply:
Country Woman's Club of Campbell
ii. Campbell Veterans Memorial Foundation
Effective 11/19/2025 Campbell Community Center • Building Use Policy 21
iii. Campbell Community Emergency Response Team (CERT)
iv. Early Settlers Event Coordinator
These organizations are entitled to one (1) free use of a Campbell Community Center banquet hall during peak
times per calendar year specifically for their fundraising efforts. In lieu of banquet space, they may use a small
meeting room (accommodating 15-40 people) during peak time once per month at no charge, with a maximum
booking duration of three hours per monthly session. For further information on pricing, booking processes and
policies, please refer to the Building Use Policy.
Free use of the Campbell Community Center is provided to the Santa Clara County Registrar of Voters to provide
up to a 4-day Vote Center in primary and general election years.
d. CAMPBELL RESIDENT: To qualify for Campbell Resident discount, customers must provide proof of
residency (i.e. driver's license, utility bill etc.). Permit holder and payee must be in the same name to
qualify for resident discount.
B. Resident Discount:
Campbell Residents paying for a rental will be given the following discount on building rental rates:
$25 Per hour discount for rental of the full Orchard City Banquet Hall
$5 Per hour discount for all other building rental rates
Effective 11/19/2025 Campbell Community Center • Building Use Policy 22
C. Facility rental fees for uses occurring during off-peak (normal operating) hours shall be assessed as
follows:
(Monday through Thursday, 8:O0am-10:00pm and Fridays 8:00am to 5:00pm, except on recognized
City holidays)
Orchard City Banquet Hall
with Kitchen
Per Hour
Orchard City Banquet Hall
North or South
Per Hour
Kitchen in OCBH
Per Hour
Roosevelt Redwood Room
(Q-80)
Per Hour
Mary Campbell Room (Q-84)
Per Hour
Multi -Purpose Room (M-50)
Per Hour
Adult Center Meeting Room
(C-35)
per Hour
Dance Studios (M-47, N-76)
Per Hour
Conference Room (E-44)
Per Hour
Board Room (E-42)
Per Hour
Main Gym (Bldg. P)
Per Hour
Auxiliary Gym (Bldg. N)
Per Hour
CCC Plaza
Per Hour
Vacant Leased Space
Per Hour
Swimming Pool Rental
Per Hour
Base Hourly-]
Rate
Rate
$138
$119
$97
$77
$57
$52
$97
$77
$72
$62
$87
$77
$72
$62
$67
$57
$56
$46
$56
$46
$82
$72
$72
$62
$42
$37
$56
$46
$205
$205
*A 2% Facility Preservation Fee is added to the hourly rate and is charged at the time of booking.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 23
D. Facility rental fees for uses during peak (NON -OPERATING) hours shall be assessed as
follows:
Orchard City Banquet Hall
with Kitchen
Per Hour
$103
Orchard City Banquet Hall
North or South
Per Hour
N/A
Roosevelt Redwood Room
(Q 80)
Per Hour
$54
Mary Campbell Room (Q-84)
Per Hour
$36
Multi -Purpose Room (M-50)
Per Hour
$49
Adult Center Meeting Room
(C-35)
Per Hour
$36
Dance Studios (M-47, N-76)
Per Hour
N/A
Conference Room (E-44)
Per Hour
$26
Board Room (E-42)
Per Hour
$26
Main Gym (Bldg. P)
Per Hour
$49
Auxiliary Gym (Bldg. N)
Per Hour
$39
CCC Plaza
Per Hour
$24
Vacant Leased Space
Per Hour
$26
Swimming Pool Rental
Per Hour
N/A
Hourly•
Rate
' •
Rate
$265
$206
N/A
N/A
$133
$108
$97
$72
$123
$98
$97
$72
$82
$72
$77
$52
$77
$52
$108
$98
$87
$77
$52
$47
$77
$52
$205
$205
*A 2% Facility Preservation Fee is added to the hourly rate and is charged at the time of booking.
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 24
E. Processing Fees:
1. All applications are subject to a non-refundable $25 Processing Fee.
2. Any changes in time, dates) or use made to a multi -use permit, or made less than thirty (30) days prior
to a one-time use, are subject to an additional $25 Processing Fee per occurrence of request for change.
F. Additional Charges:
1. All hourly fees are subject to a 2% Facility Preservation Fee. The Preservation Fee is calculated at time of
permit and all fees are due at time of payment.
2. A janitorial service fee of $100 will be required for all rentals serving food and more than 75
participants/guests in attendance. This fee will be due at the time of payment.
3. A security service fee may be required for all rentals serving alcohol and hosting more than 75
participants/guests in attendance. Fees associated with security cover a minimum of two (2) guards and is
based on the number of attendees. The rate charged to the customer is a direct pass -through from the
approved vendor and ranges from $50.00-$70.00 per hour per security guard.
4. Uses which extend beyond the approved reserved time will be charged at 1%: times the normal rental rate.
5. Uses which extend beyond 12:00 midnight are not permitted and will be charged at two (2) times the
normal rental rate.
6. Rental of the Swimming Pool will require the City to schedule certified lifeguards on -site for the duration of
the pool rental. A minimum of two (2) Lifeguards will be required for rentals and the total number of
Lifeguards will be determined by the Recreation Specialist or Department Designee at the time of the
facility request. Each Lifeguard will be charged at $25 per hour.
7. Reservations for recognized City holidays and dates between Christmas Eve and New Years Day are subject to
additional fees to cover staff holiday pay (1 % times the normal rental rate), when staff can be obtained to
take the assignment. (Non -profits and Special Rate requestors are not exempt from these additional fees).
G. Deposits:
1. Refundable cleaning/damage/security deposits are required for the following uses in the following
amounts:
Facility
Amount
a)
Use of Orchard City Banquet Hall
$800
b)
Uses of Roosevelt Room (Q-80), Multi -Purpose Room (M-50), or Activity Room (E-46)
$500
c)
Uses of Meeting Rooms
$200
d)
Uses of Gymnasiums/Dance Studios
$200
e)
Uses of Pool
$500
f)
Plaza
$200
2. The City reserves the right to deduct from the damage deposit additional charges relating to, but not
limited to, additional janitorial services, maintenance/repair services, staff supervisor's time, or
emergency services that were required as a result of your use.
3. Deposits maybe fully or partially withheld for any of the following reasons:
a. Facility use fees for time used in excess of that reserved.
b. Damage to facility or equipment.
Effective 11/19/2025 Campbell Community Center • Building Use Policy 25
c. Misuse of the Community Center (refer to item F-3 in Section V).
d. Inadequate cleanup by customer requiring additional custodial time/services after customer's use.
e. Damage to landscaping and/or outdoor equipment; or
f. Misrepresentation of the type of event held, or group/individual using the facility.
g. Failure to observe any policies, including alcohol and security guidelines.
4. If additional fees due exceed the amount of deposit, customer will be billed for the balance.
Deposits, less any applicable additional charges, will be processed through the City's Finance
Department, approved by City Council, and returned to the customer by the same method the original
payment was made. If paid by credit card all efforts will be made to submit refund to same credit card,
if payment was made by cash, check or cashiers check, a check will be sent by mail within 30 days of
the date of last use. The City reserves the right to return a damage deposit by check if the original
form of payment is no longer available (credit card expired etc.)
6. It is the customer's responsibility to keep the Campbell Community Center office informed of any
address, or telephone changes that may affect the prompt return of the customer's deposit.
H. Equipment Rental & Fees
For the convenience of facility users, the City will make available the listed equipment for use in/on City
facilities. This equipment is available exclusively for use on/at City facilities and may not be rented for
personal or off -site use.
1. Reservations:
Equipment must be reserved at least ten (10) days prior to the desired date of use on the Facility Use
Reservation form.
Meeting Room Equipment
Amount
a)
Coffee Urn - 100 Cup
$15 per day
b)
Coffee Urn - 35 Cup
$10 per day
c)
Directional Sandwich Signs
free with room rental
d)
LCD Projector
$100 per day
e)
Podium
free with room rental
f)
Portable Easel (Each Ease])
$15 per day
g)
Portable Projection Screen
$15 per day
h)
Portable PA Systems
$100 per day
i)
Microphone
$20 per day
j)
In -House Sound System (Roosevelt Room Q-80 & Orchard City
Banquet Hall)
$50 Per day
Athletic Equipment
Amount
a)
Basketball Scoreboard Control (portable)
$25 per day
Effective 11/19/2025 Campbell Community Center ■ Building Use Policy 26
SECTION 21
CAMPBELL HISTORICAL MUSEUM AND AINSLEY HOUSE USE POLICY
. STATEMENT OF PURPOSE AND MUSEUM POLICY
(Effective 3/16/99 and superseding policy statement May 1994)
I. STATEMENT OF PURPOSE
The Campbell Historical Museum is owned and operated by the City of
Campbell as a public trust institution, having as its purpose the collection,
preservation, documentation, protection, exhibition and interpretation of
objects and artifacts of cultural and historic value or significance relative to
Campbell and its sphere of influence.
II. FACILITY DESCRIPTIONS
The Museum Facility is comprised of STRUCTURES (the Ainsley
House/Carriage House and the Campbell Historical Museum) and Garden
Areas surrounding these structures. Since the historic structures are
considered collection objects, their use, preservation and conservation must
be consistent with policies generated for other objects in the Museum's
collections.
A. FACILITIES
1. The Ainsley House
The Ainsley House is a designated Historic Landmark under the
Historic Preservation Ordinance of the City of Campbell. Constructed
in 1925-26 in an Tudor Revival style period, the 5000 square -foot
building includes an attic, basement, porte-cochere and detached
Carriage House. The Ainsley House features original furniture
purchased by the Ainsley family in 1925. When original furnishings
were unavailable, museum staff supplemented the interiors with
period -appropriate pieces that have since been added to the
museum's collection. The rooms are interpreted in the 1925-1937 time
period and the facility is utilized as a historic house museum with tours
for the public given by trained docents. The Basement of the Ainsley
House has a large climate controlled Museum Artifact collection
storage area, a staff storage room, and large storage room designated
for use by the Campbell Museum Foundation.
2. Carriage House/Exhibit Area
The detached 2,000 square -foot Carriage House houses a rotating
exhibit gallery of the Campbell Historical Museum and inside the video
orientation space, a permanent historical exhibit, and a museum gift
shop managed by the Campbell Museum Foundation. The second
floor is used as a bridal changing room when facilities are rented for a
wedding or as a private meeting room.
Page 1
3. Campbell Historical Museum
Located in the former city firehouse, a designated Historic Landmark
under the Historic Preservation Ordinance of the City of Campbell. The
Campbell Historical Museum contains collection storage space, staff
offices, and a large exhibit gallery featuring rotating historical exhibits.
It also operates an on -site field trip program for 2nd and 3rd grade
classes from schools across the Santa Clara Valley. The program runs
Monday through Friday mornings during the school year, and the
museum also hosts special events as needed.
4. Ainsley House Garden
An open, park -like setting surrounds the Ainsley House/Carriage
House and Campbell Museum, comprising 39,000 square feet of
space adjacent to the City of Campbell Civic Center and Library Plaza.
The Ainsley Garden is available for private rentals on a limited basis.
5. Campbell Historical Museum Garden
The Campbell Historical Museum's xeriscape garden spans 2,000
square feet and features drought -tolerant plants, a dry riverbed, and
pathways for visitors to explore. A bench is also available for public
use.
C. OCCUPANCY
Maximum occupancy within the structures at any given time for any purpose
is limited to the following:
Ainsley House-- 1 st Floor: 75 maximum
2"d Floor: 25 maximum
Basement: Storage Area Only
Attic: Storage only
Carriage House-- 1 st Floor: 40 maximum
2"d Floor: 8 maximum
Page 2
City of Campbell
Campbell Historical Museum & Ainsley House
Museum Policy
on
Rental of the Ainsley House Garden
Ainsley House
300 Grant Street
Campbell, CA 95008
Campbell Historical Museum Office
51 N. Central Avenue
Campbell, CA 95008
TELEPHONE: (408) 866-2718
FAX: (408) 866-2795
WEB SITE: www.CitvofCampbell.com
Approved by City Council on April 20, 2021
Effective July 1, 2021
Page 3
.aV'C44A
�A 0 Museum Policy
0 0 on
Rental of the Ainsley House Garden
Rt:11AKa
TABLE OF CONTENTS
Introduction.........................................................................................3
Facilities Available for Rent............................................................... 3
Reservations......................................................................................... 5
Applications....................................................................................... 5
Payment............................................................................................ 5.
Cancellations/Refunds.................................................................... 5
Rules & Regulations Regarding Use .................................................
6
Decorations.......................................................:...............................
6
Alcoholic Beverages.........................................................................
7
Photography.....................................................................................
8
Liability Insurance............................................................................
8
Cleaning & Damages.......................................................................
9
StaffSupervision.............................................................................
9
Catering Restrictions......................................................................
9
Miscellaneous Rules & Regulations .............................................
10
EXHIBIT A — Ainsley House Garden Rental Waiver ........................11
EXHIBIT B — Schedule of Fees & Charges ....................................... 12
Page 4
�. City of Campbell
0 o Museum Policy
on
Rental of the Ainsley House Garden
INTRODUCTION
The Ainsley House was the family home of local fruit canning pioneer John C. Ainsley and his
wife Lucinda. The house sat on the corner of Hamilton Avenue and Bascom Avenue until it
was donated to the City of Campbell in 1989 and moved to its present location in November
of 1990. The City of Campbell made the home into a historic house museum, furnished with
many of the Ainsley family's original furnishings. It is open for public and private tours and
often contains changing historic exhibits. The Museum's primary mission is to preserve and
protect the historic building and contents for the pleasure of current and future
generations. The Ainsley House itself is a registered historical landmark and is not available
for rental uses of any kind. Events are welcome, however, in the Ainsley House Garden.
The Ainsley House Garden, located immediately behind the house, are a unique and
beautiful community facility available for public use for social gatherings, weddings and
other events as long as the historical integrity of the site is respected and preserved. Public
use is allowed in the enclosed garden area only. The garden will accommodate up to 220
people. As there are no alternate indoor facilities available, the Garden are only rentable
during fair weather months (May through October).
FACILITIES AVAILABLE FOR RENT
A. The interior of the Ainsley House is not available for rent at any time.
B. Only the enclosed Ainsley House Garden is available for rent. With the Garden, the
permittee has rights to access to the restroom and Bridal Changing Room inside the
adjacent Carriage House. No Kitchen facilities are available.
C. Use of the front of the Ainsley House for wedding ceremonies (not receptions) and/or
a backdrop for wedding photographs may be allowed with prior authorization of the
Museum Director.
D. Public restrooms are located in the Carriage House or in the lobby of City Hall.
E. The Museum/City does not provide tables, chairs or any other equipment for the
Ainsley House Gardens. The permittee is responsible to determine their needs and
provide or rent required equipment. The permittee is also responsible for setting up
and taking down such equipment. Museum's Event Attendant is responsible to assist
Page 5
with interpreting the rules and protecting the use of the site. They are not expected
to perform set-ups and take -downs.
F. There are no kitchen facilities available. A private patio area on the west side of the
house is provided for caterers to prep food. The permittee is allowed use of the patio
area on the east side of the garden surrounding the palm tree between the Garden
and Carriage House, but all activities must be kept within the confines of the enclosed
garden and this patio area.
G. The above -described grounds may be rented, for an established fee (See fee schedule
— Exhibit A), and in accordance with rules, regulations, and other applicable policies
relating to the use of the grounds, as a setting for private/public parties, weddings,
picnics, reunions or other group assembly not directly related to, or beneficial to the
Museum and its stated purposes.
H. MAXIMUM OCCUPANCY: Maximum occupancy of the Garden at any given time for
any purpose is 220 persons.
I. HOURS OF USE: The Garden is available for events between the hours of 8:OOam and
10:OOpm. All uses must conclude no later than 10:OOpm and must be cleaned up and
all persons off the premises no later than 11:OOpm. No overnight uses are allowed. If
an event is scheduled during normal Museum operating hours, public access to the
House and the Carriage House will continue in accordance with the Museum's
published operation hours.
J. DATES OF USE: The Garden is an outdoor facility and as such is available for rental
only during the fair weather months of May through October. Special accommodation
may be made for other dates only with the approval of the Museum Director and
Recreation & Community Services Director. There are no adjacent indoor facilities
available to accommodate such events in the event of inclement weather. Per the Fire
Code, canopies and tents are not allowed in the Garden.
K. In addition to restrictions stated below in the rules and regulations section regarding
decorations, alcoholic beverages, photography, and liability/insurance, the following
restrictions and/or permissible uses of the Garden and grounds apply:
1. Supervised access is only allowed in the living room, lower foyers, sun porch and
den for photography purposes. Sitting or touching of the objects inside the house
is not allowed. No access is allowed to other portions of the House or Carriage
House, for any purpose, other than Carriage House restroom and the upstairs
Bridal Changing Room.
2. Fundraisers are allowed and subject to the standard rental rates, plus a 50%
surcharge (1% times the standard rate). Museum staff does not have the authority
to grant discounts or fee waivers for any uses.
3. Commercial uses are allowed at the discretion of the Museum Director and/or the
Recreation & Community Services Director and may require the attendance of an
on -site staff person to supervise use for the protection of the facility and City's
best interests, and are subject to actual out-of-pocket City expenses.
Page 6
RESERVATIONS
A. RESERVATION APPLICATIONS
1. Applications are accepted during Museum business hours beginning on July 1st for
the following rental season (May to October of the following year). An
appointment with the Reservations Coordinator (866-2718) is recommended for
all bookings. Museum and Museum Foundation events may reserve in advance of
the above stated schedule and shall receive priority.
2. Applications must be submitted with applicable down payment (see below) to the
Reservations Coordinator at the Campbell Historical Museum office located at 51
North Central Ave., Campbell, CA 95008.
3. Reservations shall be accepted on a first -come, first -served basis.
4. Reservations shall not be considered confirmed until the permittee has made
payment and is in possession of an approved Ainsley Garden Facility Use Permit.
5. Calendar dates will not be "held" without payment and completed application.
6. Reservation must indicate the intended time of the event and include all required
set-up and clean-up time. The permittee will be charged for the entire time they
or their vendors are on site. All clean-up must be completed, rented equipment
must be secured in the designated area and all persons must be off the premises
by the designated ending time. If persons shall remain on -site after the designated
ending time, additional facility use time/fees will be charged at one and one half
times the standard hourly rate.
7. Additions or reductions in reservation times can be made if the event schedule
allows, up to ten (10) days in advance of scheduled use with prior approval of
Museum staff. No changes may be made less than (10) days in advance of
scheduled use.
B. RESERVATION PAYMENT
1. Fees due at the time of application (see Exhibit A for current schedule of fees and
charges) in order to secure the desired date for an event:
a. Security deposit to hold the date and ensure proper clean-up/repairs;
b. Application fee (non-refundable);
c. Museum membership fee (non-refundable); and
d. 50% of applicable rental fees.
2. Checks should be made payable to City of Campbell.
3. The remaining balance is due 30 days prior to event. Any payments made less
than 30 days in advance must be made by cash, credit card or guaranteed money
order. The city accepts VISA, MasterCard and Discover cards.
C. CANCELLATIONS/REFUNDS:
1. In the event that cancellation of a confirmed reservation is necessary, it is the
permittee's responsibility to provide immediate WRITTEN (fax or e-mail
acceptable) notification of such intent to cancel use. Receipt of such written
notice shall provide staff with the authority to cancel the event and schedule
another event for that day.
Page 7
2. REFUNDS for cancellation of a confirmed use may be provided according to the
following conditions:
a. 100% of the Security Deposit shall be forfeited for all cancellations; however
a deposit may be transferred to a future booking as available and allowable if
the event is being postponed.
b. 100% of the non-refundable Application Fee and Museum membership shall
be withheld.
c. Cancellations received more than four (4) months in advance of a scheduled
use will receive a refund of 75% of the amount paid less the above -noted
application fee and membership fee.
d. Cancellations received 4 months in advance of scheduled use date will
receive a refund of 50% of the amount paid, less the application fee and
membership fee.
e. Cancellations received 3 months in advance will receive a refund of 25% of
the fees paid, less the application fee and membership fee.
f. Cancellations received less than 2 months in advance of the event date will
receive NO REFUND at all.
The City of Campbell reserves the right to cancel any use of facilities upon two
weeks written notice, exercised only in emergency situations or when deemed
necessary for the safety and best interests of the City of Campbell and all concerned.
In such cases, a full refund of all fees and deposits paid will be provided.
RULES & REGULATIONS REGARDING USE
All uses are subject to the below -listed rules and regulations.
A. DECORATIONS: Any proposed decorating or covering of, or changes to the
structures or grounds shall be discussed at the time of application. Where allowed,
the permittee shall be responsible for putting up any decorations and for all other
special preparations necessary for the function. Permittee shall also be responsible
for the removal of all decorations, special preparations and all of permittee's personal
property, owned or rented or be subject to forfeit a portion or all of security deposit.
In addition, the following rules apply:
1. All decorations must be flameproof or fire retardant. No crepe paper streamers
are allowed.
2. All decorations must be removed at the conclusion of the event.
3. Decorations may not be hung from light fixtures or off of any portion of the Ainsley
House exterior.
4. Candles or open flames are not allowed indoors. Candles or open flames outdoors
must be contained in a glass hurricane container such that the container is tall
enough to be higher than the lit flame.
5. Any plants, trees, shrubs or other live greenery must be in waterproof containers
and must be carefully placed so as not to damage pavement, floors, turf, or block
fire exits. The Event Attendant can advise of an acceptable location for such items.
Page 8
6. No foreign substances may be applied to walks, decks or patios.
7. No runners or staked decorations or staked umbrellas are allowed on turf.
8. Relocation or rearrangement of furnishings or equipment owned by the City or
Museum Foundation is not permitted.
9. Birdseed, rice or other organic material are not allowed and may not be thrown or
otherwise dispersed on the grounds.
10. Permittee is responsible for providing and setting up all tables, chairs, equipment,
supplies, allowable food, decorations, and other equipment necessary for the
event being scheduled.
11. Per the State Fire Code, tents and canopies are not allowed in the Ainsley Garden.
12. Beverages of any kind are not allowed inside the Ainsley House under any
conditions.
B. ALCOHOLIC BEVERAGES:
1. Alcoholic beverages are permitted in the enclosed Garden area and on the east
patio in front of the Carriage House (around the palm tree) only. Alcohol is not
allowed in front of the Ainsley House, in the public park (Orchard City Green) or in
the parking lot. Use of alcohol must be indicated and approved in advance on the
use permit.
2. Alcoholic beverages to be consumed on the grounds shall be limited to beer, wine
and champagne only. No hard liquor is allowed.
3. Requests for serving alcoholic beverages in other areas for special occasions may
be considered by the Recreation & Community Services Director or his/her
-designee if such use is deemed to not cause a conflict with the established
Museum Policy and other public uses of the area.
4. Alcohol is not allowed at events held in the honor of a minor.
5. A group or an organization wishing to sell alcoholic beverages at their function
must first obtain approval from the Campbell Police Department; and upon
approval will be required to obtain, at their own expense, the appropriate permits
and licenses from the State Alcoholic Beverage Control Board. When alcoholic
beverages are sold, a 24-hour liquor license must be obtained by the sponsoring
organization. This license may be obtained at the:
Alcoholic Beverage Commission
Santa Clara County District Office
100 Paseo de San Antonio #119
San Jose, CA 95113
Telephone: (408)277-1200
Evidence of this license must be on file in the Museum Office at least ten (10) days
prior to the event/function.
5. Permittees sponsoring/hosting events where alcoholic beverages are served may
be required, at their expense, to hire private security guards to be present for the
duration of their event and to provide liquor liability insurance (see Section D,
below). When required, proof of hire must be submitted to the Museum Event
Coordinator at least ten (10 ) days prior to the event.
Page 9
6. Failure to comply with required security, licenses, permits or certificates may
result in the voidance/cancellation of scheduled facility use and loss of all fees
paid.
C. PHOTOGRAPHY:
1. No renderings or photography, including black -and -white, color, slide
transparencies, motion picture and/or video for publication, is allowed in any
portion of the interior of the Ainsley House/Carriage House or Campbell Historical
Museum without the express written permission in advance and in conformance
with the Campbell Historical Museum's Statement of Purpose and Museum Policy.
The Museum reserves the right to refuse permission to photograph if the intended
use is not in the best interest of protecting and conserving collection objects
and/or structures per established Museum policy.
2. Any commercial organization or individual granted permission to photograph must
also rent the facility for the period of time required to complete the photography,
and will be assessed a 50% surcharge for such rentals. Any additional fees and
charges deemed necessary to compensate for potential impact upon the building
and/or collections will be at the discretion of the Museum Director.
3. Photography is allowed within the Ainsley House and front and back of Ainsley
House for private use only. For publication or commercial use see above and
contact the Museum Director (866-2757).
D. LIABILITY INSURANCE
1. The applicant shall be responsible for any and all damage to the premises,
equipment or property during the time of occupancy. If after an activity additional
janitorial maintenance is required (in excess of normal cleaning services/time), the
applicant will be charged accordingly.
2. The applicant is responsible for all actions; behavior and damages caused by
his/her guests, attendees, vendors, caterers and any other contractors performing
work for the permittee.
3. All applicants requesting use of the facility for events deemed potentially
dangerous will be required to provide the City with an original copy of a Certificate
of Insurance providing public liability and property damage insurance in an
amount not less than $1,000,000 per occurrence, and naming the City of Campbell
and Campbell Redevelopment Agency as additional insured. It must state that the
insurance may not be cancelled or reduced without 15 days prior written notice to
the Certificate Holder (City of Campbell & Campbell redevelopment Agency, 70- N.
First Street, Campbell, CA 95008). The certificate must be submitted to the
Museum Office at least ten (10) days prior to the event.
4. The City of Campbell and Campbell Historical Museum is not responsible for
accidents, injury, illness, or loss of group or individual property.
5. The City of Campbell and Campbell Historical Museum does not accept liability for
any party rental equipment that may be placed on left on Museum property, nor
do we sign for rental deliveries.
Page 10
E. CLEANING AND DAMAGES:
1. All uses of the structures or grounds are subject to a refundable damage deposit,
payable at the time the reservation is made.
2. The deposit shall be held until the Museum Director has reviewed staff reports
regarding use;
3. If there was no damage to the facility, event started and concluded within
scheduled time, and .clean-up was satisfactorily completed, the deposit will be
refunded by mail within 15 to 30 days.
4. Satisfactory clean-up of the facility includes the following:
a. Removal of all decorations, including tablecloths, balloons, streamers, signs, etc;
b. Removal of all trash and refuse;
c. Removal of tables, chairs and all other equipment; and
d. No damage to the lawn, garden, house or premises.
e. Any cost for repairs, equipment replacement, additional staff time required to
clean up after use, and/or any repairs required to the lawn, sprinklers, garden,
house or premises will be deducted from the cleaning and damage deposit. If
fees due shall exceed which exceed the deposit will be billed to permittee.
5. Permittees are responsible for any and all damages caused by their guests or
vendors.
F. STAFF SUPERVISION: The City of Campbell will provide trained staff to be on duty
throughout a scheduled use. Event Attendant is responsible to interpret the rules and
regulations regarding facility use and to protect the premises. Attendant shall offer
assistance during the use, including opening and closing the facility at designated
time, explaining normal procedures, answering questions, supervising use, and
handling emergencies. Any dangerous, unlawful or unruly behavior will be reported to
permittee, who will be held responsible for corrections. If at any time staff feels an
event or use is out of control, the Campbell Police Department will be called in to
respond to the situation. If any charges shall ensue for such a call, Permittee shall be
responsible for any and all charges.
G. CATERING RESTRICTIONS
1. The city has no restrictions on caterers. You can hire any licensed caterer, or cater
your event yourself.
2. A City staff person must be present at any time a vendor is on site. This time must
be scheduled and paid for in rental fees.
3. The Museum's Event Attendant has the ultimate authority for site use.
4. Food prep area is limited to the canopy covered area on the west side of the house.
No other area is accessible or to be used for food prep or storage.
4. Barbecue equipment can only be used in the dirt parking lot area on the east side
of the Carriage House. All barbecues shall be portable trailered units. No coals or
other debris shall be dumped on -site.
5. Food and cake may not be placed on any tiled area.
6. If a bar is planned, it may be set up under the magnolia tree or on cement walkway
but NOT on the grass.
Page 11
7. All garbage must be removed from site including contents of waste receptacles
located on the site. A dumpster is located adjacent to the Carriage House on the
east side in the gravel parking lot.
8. Care must be taken. not to drip liquid; especially garbage bag contents, across
cement areas when cleaning up — this will result in a monetary deduction from
the permittee's damage deposit.
9. Caterer are responsible to bring their own tables and prep equipment, warmers,
dish bins and cleaning materials. Chafing dishes may be rinsed, but no food debris
shall be dumped on -site.
10. Electrical outlet by food prep area can be used for only 1 (one) coffee pot. Two
pots will blow a fuse. Use outlets by arbor, under redwood tree or base of the two
pillars by French doors.
11. Any placement of items on the grass that may result in damage to lawn can cause
you to incur damage expense — this refers to umbrellas or other heavy items set
up before the stated rental time.
12. DO NOT STAKE ANYTHING INTO THE GRASS: UMBRELLAS MUST HAVE A FLAT
BASE.
13. The permittee has paid for a specific amount of time for use of the gardens which
includes caterer's set up and take -down. Please coordinate ceremony and
receptions times and catering set-up needs with the permittee so that the
appropriate time may be allowed for.
H. MISCELLANEOUS RULES & REGULATIONS
1. Groups composed of minors must be supervised by one adult for each twenty (20)
minors. Children shall be supervised at all times and not allowed to run freely
throughout the complex.
2. Any persons violating rules and regulations or constituting a public nuisance will be
required to leave the facility/premises immediately when asked.
3. The misuse of the facility, failure to conform to facility regulations or any other
federal, state, or local law, rule, regulation or ordinance will be sufficient reason
for immediate termination of permit. No refund will be granted in such cases.
4. Only facilities designated on application may be used.
5. Gambling on the facility premises is prohibited. Gambling shall be defined as any
game of skill, chance or raffle, played with cards or any other device for money or
any other representative item of value.
6. Museum Director or any other duly authorized representative on duty shall have
the right to enter facility at any time during any and all uses.
7. Permits/reservations cannot be transferred, assigned, or sublet.
8. The Museum Director or his/her designee shall regulate or prohibit any such
activity or use which in his/her judgment is determined to be of a hazardous
nature, or is potentially dangerous or damaging to property or is not in the best
interest of the citizens of the City of Campbell.
9. The City of Campbell reserves the right to amend fees and charges as deemed
necessary. Previously approved reservations will not be affected by new rates.
10. Firearms, weapons and open flames are prohibited pursuant to Municipal Code
Chapter 13.04
Page 12
Event Name:
City of Campbell
Ainsley House Garden Rental Waiver
Event Date:
EXHIBIT A
I have received a copy of the Campbell Historical Museum Policy on Rental of
the Ainsley House Gardens and I agree that I understand and will abide by all
of the rental policies, procedures and regulations.
I assume responsibility for following the policies applicable to the use of the
facility, and for the behavior and actions of my guests and
vendors/contractors. I do not hold the City of Campbell responsible for
accidents, injury, illness or loss of group or individual property.
Renter
Date of Signature
Witness Date of Signature
Page 13
City of Campbell
RECREATION & COMMUNITY SERVICES FEES
A. Grounds
Description
sacuri^ Depasi:
Mditon.l Rental Hour 15a:j
Additi2nal Rental Hour: ;frilSunj
Cleaning Fee
Campbell Residents will he given a 10®m discount on all event rental rates.
Description
Fr'rapa and Sund.ys
Saturd2y;
Description
Other Rentals
Fund R2hing C'rou3s end Oo€rrnercial Filming
Non-Cajnmerci�;.l Pnotagraphy
B. Tour Fees-Ainslev House
Description
Adult:
S_niom
youth j7 - 171
Children. [Under 7 }
Menhe, s
HolidawsOnl €,i1/15-121201:
Adults
5ciar:
Youth
C Group Tours - Ainslev Ha use
Description
Grau s Wl ar More
Adult:
Seniors
Youth 17 - s 7J
Children. [Under 7}
EXHIBIT B
A hours
6 hours
8 hours
10 hours
51,0*0
51.620
$2,160
S2,,700
$1,2CO
S1403
S2,4'00
$3,000
5�.3 Sur.h-r_e
5750; 4ho2m
5175; hr.fixe:ch 2drA hr.
$100 per hour
SiD
5S
t6
Free
Free
512
510
S�+
S5
55
55
Free
Page 14
City of Campbell
RECREATION & COMMUNITY SERVICES FEES
D. Carria=z ]ictrse
Description
Secu:it+r Deposit
Rcocn Rental Pate
Docent bad Four:
Up to 13 People
Up to 30 People
Open Ainsley Clouse Waik-Through
(±- hoer rrtia�rrv,�i;�
f. Admission r ees - Historical Mmeum
Description
Adults
Seniors
'Mouth i 7 -17k
Children (Under 7)
t Member:
Coml}ined ticket = Ainsley Muse f Historical rviuseum
$5W
573 per horar
523 per hc:rr
530 per h(rr,
S30 per11cm
Museum Ticket
Conned Ticket °
53
$5
J�
Free
Free
Sta
si-)
sio
Free -
Free
,E School Pragrm- Histoncal Museum ".insleg House
Description
vi nim rn for Classes of up to -10 students $160
Each Addi1onal student sti
Chaperones Fri
Page 15
City of Campbell
RECREATION & COMMUNITY SERVICES FEES
G. Museum staff Research - Research of arche:al records and photographs:
Description
D�-teal I nags:
New swan
Image of Existing Scans
Scanning and Printing an Photo Paper
use in a Book:
For -Profit Entity
Non -Prone Organization
Editorial Use (magazine or non-schcdarlyjournal):
For -Profit Entity
Non-Proflt CraanRation
Scholarly Publication
Ach,enisi113 Inon-editorial, book covers, tiyerl brochure f art work in a place of
business, etc):
For -Profit Entity
Non -Prone cceanization
For -Profit Entity
Non -Prone organization
Exhibition:
For -Profit Entity
Nan -Profit cFe neatlon
Internet f :';ebsite:
For -Profit Entity
Non -Profit organzation
7 -—P::b4c Reraro's dcr (A;tA) relared r2que=
$20 per image
$10 per image
Not provided
$i3o per image
$33 per image
$73 per image
$23 per image
$10 per image
$i3o per image
$33 per image
$i3o per image
$33 per image
$100 per image
S25 per image
Si0o per image
S23 per image
Page 16
SECTION 10
MISCELLANEOUS
10.1 Building and Grounds Use Regulations for Civic Center Complex:
A. City Council Chamber
1. There is no smoking in the Council Chamber.
2. Consumption of food or beverage shall not be permitted in the seating areas
or aisles of the Council Chamber during scheduled public meetings. Coffee
and water may be served to the City Council, Advisory Commissioners,
Press and Staff during meetings. Consumption of food or beverage shall be
permitted in the Council Chamber when no public meetings are held and
with the approval of the City Manager.
3. Council Chamber shall be used only for official meetings by official bodies
of the City or representatives of other governmental agencies unless
otherwise authorized by the City Manager.
B. Conference Rooms
1. If food and beverages are to be consumed in the conference rooms, those
involved in the meeting will be responsible for cleaning up the food and
beverage residue from the meeting. This means returning all containers,
trays, etc. to their proper storage location, in clean condition, in the
employee lounge, etc. Additionally, employees should be sensitive to odors
and smells of food as to not disrupt the surrounding work environment.
2. City -related groups and committees will be permitted to use conference
rooms, when available, by making reservations using, the City's online
conference room calendar system. The Doetsch Conference Room shall
be managed by the City Manager's Office.
C. Breaks
1. Time schedule for regular breaks — 15 minutes between 8:30 a.m. — 11:30
a.m., and between 1:30 p.m. —4:30 p.m., with the provision that department
heads take'whatever steps are necessary to ensure that the public counters
are staffed between 8:00 a.m. and 5:00 p.m.
2. Food and beverages may only be consumed by employees at individual
work stations, or in designated conference rooms or break/lunch areas.
Consumption of food or beverages in public service areas (such as service
counters) is not permitted. Employees will use discretion in the consumption
of food and beverages at work stations, and shall be responsible for any
damage to furniture, equipment, supplies, etc. caused by accidents or
carelessness in the consumption of food and/or beverages.
D. Maintenance and Use of'Employee Lounge
1. Every person using the room shall be responsible for cleaning their area of
use. This means people spilling liquids or solids on floor, sink or tables shall
clean it up immediately.
2. Employees who bring their lunches shall not leave residue food in the
refrigerator for long periods of time. Residue food shall not be left on the
table.
3. No person shall place dirty cups, spoons, etc., in sink and leave them there.
4. Use of the room will be for employees only, or their guests. Employee -
related groups, City Advisory Commissions and Subcommittees may
reserve the lounge for evening meetings.
5.. Said rooms shall be locked at all times and entry is obtained through the pin
pad door knob.
E. Vendinq Machines
1. All vending machines shall be located on the first floor at areas designated
by the Building Department.
F. Keys to City Hall
1. No keys to the exterior doors of the City Hall shall be given to any employee
except the following:
a. Building Maintenance Supervisor, for the care of the building.
b. Department Heads.
c. Fire and Police, for emergency only.
d. One spare set of keys to all rooms shall be under the control of the
Building Maintenance Supervisor. These keys shall be kept in a
locked key cabinet and shall be properly tagged and identified.
2. The City Hall shall be locked between the hours of 5:30 p.m. to 7:30 a.m.,
Monday through Friday, City Hall will remain closed all day on Saturdays,
Sundays and holidays.
3. Every employee entering or leaving the City Hall during the locked period
shall inform police dispatch by calling 408-866-2101.
4. On meeting nights, person responsible for the meeting shall be required to
make certain that the security of the building is maintained, and report same
to the Police Department when meeting is concluded.
G. Enforcement:
Enforcement of these regulations shall be the responsibility of the Department
Supervisor and management personnel as they relate to each department.
Enforcement of regulations outside of individual department shall be the City
manager's Office in cooperation with the Building Department.
10.2 Commemorative Activities and Landscape Memorial Fund
This section sets forth criteria and procedures relating to the approval of memorial
activities and/or objects at City facilities or on City property.
A. Under this policy, a memorial activity shall be defined as any of the following
activities and/or objects:
1. Installation of a plaque and/or other piece of art in memoriam for placement
on City property.
a. Donation of City facilities fixtures (park bench, tree, or other
landscaping) in memoriam.
b. Donation of money to the Landscape Memorial Fund.
c. Dedication of a City building, structure, room or other facility- in
memoriam.
2. All requests for memorials shall be submitted in writing to the City
Manager's Office where they will be reviewed based on the criteria outlined
in paragraphs 3 and 4 below. If it is determined that the requests meets the
established criteria, then it will be presented, for consideration, to the Civic
improvement Commission who will provide a recommendation to the City
Council regarding approval or denial of the request. The City Council will
make the final decision regarding commemorative activities.
3. The person or persons being memorialized must be deceased a minimum
of two years.
4. The following criteria shall be used in evaluating the merit of each request
for a memorial:
a. The person or persons being memorialized made extraordinary,
lasting and significant contributions to the Campbell community.
b. The person or persons made a significant donation to the City,
resulting in the acquisition of property, buildings, etc.
c. Satisfying the above criteria does not assure City Council approval
or a memorial request.
5. Approved memorials shall be appropriately designed, complementing the
design and architecture of its surroundings, and shall not place a significant
additional maintenance burden on the City.
6. Donations, with no corresponding memoriam, may be made at any time to
the Landscape Memorial Fund.
7. Donors contributing to the Landscape Memorial Fund may choose the
memorial according to the approved landscape plan. Purchasing and
planting shall be accomplished by the City of Campbell.
8. Donors to the Landscape Memorial Fund may choose from the following
sites:
a. John D. Morgan Park
b. Los Gatos Creek Trail
c. Virginia Park
d. Campbell Park
e. Edith Morley Park
f. Jack Fischer park
g. Campbell Community Center
h. Other future Parks
9. If a memorial is to be placed in a City Park facility, the request shall be
reviewed by the Parks and Recreation Commission prior to execution.
10. The City shall not pay memorial installation costs unless the memorial
request was initiated by the City.
11. Maintenance and upkeep of memorial objects in or at City facilities shall be
the responsibility of the City.
12. A record book of donors shall be maintained in the City Clerk's office.
13. This policy shall not apply to the Heritage Theatre, the Ainsley House, the
. Campbell Veterans Memorial, or the Campbell Historical Museum.
10.3 Public Safety Protection: Carnivals, circuses, festivals, and other temporary events.
conducted within the City of Campbell that require a Temporary Use Permit shall provide
for adequate public safety measures determined by the Chief of Police. The Chief of
Police, or designee, shall evaluate the event's nature, size, location, and anticipated
attendance to determine appropriate law enforcement or security staffing requirements.
All costs associated with providing Campbell Police Department personnel or other
approved security services shall be the responsibility of the event organizer, at the
prevailing rate established by the City. These requirements shall be coordinatred through
the Community Development Department as part of the Temporary Use Permit review
process.
10.4 Procedure for Lease Negotiations for Space at the Campbell Communitv Center:
A. The following guidelines should be utilized to determine when a lease is to be
reviewed by the City Council during an Executive Session prior to coming to terms
with a tenant:
1. A lease for a term in excess of five years.
2. Any new lease with an annual impact of $75,000 or more.
3. Any request for special signage or installation of any equipment that is
visible from the public right-of-way.
4. A lease with a business that is anything other than a standard educational,
recreational, or office type of use.
5. Any lease renewal with an annual impact of $100,000 or more. Additionally,
the City Manager is authorized to sign any leases below the thresholds
outlined above.
CITY OF CAMPBELL
PUBLIC WORKS DEPARTMENT
3rd Amendment to the Edith Morley Park Community Garden
Rules and Regulations
The City of Campbell has the discretion to change the rules and regulations at any time. If you
have any questions, comments, ideas, or are in need of additional information about the Community
Garden, please feel free to contact the Community Garden Coordinator by email at
gardens@campbellca.gov, by phone at (408) 866-2145, or by mail at:
Community Garden Coordinator
City of Campbell
70 North First Street
Campbell, CA 95008
If you'd like to come to our office in person, the address for the Community Garden Coordinator is
290 Dillon Avenue.
Becoming a Community Gardener
1. Campbell residents interested in obtaining a plot should contact the Community Garden
Coordinator. Plots are issued annually, with a limit of one plot per household. If there are
no plots available, an individual or family may be added to the wait list. They will be
contacted when a plot is available based on the order they were placed on the wait list.
Residents can request a large plot; a small plot, or whichever becomes available first.
2. Current and new gardeners will be required to provide proof of residency in the form of a
photo I.D. and a copy of a utility bill. When a plot is offered to a potential gardener, they will
be required to fill out an application and pay an annual water fee of $88.00 for a large plot
and $44.00 for a small plot. This fee will cover expenses related to watering and upkeep of
the garden. This fee is subject to an annual review and may change any time plots are
renewed.
3. Plots issued on January 1st of each year are issued for a period of one year. Plots can be
renewed 4 times if the gardener is in good standing; however, plots could become available
at other times throughout the year. When a plot becomes available, the plot will be offered
to the next person on the wait list. If the plot is leased between January -May, the person
would have 4 opportunities to renew. If the plot is leased between June -December, the
Gardener would have 5 opportunities to renew. The Community Garden Coordinator will
determine a prorated annual water fee for new garden members who begin gardening mid-
year. Fees are non-refundable.
4. An application and water fee will be due each year by December 31 st in order for the
- gardener to renew their plot and will be accepted only in the form of a check or money order.
Plot holders who have not returned the application and paid the fee by December 31st will
have their lease terminated and their plots reassigned to the next person on the wait list.
5. An active gardener cannot be added to the wait list for a different size plot or for a new plot.
After their term expires, they can be placed at the bottom of the wait list. The wait list is only
for residents who are not currently community gardeners but would like to be.
6. Both gardeners and persons on the wait list are responsible for providing the Community
Garden Coordinator with up-to-date contact information. If you provide an email address,
this. is the primary mode of contact you will receive.
Edith Morley Community Garden
Rules & Regulations
Page 2
Community Garden Guidelines
7. Hours of operation are sunrise to'/2 hour before sunset.
8. The combination lock .is confidential and should not be shared with anyone other than
another garden member. The gate must be locked when the garden is unoccupied. If you
are the last to leave the garden, please ensure the entrance gate is securely locked. If the
combination lock is missing or damaged, please notify the Community Garden Coordinator
immediately.
9. Garden members are responsible for maintaining the adjacent pathway surrounding their
plot. The pathways are to be kept free of weeds, hoses and debris. All hoses must be
coiled and kept out of the pathway. The responsible area includes at least one half the
width of the pathway adjacent to the garden plot and three (3) feet of the pathway if the plot
is adjacent to the main driveway or perimeter fence.
10. The following areas are designated as "common areas" and are the responsibility of all the
garden members:
• Fence Perimeter
• Main Driveway Entrance
• Picnic & Shade Area
• Rear Driveway Entrance
• Soil Area
• Tool Shed
• "Water -wise" Garden Area
• Other designated areas may be determined by the Community Garden Coordinator
11. The following are not allowed in the Community Garden: pets (unless a guide dog);
smoking; loud radios or music; consumption of alcoholic beverages; loud and offensive
behavior; unattended children, urination on the grounds; garbage or debris that is not
properly disposed of. Gardeners shall always observe good conduct and civil behavior.
12. After use, Community Garden owned tools should be cleaned and returned to the tool shed.
Tools must be kept locked in the tool shed overnight and should never be taken off the
premises. Wheelbarrows should be returned to the designated area.
13. A roadway into the garden is provided for gardening deliveries and pickups only. There is a
fifteen -minute time limit for such transactions. Parking in the driveway is not permitted.
14. Unless otherwise noted if a gardener is found to be in noncompliance with the Community
Garden rules the following procedure will be initiated:
a. A first written warning will be emailed to the gardener, unless they don't have an
email on file, in which case it will be mailed. The gardener will be given 10 days
to remedy the situation.
b. A second and final 10-day written notice will be mailed if the stated problem still
exists. If after the second notice, the problem has not been corrected; the lease
will be cancelled, and the plot will be reassigned to the first person on the wait
list.
c. There will be no refund of fees.
Revised 6/2021
Edith Morley Community Garden
Rules & Regulations
Page 3
15. For violation of rules #11 Garden Conduct, #24 Plot Hazards, #25 Personal Consumption,
there will be only one written warning given. If the violation occurs a second time, the
garden lease will be terminated, and no refund will be issued.
16. For violation, of rules #28 Insecticides and #29 Stealing Crops, a first violation will cause the
garden lease to be terminated immediately with no refund issued.
17. In addition to the regular rule violating procedures, three infractions of rules within a two-
year period is cause for forfeiture of a garden plot.
18. Garden members who witness or experience suspicious behavior in the garden should
notify the Campbell Police Department at (408) 866-3101 or call 911 if it's an emergency.
Garden Plot Guidelines
19. Garden members are expected to always keep their plots productive and attractive.
Gardeners must utilize a minimum of 75% of their garden plot during the growing season
which is March through October. During the growing season, the gardener must show
evidence of actively gardening, which may include digging, sowing, planting, weeding,
pruning, watering, harvesting, etc. A winter garden may also be planted but is not required.
If a winter garden is not planted, the plot must be kept free of weeds and debris.
20. Only fruits, vegetables, flowers and herbs may be grown in the Community Garden. Crops
must be rotated.
21. Cactus, trees of any kind, corn taller than six feet, alfalfa, rice, or any other similar plants
which require excessive amounts of water or impede the growth of a neighbor's garden are
prohibited. Trellises or similar structures and/or plants are limited to six feet in height and if
applicable must be cleared of all non -producing annuals after the plant stops producing.
Respect your neighbor's need for sunlight. Do not plant tall crops in a way that will cause
excessive shading to nearby plots.
22. All plants and vines must be confined within the garden frame. Plants that spread roots or
rhizomes (such as mint, horseradish and mettle) must be planted in a container within your
designated garden plot area.
23. All garden borders/frames must be maintained, this includes replacing rotten wood, keeping
borders vertical (not leaning into the pathway) and keeping the frame wall straight on all four
sides. Materials used in plot border, structures must be 2" in width or larger, thickness
and/or diameter and may not extend beyond the 10' x 20' or 10' x 10' dimensions of the plot.
Border structures cannot impose upon the pathway.
24. Gardeners are expected to keep their plots free from any potential hazards, such as large
holes, unsecured plot borders, garden stakes, or anything else that could present itself as a
potential hazard.
25. Products grown in the community garden are for personal consumption only and may not be
grown for sale or profit.
Revised 6/2021
Edith Morley Community Garden
Rules & Regulations
Page 4
26. Composting of organic debris may be done on an individual basis, preferably within the
confines of your individual plot; however a composting bin may be set next to the perimeter
fence line, as long as space is available and it does not obstruct adjacent pathways. The
pathway requires a minimum of 36". Any compost and/or soil provided by the. City is for
Community Garden use only.
27. Water conservation is an important issue and is best accomplished when watering in the
early morning or in the evening. The amount of water used by every gardener will
determine future water charges. You are only allowed to water while you are overseeing
your plot. No plot is to be left unattended while watering. Make sure all faucets are turned
off when you leave. Except when watering seedlings, plots should not be watered more
than once a week. Please notify the Community Garden Coordinator of any water leaks or
other irrigation problems.
Watering Guidelines during a Declared Drought: The following guidelines must be
followed during a declare drought, in addition to following local and state laws: 1) Watering
will be restricted to 3 days a week. 2) An automatic shut-off nozzle must be attached to the
end of the hose. 3) No overhead spraying. 4) No flood irrigation.
28. Use of insecticides (eliminates insects), herbicides (weed eradicator) or poison grain (kills
rodents) is strictly prohibited. If you are encountering a pest or disease problem, notify the
Community Garden Coordinator.
29. It is illegal to harvest or take any crops, including flowers or herbs, from any plot other than
your own. Stealing is grounds for immediate removal from the program. If a garden
member witnesses theft or vandalism of a plot, they must notify the Community Garden
Coordinator immediately.
30. If you must relinquish your plot for any reason, the Community Garden Coordinator must be
notified immediately. Prior to vacating the plot, garden members shall remove all planting
material and roots from the garden. All wooden borders shall be in good condition and the
soil in the plot shall remain. Plots may not be turned over to friends or family or subleased
to other individuals. Garden plots that become available will be reassigned to someone
from the current waiting list.
Revised 6/2021
SECTION 21
CAMPBELL HISTORICAL MUSEUM AND AINSLEY HOUSE USE POLICY
STATEMENT OF PURPOSE AND MUSEUM POLICY
(Effective 3/16/99 and superseding policy statement May 1994)
I. STATEMENT OF PURPOSE
The Campbell Historical Museum is owned and operated by the City of
Campbell as a public trust institution, having as its purpose the collection,
preservation, documentation, protection, exhibition and interpretation of
objects and artifacts of cultural and historic value or significance relative to
Campbell and its sphere of influence.
II. FACILITY DESCRIPTIONS
The Museum Facility is comprised, of STRUCTURES (the Ainsley
House/Carriage House and the Campbell Historical Museum) and Garden
Areas surrounding these structures. Since the historic structures are
considered collection objects, their use, preservation and conservation must
be consistent with policies generated for other objects in the Museum's
collections.
A. FACILITIES
1. The Ainsley House
The Ainsley House is a designated Historic Landmark under the
Historic Preservation Ordinance of the City of Campbell. Constructed
in 1925-26 in an Tudor Revival style period, the 5000 square -foot
building includes an attic, basement, porte-cochere and detached
Carriage House. The Ainsley House features original furniture
purchased by the Ainsley family in 1925. When original furnishings
were unavailable, museum staff supplemented the interiors with
period -appropriate pieces that have since been added to the
museum's collection. The rooms are interpreted in the 1925-1937 time
period and the facility is utilized as a historic house museum with tours
for the public given by trained docents. The Basement of the Ainsley
House has a large climate controlled Museum Artifact collection
storage area, a staff storage room, and large storage room designated
for use by the Campbell Museum Foundation.
2. Carriage House/Exhibit Area
The detached 2,000 square -foot Carriage House houses a rotating
exhibit gallery of the Campbell Historical Museum and inside the video
orientation space, a permanent historical exhibit, and a museum gift
shop managed by the Campbell Museum Foundation. The second
floor is used as a bridal changing room when facilities are rented for a
wedding or as a private meeting room.
Page 1
3. Campbell Historical Museum
Located in the former city firehouse, a designated Historic Landmark
under the Historic Preservation Ordinance of the City of Campbell. The
Campbell Historical Museum contains collection storage space, staff
offices, and a large exhibit gallery featuring rotating historical exhibits.
It also operates an on -site field trip program for 2nd and 3rd grade
classes from schools across the Santa Clara Valley. The program runs
Monday through Friday mornings during the school year, and the
museum also hosts special events as needed.
4. Ainsley House Garden
An open, park -like setting surrounds the Ainsley House/Carriage
House and Campbell Museum, comprising 39,000 square feet of
space adjacent to the City of Campbell Civic Center and Library Plaza.
The Ainsley Garden is available for private rentals on a limited basis.
5. Campbell Historical Museum Garden
The Campbell Historical Museum's xeriscape garden spans 2,000
square feet and features drought -tolerant plants, a dry riverbed, and
pathways for visitors to explore. A bench is also available for public
use.
C. OCCUPANCY
Maximum occupancy within the structures at any given time for any purpose
is limited to the following:
Ainsley House-- 1st Floor: 75 maximum
2"d Floor:
Basement:
Attic:
Carriage House-- 1 st Floor:
2"d Floor:
25 maximum
Storage Area Only
Storage only
40 maximum
8 maximum
Page 2
City of Campbell
Campbell Historical Museum & Ainsley House
Museum Policy
CTi
Rental of the Ainsley House Garden
Ainsley House
300 Grant Street
Campbell, CA 95008
Campbell Historical Museum Office
51 N. Central Avenue
Campbell, CA 95008
TELEPHONE: (408) 866-2718
FAX: (408) 866-2795
WEB SITE: www.CitvofCampbell.com
Approved by City Council on April 20, 2021
Effective July 1, 2021
Page 3
OVOC44f 'A
Museum Policy
4 r
on
Rental of the �Ainsley House Garden , r
TABLE OF CONTENTS
Introduction.........................................................................................3
Facilities Available for Rent............................................................... 3
Reservations.......................................................................................... 5
Applications....................................................................................... 5
Payment............................................................................................ 5
Cancellations/Refunds.................................................................... 5
Rules & Regulations Regarding Use .................................................
6
Decorations.......................................................................................
6
Alcoholic Beverages.........................................................................
7
Photography.....................................................................................
8
LiabilityInsurance.............................................................................
8
Cleaning & Damages.......................................................................
9
Staff Supervision.............................................................................
9
Catering Restrictions......................................................................
9
Miscellaneous Rules & Regulations .............................................
10
EXHIBIT A — Ainsley House Garden Rental Waiver ........................11
EXHIBIT B — Schedule of Fees & Charges ....................................... 12
Page 4
�� Fr City of Campbell
Museum Policy
ryRL:lf aKu on
Rental of the Ainsley House Garden
INTRODUCTION
The Ainsley House was the family home of local fruit canning pioneer John C. Ainsley and his
wife Lucinda. The house sat on the corner of Hamilton Avenue and Bascom Avenue until it
was donated to the City of Campbell in 1989 and moved to its present location in November
of 1990. The City of Campbell made the home into a historic house museum, furnished with
many of the Ainsley family's original furnishings. It is open for public and private tours and
often contains changing historic exhibits. The Museum's primary mission is to preserve and
protect the historic building and contents for the pleasure of current and future
generations. The Ainsley House itself is a registered historical landmark and is not available
for rental uses of any kind. Events are welcome, however, in the Ainsley House Garden.
The Ainsley House Garden, located immediately behind the house, are a unique and
beautiful community facility available for public use for social gatherings, weddings and
other events as long as the historical integrity of the site is respected and preserved. Public
use is allowed in the enclosed garden area only. The garden will accommodate up to 220
people. As there are no alternate indoor facilities available, the Garden are only rentable
during fair weather months (May through October).
FACILITIES AVAILABLE FOR RENT
A. The interior of the Ainsley House is not available for rent at any time.
B. Only the enclosed Ainsley House Garden is available for rent. With the Garden, the
permittee has rights to access to the restroom and Bridal Changing Room inside the
adjacent Carriage House. No Kitchen facilities are available.
C. Use of the front of the Ainsley House for wedding ceremonies (not receptions) and/or
a backdrop for wedding photographs may be allowed with prior authorization of the
Museum Director.
D. Public restrooms are located in the Carriage House or in the lobby of City Hall.
E. The Museum/City does not provide tables, chairs or any other equipment for the
Ainsley House Gardens. The, permittee is responsible to determine their needs and
provide or rent required equipment. The permittee is also responsible for setting up
and taking down such :equipment. Museum's Event Attendant is responsible to assist
Page 5
with interpreting the rules and protecting the use of the site. They are not expected
to perform set-ups and take -downs.
F. There are no kitchen facilities available. A private patio area on the west side of the
house is provided for caterers to prep food. The permittee is allowed use of the patio
area on the east side of the garden surrounding the palm tree between the Garden
and Carriage House, but all activities must be kept within the confines of the enclosed
garden and this patio area.
G. The above -described grounds may be rented, for an established fee (See fee schedule
— Exhibit A), and in accordance with rules, regulations, and other applicable policies
relating to the use of the grounds, as a setting for private/public parties, weddings,
picnics, reunions or other group assembly not directly related to, or beneficial to the
Museum and its stated purposes.
H. MAXIMUM OCCUPANCY: Maximum occupancy of the Garden at any. given time for
any purpose is 220 persons.
I. HOURS OF USE: The Garden is available for events between the hours of 8:OOam and
10:OOpm. All uses must conclude no later than 10:OOpm and must be cleaned up and
all persons off the premises no later than 11:OOpm. No overnight uses are allowed. If
an event is scheduled during normal Museum operating hours, public access to the
House and the Carriage House will continue in accordance with the Museum's
published operation hours.
J. DATES OF USE: The Garden is an outdoor facility and as such is available for rental
only during the fair weather months of May through October. Special accommodation
may be made for other dates only with the approval of the Museum Director and
Recreation & Community Services Director. There are no adjacent indoor facilities
available to accommodate such events in the event of inclement weather. Per the Fire
Code, canopies and tents are not allowed in the Garden.
K. In addition to restrictions stated below in the rules and regulations section regarding
decorations, alcoholic beverages, photography, and liability/insurance, the following
restrictions and/or permissible uses of the Garden and grounds apply:
1. Supervised access is only allowed in the living room, lower foyers, sun porch and
den for photography purposes. Sitting.or touching of the objects inside the house
is not allowed. No access is allowed to other portions of the House or Carriage
House, for any purpose, other than Carriage House restroom and the upstairs
Bridal Changing Room.
2. Fundraisers are allowed and subject to the standard rental rates, plus a 50%
surcharge (1% times the standard rate). Museum staff does not have the authority
to grant discounts or fee waivers for any uses.
3. Commercial uses are allowed at the discretion of the Museum Director and/or the
Recreation & Community Services Director and may require the attendance of an
on -site staff person to supervise use for the protection of the facility and City's
best interests, and are subject to actual out-of-pocket City expenses.
Page 6
RESERVATIONS
A. RESERVATION APPLICATIONS
1. Applications are accepted during Museum business hours beginning on July 1s1 for
the following rental season (May to October of the following year). An
appointment with the Reservations Coordinator (866-2718) is recommended for
all bookings. Museum and Museum Foundation events may reserve in advance of
the above stated schedule and shall receive priority.
2. Applications must be submitted with applicable down payment (see below) to the
Reservations Coordinator at the Campbell Historical Museum office located at 51
North Central Ave., Campbell, CA 95008.
3. Reservations shall be accepted on a first -come, first -served basis.
4. Reservations shall not be considered confirmed until the permittee has made
payment and is in possession of an approved Ainsley Garden Facility Use Permit.
5. Calendar dates will not be "held" without payment and completed application.
6. Reservation must indicate the intended time of the event and include all required
set-up and clean-up time. The permittee will be charged for the entire time they
or their vendors are on site.. All clean-up must be completed, rented equipment
must be secured in the designated area and all persons must be off the premises
by the designated ending time. If persons shall remain on -site after the designated
ending time, additional facility use time/fees will be charged at one and one half
times the standard hourly rate..
7. Additions or reductions in reservation times can be made if the event schedule
allows, up to ten (10) days in advance of scheduled use with prior approval of
Museum staff. No changes may be made less than (10) days in advance of
scheduled use.
B. RESERVATION PAYMENT
1. Fees due at the time of application (see Exhibit A for current schedule of fees and
charges) in order to secure the desired date for an event:
a. Security deposit to hold the date and ensure proper clean-up/repairs;
b. Application fee (non-refundable);
c. Museum membership fee (non-refundable); and
d. 50% of applicable rental fees.
2. Checks should be made payable to City of Campbell.
3. The remaining balance is due 30 days prior to event. Any payments made less
than 30 days in advance must be made by cash, credit card or guaranteed money
order. The city accepts VISA, MasterCard and Discover cards.
C. CANCELLATIONS/REFUNDS:
1. In the event that cancellation of a confirmed reservation is necessary, it is the
permittee's responsibility to provide immediate WRITTEN (fax or e-mail
acceptable) notification of such intent to cancel use. Receipt of such written
notice shall provide staff with the authority to cancel the event and schedule
another event for that day.
Page 7
2. REFUNDS for cancellation of a confirmed use may be provided according to the
following conditions:
a. 100% of the Security Deposit shall be forfeited for all cancellations; however
a deposit may be transferred to a future booking as available and allowable if
the event is being postponed. I
b. 100% of the non-refundable Application Fee and Museum membership shall
be withheld.
c. Cancellations received more,than four (4) months in advance of a scheduled
use will receive a refund of 75% of the amount paid less the above -noted
application fee and membership fee.
d. Cancellations received 4 months in advance of scheduled use date will
receive a refund of 50% of the amount paid, less the application fee and
membership fee.
e. Cancellations received 3 months in advance will receive a refund of 25% of
the fees paid, less the application fee and membership fee.
f. Cancellations received less than 2 months in advance of the event date will
receive NO REFUND at all.
The City of Campbell reserves the right to cancel any use of facilities upon two
weeks written notice, exercised only in emergency situations or when rdeemed
necessary for the safety and best interests of the City of Campbell and all concerned.
In such cases, a full refund of all fees and deposits paid will be provided.
RULES & REGULATIONS REGARDING USE
All uses are subject to the below -listed rules and regulations.
A. DECORATIONS: Any proposed decorating or covering of, or changes to the
structures or grounds shall be discussed at the time of application. Where allowed,
the permittee shall be responsible for putting up any decorations and for all other
special preparations necessary for the function. Permittee shall also be responsible
for the removal of all decorations, special preparations and all of permittee's personal
property, owned or rented or be subject to forfeit a portion or all of security deposit.
In addition, the following rules apply:
1. All decorations must be flameproof or fire retardant. No crepe paper streamers
are allowed.
2. All decorations must be removed at the conclusion of the event.
3. Decorations may not be hung from light fixtures or off of any portion of the Ainsley
House exterior.
4. Candles or open flames are not allowed indoors. Candles or open flames outdoors
must be contained in a glass hurricane -container such that the container is tall
enough to be higher than the lit flame.
5. Any plants, trees, shrubs or other live greenery must be in waterproof containers
and must be carefully placed so as not to damage pavement, floors, turf, or block
fire exits. The Event Attendant can advise of an acceptable location for such items.
Page 8
6. No foreign substances may be applied to walks, decks or patios.
7. No runners or staked decorations or staked umbrellas are allowed on turf.
8. Relocation or rearrangement of furnishings or equipment owned by the City or
Museum Foundation is not permitted.
9. Birdseed, rice or other organic material are not allowed and may not be thrown or
otherwise dispersed on the grounds.
10.'Permittee is responsible for providing and setting up all tables, chairs, equipment,
supplies, allowable food, decorations, and other equipment necessary for the
event being scheduled.
11. Per the State Fire Code, tents and canopies are not allowed in the Ainsley Garden.
12. Beverages of any kind are not allowed inside the Ainsley House under any
conditions.
B. ALCOHOLIC BEVERAGES:
1. Alcoholic beverages are permitted in the enclosed Garden area and on the east
patio in front of the Carriage House (around the palm tree) only. Alcohol is not
allowed in front of the Ainsley House, in the public park (Orchard City Green) or in
the parking lot. Use of alcohol must be indicated and approved in advance on the
use permit.
2. Alcoholic beverages to be consumed on the grounds shall be limited to beer, wine
and champagne only. No hard liquor is allowed.
3. Requests for serving alcoholic beverages in other areas for special occasions may
be considered by the Recreation & Community Services Director or his/her
designee if such use is deemed to not cause a conflict with the established
Museum Policy and other public uses of the area.
4. Alcohol is not allowed at events held in the honor of a minor.
5. A group or an organization wishing to sell alcoholic beverages at their function
must first obtain approval from the Campbell Police Department; and upon
approval will be required to obtain, at their own expense, the appropriate permits
and licenses from the State Alcoholic Beverage Control Board. When alcoholic
beverages are sold, a 24-hour liquor license must be obtained by the sponsoring
organization. This. license may be obtained at the:
Alcoholic Beverage Commission
Santa Clara County District Office
100 Paseo de San Antonio #119
San Jose, CA 95113
Telephone: (408)277-1200
Evidence of this license must be on file in the Museum Office at least ten (10) days
prior to the event/function.
5. Permittees sponsoring/hosting events where alcoholic beverages are served may
be required, at theirexpense, to hire private security guards to be present for the
duration of their event and to provide liquor liability insurance (see Section D,
below). When required, proof of hire must be submitted to the Museum Event
Coordinator at least ten (10 ) days prior to the event.
Page 9
6. Failure to comply with required security, licenses, permits or certificates may
result in the voidance/cancellation of scheduled facility use and loss of all fees
paid.
C. PHOTOGRAPHY:
1. No renderings or photography, including black -and -white, color, slide
transparencies, motion picture and/or video for publication, is allowed in any
portion of the interior of the Ainsley House/Carriage House or Campbell Historical
Museum without the express written permission in advance and in conformance
with the Campbell Historical Museum's Statement of Purpose and Museum Policy.
The Museum reserves the right to refuse permission to photograph if the intended
use is not in the best interest of protecting and conserving collection objects
and/or structures per established Museum policy.
2. Any commercial organization or individual granted permission to photograph must
also rent the facility for the period of time required to complete the photography,
and will be assessed a 50% surcharge for such rentals. Any additional fees and
charges deemed necessary to compensate for potential impact upon the building
and/or collections will be at the discretion of the Museum Director.
3. Photography is allowed within the Ainsley House and front and back of Ainsley
House for private use only. For publication or commercial use see above and
contact the Museum Director (866-2757).
D. LIABILITY INSURANCE
1. The applicant shall be responsible for any and all damage to -the premises,
equipment or property during the time of occupancy. If after an activity additional
janitorial maintenance is required (in excess of normal cleaning services/time), the
applicant will be charged accordingly.
2. The applicant is responsible for all actions; behavior and damages caused by
his/her guests, attendees, vendors, caterers and any other contractors performing
work for the permittee.
3. All applicants requesting use of the facility for events deemed potentially
dangerous will be required to provide the City with an original copy of a Certificate
of Insurance providing public liability and property damage insurance in an
amount not less than $1,000,000 per occurrence, and naming the City of Campbell
and Campbell Redevelopment Agency as additional insured. It must state that the
insurance may not be cancelled or reduced without 15 days prior written notice to
the Certificate Holder (City of Campbell & Campbell redevelopment Agency, 70- N.
First Street, Campbell, CA 95008). The certificate must be submitted to the
Museum Office at least ten (10) days prior to the event.
4. The City of Campbell and Campbell Historical Museum is not responsible for
accidents, injury, illness, or loss of group or individual property.
5. The City of Campbell and Campbell Historical Museum does not accept liability for
any party rental equipment that may be placed on left on Museum property, nor
do we sign for rental deliveries.
Page 10
E. CLEANING AND DAMAGES:
1. All uses of the structures or grounds are subject to a refundable damage deposit,
payable at the time the reservation is made.
2. The deposit shall be held until the Museum Director has reviewed staff reports
regarding use;
3. If there was no damage to the facility, event started and concluded within
scheduled time, and clean-up was satisfactorily completed, the deposit will be
refunded by mail within 15 to 30 days.
4. Satisfactory clean-up of the facility includes the following:
a. Removal of all decorations, including tablecloths, balloons, streamers, signs, etc;
b. Removal of all trash and refuse;
c. Removal of tables, chairs and all other equipment; and
A. No damage to the lawn, garden, house or premises.
e. Any cost for repairs, equipment replacement, additional staff time required to
clean up after use, and/or any repairs required to the lawn, sprinklers, garden,
house or premises will be deducted from the cleaning and damage deposit. If
fees due shall exceed which exceed the deposit will be billed to permittee.
5. Permittees are responsible for any and all damages caused by their guests or
vendors.
F. STAFF SUPERVISION: The City of Campbell will provide trained staff to be on duty
throughout a scheduled use. Event Attendant is responsible to interpret the rules and
regulations regarding facility. use and to protect the premises. Attendant shall offer
assistance during the use, -including opening and closing the facility at designated,,
time, explaining normal procedures, answering questions, supervising use, and
handling emergencies. Any dangerous, unlawful or unruly behavior will be reported to
permittee, who will be held responsible for corrections. If at any time staff feels an
event or use is out of control, the Campbell Police Department will be called in to
respond to the situation. If any charges shall ensue for such a call, Permittee shall be
responsible for any and all charges.
G. CATERING RESTRICTIONS
1. The city has no -restrictions on caterers. You can hire any licensed caterer, or cater
your event yourself.
2. A City staff person must be present at any time a vendor is on site. This time must
be scheduled and paid for in rental fees.
3. The Museum's Event Attendant has the ultimate authority for site use.
4. Food prep area is limited to the canopy covered area on the west side of the house.
No other area is accessible or to be used for food prep or storage.
4. Barbecue equipment can only be used in the dirt parking lot area on the east side
of the Carriage House. All barbecues shall be portable trailered units. No coals or
other debris shall be dumped on -site.
5. Food and cake may not be placed on any tiled area.
6. If a bar is planned, it may be set up under the magnolia tree or on cement walkway
but NOT on the grass.
Page 11
7. All garbage must be removed from site including contents of waste receptacles
located on the site. A dumpster is located adjacent to the Carriage House on the
east side in the gravel parking lot.
8. Care must be taken not to drip liquid; especially garbage bag contents, across
cement areas when cleaning up — this will result in a monetary deduction from
the permittee's damage deposit.
9. Caterer are responsible to bring their own tables and prep equipment, warmers,
dish bins and cleaning materials. Chafing dishes may be rinsed, but no food debris
shall be dumped on -site.
10. Electrical outlet by food prep area can be used for only 1 (one) coffee pot. Two
pots will blow a fuse. Use outlets by arbor, under redwood tree or base of the two
pillars by French doors.
11. Any placement of items on the grass that may result in damage to lawn can cause
you to incur damage expense — this refers to umbrellas or other heavy items set
up before the stated rental time.
12. DO NOT STAKE ANYTHING INTO THE GRASS: UMBRELLAS MUST HAVE A FLAT
BASE.
13. The permittee has paid for a specific amount of time for use of the gardens which
includes caterer's set up and take -down. Please coordinate ceremony and
receptions times and catering set-up needs with the permittee so that the
appropriate time may be allowed for.
H. MISCELLANEOUS RULES & REGULATIONS
1. Groups composed of minors must be supervised by one adult for each twenty (20)
minors. Children shall be supervised at all times and not allowed to run freely
throughout the complex.
2. Any persons violating rules and regulations or constituting a public nuisance will be
required to leave the facility/premises immediately when asked.
3. The misuse of the facility, failure to conform to facility regulations or any other
federal, state, or local law, rule, regulation or ordinance will be sufficient reason
for immediate termination of permit. No refund will be granted in such cases.
4. Only facilities designated on application may be used.
5. Gambling on the facility premises is prohibited. Gambling shall be defined as any
game of skill, chance or raffle, played with cards or any other device for money or
any other representative item of value.
6. Museum Director or any other duly authorized representative on duty shall have
the right to enter facility at any time during any and all uses.
7. Permits/reservations cannot be transferred, assigned, or sublet.
8. The Museum Director or his/her designee shall regulate or prohibit any such
activity or use which in his/her judgment is determined to be of a hazardous
nature, or is potentially dangerous or damaging to property or is not in the best
interest of the citizens of the City of Campbell.
9. The City of Campbell reserves the right to amend fees and charges as deemed
necessary. Previously approved reservations will not be affected by new rates.
10. Firearms, weapons and open flames are prohibited pursuant to Municipal Code
Chapter 13.04
Page 12
Event Name:
City of Campbell
Ainsley House Garden Rental Waiver
Event Date:
EXHIBIT A
I have received a copy of the Campbell Historical Museum Policy on Rental of
the Ainsley House Gardens and I agree that I understand and will abide by all
of the rental policies, procedures and regulations.
I assume responsibility for following the policies applicable to the use of the
facility, and for the behavior and actions of my guests and
vendors/contractors. I do not hold the City of Campbell responsible for
accidents, injury, illness or loss of group or individual property.
Renter Date of Signature
Witness Date of Signature
Page 13
City of Campbell
RECREATION &COMMUNITY SERVICES FEES
A- Graunds
se=rity Depcait
Addirfanz I Pent2l Houm 152t)
Addifonal Rental HDLm ffri,#.Iunj
Cleaning Fee
Campbell Residents will be given a 0% discount on all event rental ratez-
FrZd2r, and Sundzz
Other Remtal,-
Fund RzsingGmqpz and CormmeT62t fi[MiMg
Non-Commencia] PhOtW2phy
3- Tour Rees - Ainsley House
Ad ults
Senior;
Youth 1,71
Children (Under 71
Membert
Holi-davrGM (LIJ15-121201-
Adults
sen"ols
Youth
C- Group Tours - Ainsley House
17-171
tn (Under 7)
EXHIBIT B
$300 per hour
$275 per hour
'150firer event
4 hcuft,
atir
$2,GW
$1,6213
$2,16D
$2,3DD
1� 51,200
$1,S00
S2A00
$3,0W
Page 14
City of Campbell
RECREATION & COMMUNITY SERVICES FEES
!—:eltv Deposit
ern Rental Rate
Docent Led Tour
Up to 15 People
upto3oPeople
Open AinSIEJ mouse walk -Through
fi- hoLT Minimum)
E. Admission r-ees, - Historkal museum
iNi"k
Al,
Adults
Seniors
Youth %7- 171
Chifdren (Under 7)
r,%rnbers
I ownNned ticket = Ainsley gi=e I tfmrical miseum
L Sdiocl ELMMm, tfistogical Mmeuin & Ajn5L-V 11=52
%i
FAmmurn for classes of up to -V Students 7$160
Each Additional Student
Free chaperones ft,� , 7 77
Page 15
City of Campbell
RECREATION & COMMUNITY SERVICES FEES
-Z
"Ainsfi-v W
G. museum staff Research - Research of arch�m recoTds and photographs--
tai Images.
New f<an
image of Bdstlng scans
fining and Printing on Photo Paper
in a zwk-.
For -Profit Entity
Non -Profit 09gankafiGn
orial, Use (magazzine or non-schaladf journall:
For -Profit Entry
Non -Profit Organization
ilarty Publication
ertising firan-editoriai, book cmsrs� 11yer I brochure aft work in a place of
ness, etc-)-
For -Profit Entity
Nam-Profft Grzanizaton
For -Profit Entity
Non -Profit organnatiGn
For -Profit Entity
Non-Rr6fit Organization
rnetl 'website:
Fear -Profit Entity
Non -Profit organLzation
re�atedrequests
$20 Per image
$10 per image
t4ot provided
$15o per image
$35 per irna_e
$75 per image
$25 per image
$10 Per image
$150 per image
$35 per image
$130 per image
$33 per image
S100 per image
$23 per image
$IGO per image
$23 per image
Page 16