Rental Policies and Regulations for the Civic Arts Plaza Board Room, Oak Room, Park Room, Courtyard of the Oaks, and the Park at the Civic Arts Plaza

The above meeting rooms/areas are available to Conejo Valley educational, civic, and cultural groups and local organizations when not in use for City activities. With the exception of governmental agencies, organizations requesting use of City facilities must be able to provide documentation of their non-profit status.

GENERAL REGULATIONS

1. Responsibility for areas reserved must be assumed by an adult 21 years of age or over. Proof of age may be required.

2. All events must be open to the public at large unless the event is a private theatre reception.

3. Non-City sponsored groups may schedule no more than one meeting a month.

4. Regularly scheduled religious services cannot be held.

5. Use of a meeting room does not constitute endorsement by the City, and the City cannot be responsible for providing information on your event.

6. Members of groups using a room will not be paged to the telephone except in cases of emergency. City staff will not accept telephone messages for meeting attendees.

7. Materials may not be affixed to any surface (e.g., walls, doors, windows) without prior approval, nor may non-approved printed materials be distributed on City property.

8. Smoking is not permitted except in designated outside areas.

9. Each group is responsible for leaving the reserved area clean and prepared for the next meeting, including returning chairs to the proper location. Each group must remove their trash from the meeting area and place in appropriate City containers. A $25 an hour custodial fee will be imposed if these conditions are not met.

ROOM RESERVATIONS
Information and rental applications may be obtained by calling the Community & Cultural Services Department at (805) 449-2766. The application is also available in Adobe Acrobat pdf file. **If you do not have Adobe Acrobat Reader® click below for information on how to download a free copy of Adobe® Acrobat Reader to view PDF files: Adobe Acrobat Reader

A written application must be on file with Community & Cultural Services Department to reserve the above facilities for all non-City/Theatre-related events.

A. Regular Use: (i.e., monthly meetings and/or all requests to use facilities more than twice during a three-month period) Reservations may be made on a quarterly basis. Reservations for each quarter will be taken beginning the first business day of the month preceding each quarter, e.g.,

December 1 - for January, February, and March;

March 1 - for April, May, and June;

June 1 - for July, August, and September; and

September 1 - for October, November, and December.

B. Infrequent Use: (i.e., special meetings or activities occurring no more than twice within a year.) Groups may schedule use of the meeting rooms up to six months in advance.

C. Priority of Access: First Priority - City-sponsored meetings, Second Priority - Local non-profit groups

CONFIRMATION
Please contact the meeting room coordinator at the above telephone number to confirm receipt/approval of applications and faxes.

CHANGES
Any changes in the original purpose or type of meeting must be submitted in writing for approval; however, the City may not be able to comply with last-minute changes or requests.

CANCELLATION
Cancellation of facility use is the responsibility of the applicant. Failure to notify the City of a cancellation one week prior to the event date will result in loss of reservation fee and affect future facility use privileges. The City reserves the right, within 48-hours' notice, to cancel use of the facilities in order to hold a City-sponsored meeting/event.

FEES
A. City of Thousand Oaks: There is no charge for meetings, receptions, and events in the community meeting rooms.

B. Non-Profit Groups (requires group identification number): There is no charge to utilize community meeting rooms during City Hall hours. After hours and weekend meeting room fees are $29.00/hour - Board Room; $23.00/hour - Oak Room; $22.00/hour - Park Room. The Courtyard of the Oaks or the park are $100 a day.

C. Profit and Outside Organizations: Monday - Friday 7:30 a.m. to 10:00 p.m: $14.00/hour - Board Room; $8.00/hour - Oak Room; $7.00/hour - Park Room. The Courtyard of the Oaks or the park are $250 + 15% of all sales (requires resale number). After hours and weekend meeting room fees are $29.00/hour - Board Room; $23.00/hour - Oak Room; $22.00/hour - Park Room.

D. Groups must vacate rooms at the time designated on the Reservation Application. Failure to do so will result in an overtime fee of $25.00 per hour.

E. Refreshments: A $25 fee will be charged to all non-City groups serving refreshments.

F. Clean-up: A $25 an hour custodial fee will be imposed if the room is not left clean and ready for the next meeting.

INSURANCE
Non-City groups are required to furnish City-approved insurance certificates. Please see "Certificate of Insurance Requirements".

CAPACITY
Room capacity is determined by fire and safety regulations and may not be exceeded. Access to and from the rooms may not be blocked. Meeting adjournment will be requested if violation occurs.

REFRESHMENTS
A non-refundable fee of $25 will be charged to all groups serving refreshments. If the event is a theatre-related event, refreshments must be provided by the City concessionaire. If alcohol is served, it must be provided and served by the City concessionaire. The City does not provide coffee makers, dishes, etc.

EQUIPMENT
Equipment (e.g., overheads, televisions, VCRs) furniture are not available.

DAMAGES
Any damages, including spills, should be reported immediately. Undue damage will be charged to the user. Groups leaving meeting rooms in poor condition will be denied future use.

CLOSING
Groups must vacate the facility at the time designated on the Facility Reservation Application (or earlier). Upon leaving the room, a representative from the organization must notify City personnel that the room is vacant so that it may be locked. Any damages resulting from failure to do so will be charged to the user, and future room use may be denied.

Certificate of Insurance Requirements
for the Board Room, Oak Room, Park Room,
Courtyard of the Oaks, and Park Area

Thousand Oaks Civic Arts Plaza, Community & Cultural Services Department
2100 Thousand Oaks Boulevard, Thousand Oaks, CA 91362
Phone:(805) 449-2766 Fax:(805) 449-2750

In order for an event to take place, a City-approved Certificate of Insurance must be on file with Theatres. All tenants are required to furnish the City of Thousand Oaks with a current insurance certificate for:

$ 500,000 - property damage
$ 500,000 - personal injury
$1,000,000 - any one accident or occurrence

A Certificate of Insurance may be obtained from your insurance company. If you do not have insurance, it may be purchased directly from the City of Thousand Oaks. In the event insurance is purchased from the City and an approved Certificate of Insurance is received from your insurance company prior to the scheduled event, a full refund of the City insurance premium will be made.

Please Note: If you wish to purchase insurance from the City of Thousand Oaks, please call (805) 449-2766 to obtain a price quote; fees vary according to the number of people attending the meeting.

THE FOLLOWING INFORMATION IS REQUIRED ON ALL CERTIFICATES OF INSURANCE AND MUST BE ON FILE OR PURCHASED FROM THE CITY AT LEAST TEN DAYS PRIOR TO THE EVENT:

An additional insured endorsement form (a second-page endorsement form IN ADDITION to the Certificate of Insurance) must be provided naming both the City of Thousand Oaks and the Thousand Oaks Redevelopment Agency as additional insured.

The Cancellation Clause must read as follows:

"Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 10 days' written notice to the certificate holder named to the left."

Please note: The words "endeavor to" and the phrase "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" have been omitted.