Rules, Policies, Terms & Conditions

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General Rules

  1. Event to begin and end on time.
  2. Smoking is prohibited in all City parks, facilities and beaches.
  3. Decorations are subject to rules and policies of each facility.
  4. Recycling and the use of compostable food packing are required in all City facilities.
  5. Gathering of wood is prohibited.
  6. Setup and cleanup of event site or facility is the responsibility of the permittee. Certain exceptions may apply (see additional terms and conditions for the Civic Auditorium).
  7. Adherence to posted park rules and City staff directions is mandatory.
  8. Additional conditions may apply. See your facility agreement for more information.

Activity Fee & Refund Policy

Where two (2) fees are listed, Santa Cruz City residents (R) pay the discounted fee and Nonresidents (NR) pay the higher, i.e. $42.00(R)/$52.00(NR).

Advance registration required for all classes.

Age level indicates the age that participant must be by the first day of class.

Refunds and Transfers

When a class is cancelled by the Parks and Recreation Department, a full refund will be given to each registrant. When a registrant withdraws from a class, the following options are available:

  1. Up to four (4) business days before the first class meeting:
    • Transfer fee to another Parks & Recreation activities, classes and trips.
    • A $5 processing fee is charged per registrant, per class.
    • Withdraw with a credit to the Parks and Recreation account. A $5 processing fee is charged per registrant, per class.
    • Refund of class fee. A $20 refund fee is charged per registrant, per class.
  2. From three (3) business days before the first class:
  • No refunds, transfers or credits will be given.

Business Days are Monday-Thursday, excluding City holidays. Credit balances can be used for other classes or refunded anytime within a maximum three-year period. Please allow up to 3 weeks to receive a refund check.

Facility Use Guidelines

  1. Reservations must be made a minimum of five (5) business days in advance.
  2. Reservations are accepted on a first-come, first-served basis, so early reservation is recommended.
  3. Alcohol is permitted at the Civic Auditorium, Louden Nelson Community Center, and Harvey West Club/Scout House with an approved permit and other reservation areas except beach areas. Alcohol permits are required for any alcohol consumption. Alcohol Beverage Control (ABC) permits is also required for sale of alcohol. Visit www.abc.ca.gov for more information on obtaining and ABC permit.
  4. Commercial sales of any kind must be approved by the Director. (Non-profit groups may submit a written request for permission for sales from the Director of Parks & Recreation.) The City requires a percentage of the gross sales.
  5. Policies regarding insurance, deposits and cancellations vary by facility.
  6. Bounce Houses are allowed only at DeLaveaga, Harvey West, Laurel Street and Grant Street Parks. Permits are required and are limited in number. A stand-alone permit fee is applicable for the DeLaveaga Park meadow; bounce house fees are discounted at both DeLaveaga and Harvey West with a picnic site reservation. An approved bounce house company list is available upon request.
  7. In compliance with SCMU 9.36 amplified sound must be turned off at 10:00 pm at the Harvey West Club/Scouthouse.
  8. Amendments to rentals at park's facilities must be made at least four (4) business days prior to the start date of the event or be subject to an administrative fee and supervisor approval.

Standard Conditions for Facility Use

  1. A firm rental contract is required for all uses and permits must be in possession of the event permittee or representative during the event.
  2. Rental contracts are issued only to adults eighteen (18) and over. Alcohol permits (where applicable) are issued only to adults twenty-one (21) and over.
  3. Certificates of insurance naming the city as additional insured are required for some events held in city facilities. See City's "standard insurance requirement" handout for more information.
  4. Nonresidents are charged an additional fee for rental of city facilities per City Council policy.
  5. A refundable security deposit is charged, in addition to rental fees, for all indoor facilities and for outdoor facilities when alcohol is served. Refund of the deposit will depend on the condition of the facility after use.
  6. Licensed security personnel are required at the Clubhouse/Scouthouse whenever alcohol is served. Cost for this service will be charged to the permittee. The parks and recreation department will determine the specific security personnel needed and will arrange for their presence.
  7. Refunds. For events cancelled thirty (30) days or more in advance, fifty-percent (50%) of the rental fee will be refunded. for events cancelled less than thirty (30) days, rental fees are nonrefundable.
  8. Recreational Equipment. Bounce houses are permitted in some parks areas with an approved permit, payment of applicable fee, and proof of insurance. Some events, based on attendance, may be required to pay for additional trash receptacles, portable toilets, and other equipment.
  9. City admission and sales tax: any event which charges admission is subject to the City admissions tax at five-percent (5%). See city's "Admissions Tax page" for more information. Events which include sales may require City Council approval. The City charges a percentage on all sales at events held at City facilities.
  10. Attendance is limited to the occupant load of the facility as established by the City fire marshal or as determined by the Department.
  11. Entrance to the facility is allowed at the time specified on the approved application and users are expected to leave at the time specified. Permittee may be billed for any use beyond the approved end time. Access cards or keys, if applicable, may be picked up the business week of the event date at the Parks & Recreation Administrative Office, 323 Church  St. Mon - Fri, 8:00 am - 5:00 pm excluding City holidays.
  12. Lost, stolen, or damaged facility access cards or keys are subject to a replacement fee.
  13. Permittee must leave all facilities/amenities clean, orderly, and undamaged and fully secure according to checkout form provided. If the facility is not left in a satisfactory condition as determined by the Department, a portion or all of the deposit will be retained. If the deposit does not cover cost of cleanup or damage, permittee will be billed additional fees. If the facility or area is not clean and orderly upon your arrival, it should be brought to the attention of a Department employee as soon as possible.
  14. No fires are permitted, other than in designated areas. Only fireproof or fire retardant materials may be used for decorations, and at no time shall exits be covered or obstructed.
  15. No staples, pins, tacks, nails, screws or other objects are allowed to be placed into any part of the facility, any equipment or furniture in the facility, or any picnic tables or trees in the park. No stakes or objects longer than six (6) inches may be driven into the park turf.
  16. No structure or sets are to be built and no shrubbery or trees are to be cut, trimmed, or destroyed.
  17. Alcoholic beverages are permitted only in the Harvey West Clubhouse & Scouthouse, picnic areas with prior reservations, Louden Nelson Community Center, and the Civic Auditorium. Alcohol must be consumed within reserved areas. State laws on alcoholic beverages prevail. An alcohol consumption agreement is required. An alcohol beverage control permit is required if alcohol is sold.
  18. No smoking is permitted in city public buildings or on park trails.
  19. All permittees holding events or activities on City property must adhere to the City's environmentally acceptable packaging and products ordinance (SCMC 6.48).
  20. Sound amplification and the volume of all noise must be in compliance with SCMC 9.36 and 9.40.
  21. Permittee will comply with the protocols, reporting, and training required under California Health & Safety Code section 124235, AB 2007, and other laws pertaining to concussion evaluation, removal from play, and return to play protocols. Refer to the Centers for Disease Control & Prevention (www.cdc.gov/headsup/index.html).
  22. Parking is available in parking lots and on nearby streets on a first-come, first-served basis. No parking is allowed in undesignated areas without prior written authorization from the parks and recreation department.
  23. No animals, other than Seeing Eye and companion animals, are allowed in indoor City facilities, picnic areas or sports fields.
  24. No publicity of any type may be released for use relating to an event until approval is granted for the application.
  25. If the event involves any type of performance, such as music, poetry reading, etc., the permittee warrants and represents to the City of Santa Cruz that the use of the facilities will not result in an infringement of any right protected under Title 17 of the US Code (copyrights) and that permittee will be solely responsible for the content of any performance at the facility. Permittee further agrees to assume the defense and indemnify and hold harmless the City of Santa Cruz, its officers, and employees from every expense, liability, or payment, including attorneys' fees, by reason of any claimed infringement of any rights protected under Title 17 of the United States Code.
  26. An authorized representative of the City shall have the right to enter the facility and all parts thereof at any and all times during a scheduled event. The City of Santa Cruz retains the right to revoke permission for use of a facility at any time. The Parks & Recreation Department may terminate any special event activity when it is necessary for the safety, health, morality, welfare, or reasonable enjoyment of the public, for protection of resources, for the violation of any rules and regulations of the city of Santa Cruz, or if it is deemed necessary in the public interest.
  27. The Parks & Recreation Director may make exceptions to established policies, rules, and fees when deemed in the best interest of the City or community.

Indemnification

Agreement to Release, Indemnify and Hold Harmless the City of Santa Cruz

  1. In consideration for the City of Santa Cruz (hereinafter known as "City") agreement to allow Permittee to use the above mentioned City facility, hereto, Permittee hereby agrees on behalf of itself, its agents and employees, to indemnify and hold harmless the City and the City's representatives, officers, agents, employees and volunteers (hereinafter jointly referred to as "Releasees") for all damage, loss, claims, suits or action of any kind or nature whatsoever, including attorney fees brought for or on account of damage to property, or injuries to, or health of any person, resulting or alleged to have resulted directly or indirectly, wholly or partially, from the use of the Facility for the Event or from the conduct of the Event sponsored by Permittee at the Facility.
  2. Additionally, Permittee hereby agrees to indemnify Releasees against and hold Releasees harmless from all damage, loss, claims, suits or action of any kind whatsoever, including attorney fees, which Releasees may sustain or incur, in whole or in part, as a consequence of the Permittee's negligence or intentional misconduct in the use of the Facility or the conduct of the Event sponsored by Permittee at the Facility.
  3. In further consideration of the City's agreement to allow Permittee to use the Facility, Permittee hereby agrees not to assert any claim against, sue, attach the property of, or prosecute Releasees for injury or damage alleged to have been causes in whole or in part by Permittee's use of the Facility or the conduct of the Event sponsored by Permittee at the Facility, or any other activity undertaken by Permittee at or about the Facility with or without the City's permission.
  4. Should it become necessary to enforce the terms of this agreement by legal or equitable action or should Permittee breach this agreement, Permittee shall pay legal costs and attorney fees incurred by the City of Santa Cruz whether in defense of a suit by Permittee or in the prosecution of a suit against Permittee.

Standard Program Activity Waiver

Permission to participate in a program(s) sponsored by the Santa Cruz Parks & Recreation Department is given for myself and/or my child(ren). In consideration of participation in such program(s), I, on behalf of myself and/or my child(ren), hereby agree to release, hold harmless, indemnify and defend the City of Santa Cruz, its agents, employees, and volunteers from any and all claims or liability (including attorneys' fees and defense costs) for bodily injury or property damage arising from me or my child(ren)'s negligence or willful misconduct relating to me or my child(ren)'s participation in the above program(s).

I, on behalf of myself and/or my child(ren), understand and acknowledge that I have read the Concussion Information Sheet and agree to the protocols and that I have spoken with or will speak to my child(ren) about the information presented in the Concussion Information Sheet.

I, on behalf of myself and/or my child(ren) assume all risk for any injuries relating to participating in the above program(s). My duty to release, hold harmless, indemnify and defend the City of Santa Cruz shall not apply only when (1) the injury to person or property arises wholly from the negligence or willful misconduct of the City or its agents or employees or volunteers and (2) I nor my child(ren) have contributed in no part to the bodily injury or property damage. I hereby give the City of Santa Cruz Parks and Recreation Department the right to use photographs taken of me and/or my child while participating in the above activity(s) for reproduction in any medium for purposes of advertising, trade, display, exhibition, or editorial use.

General Sports Program Waiver

I, the undersigned player, acknowledge, agree and understand that:

  1. Voluntarily and of my own free will, I elect to participate as a member of the registered sports team and in consideration for the City’s agreement to allow my participation I voluntarily elect to accept and abide by Department sports league rules and the SANCRA Code of Conduct. I further agree to abide by and obey all laws while I am on City property in connection with my participation and acknowledge that my failure to obey the rules, code of conduct or laws will be cause for the City, without further warning and without refund of fees, to forfeit one or more of my team’s games or to expel me or my entire team from the league.
  2. I understand that there are certain risks and hazards involved in participating in sports that may result in injury or death to me or other players, including but not limited to, those hazards associated with weather conditions, playing conditions, equipment and other participants.
  3. I understand that the very nature of sports activities is hazardous and risky, including, but not limited to, the acts of throwing, kicking and playing of the ball, running, jumping, stretching, sliding, diving, and collisions with other players and with stationary objects, all of which can cause serious injury or death to me and to other players.
  4. I voluntarily elect to accept and assume all risks of injury incurred or suffered by me (a) while practicing or playing as a member of the team so designated, (b) while serving in a non-playing capacity as a team member during practice or play by other teams or by other players on my team, and (c) upon the premises of any and all of the venues arranged for by my team or league for practice or play.

In consideration of participation on this team, I on behalf of myself, hereby agree to release, hold harmless, indemnify and defend the City of Santa Cruz, its agents, employees, and volunteers from any and all claims or liability (including attorneys' fees and defense costs) for bodily injury or property damage arising from my negligence or willful misconduct relating to my participation in the above program. My duty to release, hold harmless, indemnify and defend the City of Santa Cruz shall not apply only when (1) the injury to person or property arises wholly from the negligence or willful misconduct of the City or its agents or employees or volunteers and (2) I have contributed in no part to the bodily injury or property damage. I hereby give the City of Santa Cruz Parks & Recreation Department the right to use photographs taken of me while participating in the above activity for reproduction in any medium for purposes of advertising, trade, display, exhibition, or editorial use.

Standard Definitions of Terms

“City” refers to the City of Santa Cruz, its agents, officers, employees or other authorized persons or official bodies.

“Permittee” designates the person(s), legal entity and/or authorized agent on behalf said person(s) or legal entity entering into agreement for disclosed services and/or use of facilities of the City.

“Department,” unless stated otherwise, refers to the Parks & Recreation Department of the City of Santa Cruz.

“Director,” unless stated in the context of other departments and/or agencies, refers to the City’s Director of Parks & Recreation.

“Resident” refers to those individuals or legal entities that reside in or are based within Santa Cruz City limits or jurisdiction.

“Nonresident” refers to those individuals or legal entities that do not reside in or are based outside of the city limits or Jurisdiction of the City of Santa Cruz.

“Permit” refers to the agreement between Permittee and the City for use of City facilities on a conditional basis and for the duration stated on the Firmed permit.

“Firmed” reservations include issued permits and rental contracts that have been fully executed and signed by an agent of the Department and the Permittee.

“Participants” are those individuals, with permission granted by said individual, guardian/parent, or legal caretaker, to participate in registered City activities, classes, sports leagues or trips.

“Waiver” is the signed agreement to participate in City activities, classes, sports leagues or trips.

Applicable fees and deposits and are listed on the Department’s Fee Schedule which are subject to change with notice.