Room Rental Policies
Non-Refundable Deposit: A deposit of $50 is required on top of the security deposit for all room rentals. A deposit of $20 is required for all gymnasium rentals. These deposits are non-refundable, and can only be done if the rental is more than 2 weeks out.
Pavilion Rentals: Rental fee is due in full at the time of booking. Cancellations must be made at least 5 business days in advance; a $20 service fee will be held for all pavilion rental cancellations.
Rental Request Deadline: If a rental is requested less than 10 business days of the event date, the rental time must be within the pre-scheduled time for the building or park staff hours of that day. No pavilion rentals may be booked if there is not a pre-determined staff scheduled for that park on the requested date. Rentals booked less than 10 business days from the reservation date will be assessed a $25 surcharge.
Cancellation Policy: Room reservations must be cancelled at least 5 business days (Monday - Friday) in advance to receive a refund of their security deposit. Gymnasium and pavilion rentals must be cancelled at least 5 business days (Monday - Friday) in advance in order to receive a refund. Refunds may take 3-4 weeks to process and will be returned to the contract holder directly. Cancellations of less than 5 business days (Monday - Friday) in advance will not be issued a refund. Reservation date may be rescheduled at no additional charge, pending availability. Rescheduling a date must be done at least 3 business days prior to the current reservation date. To request a refund for rental cancellation or if you need to reschedule, email Amanda Hughes at ahughes@rare-mi.org with the contract holder’s name and rental details. Please use the email that is associated with the rental contract.
Remaining Balance for Room Rentals: The balance must be paid 10-business days (Monday - Friday) prior to rental. If the rental fee is not paid 10-business days (Monday - Friday) in advance, a $25 late fee will be assessed. Reservations with less than a 5-business day time frame with a remaining balance are subject to cancellation with no refund processed. If the balance is paid less than 10 business days (Monday - Friday) prior - THE PAYMENT MUST BE IN CASH, MONEY ORDER OR CREDIT CARD - no personal checks will be accepted. Remaining balance can be paid online or in person. Cash payments CANNOT be taken after 4:00pm Monday – Friday or anytime Saturday or Sunday.
Rental Etiquette: Room rentals must respect the staff, other patrons and the facility of the Recreation Authority. Noise level should be kept to an appropriate level as to not disrupt other gatherings or programs occurring in the facility. Minors must be fully supervised in and outside of the rented room by an adult. Minors are not permitted to be outside of the room in the lobbies or hallways unattended. Members of the gathering may not congregate in lobbies once rental time has concluded. Food and beverage must be consumed in the rented room only. Food and beverages are permitted outside of the room for transportation purposes only. Contract holders are responsible for the guests of their party.
Permitted items/services for Room rentals:
●balloons (no confetti) ●balloon arches ●backdrops ●table covers ●chair covers
●centerpieces (no live flame) ●caterers ●chafing dishes ●small bluetooth speaker
●radio ●one extra 4 ft collapsible or card table ●wall decorations – MUST use Blue Painters Tape only!
●concession equipment – MUST be personally owned ●non-alcoholic beverages ●kitchen use - for warming purposes only
Alcohol Policy: Alcohol is NOT allowed at the Recreation Authority Center, Eastpointe Parks, or Roseville parks. Beer & wine is allowed in Eastpointe parks. Glass is not permitted in any park at any time.
Entertainment Policy: Additional entertainment that requires liability insurance, such as bounce houses/inflatables, soft play, petting farms, pony rides, trains, dunk tanks, gaming trucks, concession items and tent/table/chairs are NOT permitted for rentals. Entertainers such as clowns, magicians, face painters or characters ARE permitted for rentals. A notice of entertainers is appreciated, but not required.
Day of Event: Responsible Party (contract holder) must be on site for the entire rental, the room/gym or pavilion will not be available until renter arrives.
Additional Contract Holder: One additional contract holder may be added to a reservation contract. A request form must be filled out and submitted to the Recreation Authority Main Office Staff prior to the additional persons being added. The fee to add an additional contract holder is $25 per rental.
Security Deposit Return for Room Rentals: Security deposit will be refunded and returned 3-4 weeks following the rental date, provided the condition of the room does not require additional maintenance, renter does not exceed rental period and contract requirements are adhered to. If renter contract requirements are not adhered to, amount withheld from the deposit is made by the discretion of the Recreation Authority.
