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Home > Our Facilities > Facility Rentals > Weddings and Special Events > Room Rental Policy

Room Rental Policy

We are prepared to do whatever it takes to make your event a success. To aid in this and to clearly communicate expectation, we ask that the contact person for your event read and follow these policies. If at any time you have questions, please contact us immediately.

Rental procedures

  1. A reservation is not guaranteed until a deposit of 50% of the rental cost is received. Reservations may be made 18 months in advance of the event.
  2. Balance of rental and damage deposit are due no later than 21 days before the event date. Pending a post event facility review by Community Activity Center (CAC) staff, the deposit will be refunded within 10 days of the event, or applied to an outstanding balance.
  3. One contact person should be designated to oversee all arrangements with the CAC. This will help ensure a quality event for the renter. This person is responsible for making an on-site appointment with the CAC facility coordinator to finalize arrangements a minimum of 3 weeks prior to the event. The CAC and its employees are not responsible for any problems that occur with any event that has not had an on-site meeting with CAC staff.
  4. The renter may cancel a reservation by giving written notice to the CAC. If the date can be re-booked, the 50% deposit will be refunded; if unable to re-book the deposit is forfeited.
  5. The facility may not be sublet by the renter, nor may the application be transferred or assigned.
  6. The kitchen is off limits to anyone other than licensed and insured caterers and CAC employees.
  7. Under certain conditions, CAC staff may be forced to cancel a rental agreement before the event. Possible reasons for cancellation include but are not limited to: a declared state of emergency, unsafe environmental or health conditions, or interrupted utility services. In such an event, the renter agrees that the City of Brooklyn Park is not responsible for anything the renter may suffer or incur due to such a cancellation. The City will attempt to notify the renter as soon as possible if such cancellation occurs. All fees paid to the City by the renter may be refunded to the renter if the reservation is cancelled by the CAC for any of the above reasons.
  8. If booking a National Guard facility, the Lessor reserves the right to cancel this agreement at any time and that no claim for any damage that may result to Lessee from any such cancellation shall be asserted or maintained against the Lessor.
  9. The renter may not charge admission for their event unless approved by the CAC manager.

Set-up and decoration

  1. Rental fees include setting up tables, chairs, PA system and bars by staff the day of the event.
  2. Affixing anything to the wall, floor or ceilings or in public areas is not permitted unless prior approval is received from CAC staff. Candles used for decorations must have flames contained.
  3. All decorations must be removed from the CAC or put in trash bags following the event.
  4. Confetti, glitter, bird seed, rice, beads, and other like items are strictly prohibited.
  5. Silk flowers are recommended instead of real flowers. If the real flower stains the carpet, a portion of the damage deposit will be used to clean the carpet.

Liability and insurance

  1. The renter assumes full responsibility for its group’s conduct and for any loss, breakage, or damage to the rooms, equipment, or other CAC property.
  2. The City of Brooklyn Park is not liable for any loss, damage, injury, or illness by the users of the facilities in the CAC. Neither Brooklyn Park nor its employees can be held responsible for any items that are left at the facility by the renter or contracted service provider. The renter using the facilities, equipment, and other items owned by the City further assumes all liability for any personal injuries, including death, caused by participants at the scheduled event.

Security and conduct

  1. Smoking is prohibited in all interior areas of the building.
  2. The renter is required to contract for security personnel when alcohol is served during the event. The CAC facility coordinator will arrange this service. Certain activities, parties or groups of 300 or more may be required to have a minimum of 1 and as many as 3 security officers as determined by the CAC manager. The renter is otherwise required to supervise conduct of their group. Cost of 1 security officer is $103 per hour.
  3. Individuals attending events must confine themselves to the rooms and corridors assigned to their use. No alcoholic beverages will be allowed outside the banquet rooms.
  4. Consumption of intoxicating beverages must stop at the conclusion of the event or at midnight whichever occurs first, Monday through Saturday. Sunday consumption intoxicating beverages must stop at 10:30 p.m.
  5. Final service of intoxicating beverages (last call) is 30 minutes before consumption must stop.
  6. Under no circumstances will the renter or anyone in their party be allowed to bring any alcoholic beverages into the Community Activity Center.
  7. Sound levels for bands and audio equipment will be controlled and maintained at a level set by building management. All music must stop at midnight to comply with scheduled closing times, Monday through Saturday, and at 10:30 p.m. for Sunday events.
  8. All individuals attending an event at the CAC must vacate the building by 11:30 p.m. Sunday through Thursday and by 12:30 a.m. for Friday and Saturday events.
  9. All City ordinances, State Statutes, Federal laws and establish policies of use must be complied with during the authorized use of the CAC.
  10. All individuals attending any event on the CAC property must abide by the policies of the Community Activity Center. At their discretion, CAC staff, his/her authorized representative or a security officer may:
    1. Order the removal of any offender.
    2. Order immediate removal of all intoxicating liquor form premises.
    3. Revoke the permit immediately and order all persons from the premises.
  11. We ask for your cooperation in vacating the function rooms at the time designated on your contract, as we may have another group scheduled following your event.

Catering

Customers renting space at the Community Activity Center are able to select a licensed caterer of their choice or bring in food of their own.

  1. Open catering model that allows any licensed caterer to provide food and non-alcoholic beverages for banquet room rentals at the CAC.
    a. Proof of licensure by state, county or municipal agency and certificate of insurance required.
    b. $250 kitchen cleaning/damage deposit to be paid by caterer
    c. Room rental damage deposits will be collected based on the size of the event
  2. Allow groups to apply for a Special Use Permit seeking approval of the CAC Facility Manager and the Public Health Manager to prepare and serve food directly related to a cultural or religious ceremony.
  3. By authorizing this page, renters serving Potluck-style food agree to indemnify the City of Brooklyn Park, and its staff, in the event of a food borne illness outbreak.
  4. Alcoholic beverages must be provided and served by a Minnesota licensed and insured alcohol caterer. Check with the Community Activity Center staff for more details and requirements.