News: Rental Rules & Procedures

Date Published	Author
9/17/2025 12:00:00 AM

General Rules and Procedures:
All persons/organizations wishing to use the facility must fill out a Facility Rental Application for Department Head approval. Applications must be submitted online to the Administrative Office at the Harris Center at least one (1) weeks prior to the requested date, otherwise application will not be accepted.
All fees for rental of the facility must be paid at the time this application is approved. Payment can be online through the MyRec website or at the Harris Center, 8:00a.m. - 5:00p.m, Monday through Friday. The facility is not reserved until payment has been made and the Parks & Recreation Administrator approves the application.
The Parks & Recreation Administrative Technician will notify the person making the request if the reservation and any other items requested has been granted or denied. This notification is made by email or telephone. 
Refunds are given only when the activity is canceled two (2) business days or more prior to the event. The Administrative Office must be notified in order to receive a refund.
The Auburn Parks and Recreation Department reserves the right to refuse the use of its facility to any group or individual which may be in direct conflict with the goals of the department or the City of Auburn.
No program/event may be scheduled that interferes with a regular, planned program or activity sponsored by the Auburn Parks and Recreation Department. Activities are expected to start and end on time. Curfew time for all Facilities will be set at the discretion of the Parks and Recreation Department.
City of Auburn staff members are not responsible for chaperoning an event, setting up or decorating for an event (with the exception of tables and chairs provided by the facility), or event clean-up. The City of Auburn requires a Recreation Department staff member(s) to be on duty during or after hours at all facilities while the facility is reserved.
Any group using the facility must be organized with a responsible adult (19 years or older) leader. The activity may be canceled and the participants sent home if the person responsible for the request does not arrive within the first fifteen minutes of the reservation for the facility. All fees are still applicable.
For events and parties with children in attendance, it is the renters responsibility to provide one (1) adult chaperon per every ten (10) children, except for athletic events. The Athletic Director will determine the number of chaperons needed for athletic events.
No City facility can be used for meetings by candidates for political office or for electoral rallies and/or meetings sponsored by a political party.
Parking is allowed only in designated parking areas.
All food, beverages, trash, etc. must be removed from the facility and the site returned to its original state at the end of the activity. Decorations must be approved in advance by the Parks & Recreation Department. The decorations must also be removed at the end of the activity. Decorations can leave no trace on the property.
The renter will be held responsible for all damages to City property. If a facility is not returned to its original state, any future use will require a refundable deposit at an amount to be determined by the Parks & Recreation Director or could result in forfeiture of use of any facility by the renter.
The City of Auburn may require the renter at his/her own expense to provide police officers for security/
safety purposes at functions. The renter will be required to schedule with the Auburn Police Division.
The renter agrees that placement and use of any inflatables, tents, sound system or other outside entertainment equipment is subject to approval by Parks and Recreation at the time the reservation is approved and it is the renter’s responsibility to provide an outside power source, such as a generator, to power the equipment. Parks and Recreation will not provide repair to interruptions to the Parks electrical service on the day of an event that is caused by violation of this policy. No water inflatables are allowed.
All outside vendors are required to have a valid City of Auburn Business license. Vendors may be required to have a minimum of $1 million in liability insurance, naming the City of Auburn as an additional insured, and a copy of this insurance must be on file with the Administrative Office at least one (1) week prior to the event.
Alcoholic beverages are not permitted on City Property, except with Parks and Rec. Director Approval and provided the required city and state alcoholic beverage licenses are obtained. Please reference City Code Section 3-57(c)(3).
Any violation of these rules, regulations, policies and/or procedures pertaining to the use of the facility will result in forfeiture and possible restriction from future use of any Parks and Recreation Department Facilities.