Listed below are tips to help you with submitting the Community Center request application:

• COMMUNITY CENTER REQUEST APPLICATION DOWNLOAD: (PDF FORMAT) Check back periodically to make sure this form has not changed.  You will be required to use the most up to date form.  This form is now available ONLINE.
  
  
• HOA COMMUNITY CENTER REQUEST APPLICATION DOWNLOAD: (PDF FORMAT) HOA's use this form to request space at both the Old Town Hall and Community Center.  Click here to visit the HOA Rental Information webpage. Check back periodically to make sure this form has not changed.  You will be required to use the most up to date form.  This form is now available ONLINE.
  

• Fill the form out completely.
  All the information we are requesting is required to process your reservation request in the most efficient manner.  Failing to give us all the information will only delay the confirmation of your reservation.  If the question simply does not apply to your event just place a N/A next to it or a dash to acknowledge you did see the question however it does not apply to your event.
  
  
• All RENTAL CATEGORIES are required to complete a request application.
  The request application is required for all categories, including Category 1.
  
  
• Don't call to check to see if your date is open.
  The reason is Request Applications are processed on a first come first served basis.  In other words, applications are processed in the order they are received.  If someone has a request in before you, they have prority over that date.  If you call, the date is open, but delay sending in your request application you may not get the date you want because someone else submitted their request application before you.  Also, hearing a date is open sometimes makes a you assume you have that date when in fact you do not.  In addition, there are several Parks and Recreation staff members that book rooms in the Community Center.  They are booking events like senior dances, classes and meetings that may take a date that you are looking for so, as you can see, the quicker you get the request in, with alternate dates, the quicker a date can be secured.
  
  
• List alternate dates whenever possible.
  In doing this you have priority over the date if someone else should request a date after you.  If no alternate dates are listed you will simply receive notice that the date you requested is not available.
  
  
• Attendance limitations during normal operating hours.
  The overall Community Center daily parking demands have increased due to increased class participation and increased program activity thereby limiting available parking for meetings.  Request applications in excess of 150 in attendance may not be approved due to limited parking at the Community Center during normal business hours.
  
  
• Request applications need to be signed by a representative from the submitting agency.
  For instance, if a High School is submitting a request for a sports banquet the principal of the high school will need to sign the reservation application and not the parent who is coordinating the banquet.  Civic and Non-profit organizations would require someone from the executive board.
  
  
• Use accurate information.
  Your reservation is approved based on the information you provide on your request application.  We will try to accomodate changes to the request application but once your reservation application is submitted major changes may not be possible due to maintenance constraints, staffing concerns or availability.  For example, if you do not select the dance floor as an option and want to add it later there may not be enough time for our staff to set up or break down the floor in time for other meetings or rentals.  Or if you want to change your rental times it will depend upon if staff can make the adjustment and the time is available.
  
  
• Avoid HOLIDAYS and holiday weekend rental requests.
  Whenever an event runs past NORMAL OPERATING HOURS or if the Community Center is closed, at least one Parks and Recreation staff is required to be at the Community Center to supervise your event.  This is considered overtime for staff and is an option for staff to work but is a mandatory requirement to use the Community Center.  When an application is submitted requiring overtime it is submitted to staff and is filled based on available staff.  If no one signs up for the event to work the event will not be approved.  Reservations submitted a year in advance, holidays and holiday weekends have proven to be difficult to fill as no one wants to commit to them so far in advance.
  
  
• Print clearly and provide a valid E-mail address.
  If an e-mail address is provided on the reservation application it will be used to communicate with you either asking questions regarding your rental or providing you with a tentative invoice for your review.  If you have problems with your e-mail this may delay the confirmation of your reservation.
  
  
• Familarize yourself with the rental policies prior to submitting your request application.
  Many times a request will be denied based on the information provided on the form if it is inconsistent with the rental policies.  For example, not knowing all events must be cleaned up and out of the Community Center by midnight or submitting a request that allows a group or individual to gain monetary benefit from a rental, both directly or indirectly or requesting to use the Community Center more than is permitted in one month.
  
  
• Be realistic with your requests.
  Understanding that this facility is an operating Community Center first and not a luxury hotel will help you to realize our limitations on what services we can provide for your event.  It is unrealistic to assume that a Community Center can accommodate elaborate set ups that require days to set up and break down.  The Community Center is very busy with classes, meetings and other rentals and simply is not available for such requests. Also, when you rent a room that rental is limited to that room.  It does not mean that you have access to other areas of the Community Center. 
  
  
• Submit a set up diagram with your request.
  Many requests are coming in with this page blank.  Failure to submit any set up information may cause your request to be sent back and delay confirmation.  If your set up is very simple and is clearly noted on #3 of the request application then simply state that on the set up diagram.  Providing as much set up information as possible is extremely important in determining if the Community Center is available to accommodate your event.  AUDITORIUM DIAGRAM WORKSHEET (PDF Download)

Should you have any questions please call 561-741-2400.