This set of general guidelines is for your information to assist in planning your event. In the event of changes, applicants will be notified accordingly.
A tentative reservation may be taken over the phone and space will be held for two (2) business weeks, or 14 days, prior to payment to secure your reservation. A payment in full is required to secure your event date. One-half of the reservation payment is non-refundable.
All groups interested in using the Community Room must have an approved application prior to facility use. One contact person should be designated to make all arrangements. Arrangements specific to the event shall be coordinated through and confirmed with the City of Rogers prior to the event date.
Once the application has been authorized, the holder cannot assign, transfer nor sublet to another party the use of the facility they have reserved. Violation means forfeiture of any rental fees submitted to date for the specific permit application.
It is the Facility User’s responsibility to pick up a key from the Rogers Activity Center/Ice Arena the day of or the day prior to the event. Keys are available during regular business hours Monday-Friday or by appointment if necessary. For weekend events, the key shall be picked up prior to 4:30 p.m. on Friday. The City will not be there to open or lock up for the event. The key must then be returned to the Activity Center/Ice Arena the next business day following the event, or put in the “Key Return” box which is located under the coat rack in the main hall way of the Community Room.
This is a non-smoking facility. Smoking is allowed outside, at the front entry or on the patio area located on the East side of the building (parking lot side).
The Reservation Fee(s) cover the use of the facilities according to the hours indicated on the rental agreement, not to exceed 10:00 p.m. Sunday–Thursday or 1:00 a.m. on Friday and Saturday. Occupancy of the reserved facility after the time indicated on the application will result in additional rental fees which will be deducted from the damage deposit or charged to the Facility User.
The Rogers Community Room provides table and chair set up and tear down. Table linens, dishware and serving items are not provided. Table linens and napkins can usually be rented through the catering service.
The facility user is to schedule an appointment with City Staff two (2) weeks prior to their event to finalize room set-up, pay the damage deposit, number of people in attendance, and/or other pertinent information necessary to complete the reservation process. Please be aware that your damage deposit is cashed and will be refunded to you at the next Council meeting after the facility has been inspected.
Please insure that music is stopped at 12:00 a.m. on Friday and Saturday evenings, (Sunday through Thursday at 10:00 p.m.) or one (1) hour before ending time stated on the facility application.
Sound levels for facility areas are required to be controlled and maintained at a level appropriate for the room size and approved by management. This includes bands, DJs and other audio equipment.
Facility users are expected to wipe all tables and remove all trash by the end of the rental period. All trash should be placed in the dumpster across the parking lot behind the building. Check the restrooms and hallways for alcoholic beverages and dispose of properly. Floors should be vacuumed of any messes.
In the event the user or any member of the user’s group intentionally causes damage to the Rogers Community Room property or hinders the lawful use, by people not in the user’s group, the City of Rogers reserves the right to immediately cancel the Facility Use Permit and the user and/or user’s group shall immediately vacate the premises and forfeit any payment made pursuant to this agreement. The City reserves the right to demand and receive full compensation for the unused reserved time or for damage to any City property.
For all events in which alcohol/intoxicating liquor is being served, a licensed, uniformed security officer hired by the City may be required to be in attendance at the facility during the event, at the expense of the renter.
Violation and/or failure to adhere to all guidelines may result in denial of future permits for the use of the facility and forfeiture of any fees submitted to date.