EQUIPMENT RENTAL & USAGE POLICY

It is the policy of the Department of Parks, Recreation & Public Facilities to make certain items of equipment available for rental to citizens of the City of Fredericksburg as well as residents of the surrounding jurisdictions. The following are the terms, conditions and procedures that apply to such rentals.

DOCUMENTATION: All persons or organizations wishing to rent equipment must make application to, and receive approval from, the Department no less than two weeks prior to the intended use.The Equipment Rental Application can be obtained at the Dorothy Hart Community Center between 8:30 am – 8:00 pm Monday – Friday and on Saturday between 9:00 – Noon.

The Equipment Rental Application will be completed, signed and turned in to the Community Center Receptionist.The Receptionist will then forward the completed application to the Superintendent, or his designee, who, within 24-hours of receipt, will approve or disapprove the application based upon equipment availability, not later than close of business on the next available business day. Once approved or disapproved, the Superintendent will notify the renter of same.He then will return the application to the Receptionist who will hold the application for payment of fees and deposits. If approved, the renter must return to the Community Center and provide the required deposit and rental fees within 24-hours of notification and make arrangements for pick up and return of the equipment.

CITY LIMITS: All rented equipment is rented for use within the city limits. Equipment may, however, be taken beyond the city limits by city residents, businesses, organizations, etc. When this is done, the renter, whether a city resident or not, will be charged the non-city rental fees.

FEES: See the attached Schedule of Fees and Deposits. All fees are quoted on a PER DAY basis.“Day” is defined as that 24-hour period between 00:01 am and midnight, i.e. equipment picked up on Friday at 4 pm and returned on Monday at 9 am will be calculated on the basis of a four day rental; equipment picked up on Monday at noon and returned on Tuesday at noon will be calculated on a two day basis.

EARLY USAGE: Equipment may be picked up on the day or evening prior to the rental period at no additional cost, provided the equipment is not scheduled for use within that time period.

DEPOSIT: Renters who do not return equipment on the designated date and at the specified time, or return it in disrepair, will forfeit all of their security deposit and can be denied future rentals or required to pay greatly increased deposits for future rentals.

PICK UP AND RETURN OF EQUIPMENT: All equipment is to be picked up and returned by the renter, to the Dorothy Hart Community Center, 408 Canal Street, between 8:30 am and 8:00 pm Monday thru Friday and be scheduled around activities scheduled at the Community Center. These pre-arranged times will be clearly stated on the approved Equipment Rental Application. Those persons who fail to comply with these times may find the equipment unavailable for pick up, or loose their deposit if equipment is not returned as scheduled.Delivery for a fee is available. See fee schedule.

SPECIAL EVENT FEE WAIVERS: City-based, non-profit organizations may have rental fees waived for events that are held within the city limits that are open to the general public.All security deposits and rental policies still apply. Non-profit organizations based outside of the city limits, which hold events within the city limits, may receive a ½ fee waiver of rental fees, if those events are open to the public. All security deposits, rental policies and delivery fees still apply.

ON SITE USE: The following equipment is available for use with rental of the Community Center at no additional charge: 35-mm slide projector; CD, tape, radio players; lectern; portable public address systems; TV/VCR unit; piano; and chalk boards. All are on a first come, first served basis. Renters are responsible for maintaining the current equipment condition. None of these items may be removed from the Community Center. If equipment is found to be inoperative after being used by the renter, that person shall be held responsible for all repair or replacement costs.No exceptions.