Town of Fountain Hills, Arizona

Community Center Policies

Rental Information

Ballroom rentals are for eight hours – beginning at the time you enter the ballroom. Any time after the eight hours will be billed at the hourly rate. Refer to The Community Center Fee Schedule for complete rate per hour information. Rentals include tables, chairs, podium and one wired microphone. All events must end by 11 p.m. The Community Center is not available on Sunday.

Required Information

In order to book an event, the following information is required:

Event date
Number of expected guests in order to determine the required space
Eight-hour window of time you would like to book
Contact Information: first and last name, mailing address, phone number(s) and e-mail address
Credit Card number (Payment in full at the time of booking is required in order to reserve the facility.)

Ballroom Rentals: One-half of all ballroom rental fees are automatically non-refundable.

License Agreement

Payment in full is required at the time of booking in order to reserve the facility
The agreement must be signed within 10 days of issuance or room reservation will automatically be forfeited and no refund will be given
The person whom the event is for (i.e. bride/groom) must be the individual booking the room and signing the contract.
A third party may make payments.

Meeting Room Cancellation

Sixty days cancellation notice is required for a full refund. If notification is received 30 to 59 days prior to the event, 50% of the refund will be issued. All payments are forfeited if notice is less than 30 days. Any booking made less than the 30 days will not be eligible for a refund.

Ballroom Cancellation

One-half of all ballroom rental fees are non-refundable. 120-day notice prior to the event date is required in order to receive the remaining amount; otherwise all payments are forfeited. Any booking made less than the 120 days will not be eligible for a refund. Cancellations or date changes must be sent in writing.

Damage Deposit

A damage deposit of $50 per ballroom ($200 for Grand Ballroom) is required for ballroom events. The amount to be refunded will be determined by the Center Director or designee upon inspection immediately following the event. In order to receive a refund, check with the manager on duty before exiting the facility. Refunds will be returned by mail if payment was made by cash or check. Credit card payments will be refunded on the original card. Refunds may take four to six weeks.

Food Service

The Fountain Hills Community & Event Center suggests the use of approved caterers to ensure the success of your event, as these caterers are familiar with the facilities, policies and procedures. Using a caterer that is not listed on the aforementioned PDF may be subject to a fee.

Bar Service

All alcohol consumed in the Community Center must be purchased from the Community Center. Alcohol consumption is limited to inside the building and the patio area. Bar service will end 30 minutes prior to the end of the event. Parents must accompany all minors in rooms where alcohol is served. No alcohol may leave the building. Choices of cash bar or bar packages are offered. One bartender per 100 guests is required. All bar information and fees must be paid in full no later than two weeks prior to date of the event or bar service will be forfeited.

Security

Uniformed security is required at all events where liquor is served and at any event that has more than 160 people. The Community Center will arrange for this service to be provided by the Maricopa County Sheriff Office. The fee is to be paid, in cash, to the Community Center no later than two weeks prior to the event date. If unpaid, bar service will not be scheduled. The number of officers required at the event is determined by MSCO. When alcohol is being served, security is required to be on-site when the bar service begins until one hour after service ends, or longer, as determined by the Community Center staff.

Table Sizes

The Community Center does not supply tablecloths, napkins, skirting, china or flatware. The banquet tables are 60” round and there is a limited number of 72” round tables available. Buffet tables are 72” long by 30” wide. Other tables available include (two) 48” round tables and (six) 36” round high-top cocktail tables.

Cleaning Agreement

Licensee is responsible for all clean up. Licensee must designate someone to check out with the manager on duty before leaving the building in order to receive the full damage deposit. Following the close of the event, all decorations and trash must be removed and placed into the dumpster located behind the Community Center. Any decorations or trash left behind from the event will be removed by the Community Center staff at the prevailing labor rate, which is subject to overtime rates.

A Cleaning Agreement detailing how the facility needs to look when exiting will need to be signed by the licensee. It is advised, that the licensee provide details of the cleaning agreement to any vendor who will be using the facility or assisting in clean up.

Damage to furnishings, walls, floors, windows or any other surface due to decorations will be charged to your event.

Clean Up

All items, including rental items, brought into the Community Center need to be removed from the building immediately following the event. Prior arrangements must be made with Community Center staff when any rentals will be delivered. Licensee or designee must be on-site for all rental drop-off and pick-up; Community Center staff will not take responsibility for these items. No items are to be left in the building overnight.

A Note to the Wedding Party

One common occurrence resulting in an unexpected, cleaning charge is wedding cake on the carpet. Please pay special attention when cutting and serving the cake, as this often requires staff to steam clean the area after the event is over. If this occurs, an extra cleaning fee will be billed to the licensee at the hourly rate.

The Town of Fountain Hills