City of Sedona Facility Rental Guidelines
Before submitting your rental request, please carefully read the general guidelines below:
Reservations:
- Facility reservations are available up to six (6) months in advance, on a first-come, first-served basis.
- Deposits for all facility reservations will be required.
- Insurance (COI) on all facilities may be required.
- Events with alcohol are required to provide Liquor Liability Insurance in addition to the required Certificate of Insurance and Endorsement.
- Non -Profit documentation may be requested for verification.
- Photo ID may be requested.
- Reservations NOT serving alcohol need to be submitted ten (10) city business days in advance, city business days are Monday -Thursday.
- Reservations requesting to serve alcohol need to be submitted sixty (60) city business days in advance, city business days are Monday – Thursday.
- Use of the facility is only during rental times requested.
- NO alcohol is permitted at private outdoor events.
- Some facility locations are available for day use only - Check sunset time for the day of your requested rental HERE.
- Only ADA-recognized service dogs are allowed in buildings.
- City of Sedona Parks and Recreation facilities do NOT have WIFI available.
- No open flame of any kind allowed, including incense or candles.
- Masking tape or scotch tape can be used for decorations.
- Any staking to City-owned property, affixing signs and/or other decorations to structures or windows with staples, nails, and tacks is not allowed.
- Any tape, string, wire, etc. used to decorate must be completely removed from all surfaces.
Renter Responsibilities:
- Understanding and following the facility guidelines.
- Monitoring the conduct of guests, vendors, and performers.
- Set up and take down all tables and chairs and return them to the storage room in the designated area provided.
- Immediate clean up of any food or drink spills.
- All trash must be bagged and tied and then placed where directed after rental including restroom trash.
- Supervision of children by parents or chaperones at the rented facility.
- The facility must be cleaned by the renter and returned to its original condition before exiting the rental. It must be done during the rental time requested.
Facility Deposits:
- A refundable deposit is required once your application has been approved.
- Larger events will require additional deposits and documentation.
- Deposits are refundable after post-event inspection and will be refunded in the same form of payment you provided for the rental. Exception: Deposits made with cash will be refunded with a check.
- Deposits may be partially or fully forfeited due to facility damage or rental abuse. Examples of such damage or abuse are as follows:
- Any damage to the facility or property during the rental.
- Not cleaning the facility after use per guidelines.
- Consuming alcohol without prior permission.
- Smoking/vaping in the rental facilities.
- Fighting or physical violence of any kind.
- Use of any open flame.
- Allowing animals into buildings that are not ADA service dogs.
- Using decorations that damage walls, windows or structures.
Insurance (COI) Requirements:
- All events may be required to provide a Certificate of Insurance and Endorsement. The Parks and Recreation Department will provide you with information about an approved company that offers insurance, or you can go through any insurance provider you choose. The liability coverage must be $1,000,000.00 and the Certificate Holder should be listed as: City of Sedona 102 Roadrunner, Sedona AZ 86336.
- If additional vendors are utilized for the event (such as catering, bands, bartenders, etc.), they must also provide a Certificate of Insurance and Endorsement unless the renter’s policy includes third-party vendors.
Rental Cancellation/Refund Policy:
In the case of a cancellation, down payments will be refunded according to the following schedule:
- 60 days or more notice before the event 100% of the payment refunded.
- 30 to 59 days before the event 50% of the payment refunded
- 29 days before the event 0% of the payment refunded
- Refunds for weather will be considered for a refund percentage of the rental fee
Amplified Sound:
- A Sound Technician is required for the amplified sound of any kind.
- A technical fee is applied based on rental needs or requirements.
- Oversight only using own equipment $30.00 per hour.
- Sound with support and equipment $50.00 per hour.
- The technician will be on site one (1) hour before the event and one (1) hour after the event for set up and clean-up of sound equipment.
If you have additional questions about our facilities and/or rental requirements, please contact the City of Sedona Parks and Recreation office at 928-282-7098 or sedonarec@sedonaaz.gov Monday – Thursday, 7:30 am – 5 pm.
Insurance Requirements:
The City of Sedona has established insurance requirements for those facility users, vendors and contractors entering into agreements with the City for the purpose of special events and activities. Before commencing use or services under an agreement with the City of Sedona a certificate of insurance that complies with the requirements referenced below must be furnished.
Depending on the nature of your event, general liability insurance may be required. The city participates in the GatherGuard program that will allow you to secure short-term liability insurance at a reasonable price. Contact GatherGuard Customer Service with questions at 844-747-6240, Monday through Friday from 8:00 a.m. to 8:00 p.m. Eastern Time, or check out their FAQs page.
For use of outside insurance providers:
All facility-use applicants shall name the City of Sedona as an Additional Insured. The applicant shall obtain Certificates of Insurance (COI’s) from all vendors participating in this event unless covered under the applicant’s insurance policy. Vendors must comply with all requirements listed in this section. Complete and accurate certificates must be received by the Town a minimum of thirty (30) days prior to the date of use. If the certificate of insurance is not received within thirty (30) days prior to the event, the event may be canceled. An additional Liquor Liability policy provided by the applicant will be required prior to events at which authorization for serving alcohol has been requested and approved.
All activities/events with alcohol: Prior to the sale, storage, use, donation, or giving away of alcoholic beverages on or from the subject premises by the applicant or any other person, the applicant, at its own expense, shall obtain a policy or policies of insurance issued by a responsible carrier and in a form acceptable to the City saving harmless and protecting the City of Sedona and the premises against any and all damages, claims, liens, judgments, expenses, and costs arising under any present or future law, statute, or ordinance of the State of Arizona of other governmental authority having jurisdiction on the premises, by reason of any such storage, sale, use or disposition of alcoholic beverages on or from the premises.
The certificate must show:
- Applicant named as “Insured”.
- The City of Sedona is named “Additional Insured”.
- The City of Sedona is listed as a “Certificate Holder”.
- The City of Sedona address is listed as 102 Roadrunner, Sedona, AZ, 86336
- The City of Sedona shall be notified at least thirty (30) days before cancellation or alteration of any insurance coverage. A 10-day notice of cancellation for non-payment of premium.
- General Liability coverage reflecting the required insurance limits listed below under “Insurance Limits”.
- Specific date(s) and location of event. This shall include the entire term of use as specified in Section 2 Date(s) of Use.
- Endorsement.
INSURANCE LIMITS:
General Liability - $1,000,000 each occurrence
Liquor Liability - $1,000,000 each occurrence
