complete a Reservation Form and submit the appropriate payment, including
deposit to complete a firm reservation and obtain a room key. A Reservation Form can be obtained by
clicking on any of the numerous links provided on this website, or in person at
the CVIP office in the Community Center. Once a Reservation Form is received
with the minimum payment that date and time is firm and will not be changed
except by the reservation holder.
Individuals or groups interested in renting a room at
the Community Center can check for availability by checking the Community Room
Calendar and the Conference Room Calendar on this website, or by calling or
visiting the CVIP office in the Community Center. A date and time is available
if there is no firm reservation already booked.
If the date and time is available you may make a Date
Request to let us know you want that date, and we will get your contact
information and “pencil you in” on the calendar. A Date Request can be made in
person, by phone or by using the Date Request Form beneath the Room Calendars
on this website. Being “penciled-in” does not prevent other inquiries. If we
receive another inquiry about that same date and time, that may be penciled in
as well. If this happens we will work with both parties to try to resolve the
conflict. If no agreement can be made between the parties the date and time
will be awarded to the one who submits a Reservation Form and minimum payment
first. All rentals are awarded on a first-come, first-served basis.
Individuals and groups may use a single Reservation
Form to reserve a room for a multi-day event or for on-going,
regularly-scheduled events such as monthly meetings. For multi-day events, full
payment for all dates is required before the key is issued and the event may
proceed. For on-going and regularly-scheduled events such as monthly meetings
full payment must be made in advance for a scheduled period, up to a year.
Long-running events may be renewed regularly with no risk of losing the date
between renewals as long as payment is made before the next regularly-scheduled
event. A key may be issued for the
duration of an on-going event.
Renters who have paid for their reservation and arrive
to pick up the room key will be briefed on their unlocking, locking, storage,
cleaning and security responsibilities at that time. An inventory of equipment
and property will be made. As soon as possible after an event CVIP will inspect
the rented facilities, including another inventory. Renters may be asked to
come to the Community Center to review and discuss any unsatisfactory findings.
Any applicable renter liability will be determined during this inspection.
Security and Cleaning
Deposit of $50 is required for all rentals at the Community Center and is held
as security against loss or damage resulting from the rental. Any costs
incurred by Chiloquin Visions In Progress as a result of a rental, including
damage to facilities, loss or damage of property or equipment, and costs
incurred as a result of loss of a key will be deducted from the deposit.
Deposits will also be applied toward the cost of cleaning if facilities are not
adequately cleaned after rental. Decisions about loss of deposit are made solely
by Chiloquin Visions In Progress and are not negotiable. All determinations are
final. Any portion of the deposit due to the renter will be returned upon
satisfaction of all requirements, including return of the key.
Payment of Fees and
At least half of the complete balance due, including the $50 deposit, is
required to complete a firm reservation.
The remainder is required to be paid in full before a key is issued and
the event can proceed. Payment may be
mailed or made in person at the Community Center. Following the event, any
deposit balance due to the renter will be refunded upon return of the key.
Keys: Keys are to be
picked up in person no later than one business day before the rental date. Renters
must return the key within two business days following their event. Keys must
be returned before the Deposit will be refunded.
Cancellations: If seven (7) days or more notice is given,
100% of all fees paid (including deposit) will be refunded. If less than seven (7) days notice is
provided, 75% of fees paid will be refunded, up until one full business day
before the scheduled event. Less than one business day notice of cancellation
will result in forfeit of all fees paid.
Care and Use of
chairs and limited audio/visual equipment are made available for use to renters
at no additional charge. Renters are responsible for their own preparation, set
up and take down for their events. All tables, chairs and equipment used by
renters must be returned to their proper storage by the renter following the
event. Proper storage of Community Center property is a consideration for
Renters are responsible for reasonable care of the
facility and furnishings. Renters will be held liable for damage or loss. If the
cost of such damage or loss exceeds the $50 Deposit the renter will remain
liable for the balance.
Renters are responsible for complete cleaning after
their event. Cleaning equipment, materials and trash bags are provided. All
trash must be removed and the trash cans cleaned if required. If kitchen
facilities are used they must also be cleaned, including the sinks, stove,
oven, microwave and refrigerator.
There must be a supervising adult in charge and present
at all times whenever a group of minors use the facility.
Rented use of the Community Center shall not continue
past 10:00 p.m. on weekdays and 11:00 p.m. on weekends without written
permission. Music and noise must be kept
to a reasonable and respectful level.
Occupancy limits set by the Fire Marshal shall be
followed and all fire safety precautions strictly adhered to.
Renters may be asked to submit a certificate of
liability insurance. (Some insurance
companies sell one-day insurance for events.)