ID - Lewiston

Rental Policies and Procedures 

The City of Lewiston Parks and Recreation makes available to the public a variety of rooms for non-commercial use- meetings, performances, receptions, and parties on a rental basis. The use of these spaces is subject to the policies and procedures listed below. By completing the reservation of a facility you are stating that you read and understand all information contained herein. 

1. Reservable spaces and facilities
   • All reservations for use must be submitted to the Lewiston Community Center at the Parks and Recreation offices located at 1424 Main St at least 7 days in advance of the event or online on the Parks and Recreation online catalog.
     • If an alcohol permit is requested then a reservation must be submitted at least 14 days in advance of the event.
       1. Events where alcoholic beverages will be served or consumed are covered under City Code Sec. 26-59 through Sec. 26-64.
   • Reservations will not be put on the schedule until a completed application and full payment is received.
     • Forms of payment accepted.
       1. Cash
       2. Check- All returned checks are subject to a return fee
       3. Credit Cards- Visa, MasterCard, and Discover are accepted
   • All fees are determined by the Department and are approved by the City of Lewiston City Council. A copy of the current fee charges can be found in the appendix of this document.
     • Increases to fees are reviewed annually.
     • New fees will take effect October 1.
   • Reservations are on a first come first serve basis based on availability after department programs and other Use Agreement Users.
     • Your receipt and permit are proof of a reservation. Shall another party be present at the time of reservation, the rentee has the right to ask the party to leave.
     • If the party who did not reserve the facility is unwilling to leave, the rentee shall call the non-emergency police line at (208)746-0171.
       1. Please be ready to show LPD proof of your reservation when they arrive.
   • Cancellations- Reservations may be canceled up to 7 days in advance.
   • A full refund will be given for any reservation canceled at least 7 days in advance.
     • Cancellations received in less than 7 days will not be eligible for a refund
     • Rental fees shall be retained by the department for any reservation that does not show up. 
2. General Reservation Guidelines
   • Only the person named as the applicant will be allowed to make any changes to an existing reservation or receive a refund
   • Alcohol is prohibited at all reservation spaces and facilities without prior approval from the Parks and Recreation Director and Police Chief.
     • If any other permitting is required for a reservation/event (i.e. road closures, food handling permit, alcohol sellers permit, etc.) it is the responsibility of the rentee to obtain such permits. (Sec. 26-59)
       1. If such permits are required and not obtained by the time of the reservation the Department has the right to cancel the reservation at no refund.
   • The time indicated on the completed application for the time of the reservation includes set up and clean up time.
   • Rental hours:
     • Facilities (Community Center and Fenton Gym) are available to be reserved from 8:00 a.m. - 11:00 p.m.
     • Park Shelters are available to be reserved from 6:00 a.m. - 11:59 p.m.
     • Ball Fields are available from 8:00 a.m. - 11:00 p.m.
   • Food and Beverages- are permitted at all facility reservations.
   • Failure to comply with any of the guidelines set forth may result in cancellation of reservation and loss of reservation privileges.
   • The LPR has the right to refuse services to individuals or organizations who are not in good standing with the department. 
3. Community Center Reservation Guidelines- Those looking to reserve a room in the Community Center shall abide by the following.  
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Community Center Reservations. Additional modifications under the Community Center Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Community Center Reservations.
   • Decorations
     • May be placed inside the room reserved only. No decorations are allowed in the hallway.
     • Only painter's tape or hanging putty may be used to hang decorations on the wall or taped down on the floor.
       1. The use of any adhesive tape, nails, staples, push pin, or anything else that may create holes is prohibited.
     • Loose confetti and glitter may not be used as decorations.
     • Removal of decorations by the end of the reservation is the responsibility of the renter.
   • Room Setup
     • Tables and chairs are provided. If additional tables or chairs are needed please ask the building supervisor and they can direct where the tables and chairs can be pulled from
     • It is the responsibility of the renter to set up the room as they would like for their event. 
     • It is the responsibility of the renter to put tables and chairs back to their original position as illustrated in the pre-approved floor plan. This includes putting any extra tables and chairs back in their original places if used.
   • Rental Supervision- there will be a building supervisor available for each rental
     • Building supervisors are responsible for communicating with the renters and enforcing rental guidelines and reservation times.
     • The building supervisor will not be available to serve, decorate, or be involved in your event.
     • Building supervisors shall follow the guidelines outlined in the Community Center Employee Manual.
   • Kitchen
     • A party wanting to use the kitchen must pay an additional flat fee as well as provide a $150 damage deposit (in the form of cash or check) at the time of the booking. The deposit shall be returned in full as long as all terms and regulations of the rental agreement have been adhered to.
       1. For reservations done online rentee must bring in a damage deposit before the date of the reservation.
     • Deposit shall be retained if excessive cleanup is needed or replacement equipment is needed from damaged or missing items. 
   • Indemnification- Applicant shall indemnify and hold harmless the City of Lewiston, its officers, officials, employees and agents (collectively the "City") from any and all claims and expenses for loss or liability which may be made against the City, by any person or entity for personal injury, property damage, or any fine, assessment, or penalty whether arising in contract or law resulting directly or indirectly from any act, incident or accident occurring in, upon or about the Community Center as a result of the acts, errors or omissions of the Applicant, its agents, or event patrons, or arising in connection with operations, use or occupancy of the Community Center by the Applicant, its agents, or event patrons, whether or not arising in whole or in part from negligence by the City. Applicant further agrees to waive all claims against the City on account of any loss, damage or injury from whatever cause (including claims against the Applicant by others) which may occur to it or its property arising from the use and occupancy of the Community Center, the giving of this waiver being one of the considerations upon which such reservation is approved.
4. Park Shelter Reservation Guidelines- Those looking to reserve a shelter in one of the parks shall abide by the following.  
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Park Shelter Reservations. Additional modifications under the Park Shelter Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Park Shelter Reservations.
   • Hours of Operation- parks are open to the public from 6am-11:59pm
   • Glass containers are not permitted in the parks
   • Indemnification- Applicant shall indemnify and hold harmless the City of Lewiston, its officers, officials, employees and agents (collectively the “City”) from any and all claims and expenses for loss or liability which may be made against the City, by any person or entity for personal injury, property damage, or any fine, assessment, or penalty whether arising in contract or law resulting directly or indirectly from any act, incident or accident occurring in, upon or about the park or park shelter as a result of the acts, errors or omissions of the Applicant, its agents, or event patrons, or arising in connection with operations, use or occupancy of the park or park shelter by the Applicant, its agents, or event patrons, whether or not arising in whole or in part from negligence by the City. Applicant further agrees to waive all claims against the City on account of any loss, damage or injury from whatever cause (including claims against the Applicant by others) which may occur to it or its property arising from the use and occupancy of the park or park shelter, the giving of this waiver being one of the considerations upon which such reservation is approved.
5. Park Space Reservation Guidelines- Those looking to reserve a specific space in a park shall abide by the following.  
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Park Space Reservations. Additional modifications under the Park Space Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Park Space Reservations.
   • Hours of Operation- parks are open to the public from 6am-11:59pm
   • Glass containers are not permitted in the parks
   • Rentees must provide a map that outlines the proposed area of the space they want to use at the park prior to the approval of their reservation.
6. Ball Field Reservation Guidelines- Those looking to reserve a specific ball field(s) in a park shall abide by the following. 
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Ball Field reservations. Additional modifications under the Ball Field Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Ball Field Reservations.
   • All ball field reservations using field lights must have lights shut off no later than 11:00pm. (Sec 26-32b)
   • If the ball field cannot be prepared due to inclement weather a full refund or reschedule of the rental will be given.
     • If the ball field is prepared and the rental does not show up or cancels the rental after the field is prepared the rentee will not be eligible for a refund.
   • A calendar with open dates and times for every ball field will be available for viewing online but reservations must be made at the Parks and Recreation Offices, located at 1424 Main St.
   • Priority Use Groups- The LPR has use agreements with local organizations. These use agreements are as follows:
     • During the months of March-May the Lewiston School District will have first priority to field use for games and practices at Airport Fields 1, 2, and BR. Those wishing to reserve one of these fields during this time period may reserve the field but may be subjected to a change of date, time, and/or location of their field rental if Lewiston School District must use the field for their programs.
     • During the months of March-August the Lewiston Little League will have priority second to LPR and third to Lewiston School District during the months of April and May, to field use for games at Airport Fields 1-4, Pepsi, and Little Clearwater. Those wishing to reserve one of these fields during this time period may reserve the field but may be subjected to a change of date, time, and/or location of their field rental if Lewiston Little League must use the field for their programs.
     • During the months of June-July the Lewiston Babe Ruth will have priority, second to Lewiston Little League and City of Lewiston Parks and Recreation, to field use for games at Airport Fields 1, 2, BR, and Clearwater Field. Those wishing to reserve one of these fields during this time period may reserve the field but may be subjected to a change of date, time, and/or location of their field rental if Lewiston Babe Ruth must use the field for their programs.
   • Ball Field Rental Types- there are 3 types of ball field rental options available.
     • Tournament Day Rental- this allows exclusive access to a ball field for a 10-hour rental window and includes the initial setup of the field: fully dragged, lined, and bases out.
       1. Additional hours can be added to the tournament day rental for an additional fee.
       2. Applicants can submit proposed tournament dates a calendar year in advance.
       3. Payments for tournament rentals must be paid in full no later than 3 months before the first scheduled date of the tournament.
          • If tournament rental is not paid prior to 3 months before the first scheduled date of the tournament the rental will be taken off the schedule and opened back up to the public.
       4. A tournament schedule must be submitted to the Park and Recreation Department no later than 14 calendar days prior to the start of the tournament.
     • Game Day Rental- this allows exclusive access to a ball field for a 5-hour rental window and includes the initial setup of the field: fully dragged, lined, and bases out.
       1. Additional hours can be added to the game day rental for an additional fee.
     • Practice Day Rental- this allows exclusive access to a ball field for a 2-hour practice window and includes bases out.
   • Concession Stand Use
   • Rentees may use the concession stand if one is available at the Ball Field they are reserving for an additional cost.
   • Lewiston Parks and Recreation is not responsible for additional permitting required for the sale of goods or services while using the concession stand.
   • Vendors at Rental- if a vendor will be present at your ball field rental an additional charge will be added to your reservation.
   • This fee is a one-time charge per event (i.e. a time added fee if the vendor will be present for multiple days of the same tournament).
   • Indemnification- Applicant shall indemnify and hold harmless the City of Lewiston, its officers, officials, employees and agents (collectively the “City”) from any and all claims and expenses for loss or liability which may be made against the City, by any person or entity for personal injury, property damage, or any fine, assessment, or penalty whether arising in contract or law resulting directly or indirectly from any act, incident or accident occurring in, upon or about the ball field as a result of the acts, errors or omissions of the Applicant, its agents, or event patrons, or arising in connection with operations, use or occupancy of the ball field by the Applicant, its agents, or event patrons, whether or not arising in whole or in part from negligence by the City. Applicant further agrees to waive all claims against the City on account of any loss, damage or injury from whatever cause (including claims against the Applicant by others) which may occur to it or its property arising from the use and occupancy of the ball field, the giving of this waiver being one of the considerations upon which such reservation is approved.
7. Fenton Gym Reservation Guidelines- Those looking to reserve Fenton Gym for exclusive use shall abide by the following. 
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Fenton Gym Reservations. Additional modifications under the Fenton Gym Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Fenton Gym Reservations.
   • Equipment Use-
     • The Lewiston Parks and Recreation has many different types of equipment that are available to use for every Fenton Gym rental. Equipment includes but is not limited to volleyball nets, soccer goals, raising/lowering basketball hoops, tables, chairs, and various sports balls.
     • Rentees are encouraged to communicate with Recreation staff while making gym reservations if special equipment is wanted so that staff can set up equipment before reservation comes in.
   • Rental Supervision- there will be a building supervisor available for each rental
     • Building supervisors are responsible for communicating with the renters and enforcing rental guidelines and reservation times.
     • The building supervisor will not be available to serve, decorate, or be involved in your event.
     • Building supervisors shall follow the guidelines outlined in the Fenton Gym Employee Manual.

   • Indemnification- Applicant shall indemnify and hold harmless the City of Lewiston, its officers, officials, employees and agents (collectively the “City”) from any and all claims and expenses for loss or liability which may be made against the City, by any person or entity for personal injury, property damage, or any fine, assessment, or penalty whether arising in contract or law resulting directly or indirectly from any act, incident or accident occurring in, upon or about Fenton Gym as a result of the acts, errors or omissions of the Applicant, its agents, or event patrons, or arising in connection with operations, use or occupancy of Fenton Gym by the Applicant, its agents, or event patrons, whether or not arising in whole or in part from negligence by the City. Applicant further agrees to waive all claims against the City on account of any loss, damage or injury from whatever cause (including claims against the Applicant by others) which may occur to it or its property arising from the use and occupancy of Fenton Gym, the giving of this waiver being one of the considerations upon which such reservation is approved.

8. Pickleball Court Reservation Guidelines- Those looking to reserve a court(s) for exclusive use at the Sunset Pickleball Courts shall abide by the following.
   • All Reservable Spaces and Facility Guidelines and General Reservation Guidelines listed above shall be followed concerning Pickleball Court Reservations. Additional modifications under the Pickleball Court Reservation Guidelines below will supersede any guidelines listed in the All Reservable Spaces and Facility Guidelines and General Reservation sections for all Pickleball Court Reservations.
   • A calendar with open dates and times for every court will be avaialble for viewing online but reservations must be made at the Parks and Recreation Offices, located at 1424 Main St. 
   • Pickleball Court Rental Types- there are 2 different types of pickleball court rental options available.
     • Tournament Rental- this allows exclusive use of all pickleball courts for an entire day
       • Reservation of the Sunset Park Shelter is required as part of the rental of the courts.
     • Single Court Rental- this allows exclusive use of a single pickleball court for a certain amount of time.
       • Multiple courts can be reserved for the same time period. 
   • Indemnification- Applicant shall indemnify and hold harmless the City of Lewiston, its officers, officials, employees and agents (collectively the “City”) from any and all claims and expenses for loss or liability which may be made against the City, by any person or entity for personal injury, property damage, or any fine, assessment, or penalty whether arising in contract or law resulting directly or indirectly from any act, incident or accident occurring in, upon or about the ball field as a result of the acts, errors or omissions of the Applicant, its agents, or event patrons, or arising in connection with operations, use or occupancy of the ball field by the Applicant, its agents, or event patrons, whether or not arising in whole or in part from negligence by the City. Applicant further agrees to waive all claims against the City on account of any loss, damage or injury from whatever cause (including claims against the Applicant by others) which may occur to it or its property arising from the use and occupancy of the pickleball courts, the giving of this waiver being one of the considerations upon which such reservation is approved. 

Program Policies and Procedures

The City of Lewiston Parks and Recreation strives to offer programming that meets the needs of the community. Staff will strive to maintain current programming trends to enhance the health, fitness, wellness, and quality of life of our residents. 

1. New Programs- will be reviewed by staff to coincide with the preparation of each quarterly City of Lewiston Magazine. The following procedures will be used by staff to propose a new program. 
   • Staff will complete a Program Proposal Form to submit for approval with their supervisor. A sample form can be found in the Policies and Procedures Manual Appendix.
   • The supervisor will review the Program Proposal Form and discuss the program with the programmer to approve or deny the submission. Once approved the program will be added to the Magazine. 
2. Class/Program Proposals
   • Individuals who have particular skills, knowledge, or abilities to offer as programming may complete the New Program Submission Form for consideration. A sample form can be found in the Policies and Procedures Manual Appendix. 
3. Program Fees- staff will review all program costs and set fees on an annual basis. Program fees are based on the following guidelines:
   • Program fees are expected to recover costs associated with the program, this includes but is not limited to administrative fees to cover registration processing, advertising, facility/space use, utilities, and administrative and staff time associated with the organization and execution of the program. 
4. Program Registration- all participants must register before participating in a program, class, or event. Registration deadlines are designed to encourage early registration. All programs will have a registration deadline of a minimum of seven calendar days prior to the start of the program.
   • All registration shall be completed in one of the following ways:
   • In person at the Lewiston Community Center.
   • Online at the City of Lewiston Parks and Recreation website.
   • Forms of payment accepted.
     • Cash
     • Check- All returned checks are subject to a returned check fee.
     • Credit Cards- Via, MasterCard, and Discover are accepted.
5. Waiver of Liability- Registering for any of our programs implies you have read, understood, and agree to the following:
   The City of Lewiston reserves the right to cancel classes when minimum enrollment has not been met.
   Should this occur, a full refund or credit towards another program will be issued.
   The City of Lewiston reserves the right to adjust all program times, dates, and locations, if necessary.
   Refunds must be requested prior to the program start date to be entitled to a full refund or credit.
   NOTICE OF WAIVER: Your participation in (or your child’s participation in) recreational activities
   offered by the City of Lewiston is subject to your consent to these conditions. Your acceptance of
   these conditions means that you cannot later bring a claim against the City of Lewiston, its agents,
   employees, and/or volunteers.
   1. You acknowledge that participation in recreational activities offered by the City presents risks, some
      of which are unknown, and agree to assume all risks associated with your or your child’s participation.
   2. You release and forever discharge the City, its employees, volunteers, and agents from all real or
      possible claims for damages or other harm to person or property not attributable to the tortious
      conduct of the City’s employees, volunteers and/or agents, regardless of the manner by which such
      claim may be brought.
   3. You consent and authorize first aid, emergency medical care, and/or hospitalization for treatment
      of injuries or illness that you sustain or your child sustains while or as a result of participating in this
      activity/activities, in the event that you are not available to provide or obtain such care for yourself or
      your child.
   4. You understand that you are solely responsible for any and all expenses that are incurred as a result
      of any accident or illness incurred while or as a result of participating in activities offered by the City.
   5. You consent to the publication and/or use of any photograph or recordings of you and/or your
      child by the City of Lewiston for promotional purposes.