City of Lake Stevens

Reservation Requests for Rental of City Facilities

Persons, groups, or companies interested in renting City facilities can create an account on CivicRec from the City website (www.lakestevenswa.gov). Once an account has been created, this online system can be used for all facility rental needs. If there are any issues, please contact the Parks and Recreation Department 425-622-9406.

Applicants may also contact to:

• learn basic information about required documentation, such as liability insurance certificates and endorsements
• determine if other City permits such as a Special Event Permit may be required
• determine if other non-City permits or licenses may be required
• obtain the Guidelines for Use for a particular facility

IMPORTANT: The Applicant is solely responsible for submitting a timely and complete facilities rental request. Rental reservations are subject to cancellation without notice if documentation or payment requirements are not met by the City’s deadline.

Reservation Rights

The City of Lake Stevens has first reservation rights to all City facilities.

Reservations from Applicants who are not City staff or acting on behalf of the City of Lake Stevens are accepted on a first-come, first-served basis.

With some exceptions, Applicants may book a facility up to 24 months in advance.

Rental of the facility is limited to once a month up to three months in advance unless approved under a written agreement and approved by the Director or designee.  If City business arises and use of the space is required, the rental may be canceled on short notice.  Storage of supplies or any group items is prohibited. 

Security deposits for recurring events may be sustained in a City account in lieu of refunding the deposit with each occurrence.

Reservations cover a specific facility only, and not the surrounding grounds or park areas.

Under no circumstances will any entire park be closed to accommodate a private group or function.

Reservation Status

Reservation requests are pending until confirmed by the City. Reservations that are missing any items required by the City will not be confirmed until the needed items have been provided to the City, e.g., insurance documentation, signed acknowledgment of rental policies, evidence supporting discounted rates or fee waivers, supplemental licensing or permits, etc. Pending reservation requests are subject to removal from the calendar if the required items are not received by the City’s deadline.

If City action or inaction delays the processing of an otherwise timely and complete reservation request, that delay will not be counted against the Applicant.

Cancellations 

By City: The City of Lake Stevens reserves the right to cancel without notice or liability any confirmed event that conflicts with a City program or if the facility becomes unavailable due to maintenance or safety issues. A full refund by check or credit refund will be issued to the renter if the cancellation of a confirmed event is based solely on a City scheduling conflict. A refund by check or credit refund will be issued to the renter if the cancellation of a confirmed event is due to an unforeseen main­tenance or safety issue.

By Applicant/Renter: Determined by the facility's rental policy. 

The City will not bear responsibility for the cancellation or interruption of an event due to emergency situations such as power outages or natural disasters, per the City's Inclement Weather Policy https://www.lakestevenswa.gov/DocumentCenter/View/10331/Inclement-Weather-Policy.  If renter believes an event was caused to be canceled or interrupted due to an act or omission on the part of the City, renter may appeal refund decisions to the Director or designee.

Decorations, Equipment, and Setup

Setup and takedown of decorations, equipment, seating arrangements, prepara­tion of food, and cleanup of the facility after the event must be accomplished within the time period of the reservation. Renters will not be allowed access to the facility other than during the time period reserved.

Sound systems must be used in compliance with noise-related laws and regulations.

Potentially flammable items may be prohibited or limited and may require additional permitting and insurance requirements.

Any evidence of prohibited decorations or prohibited methods of attachment forfeit all damage deposit and the City may immediately terminate use.

Decorations, pictures, signs, notices, posters, displays, or exhibits of any type may not be attached to the walls in a manner that would damage the surface in any way such as staples, tacks, nails, or tape. The use of any form of confetti, rice, glitter, birdseed, silly string, sparklers, fireworks of any kind, Chinese lanterns, or party favors that leave debris behind is not allowed in or around the facility including marking on windows.

Depending on the facility and the permits obtained by renter, the City may allow open flame sources with strict regulation. For example, lighted candles may be allowed if enclosed in a glass container or vase and the flame cannot exceed the height of the container.

Fees and Deposits

All facility rental fees and deposits are set by the Rates and Fees Schedule, which is adopted by ordinance and routinely amended.

Changes to reservations must be requested no later than 15 days prior to the event and based on the facility and staff availability to accommodate the change. 

Applicants requesting the “non-profit” rental rate must be prepared to provide documentation of the organization's non-profit or not-for-profit status. 

The City will determine the appropriate fee from the City’s adopted fee schedule based on the status of the renter and nature of the event.

Security deposits will be refunded after the event provided all conditions of the reservation were met and all facility rules and policies were followed. If any condition was not met to the satisfaction of City staff, the security deposit may be forfeited in whole or in part.

Insurance Requirements

Insurance requirements will be evaluated on a case-by-case basis; additional event insurance may be required when renting the facility if your event includes factors such as the service of alcohol or is open to the public.

If General Liability insurance is required, Applicant must submit a certificate and all endorsements before the rental date is confirmed and no later than 14 days before the event. No facility rental date will be confirmed until proof of insurance has been received in a form acceptable to the City. The certificate and endorsements must name the “City of Lake Stevens” as an additional insured or provide blanket additional insured coverage. The minimum coverage limit must be $1,000,000 per incident and $2,000,000 general aggregate and be primary and non-contributory as respects the City. The insurance policy must be written on a form at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, operations, products-completed operations, and contractual liability. The additional insured endorsement must be issued on a form at least as broad as ISO Additional Insured – Managers or Lessors of Premises Form CG 20 11.

If alcohol is to be available for consumption on the premises, Applicant must have a Washington State Banquet Permit or Special Occasion License, and have it prominently displayed in the rental facility. The Applicant is aware alcohol is strictly limited to beer, wine and/or champagne, and that service of hard alcohol (over 15%) will result in immediate termination of the event with no refund.

If the event involves athletic participation, the City has discretion to require that Applicant’s General Liability insurance include coverage for participant liability with limits of not less than $1,000,000 per occurrence.

Applicants may consider applying for a Tenant Users Liability Insurance Policy (TULIP) through the City of Lake Stevens’s risk pool, Washington Cities Insurance Authority (WCIA). Visit the WCIA website athttps://www.wciapool.org/216/Event-Insurance. Alcohol and athletic participation insurance may require a different policy.

City Permit and License Requirements

Some proposed events may present the potential for broader impacts upon the community and require coordination beyond simply reserving a site. These activities may require a City of Lake Stevens Special Event Permit and are governed by Title 10 of the Lake Stevens Municipal Code.

It is the responsibility of Applicant to ensure that any City-required permit or license is in place prior to renting a City facility for the event.

Non-City Permit and License Requirements

The Applicant is responsible for obtaining all permits or licenses from non-City entities that the City has required for a particular facility rental. City staff may assist Applicants with information on where to obtain those permits or licenses but will not obtain them on any Applicant’s behalf. City approval of a complete Application assumes that all permits and licenses have been or will be obtained by the Applicant prior to the event.

Alcohol Use

If any form of alcohol is intended to be provided or consumed at an event, whether sold or not, a permit or license is required and must be on display during the event. Licenses through the Washington State Liquor Board may take up to 30 days to receive. Information is available online at https://lcb.wa.gov/licensing/special-licenses-and-permits.

Alcohol is strictly prohibited in The Mill on Lake Stevens' outdoor plaza (1808 Main Street).

Alcohol is strictly prohibited in all City parks unless availability and consumption are provided for in a Special Event Permit.

Consumption of alcohol by minors will result in immediate termination of the event.

Alcohol may only be served or consumed within facilities or areas where it is specifically allowed by the City. The City reserves the right to prohibit alcohol in certain facilities and Applicant may not include alcohol at events occurring at those sites.

Applicant expressly assumes legal responsibility for any person’s consumption of alcohol, inclusive of all potential consequences thereof. 

Tobacco/Marijuana/Vaping Product Use Prohibited

Smoking, or the use of any tobacco, marijuana, or vapor product, is prohibited inside all City facilities.

Political Activity

State law generally prohibits use of a public facility to support or oppose any ballot measure or political candidate. RCW 42.17A.555. However, a public facility may be used as a neutral forum by community groups or campaigns to discuss issues and express views on an equal access, nondiscriminatory basis. The City retains sole discretion as to whether a proposed forum constitutes a neutral forum.

No signs or political activity supporting or opposing a candidate or ballot measure may be posted on City facilities. “City facilities” include without limitation, use of stationery, postage, machines, and equipment, use of employees of the office or agency during working hours, vehicles, office space, publications of the office or agency, and clientele lists of persons served by the office or agency. Please refer to the Washington State Public Disclosure Guidelines for Local Government for more information. Guidelines for Local Government Agencies in Election Campaigns (Public Disclosure Law Re: Use of Public Facilities in Campaigns) | www.pdc.wa.gov