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2. Stephanie Tubbs Jones Facility Reservations

   Please complete this form to request a reservation for the Stephanie Tubbs Jones Community Room. By submitting this form, you are putting in a request to reserve a space. Requests are approved based upon availability. We ask that all requests are made at least two weeks in advance of the meeting date to ensure staffing and room availability. You will receive a phone call from our staff in regards to you request after it has been received.

   Standard hours at the Stephanie Tubbs Jones Community Building are Monday through Friday, 8:00 a.m. to 5:00 p.m. Pre-arranged evening programs are permitted until 9:00 p.m., Monday through Thursday along with weekend programs from 8:00 a.m. to 12:00 p.m. on Saturdays. Please see below for specific rules and policies regarding reservation of the Stephanie Tubbs Jones Community Building.

   Contact the Recreation Department at 216-491-1360 with any questions or comments.

6. Event Date:*
   Event Date:
8. Set Up Start Time:*
   Set Up Start Time:
9. Event Start Time:*
   Event Start Time:
10. Event End Time:*
    Event End Time:
11. Clean Up End Time:*
    Clean Up End Time:
15. Type of Reservation Group:*
    -- Select One --ResidentNon-Resident/EntityLocal Non-ProfitLocal Business/Commercial EntityCity of Shaker Heights Department
16. Name of Group:*
18. Contact Person First Name:*
19. Contact Person Last Name:*
21. Address:*
23. City:*
24. State:*
25. Zip:*
27. Main Phone Number:*
28. Alternate Phone Number:
30. Email Address:*
34. Reservation Information:
36. Please provide any helpful details to describe the nature of your reservation.*
38. What is your projected attendance for this reservation? (Max. 150)*
40. Community Room Set Up:
    -- Select One --Conference Style (with hollow square or large boardroom style table)Theatre Style (with rows of chairs)Classroom Style (with tables and chairs all facing the front of the room)U-Shaped Table (with head table in front of room)Other

    For Community Room reservations only, please select your preference for room set up. 

41. If other, please specify.
43. What items will you need for your reservation? Check any and all that apply.*

    1. Projection Screen
    2. Projector
    3. Podium
    4. Microphone / PA Speakers

    1. Television
    2. Extension Cord
    3. Electric Fireplace
    4. None / No Items
45. Will you have refreshments at this event?*
    -- Select One --YesNo

    The use of refreshments requires a $250 fee payable to the City of Shaker Heights. A check will be due the week prior to the event. No alcohol consumption will be permitted.

49. Facility Use Agreement - Stephanie Tubbs Jones Community Building

    Terms and Conditions:

    1. Proof of residency as a Shaker Heights resident, non-profit or business is required upon reservation request.
    2. Failure to abide by facility rules, rental terms and conditions, or the directives of rink staff could result in cancellation of rental and removal from the facility.
    3. I will ensure compliance with the City Codified Ordinances relating to occupancy, fire, and safety regulations.
    4. I will be responsible for supervision of all guests during use of City of Shaker Heights’ facility.
    5. I agree that management has the right to revoke this Facility Use Agreement and to assess damages.
    6. I will be responsible for any willful and/or accidental damage caused by the reservation group during the use of the City of Shaker Heights’ facility, grounds, furniture, and/or equipment and shall be responsible for the prompt reimbursement to the City of Shaker Heights for the amount of any damage to the aforesaid property.
    7. Reservation groups are not permitted access to the facility prior to the agreed upon start time or to remain in the facility after the agreed upon end time. 
    8. Controlled substances, smoking, and alcoholic beverages are not permitted in City of Shaker Heights parks, facilities and/or public areas. 
    9. Weapons of any kind, including handguns, even if a person has a concealed carry license to carry a handgun, are not permitted in City of Shaker Heights parks, facilities and/or public areas.
    10. Decorations are permitted so long as they are not applied using tape, nails, tacks, staples, or any other damaging item to the walls, pillars, tables, chairs, benches and/or any other park structure, equipment and/or property.
    11. Barbeques, Tiki torches, candles, incense, and other kinds of open flames will be restricted to outside designated areas only.
    12. The Contact person is responsible for clean up of the facility. Tables, chairs, and other equipment must be returned to their original locations and the entire facility must be left in the condition in which it was found. Clean up includes removing all food, food debris, decorations, picking up the garbage and placing it in or near trash receptacles, and cleaning of all City of Shaker Heights equipment used during the reservation. Where applicable, the floors must be swept, lights must be turned off, and doors and windows locked. 
    13. All personal items and equipment brought to the facility by the reservation group must be removed following the reservation. The City of Shaker Heights is not responsible for lost, stolen, misplaced, and/or broken personal items or equipment. 
    14. Facility Use Agreements are only issued to people over the age of 18 years.
    15. The contact person named in the facility use agreement is required to be present for the duration of the rental event or activity including set up and clean up. 
    16. Reservation groups are required to abide by all local, state, and federal laws governing the use of the facility and group behavior.
    17. The reservation group and rental contact person agrees to comply with COVID protocols for the duration of rental. COVID protocols are subject to change at any time by the City.  

    Payment Policy:

    Full payment is due at time of reservation.

     Cancellation Policy:

    Requests for cancellation of a Facility Use Agreement must be received in writing 72 hours prior to event by completing a Refund Claim Form that can be obtained from Thornton Park Front Office, Stephanie Tubbs Jones Community Building or online at www.shakeronline.com

51. Contact Person Electronic Signature:*

    I agree to the terms and conditions of this Facility Use Agreement. 

52. Date:*
    Date:
56. Hold Harmless Agreement:

    The Facility Use Agreement holder agrees to indemnify and hold harmless the City of Shaker Heights and its agents and employees against all claims, damages, losses, and expenses, including but not limited to attorney fees, sustained by any person or persons and arising out of or resulting from the performance of this Agreement, provided that any such claim, damage, loss or expense is not solely attributable to or caused by the negligent act or omission of the City of Shaker Heights, its employees, agents or subcontractors. 

58. Contact Person Initials:*
59. Date:*
    Date:
63. City of Shaker Heights Policy for Use of Facilities - Stephanie Tubbs Jones Community Building:

    
    

    • Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; Pre-arranged evening programs are permitted, as described below, until 9:00 p.m., Monday through Thursday.
    • The following persons and groups are permitted to use the Community Room for meetings and events, after submission of a complete application and approval based on priority, as described below, and availability:
      1. City-sponsored or co-sponsored activity. 
      2. Governmental agency-sponsored activity (i.e. federal, state, regional or local government agency, including the School District and Library).
      3. Shaker Heights Neighborhood Association.
      4. Non-profit group which has its only office or main office located in Shaker Heights, including a private school or religious organization or institution. (For this purpose, as an example, a church located in Shaker Heights falls into this category even if it is owned or controlled by an outside entity or “parent” church.)
      5. Organization or group that is non-profit, and a professional, political, or religious entity, or an individual, may hold meetings or events, including political activities such as “meet and greets”, “coffees”, or rallies, if a Shaker resident is the sponsor and in attendance at the entire event/activity. Proof of residency is required, i.e., current driver’s license, utility bill, etc. The resident who signs the permit must be present during the entire event.  
      6. City-sponsored memorial event for an employee of the City; no celebratory events such as weddings, parties, etc. (unless City-sponsored).
      7. Non-Profit and For-Profit organizations and entities with an office, retail establishment, or similar location in Shaker Heights may hold internal meetings of employees, owners, boards, members, etc.
      8. Non-Profit and For-Profit organizations and entities with an office, retail establishment, or similar location located in Shaker Heights may hold an event that is free, and open to the public; no sales of goods and services allowed; no advertising at the event is allowed.

     

    • The following are not permitted:
      1. No non-profit, political or religious fundraising events; except non-profit, non-sectarian, non-political events sponsored or co-sponsored by the City. 
      2. No for-profit or commercial activities, except events that are free and open to the public, and no sales of goods and services or advertising are allowed at such events. Also, as an exception, for-profit or commercial activities are allowed to provide desired services and sales at specific community events where this is expressly permitted.
      3. No sales of any kind unless part of a City-sponsored or co-sponsored event.
      4. No ongoing or regular rental for the same activity or event more often than once per month.
      5. No alcohol consumption, sale or possession on the premises, unless specifically permitted (e.g. part of event scheduled for the Colonnade that is permitted to use the Community Building in case of inclement weather.)
      6. No tables, literature handouts, etc. for non-profit, religious or political purposes, except at specific events where this is expressly permitted by the sponsor.

     

    • The following have priority at the Community Building:
      1. The Mayor, Council, departments, commissions/committees of Shaker Heights as well as City co-sponsored meetings, conferences, seminars, or other events shall have priority for use of the building.
      2. Second in priority are activities or events sponsored by another federal, state, regional or local government agency (including the School District and Library).
      3. Third in priority are Non-Profit and For-Profit organizations and entities with an office, retail establishment, or similar location in Shaker Heights, for internal meetings of employees, owners, boards, members, etc., and for events that are free, and open to the public; no sales of goods and services allowed; no advertising at the event is allowed.
65. Contact Person Electronic Signature:*

    I have read and understand the terms and conditions of the City Policy for Use of Facilities. 

66. Date:*
    Date:
Leave This Blank:


70. 1. Receive an email copy of this form.
71. Email address

    This field is not part of the form submission.

72. Submit

* indicates a required field