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Fee schedule and Information for Civic Arts Education-Shadelands Arts Center (Effective 7/1/10)

111 North Wiget Lane
Walnut Creek, CA 94598
Phone: (925) 943-5842 Fax: (925) 988-9907

The Civic Arts Education Shadelands Arts Center is located on North Wiget Lane & Ygnacio Valley Road in Walnut Creek.

  • Banquet style seating in the room accommodates 300 with round tables.
  • Classroom style seating accommodates 175.
  • Theater style seating accommodates 350.
  • The room is 3,588 square feet (69’ long by 52’ wide).

RESERVATION PROCEDURE

  1. Reservations will be accepted one year in advance. We open a monthly calendar on the first working day of each month. If your date is available, you will be given a confirmed reservation when we receive the $500 initial payment.
  2. Mail your $500 Non-Refundable deposit to: Civic Arts Education, PO Box 8039, Walnut Creek, CA 94596. Payment may be Visa, MC, Cash or Checks made payable to CITY OF WALNUT CREEK.
  3. A contract and license agreement will be sent to you once your reservation is confirmed with your deposit. These forms must be signed and returned to the Civic Arts Office no later than 6 months prior to your date of facility use. For events that are scheduled with less than 90 days notice, the contract and full payment (including Refundable Damage Deposit) is due at the time the event is scheduled.
  4. Based on the information you have provided on the contract we will return a copy with the total amount due. This completed copy is your USE PERMIT: Please keep it.
  5. When your agreement is approved by the City of Walnut Creek, the balance of your rental fees and the refundable security deposit must be received no later than 3 months prior to your date of facility use.


RENTAL CATEGORIES

Restrictions are made and fees applied based upon who is using the facilities, when and for what purpose. The center is used by residents, non-residents, public, private and commercial groups.

  • Public groups include non-profit, clubs, civic, religious, or 501© service organizations and schools.
  • Private groups include events such as wedding receptions, social events and political fund-raisers.

Commercial renters are those connected with a business or commercial venture that use the facility for events such as: corporate parties, sales, classes, staff or training meetings.

CANCELLATIONS

Refunds and Service fees will be handled as follows:

  • 3 months or more prior to use date – forfeit $500 deposit only.
  • Less than 3 months prior to date of use – forfeit the total rental charges.

RENTAL CONDITIONS

Rental rates are per hour and not prorated for part of an hour.

  • The rental period is computed from start of time on contract through lock-up.
  • Total cost depends on rental category, the room used, how long it is used, miscellaneous fees, and any applicable damage fees.
  • All events (except for Youth events) must end by midnight and facility must be fully vacated by 1:00am.
  • Youth events must end by 11pm and facility must be fully vacated by 12:00am.
  • Shadelands Arts Center Rental Package includes: Rental Hall, Kitchen and Patio.
  • Space for Bride’s Room is offered at no charge on Weekends.
  • Patio is available weekdays after 3:00 PM and on Weekends.

NON-REFUNDABLE DEPOSIT (Applies to Rental Fee)

A $500 deposit is required for all functions at the time of booking to reserve your date. The deposit is non-refundable and non-transferable if the event is canceled.

REFUNDABLE SECURITY DEPOSIT

Deposit is due 90 days in advance of your scheduled event

  • $200 – meetings, lectures, etc. (No use of kitchen)
  • $750 – weddings, dances, dinners, etc. (Includes use of Kitchen)

AUDITORIUM RATES INCLUDE:

  • One Building Attendant
  • 6 Foot Banquet Tables, or 5’ Round Tables, as available
  • Blue upholstered chairs, as available for main room, 50 white garden chairs for outside patio
  • One microphone (corded, cordless or lav) and Public Address System
  • Projection Screen
  • One Lectern
  • Phone line for Internet Use
  • Wireless Internet
  • Use of Patio area and parking lot
  • Use of commercial kitchen

AUDITORIUM RATES

WEEKDAY (Daily until 5:00 PM on Friday)

Public Groups $ 65/HOUR

Private and Commercial $ 80/HOUR

Minimum rental period is two hours

FRIDAYS AFTER 5:00 PM & SUNDAYS

Public Groups Any 5 continuous hours between 3PM and 1AM $105/HOUR

Private and Commercial Any 5 continuous hours $125/HOUR

SATURDAYS

Public Groups $145/HOUR

Private and Commercial $175/HOUR

Minimum 12 hours required

Non-continuous hours allowed during the 12-hour block, allowing time to decorate during morning

DANCE STUDIO RATES

Public Groups $65/HOUR

Private and Commercial $100/HOUR

CLASSROOM RATES

Classrooms are available (based on availability) for small meetings

Maximum occupancy – 30 $25/HOUR

EXTRA SERVICES & FEES

Lighting design (colored gels) for Auditorium

$245

Lighting design (white spots) for Auditorium

$50

Alcoholic beverage fee

$75

Piano rental (tuning fees are additional)

$50

Slide projector or overhead projector

$25

LCD lumens projector (required for PowerPoint or VCR)

$50

* Additional attendants may be required, at the City’s discretion, depending on the type of event and number of participants.

SECURITY

Security personnel shall be required for any rental activity deemed to be a private youth event taking place during evening hours. The security firm will be assigned by the City of Walnut Creek and the renter will be responsible for costs associated with providing these services. Two guards are required for all youth events. The rate is $25/hour per guard.

All youth events must end by 11pm. The room and parking lot must be vacated by 12am.

Security Firm: American Eagle Security

“Private Youth Events” includes private event activities geared toward individuals between the ages of 13 and 21 but does not include events sponsored by not-for-profit organizations. “Evening Hours” applies to those events that begin at least one hour before dusk and/or extend past sunset.

DAMAGES/DEPOSIT

A cleaning/Damage Deposit is due with all other rental fees. Return of this deposit will be made by mail within 2-4 weeks following your facility use. Any cost of extra cleaning of the facilities both inside and outside or damages to floors, walls, furnishings, equipment and landscaping, or overtime charges, will result in a deduction or forfeit of your deposit. You will be billed for any damages not covered by your deposit.

POLICIES

  • All fees and use regulations are subject to change.
  • Use permits cannot be transferred, assigned, sublet or issued to minors.
  • Gambling in any form will not be permitted unless the applicant has received prior approval from the City of Walnut Creek Police Department.
  • Commercial users may be required to produce a City of Walnut Creek Business License at the time of application.
  • Other than guide dogs, animals are not permitted in the building.
  • No smoking is permitted anywhere inside of the Civic Arts Education Center, including restrooms.
  • All deliveries and pick-ups must be scheduled during designated rental period.
  • You are responsible for the set up and removal of all decorations. Decorations must be of flame retardant material. The use of nails, tacks, staples, etc. is prohibited. 3M (Blue) paint trim tape is acceptable. Glass enclosed candles may be used.
  • Rice, birdseed, glitter and confetti are not allowed to be thrown inside or outside of the premises. You will be charged an extra fee of $100 if this rule is violated.
  • Your choice of caterer must be approved by the facility manager prior to your event.

ALCOHOLIC BEVERAGE POLICY

Alcoholic beverages may be consumed only with advance approval and payment of an Alcoholic Beverage Service Fee of $75. Advance approval may be obtained by indicating your intention to serve alcohol on your application.

If you plan to SELL alcohol, a license is required. Events involving exchange of monetary consideration; (example: purchase of meal ticket with any form of alcohol being served as a part of the meal) requires:

  • Letter of permission from the Walnut Creek Police Dept.
  • Permit from Alcohol Beverage Control (ABC)

ABC will issue one-day permits to non-profit groups who wish to sell beer, wine or distilled spirits at fundraisers.

ABC is located at: 1515 Clay Street, Oakland Phone: (510) 622-4970

  • The alcohol permit must be prominently displayed during your event.
  • The attendant is required to check your license prior to allowing the serving of alcohol at the event.
  • Alcoholic beverages may not be served to minors.
  • Alcohol may not be served at youth functions.
  • No alcoholic beverages are allowed in the Parking Lot

FACILITY DESCRIPTION

  • The fenced courtyard provides a garden-like setting. This provides a relaxed atmosphere as well as a backdrop for your portraits.
  • The wood parquet floor is excellent for dancing and the adjustable lighting allows you to create a romantic atmosphere.
  • The raised stage can accommodate seating a head table up to 15 people. The stage CANNOT be moved by clients.
  • The catering kitchen comes fully equipped with a commercial stove (2 ovens, 6 burners), commercial-size refrigerator, freezer, ice maker, commercial dishwasher, commercial disposal, 3 compartment pot sink, electric steam table, 2-100 cup coffee urns, 2-100 cup thermal containers and a service entrance for loading and dumpster.
  • The parking lot affords an ample supply of parking spaces. Handicap access is provided.
  • Restrooms, sound and light room, water fountain, ticket office and pay telephone are located in the foyer area.

    SERVICES PROVIDED

      A building attendant will be on duty in the Center during your entire use of the facility. The attendant will be available to open the facility, answer questions and check periodically with the person in charge of the event. The services of the attendant are not available for waiting tables, serving, your portion of the clean up, etc.

    • Tables and chairs will be set up prior to your event by our staff and put away following your event. You must provide us, in advance, with a floor plan showing what arrangement you want.
    • The building attendant will check the condition of the facility with the person in charge prior to their departure to determine if additional damage, cleaning, or overtime use has occurred.
    • It is the responsibility of the building attendant to enforce all of the facility use regulations. If necessary he/she will stop the serving of alcohol and/or clear the facility and end your event.

    CLIENT CLEAN-UP RESPONSIBILITIES

      In Rental Hall:

      • Wipe off tables and chairs
      • Place trash in bags provided and remove from building to outside dumpsters
      • Remove all decorations, linens and dishes before vacating premises
      • Remove all balloons

      In Kitchen:

      • Clean and return facility equipment used, such as coffee pots and steam table liners
      • Clean spills and stains from all kitchen surfaces, except floor
      • Place trash in bags provided and remove from building to outside dumpsters and recycling bin

      Outside Patio:

      • Place trash in bags provided and remove from patio to outside dumpsters

    RESPONSIBILITIES

    • You are solely responsible and answerable financially for any and all accidents or injuries to persons or property resulting from your use of City facilities.
    • You shall be responsible for the control and supervision of all people in attendance during your usage of the facility and shall take care to see that no damage is done to the facility, and that everyone conducts himself in an orderly manner.
    • If damages or behavior of your group warrant, your function may be stopped in progress and you may be denied further use of the facilities.
    • The building attendant is responsible for the facility and may request Police Assistance at any time to prevent abuse of privileges and to enforce facility rules and regulations.