Rental Policies

Facility cancellation must be done in writing on forms provided by Recreation Services. Cancellation forms will be accepted in person only. Mail or phone cancellations will not be accepted. Photo identification is required for cancellations. Please note: All facility application cancellations will forfeit the $20 application fee.

• Full refund of deposit will be granted, provided a cancellation is made within 91 days or more of the rental date.
• If cancellation is made with more than 46 to 89 days prior to rental date, 50% of deposit will be forfeited.
• If cancellation is made with 45 days or less prior to rental date, 100% of deposit will be forfeited.

Note: If there are extenuating circumstances that require a cancellation within 45 days of the rental date, a refund may be approved by Recreation Services Manager or authorized representative. Evidence of extenuating circumstances may be requested for verification purposes.

1. Should the City cancel said reservation, a full refund of paid rental fees will be issued.
2. Should a request for a change of rental date be made, a rescheduling fee of $100 will be charged provided the date and staff are available, and there are 30 days remaining prior to the original rental date. Changes requested 29 days or less prior to the rental date will require management approval. A new rental date cannot exceed 365 days from the original requested rental date.

Each applicant is responsible for the following clean-up duties, if applicable:

• Remove all items from tables.
• Wipe down walls behind garbage cans and all tables and chairs.
• Completely clean kitchen:
  • Wipe down counters.
  • Remove all items from refrigerators and wipe up any spills.
  • Remove all items from ovens, dishwasher, and microwave and wipe up any spills and ensure appliances are turned off.
  • Clean out sink, leaving it free of food particles and debris.
  • Place all kitchen garbage in garbage cans.
  • Clean out steam tables (Senior Center only).
  • When cleaning the kitchen do not pour grease into the sink or into any drains.
• Remove all decorations including balloons, flowers, tablecloths, ribbons, streamers, etc. from the premises.
• Clean up picnic area if leaving the site completely (Adobe Building).
• Leave restrooms completely free of debris.
• Leave parking lot and all outdoor areas completely free of debris.

Decoration time must be included in the reservation time. The decoration policy is applicable to all venues.

• No decoration can be stapled, tacked, or taped to any amenities (i.e. walls, windows, grounds, flag poles, or ceiling). All decorations must be freestanding and may not be placed in walkways or impede an evacuation creating a tripping hazard in any way. Nothing may be attached or hung from the Community Center Auditorium wiring, sound system or curtains.
• All decorations must be flame retardant.
• No confetti, birdseed or rice may be thrown in or outside any City facility.
• Equipment in the facility may not be altered in any way without the consent of the staff on duty (i.e. moving existing equipment).
• No candles (including birthday cake candles), lanterns, incense or open flames are allowed in any City facility (excluding Sterno).
• Balloons: All balloons must be removed at the end of event or the applicant will be charged a clean-up penalty.

The deposit will be processed following an assessment of the rented area after the event. The rental applicant will be contacted within a week if all or any portion of the deposit will be withheld. The City of Milpitas can charge additional fees if damages or fees exceed the amount of the deposit. A mailed check will be sent to the rental applicant's address given at the time of reservation and should arrive within 30 days after the rental date.

Tables and Chairs are provided for all venues at no additional charge. Rental groups may provide their own tables and chairs. Dimensions and quantity of tables and chairs must be provided to the Milpitas Recreation Services staff. The Milpitas Recreation Services staff will determine changes in occupancy based on the information provided.

Dimensions of equipment available:

• Milpitas Community Center and Adobe
  • 6-foot Diameter Round Table: 10 guests per table
  • 2.5 feet by 8-foot Long Table: 8 to 10 guests per table
  • Chairs: Acton Stacking Chairs (30.5 inches by 20 inches by 21.5 inches)
• Milpitas Senior Center
  • 5-foot Diameter Round Table: 8 guests per table
  • 3-foot by 8-foot Long Table: 8 to 10 guests per table

Indoor and Outdoor Facilities reservations cannot be made on the following dates:

• New Year's Day - January 1st
• Martin Luther King Jr's Birthday - 3rd Monday in January
• Lincoln's Birthday - February 12th
• President's Day - 3rd Monday in February
• Easter - Sunday in March/April
• Memorial Day - Last Monday in May
• Independence Day - July 4th
• Labor Day - 1st Monday in September
• Veterans Day - November 11
• Thanksgiving Holidays - 4th Thursday and Friday in November
• Winter Holidays - December 24th,25th, 31st
  • Milpitas Community Center cannot be reserved for the last two weeks in December.

For rentals that will be serving alcohol, be open to the general public, and/ or will have cash on site (i.e. fundraisers, entrance fees, selling food/drinks, etc.), insurance coverage is required. Insurance may also be required for other events/activities that are determined by Recreation Services to be high risk. Proof of insurance must be submitted 30 days of the event. We suggest the following to options to complete the insurance requirement.

• Visit the Special Event Insurance website and purchase a one-day special events policy. The website can provide a quote within 10 to 15 minutes. General Liability Coverage Limit selected must be $2,000,000 for each occurrence and $2,000,000 for general aggregate. The City of Milpitas must be listed as additionally insured on a separate endorsement page. You must provide a copy certificate and endorsement page. The policy must have Host Liquor Liability for alcohol to be served and/or Retail Host Liquor Liability in order to sell alcohol.
• Add the City of Milpitas as an "Additional Insured" on your Homeowner's / Business Insurance. You must provide a copy of the certificate and endorsement page. The General Liability Coverage Limit must be $2,000,000 for each occurrence and $2,000,000 for general aggregate. The additional insured must be listed on a separate endorsement page. The policy must have host liquor liability for alcohol to be served and/or retail host liquor liability in order to sell alcohol.

If you will be selling alcohol at your event, you must obtain and provide a copy of an ABC Liquor License at least two weeks prior to you event. Applications can be obtained by visiting the Alcoholic Beverage Control website. Applications are only accepted 30 days or less before the event. A separate fee to the State of California is required for this license.

The rental applicant can modify the reservation hours and room diagram. These changes must be made 30 days prior. Any requests submitted under 30 days will have to be approved. A rental applicant may change the location site and/or date of the event. These changes will have a transfer fee of $100.

Payments must be made in person. Final balance must be paid 30 days prior to event date. Personal checks are not accepted for payments. Payments must be made by cash, credit/debit card, cashier's check, or money order.

Reservations must be made in person. The rental applicant must be at least 18 years of age. Milpitas residents can reserve one year in advance. Non-residents can reserve six months in advance. All reservations must be made no less than 30 days in advance. Two proofs of residency must be provided to validate residency, i.e. driver's license, utility bill, car insurance, car registration, etc. Reservation holds are not allowed. Reservations are accepted on a first-come, first-serve basis. Reservations can be made between 7 am to midnight. Rooms at the Milpitas Senior Center cannot be reserved during business hours. Decoration and clean-up time must be included in the reservation time. A deposit, application fee, and application are needed to secure a rental date. Reservations for Jose Higuera Adobe Building, Milpitas Senior Center, or Milpitas Community Center can be made at the Milpitas Community Center during normal business hours.

Please note: Milpitas Senior Center reservations can also be made at the Milpitas Senior Center during normal business hours. Reservations for the Milpitas Sport Center and fields must be made at the Milpitas Sport Center during normal business hours.

Food is not allowed in the carpet-floor meeting rooms, dance studio, or art room at the Milpitas Community Center. Tables and chairs are not allowed in the dance studio of the Milpitas Community Center and Milpitas Senior Center. Reservations are limited to the area reserved. Security is not required for most events. City staff will be on-site periodically during the reservation. Bounce houses are not allowed at any Indoor Facility Rentals. The Adobe Building is the only indoor facility that can have a bounce house which is to be located outside the building in the assigned patio area.

The tables and chairs will be set up by City Staff prior to the start time of the event. The tables and chairs will be put away by City Staff after the event. Diagrams are due 30 days prior to the event date. City Staff will refer to the diagram when setting up the tables and chairs. Standard and blank diagrams of the rooms are available upon request. If a set-up diagram is not submitted, the City Staff will wait until rental applicant arrives to set up the tables and chairs. Fees will not be refunded for set-up time.

Items (food, cake, decorations, etc.) may not be brought into the facility prior to the start time indicated on the application. The start time of the event is the time once a rental group affiliate (i.e. caterer, decorator, party planner, rental company, etc.) enters the facility. Storage is not available at the facility and all items (dishes, barware, fountains, chafing dishes, kegs, etc.) must be removed after the rental is complete. Rehearsals prior to any event will be considered as a separate reservation with a new deposit, application fee, and fees. Additionally, reservations should be made at least 30 days prior. Any reservation request made under 30 days must be approved by the Recreation Manager or designee.