FACILITY USE APPLICATION
City of Battle Creek
10 N. Division Street, Room 206
Battle Creek, MI 49014
269.966.3378
Name:
Group Represented (If any):
Address:
Telephone: Cell:
Email:
City Hall, 10 N. Division Street
Room 112, Conference Room
Room 301, City Commission Chambers
Department of Public Works, 150 S. Kendall Street
Room 204, Conference Room
W.K. Kellogg Airport, 15551 S. Airport Road
Room 130, Conference Room
Police Department, 34 N. Division Street
Room 109 Community Room
Room 302A, Conference Room
Room 302B, Conference Room
Room 305, Conference Room
Room 214, Multi-Purpose Room
Room Airport Multi-Purpose
Date of Event
_Room
Setup Time for Event
____________________
to
Time Period for Event ____________________ to
Cleanup Time for Event
____________________
to
Number of People Expected to Attend Event:
Please provide a brief overall description of the event:
Room to be Reserved
Event Information
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City of Battle Creek Facility Use Application
The applicant hereby agrees to indemnify and hold harmless the City of Battle Creek for any liability for damages
to any person or property in or about the facility from any cause whatsoever. All persons or groups using the facility
shall be responsible for the proper supervision, control and accommodation of persons attending the event. The
applicant agrees to be financially responsible for damage to the facility and/or equipment. The applicant agrees to
comply with all City ordinances and regulations in connection with the event. The applicant agrees that they have
read, understood, and will comply with the City of Battle Creek Facility Use Policy, including the payment of fees, if
any.
Signature: Date
Submit completed application to:
(24 hours prior (96 for fee hours) to
guarantee review)
Facility Hours
City Hall
City Manager’s Office
10 N. Division Street, Room 206
Battle Creek, MI 49014
Monday - Friday
8:00 a.m. - 5:00 p.m.
No Fee
Monday - Friday
5:00 p.m. - 9:00 p.m.
Fee
Saturday
8:00 a.m. - 9:00 p.m.
Fee
Sunday
12:00 p.m. - 6:00 p.m.
Fee
Department of Public Works
Monday - Friday
4:00 p.m. - 9:00 p.m.
Fee
Saturday
8:00 a.m. - 9:00 p.m.
Fee
Sunday
12:00 p.m. - 6:00 p.m.
Fee
Airport
Monday - Friday
7:30 a.m. - 4:00 p.m.
No Fee
Monday - Friday
4:00 p.m. - 9:00 p.m.
Fee
Saturday
8:00 a.m. - 9:00 p.m.
Fee
Sunday
12:00 p.m. - 6:00 p.m.
Fee
Police Department
Monday - Friday
8:00 a.m. - 5:00 p.m.
No Fee
Monday - Friday
5:00 p.m. - 9:00 p.m.
Fee
Saturday
8:00 a.m. - 9:00 p.m.
Fee
Sunday
12:00 p.m. - 6:00 p.m.
Fee
All Facilities are closed on Official City Holidays and Holiday Weekends***
***Please see Facility Use Policy for additional information and requirements
For Office Use Only
Please initial approved or disapproved
Department
Approved
Disapproved
City Manager’s Office
Building Manager
Responsible Party Signature
click to sign
signature
click to edit
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City of Battle Creek Facility Use Policy
A.
Statement of Purpose
This policy is designed to govern the use of city‐owned facilities by individuals, groups, and/or
organizations that are not directly associated with the City of Battle Creek ("City"). This policy describes
the terms, conditions and user qualifications required for the utilization of the facilities listed in the
Available Facilities section below. This Policy governs all city‐owned property, even if such property is
not specifically listed within the Policy, unless a contrary use is specifically permitted under the terms
of a City‐approved and issued Special Events permit. The rules and regulations have been adopted with
the intent to better serve those who have occasion to use the facilities while protecting the public's
interest.
B.
Interpretation and Implementation of Policy and Waiver
The City Manager shall interpret and implement this Facility Use Policy. The City may waive any
requirement of this policy if the result of said waiver would be in the best interest of the City in the
discretion of the City Manager or his or her designee.
C.
Available Facilities
1.
City Hall, 10 N. Division Street
a.
Room 112, Conference Room
b.
Room 301, City Commission Chambers
c.
Room 302A, Conference Room
d.
Room 302B, Conference Room
e.
Room 305, Conference Room
2.
Department of Public Works, 150 S. Kendall Street
a.
Room 204, Conference Room
b.
Room 214, Multi‐Purpose Room
3.
W.K. Kellogg Airport, 15551 S. Airport Road
a.
Room 130, Conference Room
b.
Airport Multi‐Purpose Room
4.
Police Department, 34 N. Division Street
a.
Room 109, Community Room
D.
Facility Hours
City Hall ‐ The building may be available for public use during the following times:
MondayFriday 8:00 a.m. ‐ 5:00 p.m. No Fee
MondayFriday 5:00 p.m. ‐ 9:00 p.m. Fee
Saturday 8:00 a.m. ‐ 9:00 p.m. Fee
Sunday 12:00 p.m. ‐ 6:00 p.m. Fee
Official City Holidays and Holiday Weekends Closed
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DPW ‐ The building may be available for public use during the following times:
MondayFriday 4:00 p.m. ‐ 9:00 p.m. Fee
Saturday 8:00 a.m. ‐ 9:00 p.m. Fee
Sunday 12:00 p.m. ‐ 6:00 p.m. Fee
Official City Holidays and Holiday Weekends Closed
Airport ‐ The building may be available for public use during the following times:
MondayFriday 7:30 a.m. ‐ 4:00 p.m. No Fee
MondayFriday 4:00 p.m. ‐ 9:00 p.m. Fee
Saturday 8:00 a.m. ‐ 9:00 p.m. Fee
Sunday 12:00 p.m. ‐ 6:00 p.m. Fee
Official City Holidays and Holiday Weekends Closed
Police Department ‐ The building may be available for public use during the following times:
MondayFriday 8:00 a.m. ‐ 5:00 p.m. No Fee
MondayFriday 5:00 p.m. ‐ 9:00 p.m. Fee
Saturday 8:00 a.m. ‐ 9:00 p.m. Fee
Sunday 12:00 p.m. ‐ 6:00 p.m. Fee
Official City Holidays and Holiday Weekends Closed
E.
Allowable Activity Types
Activity Type One. Type One activities are those of the City of Battle Creek government,
including elected and appointed officials, City employee meetings, official City committees, its
boards and its groups.
Activity Type Two. Type Two activities are those of other governmental agencies, including
cities, counties, the state of Michigan, regional governments, the federal government, school
districts, elected officials, and other similar governmental or quasi‐ governmental
organizations.
Activity Type Three. Type Three activities are those of non‐governmental entities, including
non‐profit organizations, neighborhood groups, community organizations and other similar
organizations.
F.
Usage Priorities
Type One activities shall have priority over all other uses. In the event of a conflict, the City Manager
(or his or her designee) shall contact the groups or individuals whose activities conflict as soon as
possible and attempt to reschedule the conflicting activities.
An annual or ongoing event shall be given preference over a one‐time event. Otherwise, all facilities
are reserved in the order in which requests are received and approved, with consideration given to
the size of the group, type of program and available space. The City reserves the right to assign and if
necessary, reassign facilities to assure the most efficient and appropriate utilization of facilities.
The City reserves the right to cancel any and all reservations without providing any other
accommodations in the event the facility is needed for municipal government purposes.
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G.
Prohibited Uses
City facilities shall not be used for the following:
Any commercial business, fee‐based or promotional activity
Any meeting or activity that solicits funds or donations or accepts such from attendees
Any meeting whose noise levels will interfere with activities in City offices
Any groups which will have participants in excess of the occupancy limit
Any political campaign activity
Any illegal activity
Any purposes contrary to federal, state, or local law
Any activity not consistent with the general business purpose of the building
Any other use deemed inappropriate by the City Manager or City Commission
H.
General Prohibitions
There shall be no alcoholic beverages or drugs/illegal substances served upon,
consumed upon, or brought into the City facility.
In accordance with Michigan law and County Health Department Regulation, all City
facilities are entirely smoke‐free environments, which shall be deemed to include e‐
cigarettes.
There shall be no open flames, such as lighted candles, in any City facility.
No foul or abusive language shall be used at any time.
Areas not specifically reserved shall not be entered or occupied by the applicant, the
group, any of its individuals, or any participants and guests.
No nails, tape or tacks may be used on the walls.
Pets or animals are not allowed in any facility, except for service animals.
Gambling in any form is prohibited.
I.
Use Requirements
Building Access ‐ At least one City staff member must be on‐site for the duration of the event,
including set‐up and clean‐up. For after‐hours or weekend events, the building will be open for access
at the time designated on the approved application.
Only City staff may provide access to the building after hours. Under no circumstances will
the Applicant be allowed on the premises after hours without prior arrangement with the
City.
Space/Room Setup ‐ The responsibility for setting up tables and chairs shall remain with the
individuals or organizations making the reservation. The City does not provide staff or material(s) to
aid with the setup or cleanup of the facility.
Space/Room Cleanup ‐ Tables, chairs, and any provided equipment must be returned to the original
location and arrangement when the use of the facility is complete. Individuals and organizations must
remove all trash, equipment, decorations and any other items at the end of the reservation time.
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Facilities must be left in good, clean condition when the activity is complete.
Responsibility for Property ‐ The City assumes no responsibility for any property placed in the facility
in connection with the use of the facility.
Responsibility for Damages The Applicant is responsible for any damages to the facility during the
reservation period. The City reserves the right to assess additional charges as warranted. Damages to
the facility by individuals or organizations may result in removal from the facility and/or the denial of
future reservation requests.
J.
Reservation Procedures
Application
Any individual or group wishing to reserve an available facility shall contact the City Manager's Office,
during the regular business day, 24 hours in advance of the proposed reservation date and complete
a reservation application form. Applications received after 48 hours prior to the reserved time cannot
be guaranteed consideration before the event. Reservations for time after normal hours, listed in
paragraph D, will need to submit applications 96 hours prior to guarantee consideration (24 hours
prior to the three day fee deadline described in paragraph K).
The applicant must provide the following information upon application:
1.
Name, address and phone number of individual or group making the reservation;
2.
Group represented (if any);
3.
Area(s) to be reserved;
4.
Date(s) reservation is desired;
5.
Total hours to be reserved, including time to begin setting up, time activity is scheduled
to begin, time activity is scheduled to end, and time needed to complete cleanup. All
hours must run consecutively;
6.
Purpose of meeting or activity; and
7.
Number of people expected to attend the activity.
Confirmation
If the facility is available on the date and times requested and the City determines that the
proposed use is lawful and in compliance with this Use Policy, the City Manager's Office shall
notify the applicant that the activity has been tentatively scheduled subject to timely payment
of any use charges imposed pursuant to the below paragraph K.
K.
Use Charges
In instances where the reservation is scheduled after the normal business hours enumerated
above, at least one City staff must be on‐site for the duration of the event. The fee for each staff
person shall be set forth in the schedule provided for in Section 802.24 of the Codified Ordinances.
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Submittal of fees is required within three business days following approval. If not received, the
tentative approval is withdrawn. A full refund will be made if the reservation is cancelled by the
Applicant at least 24 hours prior to the scheduled event or the City cancels the reservation. There
will be no partial refunds.
L.
Dispute Resolution
In the event that a dispute arises regarding an application for use of a facility, the City Manager
or his or her designee will make a determination as to whether a proposed activity is legal and
complies with this Use Policy and resolve questions regarding fees. If the applicant disagrees with
the decision rendered by the City Manager or designee, the applicant may appeal the decision to
the City Commission so long as the request to appeal has been submitted within 10 calendar days
of the date of the denial.
M.
Hold Harmless
Anyone who reserves a facility shall hold the City, its representatives, agents and officers and
employees, harmless for any personal injury, theft or damage of private property during the
period of usage, using a form to be provided by the City.
N.
Indemnity/Waiver/Release of Liability
Indemnity ‐ With the submittal of the use application, Applicant shall release, defend, indemnify
and hold harmless the City of Battle Creek, its City Commission members, officers, agents,
representatives, employees and volunteers from and against all damages, injuries (including death),
claims, property damages (including loss of use), losses, demands, suits, judgments and costs,
including reasonable attorney's fees and expenses (including attorney's fees and expenses incurred
in enforcing this indemnity), to the extent caused, in whole or in part, by the negligent, grossly
negligent, and/or intentional wrongful act and/or omission of requester, its officers, agents,
representatives, employees, subcontractors, licensees, invitees or any other third parties from
whom the Applicant is legally responsible, in its/their performance of this agreement and/or arising
out of the use of the facilities pursuant to this policy and the application, regardless of the joint or
concurrent negligence or strict liability of the City of Battle Creek. Applicant is expressly required
to defend the City of Battle Creek against all such claims.
Waiver ‐ Applicant, its officers, directors, representatives, volunteers, agents and employees do
hereby waive any and all claims for damage, injury or loss to any person or property, including the
death of any person, that may be caused, in whole or in part, by the act or failure to act of the City
of Battle Creek, its City Commission members, officers, agents, directors, representatives, and/or
employees. Applicant, its officers, directors, representatives, volunteers, agents and employees
assume the risk of all conditions, whether dangerous or otherwise, in and about the
premises/facilities, and waive any and all specific notice of the existence of any defective or
dangerous condition in or about the said premises/facilities. The provision of this paragraph shall
survive the termination of the use of the premises/facilities described herein.
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Release ‐ Applicant hereby releases the City of Battle Creek, its City Commission members, officers,
agents, directors, representatives, and/or employees from any actions for any loss or damage
sustained by reason of any defect of any part of the facilities and/or any other premises, and for
any loss or damage resulting from fire, theft, water, tornado, rain, or snow.
O.
Non‐Discrimination
City facilities shall be made available in accordance with this policy without discrimination because
of his or her actual or perceived race, color, religion, national origin, sex, age, height, weight,
marital status, physical or mental disability, family status, sexual orientation, or gender identity,
pursuant to Chapter 214 of the Battle Creek City Ordinances, as well as, state and federal statutes.
P.
Disclaimer
Use of City facilities does not imply approval of the usage activity by the City and may not be
advertised or implied as such approval or endorsement.
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