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GRIER PAVILION Introduction (City of Riverside, California)

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GRIER PAVILION – Introduction
The Grier Pavilion is a focal point in the heart of the downtown area and celebrates Riverside’s rich
cultural heritage. Named for Riverside civil rights activists Dr. Barnett and Eleanor Jean Grier, the Pavilion
reflects the City’s lasting commitment to inclusiveness and promotes acceptance, dignity and respect
for all members of our community. The Pavilion brings to life the diversity, creativity, innovation and
dedication represented by the Grier family and other notables of historic Riverside’s diversity: Ahn
Chang-Ho, Rupert and Jeannette Costo, Jukichi Harada, Oscar Medina, John Wesley North, Miné
Okubo, Johnny Sotelo, George Wong and Jesse Ybarra.
The Pavilion is a demonstration of Riverside’s celebration of inclusion and exhibits the City’s
commitment to its diverse community. The Pavilion seeks to create an atmosphere that promotes the
history, pride and progress of the City and celebrates lives dedicated to the service of others.
A featured element of the Pavilion is the Circle of Inclusion centered on the main floor of the Pavilion.
The circular mosaic reflects multiple cultures through images and brightly colored tiles.
Other notable features of the Pavilion
include:
Inspirational quotations from civil rights
leaders including Cesar Chavez, Chief
Joseph, John F. Kennedy, Jr., Rosa Parks,
Mahatma Gandhi, Abraham Lincoln,
Martin Luther King and Ahn Chang-Ho.
A panoramic, rooftop view of downtown
Riverside and beyond.
Construction of the Pavilion began in 2007,
representing an investment of
approximately $1.1 million which includes
contributions from the City, businesses, civic groups and community members that are recognized on
the structure's lighted pillars. Riverside Public Utilities contributed an additional $976,000 for construction
of photovoltaic energy cells.
GRIER PAVILION – Criteria for Use & Reservation Guidelines
Criteria for Use
Permitted Uses: Permitted uses include, but are not limited to the following:
- Use by the Mayor and City Council for the purpose of addressing issues or celebrating matters of
a municipal nature with community impact;
- Use by City government to carryout City business or celebrate city events;
- Use by other levels of government to address issues relating to the City of Riverside; and
- Use by non-profit and community-based organizations that offer a program or service that is
sponsored or endorsed by the City of Riverside.
Non-Permitted Uses: The Pavilion may not be used for event such as weddings, or other private parties
and political (e.g. partisan, non-partisan, etc.) events.
Availability: The Pavilion is available for reservation Monday through Friday between the hours of 8:00
am and 10:00 pm.
Capacity: The applicant/facility user is restricted to no more than 200 guests, which also reflect
adjacent restroom capacity. Seating capacity is 180 guests.
RESERVATION GUIDELINES
Security Deposit: If your event meets the Criteria for Use noted above and is approved by the City,
there is no facility fee associated with use of the Pavilion. A deposit of $500 is required to secure your
reservation and must be submitted with your completed Reservation Request Form and signed
Applicant Agreement. Please be advised that your event date is not secured until your Security Deposit
is received. Any repairs or special cleaning necessary after your event, and any Additional User Fees
incurred, will be deducted from your Security Deposit or you will be billed.
Set-Up: A Set-Up Fee will be charged to the applicant/facility user requesting the use of table and chair
equipment. Applicant/facility user will be restricted to the use of table and chair equipment provided
by the City at the venue. For a full listing of City table and chair equipment please see the “Table &
Chair Equipment” section. Set-Up Fees are further addressed in the “Additional User Fees” section.
Site Supervisor: Site Supervisors are responsible for ensuring that use of the Pavilion remains, at all times,
fully consistent with all requirements, to include the Riverside Municipal Code. Site Supervisor Fees are
further addressed in the “Additional User Fees” section.
Audio/Visual Equipment: The City has equipped the Pavilion with an Audio Visual System. Use of venue
electronics (e.g. one (1) wireless microphone, three (3) flat panel screens, colored LED lights, etc.) is
permitted; however, an audio/visual technician provided by the City must be present to operate all
City-owned systems. Additional audio/visual equipment and audio/visual technician fees are further
addressed in the "Additional User Fees" section.
Security: At least one (1) security guard must be present on the first floor during events after 5 p.m. on
week-days and during times that City Hall is otherwise closed. A second City-provided security guard
may be needed depending on the event timing on the 7
th
floor lobby. Security Fees are further
addressed in the "Additional user Fees" section.
Liability Insurance & Indemnification: Applicant/facility users will need to provide a Certificate of
Insurance if deemed necessary based on the type of event. All events where alcohol is present will
require the applicant/facility user to provide a Certificate of Insurance with host/liquor liability.
Applicant/facility user other than City Departments will be required to sign a Waiver of Liability which
fully indemnifies the City against any claims associated with the organization's use of the facility.
Inclement Weather Plans: The Pavilion is an outdoor venue and inclement weather may interrupt your
event. When inclement weather is threatening to occur, it is highly recommended that you plan for an
alternate location for your event.
First Floor Cafe: The First Floor Cafe in the lobby of City Hall may also be used as an alternate location
for events held after 5 p.m. on weekdays. Please be advised that when using the Cafe as an alternate
location, cafe tables will be used to set up your event. Use of the Cafe as an alternate location will
also be dependent on the anticipated attendance for your event. When using the Cafe as an
alternate location for your event, the use of plasma screens and rotating colored LED lights will not be
available.
Publicity/Promotions Restrictions: Advertising for non-City events shall make it clear that the location is
the Grier Pavilion, but that the event is not sponsored by the City. Decoration shall be approved by
the proper City Staff and may not include signage, banners or posters.
Parking: City parking is metered between the hours of 8 a.m. and 5 p.m. on weekdays. Please refer to
the Parking Facilities in Downtown Riverside map (attached) for locations of City parking lots and
structures.
Loading/Unloading & Deliveries: Access will be provided by the Security Guard. City staff will ensure
that such activities do not unreasonably impede employee/public access to City Hall elevators and/or
offices.
Animals: Other than Service Animals, all animals are prohibited at City Hall and the Pavilion.
ADDITIONAL USER FEES
Security Deposit Refund: The $500 Security Deposit will be applied towards any Additional User Fees
incurred as described below; any remaining balance will be refunded following inspection of the
facility by City staff. Please allow a minimum of 30 days for processing of refund.
Set-Up Fee: A fee will be charged to organizations using City-provided table and chair equipment. This
fee is used to cover the staff costs incurred for set-up, clean-up and tear-down of your event. Based
on the attendance at your event, the following sliding scale will be used to determine the appropriate
Set-Up Fee.
Event Description Set-Up Fee
Level I Set-Up (50 attendees or less) $100
Level II Set-Up (100 attendees or less) $150
Level III Set-Up (more than 100 attendees) $225
Bar Set-Up only (per bar – not including bartender) $150
Site Supervisor Fee: Applicant/facility user will incur a $45 per hour Site Supervisor Fee, if applicable.
Audio/Visual Technician Fee: Use of venue electronics (e.g. one (1) wireless microphone, three (3) flat
panel screens, rotating colored LED lights, etc.) will require the use of an audio/visual technician
provided by the City to operate all City-owned systems. Please see the chart below for the appropriate
A/V Tech Fee.
A/V Tech Fee Description A/V Tech Fee Per Hour
Regular Time (Mon – Fri, 8 a.m. to 5 p.m.) $36
Overtime* (Anytime outside Regular Time) $54
Additional Wireless Microphone $100
*A/V Technician overtime begins at 5 p.m. regardless of event start time.
Security Fee
Organizations hosting events on the Pavilion will incur a $26 per hour per guard Security
Fee prior to 7 a.m. and after 7 p.m. on weekdays and during times that City Hall is otherwise closed.
Table & Chair Equipment
Quantity
Description
Dimensions
Chairs
190
Banquet Chair
N/A
Tables
20
72” Banquet Round
72” Diameter x 29.5” (H)
10
36” Pedestal Round
36” Diameter x 42” (H)
4
8’ Banquet
30” (W) x 96” (L) x 29.5” (H)
2
6’ Banquet
30” (W) x 72” (L) x 29.5” (H)
4
Crescent/Serpentine
Table
30” (W) x 60” Diameter x 29.5”
(H)
2
Crescent/Serpentine
Tier
10” (W) x 60” Diameter x 12”
(H)
2
72” Half Round
72” Diameter x 29.5” (H)
2
72” Rectangular Tier
10” (W) x 72” (L) x 12” (H)
Bar Set-Up Equipment Requirements*
1 – Crescent/Serpentine Table 1 – Crescent/Serpentine Tier
OR
1 – 72” Half Round
1 – 72” Rectangular Tier
*There is enough equipment for a total of four (4) bar set‐ups.
GRIER PAVILION – Reservation Instructions
An organization interested in hosting an event on the Grier Pavilion (“Pavilion”) must first contact
specialevents@riversideca.gov or (951) 826-5133 to determine availability of the venue. Upon
determination of availability, a completed Reservation Request Form and $500 Security Deposit must
be submitted. The completed Reservation Request Form and $500 Security Deposit must be submitted
to the Mayor’s Office no less than six (6) weeks prior to the requested event date. Reservations can be
made a maximum of six (6) months in advance of the event date.
Submission: The complete Reservation Request Form and $500 Security Deposit must be submitted to
the Mayor’s Office and can be done in-person or via US mail to:
City of Riverside
Attn: Grier Pavilion
3900 Main Street
Riverside, CA 92522
Security Deposit: Security Deposit payments must in the form of check, money order or cashier’s check
made payable to the City of Riverside. Cash deposits will not be accepted. Costs incurred for set-up,
security and personnel required to staff your event (Additional User Fees) will be deducted from the
organizations Security Deposit prior to refund. A list of estimated Additional User Fees will be provided
to the hosting organization prior to the event date. The Security Deposit, less any Additional User Fees,
will be refunded if there is no damage to the facility. Please allow thirty (30) days to process the refund.
Upon receipt of the completed Reservation Request Form and $500 Security Deposit, a hold will be
placed on the requested event date/time. Staff will contact applicant to obtain additional detailed
information to determine event suitability, staffing availability and conditions of approval. Staff will
notify the Primary Applicant of the status of their request.
If you need additional assistance, please contact specialevents@riversideca.gov
or (951) 826-5133.
GRIER PAVILION – Reservation Form
Organization Information
Host Organization Name:
Non-Profit Organization? YES ☐ NO ☐
Applicant Name:
Phone Number: ( ______ ) ___________________ Mobile Number: ( ______ ) ___________________
Email Address:
Mailing Address:
Day-of-Event Contact:
Phone Number: ( ______ ) ___________________ Mobile Number: ( ______ ) ___________________
Email Address:
Event Information
Event Date & Time:
(Day of Week) (Date) (Event Start Time) (Event End Time)
Type of Event:
☐Reception ☐Buffet Lunch/Dinner ☐Meeting/Ceremony/Presentation
☐Sit-Down Lunch/Dinner ☐Other: _______________________________________
Anticipated Attendance:
Event Set-Up*: Start time: am ☐ pm ☐ End Time: am ☐ pm
☐
*Set-up start time should be a minimum of two (2) hours prior to your event start time to ensure proper
reservation of the facility.
Food/Beverage Service Requested: YES ☐ NO ☐
Audio/Visual Needs: ☐Wireless Microphone ☐PowerPoint/DVD ☐Lights
☐Other*: _____________
____
*Other options may not be compatible with existing equipment.
Event Description:
GRIER PAVILION – Applicant Agreement
Primary Applicant must initial next to each statement indicating their agreement to and understanding
of the statement.
______ ☐Applicant(s) agree(s) to abide by all guidelines for use of the Grier Pavilion as outlined below
and as detailed by City staff.
______ ☐Applicant(s) agree(s) to indemnify and hold harmless the City of Riverside, its agents, officers,
employees and volunteers from any and all claims for damage, liability, injury, loss of property, expense
and costs allegedly incurred or connected with the requested rental.
______ ☐Applicant(s) understand(s) he/she will be held financially responsible for any damage to City
facilities and/or equipment and will be charged additional fees if he/she is in breach of the Applicant
Agreement.
______ ☐Applicant(s) is/are required to leave the facility in the same condition in which it was first
occupied. This includes cleaning and the removal of anything brought to the Grier Pavilion. Refusal by
Applicant(s) to clean the facility will result in forfeiture of deposit, payment of any fees incurred by the
City of Riverside and/or denial of future reservation requests.
______ ☐Applicant(s) understand(s) that reservation of the Grier Pavilion may require that the
Applicant(s) obtain general liability insurance (to be coordinated through City staff.
______ ☐Applicant(s) understand(s) that invitation/event publicity is not to be sent out before written
confirmation of reservation has been received.
I, ______________________________________, have been provided with, have read and understand the
Criteria for Use of the Grier Pavilion and the Reservation instructions understand that approval is not
final until the $500 Security Deposit has been submitted, the certificate of Insurance (if applicable) has
been provided and a signed copy of this form is return to me or my alternate. I further understand that
the City reserves the right to refuse or cancel my approved reservation if necessary, or if any of the
information provided on this request form is determined to be inaccurate.
I,______________________________________ , will be responsible for the reservation and, if my guests or I
breach this agreement, I will forfeit the deposit and/or incur additional fees imposed by the City. The
Grier Pavilion reservation may be denied if my alternate or I indicate we will not be present during the
reservation period. Cancellations made by the Primary Applicant with less than 72 hours-notice may
cause forfeiture of the deposit.
________________________________________________________________ __________________________
Primary or Secondary Applicant Signature Date
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Completed 25 February 2021

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