By completing this DSRCC Birthday Party Package Request Form ("Agreement") and signing below, the Renter acknowledges that he/she has read and understands the general rules and regulations set forth herein and agrees to abide by the following:
Dulles South Recreation and Community Center (“DSRCC”) Party Package Request Form applications will be considered on a first-come, first-served basis. Reservations are officially confirmed upon receipt of payment. All requests are approved at the discretion of the DSRCC staff.
Requirements for Rental
- Renter must be 21 years of age or older at the time of submitting the rental request
- Renter or designee must be on-site for the entirety of the rental period
- Designee must be 21 years of age
Rental Time and Responsibilities
- Access to your rental space is permitted only within the listed rental times and is limited to room(s) listed on this form. Rental time includes all set-up and cleanup time, additional time is not permitted outside of the contracted hours.
- All rentals shall end on time. If they do not end on time, Renters may incur additional fees.
- DSRCC Party Rooms have a 25-maximum occupancy. This occupancy must be followed.
- Upon arrival on site, the Renter or Designee whose name appears on this Agreement must identify him/herself to facility staff and be present in the building during the rental period. If the individual listed on this Agreement or Designee departs from the facility and cannot be contacted within 30 minutes by the DSRCC facility staff, DSRCC has the right to terminate the event without refund and guests will be required to exit the rental space.
- The Renter is responsible for restoring the rental space to its original condition. Trash bags will be provided by PRCS facility staff. All decorations must be taken down and placed in trash bags or immediately removed from the building. At the end of the rental, all trash must be bagged and placed next to the room entryway. DSRCC facility staff must be alerted immediately of spills or accidents.
- DSRCC assumes no responsibility for personal property left at the facility. The Renter will be notified in writing by DSRCC staff of any personal items left in the rental space. These items will be disposed of within 1 business day of communication from facility staff if the Renter is unresponsive.
- DSRCC facility staff must be notified in the event of an accident, incident, and/or if law enforcement or rescue personnel are called to any facility for any reason.
- Renters and their guests are required to comply with all facility rules and regulations, including those specific to the Leisure Pool and Climbing Wall. Copies of rules for each space are available upon request.
Prohibited Items
- No illegal drugs, tobacco products, smoking or vaping of any kind are allowed in the building in accordance with the Code of Virginia. Smoking may be allowed in designated areas outside the facility.
- No firearms or ammunition are allowed in the building or pursuant to Codified Ordinances of Loudoun County - Section 684.04.
- Personal amusements, such as inflatable moon bounces, are not permitted.
- No Alcohol in Dulles South Recreation and Community Center or on PRCS property.
- Service animals are permitted with proper notification to DSRCC facility staff.
Equipment and Decorations
- The use of DSRCC office equipment and supplies is strictly prohibited.
- Lit candles may be used on birthday cakes or desserts only. No other open flames of any kind are permitted within PRCS facilities.
- Decorations are allowed but restricted to walls and furnishings. All decorations must be hung with blue painter's tape. Streamers or ribbons may be hung from the walls using blue painter's tape.
- Nothing may be hung from the ceiling, light fixtures, sprinkler heads, exit signs, or security lights.
- The exit signs, doorways, and security lights cannot be disconnected or covered in any way.
Use of the following items is strictly prohibited: scotch tape, masking tape, glitter, push pins, nails, thumb tacks, confetti/glitter- filled piñatas and balloons, uncooked rice, bird seed.
DSRCC reserves the right to deem other items that may cause damage to the facility or cause a safety risk to wildlife, patrons or staff, as prohibited.
Payments, Cancellations and Refunds
- Payment in full is required to confirm your booking. If the point of contact is out of the office, please submit your form and wait for the staff member to reach out for approval, unavailability, and/or payment.
- Payments can be made:
- In-person – for cash, credit card (VISA, MC, or Discover), or check (all checks must be made out to the “County of Loudoun”)
- Over the phone – for credit card (VISA, MC, or Discover)
- PRCSconnect account – for credit card (VISA, MC, or Discover)
- All refund and cancellation requests shall be submitted in writing and include the name of the renter and rental date. All refund or cancellation requests must be submitted by email, fax, or mail to the site manager. Only written requests will be accepted.
- If a customer requests a refund 15 or more days before the rental date, a full refund will be issued. If a customer requests a refund 14 days or less prior to the rental date, a refund of 50% will be issued. No refunds will be issued once the rental date is reached or has passed. If a customer requests a refund after the start of the rental, no refund shall be issued.
- DSRCC reserves the right to cancel, reschedule, or change a rental due to unforeseen circumstances. If DSRCC cancels the rental, a full refund shall be processed by staff at the earliest opportunity.
The Renter shall indemnify, defend, and hold harmless the County, its officers, employees, volunteers, and agents, from loss from all suits, actions, or claims of any kind brought as a consequence of any act or omission by the Renter, Vendors, invitees, and/or attendees at the event. For purposes of this Agreement, "County" and "Renter" include their employees, officials, agents, and representatives. For purposes of this Agreement, "Vendors" includes but is not limited to any individual and/or entity providing services or products for the event which is the subject of this Agreement, as well as their employees, officials, agents, and representatives. The word "defend" means to provide competent legal counsel for the County or to reimburse the County for its attorney's fees and costs related to any and all suits, actions, or claims of any kind brought against the County as a consequence of any act or omission by the Renter, Vendors, invitees, and/or attendees at the event. The Renter agrees that this paragraph shall survive the Agreement and will remain in full force and effect even after the rental period. The Renter agrees that this clause shall include suits, actions, or claims involving infringement of license, patent or copyright. Loudoun County Parks, Recreation and Community Services reserves the right to deny an application for any reason. The individual signing the contract will be responsible for all fees and damages.
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