Facility Rental Information - Victoria Gardens Cultural Center

Rental Information

The City of Rancho Cucamonga's Victoria Gardens Cultural Center is a place where arts and knowledge bring dreams to life for people of all ages. Our gorgeous facility has ample or intimate space, state of the art audio visual components, full on-site and in-house catering, perfect for private parties, corporate events, wedding receptions, and/or special event functions.

Facility Group Classifications

Group 1 City of Rancho Cucamonga sponsored and co-sponsored events.

Group 2 Non-profit, civic, athletic, social organizations, churches and schools which are located and based in the City and all other government agencies. Applies to those functions that provide a service to the community of Rancho Cucamonga. Must provide a non-profit tax id number.

Group 3 City resident private parties, employee organizations, political candidate fundraisers and social events. City resident non-profit functions that do not meet Group 2 criteria. Non-resident, non-profit, civic, social organizations and schools.

Group 4 City resident commercial, business, and profit-making activities. Non-resident private parties, employee associations, commercial, business, profit making organization and churches.

*Per Section 10 of the City’s Fee Resolution*

Application

The applicant must at least 25 years of age. Appropriate ID required.

Rental will be permitted for adult activities only, where the purpose of the proposed activity is to involve adults and where the majority of the attendees are expected to be 21 years and older. If the event is misrepresented in any way the City reserves the right to cancel or shut down the event and the client will forfeit all fees.

Parking

Complimentary parking is available for over 1,100 vehicles in the East and West Parking Structures on either side of the Victoria Gardens Cultural Center as available. Parking is also available surrounding the Victoria Gardens regional town center. The East and West Parking Structures have designated accessible parking on all levels and are equipped with elevators and have clear thorough ways to the Cultural Center Imagination Courtyard. Reserved or valet parking is not available.

Accessibility

Victoria Gardens Cultural Center is at a centralized, highly visible location within the Inland Empire’s premiere shopping, dining and entertainment destination the Victoria Gardens regional town center, conveniently located next to the 15 Freeway in Rancho Cucamonga, between Foothill Boulevard and Baseline Road, near the corner of Day Creek Boulevard and Cultural Center Drive at 12505 Cultural Center Drive. It is easily accessible from the 210, 10 and 15 freeways and minutes from the Ontario Airport.

Catering

Victoria Gardens Cultural Center has an exclusive, full service, licensed, on-site caterer, Impressions Gourmet Catering, who is sure to offer sumptuous cuisine impeccably served in an ambiance of warm hospitality. All food and beverages must be provided by Impressions Gourmet Catering Company or our internal catering department.

Music

You have the option to choose your own musician, band or DJ. All vendors are required to be approved by the Rental and Technical Coordinators two weeks prior to rental.

Rental Request Forms

Forms must be filled out and signed by an adult of twenty five (25) years of age or older. Applicant must be the representative and be on the premises the entire time of event and is solely responsible for the event and guests in attendance.

Types of Events

The Victoria Gardens Cultural Center does not allow youth/teen events on the premises including Sweet 16’s, Quincenieras, graduation parties, 21st birthday parties, etc. The Rental Coordinator, VGCC Supervisor, and San Bernardino County Sheriff’s Department may determine and approve permitted youth events. If a client misrepresents their event, such as booking a family reunion and in reality the event turns out to be a sweet 16 birthday party, they will forfeit all fees.

Rentals Equipment

Independent contractors used for additional equipment/materials are the sole responsibility of the applicant. The applicant must accept all deliveries and remove all items immediately following the event. Staff will not accept deliveries on behalf of the rental client. Contractors may enter the location with the applicant present during the time the applicant has rented as set up time. Early entry is not allowed, without prior written approval.

City Equipment Rental

Additional equipment, such as microphones, podium, staging, linens etc., may be available for added fees. Please refer to Additional Equipment Rentals.

Alcohol Use

Serving of alcoholic beverages is available for the convenience of applicants 25 years of age and above. Only those activities where the guest of honor is age 21 or older are eligible to have alcohol served at this facility. Alcohol use requires a $50.00 administrative fee, $500.00 security/damage deposit, licenses and permits (provided by the caterer), insurance, and security. The exclusive, licensed, on-site caterer that is approved by the City must serve/sell the alcohol. If the client or guest of client serve or consume alcohol without prior approval, the client will forfeit the alcohol deposit. If the client or guests bring in their own alcohol not provided and served by the caterer, the client will forfeit all deposits and the Rental Coordinator reserves the right to cancel the event.

Flowers and Decorations

All flowers and decorations must be supplied by the applicant and must be removed from the premises immediately following the event.
Floating candles are permitted. Fog machines and open candles are not permitted.
Decorations and visual aids must be freestanding and may not be nailed, taped, stapled or tacked to the walls, ceiling, or fixtures. Removal of existing facility decorations is prohibited.

Supervision

Applicant is responsible for supervision of all event attendees at all times and is responsible for any damage or occurrence they may cause. Children must be supervised at all times and in all areas. The Community Services Department requests that a minimum of one adult (25 years or older) accompany every fifteen children.

Insurance

Depending on the type of event or the number of guests expected the Community Services Department may request, at the cost of the applicant, additional liability insurance (1 - 2 million-dollar coverage) naming the City of Rancho Cucamonga as additionally insured. A certificate of liability insurance may be purchased through the City of Rancho Cucamonga. The Rental Coordinator will inform you if insurance coverage is required for your event.

Advertisement(s) concerning your event or activity may not be distributed until the facility request is confirmed and an official contract is signed. All advertisements must be pre-approved by the Rental Coordinator and/or Marketing Coordinator prior to distribution. If advertising material is not approved prior to distribution the client will forfeit their security/damage deposit.

Pre and Post Event Walk Through

The applicant is responsible to check in and out with the facility staff and inspect all areas and equipment used for event. These inspections are to occur immediately before and after the event. The applicant is required to leave the facility in the same condition as it was set up.

Facility Fees Include

Use of facility for requested hours
Table and chairs for Celebration Hall only
Site Coordinator for the duration of the event
Free parking as available

Deposits, Payments, and Damage Deposit Fee

Once you select your room, date, and time a $500.00 security/damage deposit and Facility Reservation Request Form must be completed and signed to secure your date. Dates and times are on a first come first serve basis. A firm contract will be generated from your request if your requested time, date, and room are available and approved. Payment will be deposited once the contract has been entered. The remaining balance is due 30 days prior to the designated function for any room or area. For rental of the Lewis Family Playhouse all fees paid must be paid 60 days before the event date. Acceptable payment methods are cash, check, Visa or MasterCard, money order, and cashiers check. Checks are to be made payable to the City of Rancho Cucamonga.

The $500.00 damage/security and/or alcohol deposit is refundable per terms and conditions after the conclusion of the event in approximately 14 business days. If guests of the renter are consuming alcohol on the premises without approval the renter will forfeit all deposits. If the event is falsely advertised or misrepresented in any way, and therefore cancelled by the Rental Coordinator, the client will forfeit their full deposit.

Cancellation Fees

All fees for approved rentals must be paid 30 days in advance for the Celebration Hall or Main Street Lobby or 60 days in advance for the Lewis Family Playhouse by the stated due date on the rental contract. The Victoria Gardens Cultural Center Rental Coordinator may cancel the reservation if the client has not submitted all fees at the time required. A cancellation fee for all room rentals shall be assessed as follows:

Celebration Hall, Main Street Lobby & Imagination Courtyard Cancellation Fees

30 calendar day notice	Full refund of all fees
15-29 days notice	100% refund of all fees; 0% of deposit
2 to 14 days notice	50% refund of all fees; 0% of deposit
Less than 2 days notice	No Refund

Lewis Family Playhouse Cancellation Fees

60 calendar days notice	Full refund of all fees
30 to 59 days notice	100% refund of all fees; 0% of deposit
14 to 29 days notice	50% refund of fees; 0% of deposit
Less than 14 days notice	No Refund

Other Fees

An additional $500 Alcohol deposit and a $50 Administrative Fee will be required for requested alcohol use.

Facility Decorating Discount / Set-Up and Tear Down

Rooms may be reserved for a total of up to two (2) hours prior to and after the event at the rate of 50% of the normal room rental rate for the purpose of set up and removal of decorations.

Staff Charges

One staff person is provided to assist with your rental on the day of your event (your site coordinator). Any additional city staff required will be determined by the Rental Coordinator. Staff charges will be applied at the rate of $20 per hour which includes Technical, Facility or Box Office staff.

Overtime Fee

For rentals that exceed the rental time as designated in their rental contract, a fee will be assessed for additional staffing cost plus rental fees to be calculated at a rate of time-and-a-half of the client’s rental rate.

Security

Any event that includes serving alcohol, music, dancing, or more than 200 guests will require security. Security is provided by the San Bernardino County Sheriffs Department and is contracted by the Rental Coordinator. The Rental Coordinator determines on a case by case basis security levels needed at the event. The security contract must be paid along with all other fees no less than 30 days prior to event.

Merchandise Sales by Vendors

10-30% commissions paid to the Victoria Gardens Cultural Center as negotiated per event.

Make an Appointment

Victoria Gardens Cultural Center welcomes you to take advantage of our attractive location and personalized services for your event. For available dates, additional information or to tour our facility, please contact Nick Robinson, Rental Coordinator at (909) 477-2773 or nick.robinson@cityofrc.com

For more information on the Victoria Gardens Cultural Center visit www.vgculturalcenter.com

Thank you for choosing Victoria Gardens Cultural Center as the setting for your event. We will be happy to provide any further information you may require, and we look forward to assisting you in planning your event.