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Recurring Rentals
Policies
Recurring Rentals are groups, organizations, or individuals who rent at the DeSoto Civic Center on a regular basis.
  • Recurring rental contracts will be valid for a full year from the original contract date. After the contract year has passed, the $100 damage deposit is refunded. The recurring renter is required to fill out a new contract, and pay a new damage deposit in order to continue the rental for another year.
  • Any recurring renter who wishes to add dates, or make changes to their existing contract must do so in writing, person, fax, or mail only by the main person on the contract. No reservations will be taken over the phone.
  • The person on the contract must do cancellations in writing. Cancellations must be received during normal business hours 3 weeks (15 working days) prior to the rental date. If a cancellation is not received 15 business days prior to the event, the person/group is still required to pay for the cancelled reservation. If payment is not made for cancelled rentals, all further reservations will be cancelled.
  • Written cancellations can be sent to the Parks and Leisure Services Department in person, by mail, by fax or by email. The Parks and Leisure Services Department fax number is 972.230.5796.
  • Recurring rentals must be paid a minimum of two 2 weeks (10 working days) in advance. If no payment is received by this time frame the reservation will be cancelled and the recurring group/person is still required to pay for the reserved space. If non-payment or late payments occur more than TWICE within a year, all remaining reservations will be cancelled and the person/group will be denied "recurring rental privileges".
  • The floor plan must be turned in 2 weeks (10 working days) prior to the rental. If the floor plan is not received during this time, the set up and take down of tables and chairs will be the responsibility of the renter.
  • In the event of scheduling conflicts or upon occasions when a more extensive use of the facilities can be scheduled, the facility manager reserves the right to give the renting party thirty (30) days notification and to fully refund any fees and deposits paid by the renting party for the cancelled events. This applies to City of DeSoto sponsored activities, and only if other accommodations are unavailable.
  • Groups having reservations at the facilities shall be permitted to use only the area(s) which were designated to them at the time the reservation was confirmed. No tables/chairs will be allowed outside of the reserved room.
  • No group shall schedule an event which will have a larger attendance than the posted maximum occupancy of the area they have rented.
  • A Facility Rental Check-In/Check-Out Sheet must be filled out by a Facility Attendant prior to and following each reservation and must be signed by the reserving party. All rentals are required to notify the facility staff when they have completed use of an area in order to commence the Check-In/ Check-Out procedure.
  • At no time shall a user sublease or assign its reservation to another individual, group, or organization. Facility users are not allowed to change rooms with another facility user.