Rental Policies and Procedures

Use and Rental Policies and Procedures 

*PLEASE NOTE COMMUNITY CENTERS ARE NOT AVAILABLE TO RENT AT THIS TIME.  THE LAWTON CHASE HOUSE, EVENT VENUE, IS AVAILABLE FOR RENTAL.

A.   Purpose

To manage the City of Florence facilities in a manner to assure equitable opportunities for use without risking the quality of our facilities.

            This will be accomplished by using the following:

1. Outline the available facilities and dates of usage.
2. Outline the facility scheduling policies and procedures.
3. Define rules and regulations regarding usage.
4. Define the fees and charges for use of the facilities.
5. Manage the limited number of facilities in a fair and equitable manner.

B.   Statement of Priorities

A Park use Permit is required when a group wishes to use an amenity or to reserve a portion of a park in order to ensure availability at a specified time. These permits are available on a limited basis and in accordance with the priorities noted below:

1. Parks & Recreation Department scheduled activities and programs.
2. Activities and Programs conducted by other groups or organizations that are co-sponsored by the Parks & Recreation Department.
3. Civic, service, or social organizations which conduct non-discriminatory and non-profit activities; church sponsored social events
4. City resident non-profit private functions.
5. Non-resident non-profit private functions.
6. Fundraising, for-profit events and partisan activities.

C.   Available Facilities

The City of Florence Recreation Department is responsible for scheduling the use of facilities. Fees and charges may be assessed for the use of any facility to help partially offset park operational costs.  Refundable Security Deposits will be sent via mail in the form of a check if the venue is left in a suitable manner. The check will be made out to the permit holder after the rental has concluded. This process may take up to 14 business days.  Business Hours include:  Monday through Friday, 8:30 a.m.- 5:30 p.m. The Administrative Office is located at 513 Barnes Street, Florence, SC. The City of Florence Recreation Department reserves the right to increase facility usage fees if additional costs are incurred. The following facilities are available for rental use (please note the Lawton Chase House has a different rental agreement that can be obtained through the Parks & Recreation Administrative Office (843)665-3253):

Event Venue

Contact: Office Assistant III (Parks & Recreation) - (843) 665-3253 

• Lawton Chase House

COMMUNITY CENTERS

*Community centers are not available for rentals at this time*

Contact: Office Assistant III (Parks & Recreation) - (843) 665-3253

• Maple Park Community Center
• Levy Park Community Center
• Northwest Park Community Center
• Dr. Iola Jones Community Center

GAZEBO OR AMPHITHEATER

Contact: Office Assistant III - (843) 665-3253

• Timrod Park

• Freedom Florence

PICNIC SHELTERS

Contact: Office Assistant III  - (843) 665-3253

• Maple Park Picnic Shelter
• Timrod Park Picnic Shelter
• Levy Park Picnic Shelter (near playground)
• Levy Park Picnic Shelter (near Youth Center)
• Freedom Florence Picnic Shelter
• Lucas Park Picnic Shelter
• South Park Picnic Shelter
• Northwest Park Picnic Shelter

DR. EDDIE FLOYD FLORENCE TENNIS CENTER

Contact: Director of Tennis - (843) 665-3106

FREEDOM FLORENCE RECREATION COMPLEX

Contact: Complex Coordinator - (843) 669-4597

• Baseball/Softball Fields
• Football Fields
• Gymnastics Center

PEARL MOORE BASKETBALL CENTER

Contact: Athletic Director - (843) 665-3253

• Basketball Courts
• Meeting Rooms

SOCCER COMPLEX

Contact: Athletic Director – (843) 665-3253

SPORTSCOMPLEX

Contact: Athletic Director – (843) 665-3253

BASEBALL/SOFTBALL LEAGUE ATHLETIC FIELDS

Contact: Athletic Director - (843) 665-3253

• Freedom Florence – Lower Complex Only
• Maple Park
• McLeod Park
• Northside Park

NEIGHBORHOOD ATHLETIC FIELDS

• Iola Jones Park
• Levy Park
• Northwest Park
• Southpark

These neighborhood athletic fields are intended for immediate neighborhood use, and are available to organized athletic groups for practice on a drop-in basis.  Since these fields are not typically available for rental, there are no fees associated with their use except during scheduled events and activities in which a full park may be reserved.  The City of Florence Recreation Department reserves the right to suspend field availability during opportunities for necessary field maintenance requirements, recreation events, and/or periods of inclement weather.  

D.  Scheduling Tournaments or Individual Games at Athletic Facilities

      The City of Florence has multiple venues suitable for tournaments and organized games which may  be scheduled for use.  These include: 

• Florence Soccer Complex
• Freedom Florence Recreation Complex
• Dr. Eddie Floyd Florence Tennis Center Complex
• Pearl Moore Basketball Center

1. The City of Florence Recreation Department reserves the right to limit the amount of play permitted at athletic facilities. 
2. All groups/organizations/associations, etc., making a request must submit an Athletic Field and Court Use Agreement to the Athletic Director for consideration or if for the Tennis Center must submit a Tennis Facility Use Permit.
3. Tournaments or Games are scheduled around league play, maintenance and staff availability. 
4. Tournament or game requests must be scheduled in advance.  No requests will be considered that do not provide the City of Florence with a minimum of a one week’s notice.
5. A facility fee will be charged to all groups that are not directly affiliated with City of Florence Recreation Department or a Sponsored or Co-Sponsored Event for the City of Florence.

E.   Scheduling Practice Sessions at Athletic Facilities

1. The City of Florence Recreation Department reserves the right to limit the amount of practice permitted at athletic facilities.
2. All groups/organizations/associations, etc., shall submit an Athletic Field and Court Use Agreement to the Athletic Director for consideration.
3. There may be blackout dates for maintenance, recreation events, etc. which may limit availability. Contact the City of Florence Recreation Department at (843) 665-3253 to determine available dates.
4. For re-occurring use, teams may submit one request at a time for consideration. The request will be for a single practice session. This allows for equitable use of facilities by interested groups.
5. Practices at neighborhood athletic fields are on a drop-in basis. Practices do not have to be scheduled since they are on a first come, first served basis. Please be aware that in the event a neighborhood athletic field is booked by another party as part of an entire facility rental, the rental will have priority usage of the facility including the practice field.
6. A facility fee will be charged to all groups that are not directly affiliated with City of Florence Recreation Department or a Sponsored or Co-Sponsored Event for the City of Florence.

F.  Rules and Regulations for Use of League Athletic Facilities (basketball courts, baseball, softball and soccer fields)

1. Teams may not use league athletic facilities unless pre-scheduled.
2. Fencing or backstops may not be used for batting practice, soft toss, pickle, etc.
3. Do not pitch or hit from grassed areas. Please place rubber mats over the grassed area if pitching or throwing in front of the pitching mound. Mats need to be removed before leaving the field.
4. Infield, pitching mound, and home plate area must be raked properly after each practice. Also, make sure to fill in all holes and to rake or push the clay away from the grass areas.
5. Our athletic fields will be maintained on the normal seasonal schedule. This includes mowing, lining, dragging, etc. Fields will not be dragged or lined during the months facilities are available for non-league teams to practice.
6. Non-league teams or organizations using any City of Florence athletic facility for practice will be responsible for damages incurred to the facility during their scheduled timeslot.
7. No alcoholic beverages or illicit drugs are allowed at any City of Florence athletic fields, or within any City of Florence parks, excluding the Dr. Eddie Floyd Tennis Facility which allows alcohol through special permit only. (See Page 15)
8. No trash should be left on the field, court, in the dugouts or benches, around the bleachers, or in the parking lot.
9. No pets are allowed inside athletic facilities. Service animals are allowed. Animals designated as Therapy pets are NOT ALLOWED.
10. Parking is allowed in designated parking areas only.
11. Misuse of the City of Florence athletic facilities may result in loss of scheduling privileges.
12. All park guidelines set forth by the City of Florence Recreation Department must be followed at all times. 

G.   Scheduling Procedures for Community Centers, Picnic Shelters, Amphitheatre & Gazebos

1. A Park/Facility Use Permit must be completed for consideration of use of Community Centers, Picnic Shelters, Amphitheatre and/or Gazebo.
   1. A Park/Facility Use Permit can be obtained on our website, www.cityofflorence.com via email or at the Recreation Administrative Office located at 513 Barnes Street, Florence, SC.
2. Staff will review requested date and venue to determine availability. A reservation is considered confirmed when the requested date and venue are available, the rental fee has been received, and if necessary, a Certificate of Liability has been received providing coverage for a large-scale event.(See Page 12)
3. Cancellations may be entitled to a refund if requested in advance of the reservation date. Any request for refund after the date of the reservation will not be considered.
4. Some events will require the approval of the Parks and Beautification Commission. These are viewed on a case by case basis. Interested parties should attend the monthly meeting of the commission and present the details of their request. The Parks Commission meets on the first Thursday of each month at 8:30am. at the Barnes Street Activity Center at 513 Barnes Street, Florence, SC. Interested parties must contact (843) 665-3253 to be placed on the agenda to have your request reviewed.

H.     Rules and Regulations for Use of Parks and Community Centers 

1. The parks open one (1) hour before sunrise and close one (1) hour after sunset, except for lighted events.
2. Trash receptacles are located in various areas of the facility. All trash must be appropriately   placed in these receptacles during events.
3. Skateboarding is NOT allowed except at the Skate Park located at McLeod Park.
4. Pets are NOT ALLOWED in Community Centers.  Service Animals ARE ALLOWED.  Animals designated as Therapy pets ARE NOT ALLOWED.  Pets are allowed in general park areas and must be on a leash at all times.  Please clean up after your pet.  For  your convenience, pet waste stations are provided at various park locations.
5. Alcoholic beverages and illegal drugs will NOT be tolerated in any park or community center.
6. Except for law enforcement personnel, firearms and weapons are NOT allowed in any park or facility.
7. Fireworks are NOT allowed in any park or facility except when specifically authorized by special permit.
8. Self-contained grills are allowed in the park or facility, provided they are kept at least 12” off the ground. The resulting coals and grease must be removed from the park.
9. The parks are designed to accommodate foot and bicycle traffic only.  Bicyclers may be required to walk their bikes when large events are in progress and/or to ride in designated areas, AS DIRECTED BY EVENT OFFICIALS.
10. Motorized vehicles, including motorcycles and four-wheelers, may park on-street or in designated parking areas.  Except for maintenance crews and emergencies, all other vehicles must receive permission to enter the park for loading/unloading purposes.  If approved, vehicles must be removed to a designated parking area before event begins.
11. No inflatables of any type are allowed on the premises of any of the parks.
12. Specific areas or amenities in the park can be reserved upon approval of a formal   request submitted to and approved by the Parks & Recreation Department staff.  Call 843-665-3253 for more information.

I.    Fundraisers, For Profit Events, and Partisan Activities

The following rules are in addition to Section A above:

1. Fundraising is generally not allowed. A fundraiser that benefits a community center is occasionally allowed. The rental fees for these events can be waived at the discretion of the Parks & Beautification Department Manager. Charitable groups or organizations may be required to obtain approval of the Parks & Beautification Commission.
2. Proprietary and commercial entities are not permitted to use park facilities for financial gain or profit. Exceptions may be approved provided:
   • The activity or event conforms with the mission statement of the Parks & Beautification Commission;   AND
   • The charitable or community based organization sponsoring the event is paid a non-refundable flat fee by the for-profit vendor(s) prior to the event.  A $10 minimum payment from each vendor is recommended for small gatherings and $75 to $150 from each vendor for large gatherings; OR, the sponsoring organization has a profit sharing arrangement with the vendor(s).
3. Partisan activities or functions are not permitted on City property except the following:
   •  Use as a voting precinct
   • Precinct organizational meeting
   • Non-partisan meetings
   • Meet the candidates programs
4. The Park Use Permit must contain a list of all items to be sold at the event. Alcohol sales are strictly prohibited.
5. Seven days prior to the event, the Permit Holder must provide the Recreation Department proof each vendor has a City business license and a Certificate of (liability) Insurance naming the City of Florence as additional insured. In addition, the Permit Holder is responsible for notifying DHEC if there are vendors serving food at the event.
6. When programs or lessons are offered to the public for a fee, the fee schedule must be approved by staff and must not discriminate against any “protected classes“.

City of Florence, South Carolina Required Insurance Information

Prior to any work being performed on City of Florence property and/or in the public rights-of-way of the City of Florence, the following insurance requirements shall be met by the applicable firm/vendor.

The firm/vendor shall agree to hold harmless, indemnify and defend the City of Florence, South Carolina, it agents and employees from any claims for property damage or personal injury (including death resulting therefrom).  Such claims include, but are not limited to, actual, consequential, incidental or punitive damages.

Comprehensive General Liability Insurance:

• Naming the City of Florence, SC as additional insured, with General Liability in the amounts of $1,000,000 per occurrence and $1,000,000 per person;
• Further, the firm/vendor shall agree to insure prior to commencement of work that all subcontractors, agents or assigns of the firm/vendor maintain sufficient comprehensive general liability insurance, naming the City of Florence, SC, as additional insured in the amounts of $1,000,000 per occurrence and $1,000,000 per person;
• Automobile Liability insurance with minimum combined single limits of $1,000,000 per occurrence shall be maintained by the firm/vendor.
• The work being done or service provided should be specifically described under “Description of Operations” on the Certificate of Insurance.

Worker’s Compensation and Employer’s Liability Insurance:

The firm/vendor shall take out and maintain, during the life of the contract and/or project/work agreement, Worker’s Compensation and Employer’s Liability Insurance for all employees to be engaged in services on the project under this agreement in the amount of not less than $1,000,000 and in case any services are sublet, the firm/vendor shall require all subcontractor(s) also to provide worker’s compensation and employer’s liability insurance agreement in an amount of not less than $1,000,000 for all of the subcontractor’s employees to be engaged in such.

Note:  Proof of such insurance shall be provided and given to the City of Florence by an appropriate Certificate of Insurance issued by the firm’s/vendors insurance agent.