Event Services - General Information

Application

The applicant must be 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. Valet parking is available for an additional fee.

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 the Victoria Gardens Cultural Center Café.

Music

You have the option to choose your own musician, band or DJ. All vendors are required to be approved by the Event Services Coordinator a minimum of 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, Quinceaneras, graduation parties, 21st birthday parties, etc. The Event Services 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.

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. Impressions Gourmet Catering must serve/sell the alcohol. 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 Event Services Coordinator reserves the right to cancel the event.

Flowers and Decorations

• Floral and Décor can be provided by the Event Services Department. Please call 909.477.2773 to set up a design meeting.
• 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 Event 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 Event 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 Event Services Coordinator will inform you if insurance coverage is required for your event.

Advertisement

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 Event Services 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.

Facility Fees Include

• Use of facility for requested hours
• Table and chairs and linens (ivory and/or black)
• Event Manager for the duration of the event
• Free Wi-Fi
• 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 Event Services Coordinator, the client will forfeit their full deposit.

Application Fee

A non-refundable application fee will be applied to every facility rental request. This fee is collected as part of the facility rental deposit. In the event of a cancellation at any time, the application fee is withheld from the rental deposit as follows: $50 for a portion of Celebration Hall, Imagination Courtyard, or Mainstreet lobby $75 for All of Celebration Hall

Cancellation Fees

All fees for approved rentals must be paid 30 days in advance for the Celebration Hall, Main Street Lobby or Imagination Courtyard or 60 days in advance for the Lewis Family Playhouse by the stated due date on the rental contract. The Victoria Gardens Cultural Center Event Services 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 (minus Application Fee)
• 15-29 days notice – 100% refund of all fees; 0% of deposit (minus Application Fee)
• 2 to 14 days notice – 50% refund of all fees; 0% of deposit (minus Application Fee)
• Less than 2 days notice – No Refund

Lewis Family Playhouse Cancellation Fees

• 60 calendar days notice – full refund of all fees (minus Application Fee)
• 30 to 59 days notice – 100% refund of all fees; 0% of deposit (minus Application Fee)
• 14 to 29 days notice – 50% refund of fees; 0% of deposit (minus Application Fee)
• 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

Set up or Tear Down discounts may be available. Please contact Event Services at 909.477.2773 for more information.

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 Event Services Coordinator. 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.