The facility user is to schedule an appointment with City Staff two (2) weeks prior to the event date to finalize room set-up, pay the damage deposit fee, and discuss all other details relating to the event.

 Any damage(s) to facilities and/or equipment must be reported to Rental Coordinator or City Clerk immediately.

The facility user forfeits the damage deposit for improper use, vandalism, damage to equipment, and/or the facility caused by their use.

In case of a mechanical failure of facility equipment, the user will be notified by City Staff as soon as possible.  The City of Rogers shall have the exclusive authority to determine whether the facility surface or the room’s environment is in usable condition, and shall not be liable to user for the consequences of any cancellation other than to supply user with substitute rental time provided to the user.

Cancellation Policy:  All cancellations must be given/received via written notice to the Community

Room Rental Coordinator.

  • In the event the facility user cancels their reservation, the City will refund one-half of the rental fee to the facility user if received more than 6 months from the rental date.
  • If the cancellation is received less than 6 months from the rental date, only 25% of the rental fee will be refunded.
  • If the cancellation is received less than 90 days from the rental date, the entire rental fee will be non-refundable.

Meeting room cancellations require a one week (7 days) notice to receive a refund or will be charged for rental.