Facility Rental Fees

The security deposit and rental rates are established by Council Ordinance. Please refer to Codified Ordinance Section 929 for Gazebo rates and Section 936 for Bay Lodge rates. Both are provided on the Recreation Facilities page as part of their individual entries. 

Payment & Due Dates

• All checks should be made payable to The City of Bay Village.
• Security deposit is due at the time the contract is returned to City Hall
• Rental fee is due two-weeks prior to the event; no invoice will be sent
• Separate checks should be issued for the security deposit and the rent even if they are paid on the same date
• A Pricing Schedule is provided the "Pricing Schedule" tab, on this page

Damage Repair Costs

The cost of repairing any damages shall be charged directly to the renter in occupancy at the time of the damage. Such cost will be charged against the security deposit. 

Any costs over and above the security deposit will be the responsibility of the renter.

Security Deposit Return

The City will return Security Deposits by mail within 2 to 5 business days after your event provided the facility is left in good order and all the terms and conditions have been met.

To view one of the facilities prior to renting, contact us and we will make arrangements for you to see the facility at a time when it is not in use.

A building rental reservation is not final until the rent contract is signed, returned to City Hall with the security deposit and the deposit clears the bank. The facility is only available to you during the hours stated on your contract; therefore, plan accordingly for set-up and clean-up.

Authorization Card

After the rent payment is received, but no later than two weeks prior to the event, you may pick up or we will mail you a signed authorization card which shows the hours you rented the facility. 

On the event date, you will take the card to the Bay Village Police Station located at 28000 Wolf Road and present it to the Dispatch desk. 

Facility Key

The officer will provide you with a key to the facility which you will retain until you lock up after the event. The key must be returned to the Police Station immediately after you lock up. 

If the key is not returned, the security deposit will be forfeited.

• Cancellations made 30 days prior to the rented date receive a 100% refund of the security deposit.
• Cancellations made 14 days prior receive a 50% refund
• All cancellations less than 14 days prior to the rented date forfeit the security deposit

Class Descriptions and Pricing Structure are established by Council under Codified Ordinance 929 for the Gazebo and 936 for the Bay Lodge.

Gazebo

• There is No Security Deposit for the Gazebo and a $35 Reservation Fee per 4-hour block of time; available blocks are:
  8 am to noon
• Noon to 4 pm
• 4 to 8 pm

Bay Lodge Schedule of Fees

• Weekend is defined as 5 pm on Friday to 11 pm on Sunday. 
• Any weekday rental that falls on a holiday will be at the Sunday rate.
• Rental rates are per day and time of week

Bay Lodge Class Definitions

• Class A: City officials are permitted to use the facility for any Municipal purpose or function free of charge and may reserve dates as needed.
• Class B: Bay Village non-profit groups
• Class C: Bay Village for profit groups and private groups and parties

Security Deposit Rates

Rental Rates

Signer shall adhere to state and local laws pertaining to and governing the use of this facility and the use of alcoholic beverages at Bay Lodge. The sale of alcoholic beverages is illegal and strictly forbidden. All buildings are smoke free.The use of alcoholic beverages at or around the premises of the Gazebo is strictly prohibited.

Signer shall be responsible for all persons in their party, insofar as damage to the premises, equipment, breakage of materials, and fixtures, with the understanding that if the same occurs, reimbursement will be made by the signer.

Any funds due signer as a result of the breach of any condition of this agreement shall be withheld from the security deposit. However, in no case does the forfeiture of the security deposit relieve signer of his/her responsibility for any damage to the premises caused by the signer that cost more than the amount of the security deposit.

Signer shall have adequate personnel in charge of the management of the function for which they have been granted by this rental agreement, and that said personnel shall refrain from entering parts of the building not covered by this agreement.

Signer agrees to be off premises of Bay Lodge at 12:01 am on weeknights, and 1 am on Friday and Saturday. Failure to vacate property on time shall cause renter to forfeit security deposit.

Signer may not enter the Bay Lodge premises until after 10 am for Saturday and Sunday rentals.

Anything attached to the walls or ceiling can only be done with existing hooks.

The City of Bay Village shall not be responsible for any clothing or personal property that may be lost or stolen on these premises.

Signer shall be responsible for obtaining from the City of Bay Village, other government agencies, all necessary permits as required by law. If alcoholic beverages are served at the Bay Lodge from 8 pm to 1 am (closing) on Friday and Saturday, the signer agrees to hire a security officer from the City of Bay Village Police Department. Signer shall provide the name of the security officer prior to the commencement of the rental period. Failure to adhere to these rules will result in cancellation of event.

Signer agrees to leave premises inside and out in the same condition as they found it. This will include the removal of all debris, refuse, dishes and the return to storage of all chairs, table and furniture. This will also include the sweeping the floor and mopping if necessary. The Bay Lodge has a dumpster on the south west side.

Kitchen facilities are equipped to serve pre-prepared meals only. Open fat frying, or cooking is strictly prohibited. No counter top appliances other than coffee makers or warming trays may be used. Nothing is to be left in the kitchen. Refrigerator must be emptied.

Patio doors shall be closed at dusk as to not disturb the surrounding neighbors.

Music shall cease 1 hour prior to closing.

Should the signer cancel this agreement 30 days prior to the rented date they will receive a 100% refund of the security deposit; 14 day they will receive 50% and less than 14 days will forfeit the security deposit.

Signer will be issued a key pick-up card when rental payment is received. The key to the facility may be picked up at the time and date noted on the card and must be returned to the Police Department immediately after use.

Signer agrees to complete all the items listed under number ten prior to returning the key to the Police Department at the close of the event.

Failure to adhere to the terms of this agreement shall result in forfeiture of security deposit.