Question 1

ADDITIONAL TIME

Accepted Answer

All set up, rehearsals, event and teardown must be completed within your contracted time block. Additional time can be added and is charged at a per hour rate, depending on your rental space.

Question 2

ALCOHOL

Accepted Answer

Pour Masters is our exclusive Bartending Service, and all alcohol services must be discussed and provided through them. Host Bars do not require additional steps. For a Cash Bar, you will be required to partner with a Non-Profit 501(c) organization. The Non-Profit will submit a Special Event Liquor License Application 45 days in advance of the event, to the City of Glendale and Arizona Department of Liquor Licenses and Control. The Non-Profit will receive a minimum of 25% of the bar proceeds. Applications can be found and submitted on the City of Glendale Special Event Permit webpage. Discuss your cash bar needs with your Event Coordinator.  Additional security / officers may be required for events with alcohol.

Question 3

BANNERS & SCREENS

Accepted Answer

Client must provide banners more than 24 hours in advance of the event. Outdoor banners are $100.00 to hang and indoor banners on pipe and drape are $75.00. The Civic Center can add your logo or you can create your own jpg image for the rotunda monitors in a 16:9 aspect ratio.

Question 4

DECORATING

Accepted Answer

Flowers and Balloons are permitted. We do ask that balloons that are trash at the end of an event are not popped and left in ballroom for our staff to handle. Per Glendale Fire Code, all candles must be contained in glass containers and flames must be below the rim; canopies or covered structures are NOT permitted inside the ballroom. The use of streamers, silly string, rice, confetti, glitter is prohibited; any violations will incur additional cleaning fees. Sparklers are allowed but must be pre-approved with your Event Coordinator. Please be aware that their use is at your own risk, and you will be responsible for any costs associated with damage caused by sparklers.

Question 5

DEPOSITS & PAYMENTS

Accepted Answer

The Glendale Civic Center requires a non-refundable deposit at the time of booking. Rental cost is subject to 5% service charge and applicable taxes. Your date will be confirmed once the deposit and signed contract are received. The remaining balance is due 30 days prior to your event. All deposits and final payment should be made in the form of check, credit card, money order, or cashier’s check. We do not accept cash payments.

Question 6

FIRE PERMITS

Accepted Answer

Some events require a fire permit. If required, floorplans are due to your Event Coordinator (35) days prior to the event day.  The main aisles must maintain a minimum width of 8’ and doorways must remain unobstructed. Only minimal changes will be considered after approval by the Fire Marshal. Floorplans submitted less than (35) days are subject to not being approved and may require a surcharge at the client’s expense. The Fire Marshal will inspect the setup before/during the show to ensure that all fire codes are met.

Question 7

FOOD & BEVERAGE VENDORS

Accepted Answer

The Glendale Civic Center has several approved caterers including a food truck coordinator that can provide a variety of food choices. Please review the information on our Food & Beverage tab to contact them directly for services and information.

Question 8

LINENS

Accepted Answer

Linens can be rented through the Civic Center, the selected approved caterer or brought in by the client.

Question 9

OUTSIDE VENDORS

Accepted Answer

It is important to keep your Civic Center Event Coordinator informed of your outside vendors delivering or setting up at the facility. We want to ensure it is scheduled at a time that we are open with staff on site to assist if needed. This includes caterers, audio-visual companies, expo companies, decorators, entertainment, materials, etc.

Question 10

PUBLIC LIABILITY INSURANCE

Accepted Answer

Comprehensive Liability Insurance is required for all public events using the facility, events over 250 people, events using non-approved caterers and those events Civic Center management deems necessary. Insurance certificates must meet the following conditions: (a) provide at least$1 million combined single limit per occurrence of Comprehensive Liability Insurance from an insurance company acceptable to the Civic Center Administrator and the CITY’s Risk Manager; (b) If a USER provides an Aggregate Policy, the combined limit must be at least $2 million; (c) name the “City of Glendale” as an additional insured; (d) specify the dates applicable inclusive of move-in to move-out; and (e) be on file with the Civic Center thirty (30) days prior to the start of the event.

Question 11

SECURITY

Accepted Answer

The Civic Center reserves the right to require security for events as deemed necessary.  The number of security personnel depends on event type, number of guests and hours required. Clients agree to assume full responsibility for the conduct of their guests, members, employees or other parties hired by the client in full compliance with applicable laws, regulations, and Glendale Civic Center policies and rules.

The Glendale Civic Center requires security for all Proms, School Resource Officers are welcome.

Should your event require police officers or additional security staff, you must arrange for off duty officers 30 days or more in advance through one of the following:
       LES (623) 825-6700  offdutypoliceofficers.com
       Blue Enforcement (480) 495-2426  https://blueenforcement.com/
       Proforce (602) 799-1688  https://proforceonline.com/

Question 12

SMOKING / VAPING

Accepted Answer

Smoking or vaping is not permitted inside the Civic Center. Smokers may smoke 20 ft. from the entrances to the Civic Center in compliance with the Smoke-Free Arizona Act, A.R.S. § 36-601-01.
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Question 13

TRADESHOW VENDORS

Accepted Answer

All food vendors—whether selling items or distributing samples—must provide a Certificate of Insurance (COI) and a valid license to operate in Maricopa County. Food trucks are also required to submit a fire inspection report dated within the past year, confirming they meet all safety requirements.

Indoor food exhibitors may only sell prepackaged food that is not intended for onsite consumption. Cooking of any kind is strictly prohibited inside the building. If offering samples, they must be sample-sized only; full-sized portions are not permitted.

Vendors are responsible for claiming any sales conducted. Anyone who intends on conducting sales in the City of Glendale may require specific licensing. For questions regarding your tax and licensing responsibilities, please contact the City’s Tax & License Department at 623-930-3190.

Question 14

VENDOR LOAD IN / OUT

Accepted Answer

We have one large 12' X 12' load-in door located on the East side of our Building. Your Event Coordinator will discuss a load in/out plan with you. Client must be in attendance during the vendor move in & move out times. The Glendale Civic Center does not have a loading dock or palette jack; the delivery truck must have a lift gate for unloading and loading.