Help Desk and Frequently Asked Questions
How far in advance do I need to make a reservation?
How far in advance do I contact you if I want to cancel or change my reservation?
How do I make a reservation?
How do I make a payment?
When will I get my deposit back?
Do you allow alcohol at all of your facilities?
I want to make a reservation for Irvine Regional Park or Mason Regional Park
Can I reserve a picnic area? What about my neighborhood picnic area?
Are City Facilities open on holidays?
Can I have a bounce house at a park?
I’m a non-profit group, how can I reserve a room for free?
How can I reserve a field?
I am an Irvine based Homeowners group, how can I reserve a room for a meeting?
Do I have to pay for security?
Q How far in advance do I need to make a reservation?
A All applications and documentation must be submitted thirty (30) calendar days prior to the event and are not considered approved until the applicant has received written confirmation. The Facility reservations calendar runs from January through December. Reservations for the subsequent reservation year are generally accepted in September. The specific date applications will be accepted will be posted on the website here
Q How far in advance do I contact you if I want to cancel or change my reservation?
A Reservation cancellation charges are processed in accordance with the following:
a. Cancellations made more than thirty (30) days prior to the event forfeit 5% of all payments made (excluding deposits); the remainder will be refunded.
b. Cancellation of reservation made fifteen (15) to thirty (30) days prior to the original reservation date forfeit 50% of deposits paid.
c. Cancellations made fewer than fourteen (14) days prior to the original reservation date forfeit all fees paid, including security and insurance (excluding deposits).
d. Cancellations made by Category II or III users, fewer than fourteen (14) days prior to the original reservation date forfeit 50% of paid deposits.
e. For the sixth and each subsequent cancellation made by ongoing users during the reservation year – A non-refundable processing fee will be charged
Reservation changes are processed in accordance with the following:
f. One adjustment per application will be processed at no charge. Additional changes or revisions to an application will be assessed a non-refundable processing fee per change. These changes include, but are not limited to any adjustment to time, number of attendees, etc.
g. Changes in facility or date made less than fourteen (14) days prior to the original reservation date – forfeit 25% of deposit(s).
Cancellations or changes must be received by Facility Reservations in writing from the applicant and/or event contact during Civic Center’s regular operating hours. Cancellations or changes submitted to the sites will not be honored. Submit written requests by:
a. Scan and e-mail to email@example.com
b. Fax to 949-724-6608
c. Hand-delivery to the Civic Center: 1 Civic Center Plaza, 2nd floor, Community Services, Irvine, CA 92606
d. Mail to Facility Reservations, P.O. Box 19575, Irvine, CA 92623-9575
Q How do I make a reservation?
A To make a reservation, an application must be submitted to the Facility Reservations office at least thirty (30) calendar days prior to the event. To download an application click here, or call facility reservations at 949-724-6620 to have one sent to you, or request the packet through our fax library at 949-724-6610. For our fax library, please follow instructions and use the following codes: 307, 314, 315, 316, 317. Submit your completed Public Facilities Application and Agreement along with the required deposit and payment for the facility you are requesting to Facility Reservations department in person, by mail or fax. All applications for reservations must be on official forms provided by the Community Services department. Applications are not considered approved until the applicant has received written confirmation and signed all documents.
Q How do I make a payment?
A All fees are due (including deposits and all fees) at the time of application and subject to immediate process. Payments can be mailed to Facility Reservations, City of Irvine, P.O. Box 19575, Irvine, Ca 92623-9575. Checks are payable to City of Irvine.
Q When will I get my deposit back?
A Deposits will be refunded payable to the applicant in approximately four (4) weeks or refunded directly to the payee or applicant’s credit card if the facility is left in satisfactory condition as determined by Community Services Staff.
Q Do you allow alcohol at all of your facilities?
A An alcohol use permit is required for any public building or park use where alcohol is served. Alcohol use must be stated on the application at the time it is submitted. Any person or group wishing to serve alcoholic beverages at a facility will be required to provide a licensed bartender or a serving attendant who has completed “Special Event Server Training” and who is at least 21 years of age. Bartenders and serving attendants are not allowed to drink alcoholic beverages or be under the influence of alcohol while serving alcohol. Alcohol consumption shall only be within the park facility buildings or picnic areas designated and reserved, and not beyond the perimeters of these areas. An Alcohol Beverage Control License must be provided if alcohol is to be sold during the scheduled activity, if a donation is requested or admission is by donation, or if admission is charged. It is the responsibility of the applicant to contact Alcohol Beverage Control to obtain a license. A letter regarding your event will be provided to the applicant to present to the Alcohol Beverage Control License office at: 28 Civic Center Plaza, Santa Ana, CA. 714-558-4101. A copy of the A.B.C. license must be faxed to Facility Reservations 949-724-6608 at least five (5) calendar days prior to the event. All events serving alcoholic beverages will incur the following fees: An Alcohol use fee (see policy for fees), liability insurances fee (as determined by Risk Management), security officer fee (fees subject to negotiations with current contractor). Additional requirements may include security provided by the Irvine Police Dept., additional security staff, City staff, deposits, insurance, access control plans, and/or alterations to event plans. Costs incurred for additional requirements shall be the responsibility of the applicant.
Q I want to make a reservation for Irvine Regional Park or Mason Regional Park
A Irvine Regional Park and Mason Regional Park are operated by the County of Orange. The contact numbers are Irvine Park 714-973-6835, Irvine Lake 714-649-9111, Irvine Ranch Historical Park 949-855-2028, William Mason Park 949-923-2220 and Hidden Valley 714-563-9778.
Q Can I reserve a picnic area? What about my neighborhood picnic area?
A To promote orderly and effective use and enjoyment of City parks, any group of fifty (50) or more persons will be considered a large group and is required to obtain a permit for picnic area use from the Community Services Department. Groups of fewer than fifty (50) persons may reserve a picnic area if they choose to assure use of the site. Our reservable Community Parks are listed below. Neighborhood Parks are available on a first come first serve basis for groups of fifty (50) or fewer persons.
-Cypress Park 75
-Heritage Park 200 (With special approval from CS Department only)
-Turtle Rock Community Park 200 (Seating for only 120 is available)
-Northwood Community Park 100
-Woodbury Community Park 75
-Las Lomas Community Park 75
-Colonel Bill Barber Park 75
-Deerfield Community Park 75
Q Are City Facilities open on holidays?
A All reservable City Facilities will be closed on the following actual and observed holidays: New Year's Day, Martin Luther King Jr. Day, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving day & the day after, Christmas Eve and Christmas Day.
Q Can I have a bounce house at a park?
A Bounce houses are permitted at most community parks with a picnic area reservation and $30 permit fee. Bounce houses may be permitted at select non-reservable parks with a $30 permit fee. Bounce house Vendors must provide the appropriate information to the City (business license and proof of liability insurance). The public is not permitted to bring their personally owned equipment. For a list of parks that allow bounce houses, you can download a copy of the Public Park & Facilities Inventory here. You can also view a list of companies that have met the minimum requirements on the Facility Reservations page here
Q I’m a non-profit group, how can I reserve a room for free?
A Select facilities are available low cost or free of charge for category II Irvine based, not-for-profit civic, social, and religious organization users. In order to qualify as a category II Irvine based, not-for-profit civic, social, and religious organization user, an organization must submit several documents annually to the reservations department. For complete details on the required documents, including sample documents, click here
Q How can I reserve a sports field?
A Please contact the Athletics Department at 949-724-6830 or 724-6661.
Q I am an Irvine based Homeowners group, how can I reserve a room for a meeting?
A Homeowners groups generally fall into the same category as a Group II user. In order to qualify as a category II Irvine based, not-for-profit civic, social, and religious organization user, an organization must submit several documents annually to the resevations department. For complete details on the required documents, including sample documents, click here
Q Do I have to pay for security?
A Applicants must obtain security officers for the following events: All events where alcohol is served; All indoor events with 200 people or more; All outdoor events with 500 people or more. Security may be required at the discretion of the site supervisor or after a site meeting if it is determined that the event represents a special condition or high risk. Security fees are subject to negotiations with the current contractor and non-refundable.