• Final payment for all rentals must be received 14 business days prior to rental date. 
• Refundable security deposit due upon the signing of your contract. 
• Security deposit will be held if rental goes past agreed time. 
• 3% administrative fee is added to all transactions regardless of the form of payment. 
• Rentals that are canceled due to inclement weather will be rescheduled based on availability or a credit will be provided. 
•  An organization cannot forfeit or exchange its allocation or any part thereof, with another organization/team without the written approval of the City prior to usage. Any such modification must be filed with the City and verified in writing by all parties wishing to exchange allocation. 
• A valid ABC License must be provided in order for an organization to sell/provide alcohol during their rental. For information regarding this process, please contact the Sportsplex at Wcovinasportsplex@westcovina.org or at (626) 939-8835

The Renter acknowledges and agrees to abide by the facility rules and policies set forth by Sportsplex. The following items and activities are strictly prohibited on Sportsplex property:

• Alcohol 
• Coolers or ice chests 
• Glass containers 
• Drugs of any kind (illegal substances) 
• Cigarettes, e-cigarettes, vaping devices, or smoking of any kind 
• Metal cleats 
• Pets (excluding certified service animals) 
• Bicycles, scooters, skateboards, or similar personal transport devices 
• Firearms or weapons of any kind, including but not limited to: knives, explosives, fireworks, lighters, and laser pointers 
• Sunflower seeds 
• Tailgating or loitering in the parking lot 
• Baseball or softball practice in the Soccer Pavilion 
• Overnight parking 
• Grills, barbecues, or canopies on facility grounds and parking lot.

Renter will be fully responsible for all participants, guests and attendees affiliated with their rental. In the event of any rule violation by participants or attendees. The renter’s $305 deposit will be forfeit. Renter may be barred from future bookings, at the sole discretion of facility management.

Equipment Responsibility Clauss:

Teams and organizations are strictly prohibited from removing or altering any field equipment, including but not limited to bases, pitching mounds, fencing, restaurants, restrooms and soccer pavilion. Any removal, damage, or loss of such items will result in the assigned team or organization being held financially responsible for their repair or replacement. 

METAL CLEATS ARE PROHIBITED. Damage done by metal cleats seen on any equipment will result in deposit to be withheld.

• Cancellations must be phoned in or emailed to Wcovinasportsplex@westcovina.org no later than two business days prior to your reserved rental time or full rental charges must be paid. 
• Refundable security deposit due upon the signing of your contract. 
• Refundable payments made with a credit or debit card will receive the refund directly to the card used to make the payment within 3-5 business days from last date of rental ending, per the signed contract. 
• Refundable payments made with Cash or Check will be processed through the cities Finance Department, and a check will be mailed to the paying party on file to the address listed on the customer account within 4-6 business weeks from the City of West Covina. 
• All refunds with a remaining balance will be applied as a credit to your outstanding account balance.
•  An organization cannot forfeit or exchange its allocation or any part thereof, with another organization/team without the written approval of the City of West Covina prior to usage. 
• Any such modification must be filed with the City of West Covina and verified in writing by all parties wishing to exchange allocation. 
• All rental guests must vacate the field no later than their paid rental time or additional charges may be applied. All borrowed equipment must be returned to the front desk before leaving.
• Rentals that are canceled due to inclement weather will be rescheduled based on availability or a credit will be provided.

• All fees due are to be paid 14 days prior to rental date in order for requested field(s) to be available to organization for use. 
• User recognizes that if the final payment is not received within 14 days prior to the rental, the reservation will be canceled, and contract terminated. 
• Refundable security deposit must be paid at the time of contract signing. Security deposit will be refunded upon completion of rental. 
• All cancellations must be made at least 14 business days in advance to receive a full refund. 
• Cancellations must be emailed to Wcovinasportsplex@westcovina.org no later then 14 business days prior to your reserved rental time or full rental charges must be paid. Office hours M-Th 7:00 am-5:00 pm. 
• Refundable payments made with a credit or debit card will receive the refund directly to the card used to make the payment within 7 business days from last date of rental ending, per the signed contract. 
• Refundable payments made with Cash or Check will be processed through the cities finance department, and a check will be mailed to the paying party on file to the address listed on the customer account within 4-6 business weeks from the City of West Covina. 
• All refunds with a remaining balance will be applied as a credit to your outstanding account balance. 
• A valid ABC License must be provided in order for an organization to sell/provide alcohol during their rental. For information regarding this process, ask staff. All tournament schedules must be emailed to Wcovinasportsplex@westcovina.org no later than the Tuesday prior to tournament weekend.
• Gates will open 60 minutes prior to the first game. Fields will be set up by staff. The fields must be returned in the condition in which it was received (All trash picked up and put in receptacles). 
• All rental guests must vacate the field no later than their paid rental time or additional charges may be applied. All borrowed equipment must be returned to the front desk before leaving. 
• An organization cannot forfeit or exchange its allocation or any part thereof, with another organization/team without the written approval of the City prior to usage. Any such modification must be filed with the City and verified in writing by all parties wishing to exchange allocation.

I declare I have read the above, fully understand its meaning and effect, and agree to be bound by it.

In consideration of the acceptance of my application for entry into the program or event, I hereby waive, release, and discharge any and all claims for damages for death, personal injury, or property damage which I may have, or which hereafter accrue to me, against the City of West Covina as a result of my or my dependent’s participation in the program or event. 

This release is intended to discharge the City of West Covina, its officers, officials, employees and volunteers, any other involved municipalities or public agencies from and against any and all liability arising out of or connected in any way with my participation or my dependent’s participation in the program or event, even though the liability may arise out of the negligence or carelessness on the part of persons or entities mentioned above.

 I further understand that accidents and injuries can arise out of the program or event; knowing the risks, nevertheless, I hereby agree to assume those risks and to release and to hold harmless all of the persons and entities mentioned above who (through negligence or carelessness) might otherwise be liable to me, or my heirs or assigns for damages.

 It is further understood and agreed that this waiver, release and assumption of risk is to be binding on my heirs and assigns.

I agree to participate in a promotional story, advertisement and/or image (photograph and/ or videotape) made for any publication, release or display on the behalf of the City of West Covina and/or affiliated partners.

I acknowledge that my participation is voluntary, and I understand that I will receive no compensation for such uses now or in the future. I agree that this story, advertisement and/or image (photograph or videotape) may appear in the public media, including print, internet and/or broadcast media for a period of up to six (6) years.

By agreeing to be photographed or videotapes, I agree that the resulting image (photograph or videotape) may be used more than once for promotional purposes by the City of West Covina and/or other affiliated partners.

I agree to indemnify and hold harmless the City of West Covina, its elected officials, officers, agents, employees and representatives against any and all claims arising out of use or display of my image (photograph and/or videotape), including, but not limited to, claims of copyright infringement, defamation, and misrepresentation.

I declare I have read the above, fully understand its meaning and effect, and agree to be bound by it.