Facility Rentals

Request City Hall Rental information online through:

Access Hayward 

Facilities Available: 

Application Procedures: 

To apply for use of a City facility, simply file application with the Building Management Division at least 60 days in advance.

Days and Hours of Use

The Rotunda and the Pre-function Area are available for rental Friday evenings from 5 p.m.to 10 p.m., and on Saturdays and Sundays from 8 a.m. to 10 p.m. Civic Center Plaza events are allowed from 8 a.m. until 30 minutes before sundown, or 8 p.m. at the latest. Council Chambers are subject to approval and official City events have priority.

Equipment and Cleanup Details

Additional equipment needed will be the responsibility of the user, staging, and audio-visual equipment. The City must approve any equipment, apparatus, or materials utilized. The user must setup any equipment and remove all equipment after event.

All equipment and cleanup must end prior to 11 p.m. If dancing is desired, a dance floor will be required at the expense of the user, with users responsible for rental, set-up and removal of the dance floor. Users will pay for all cleanup and janitorial services associated with the event.

Prohibited Uses

Cooking or heating with gas-fired equipment using—but not limited to—natural gas, propane, or butane fuels. Other prohibited items include: flaming food, beverages, liquids or gases; pyrotechnic displays; gas or liquid fueled appliances, tools or apparatus; hazardous or toxic materials.

However, chafing dishes fueled by Sterno are allowed.

Insurance Requirements

Users will be responsible for providing a certificate of general liability insurance of $1,000,000 coverage naming the City as additional insured. If alcohol is served or sold, the general liability insurance coverage must also include liquor liability.

Alcoholic Beverages

The City must approve any serving or sale of alcoholic beverages. If permission is granted to sell alcoholic beverages, a license from the State of California Alcoholic Beverage Control Board must be acquired and posted at event.

Security and Staffing Requirements

Some events may require security guards; the City will determine the number. Users will pay the City for all guard services. Certain events may require Police and Facilities Attendant services, the cost of which will be the responsibility of the user. The City will determine if these services are necessary.

Deposits

A cleaning and damage deposit may be required of some events. This deposit will range from $250 upwards, depending on the size and nature of the event. The lessee will be responsible for any damages to the building, furniture or equipment accruing through occupancy or use of the City facilities by the lessee. Any and all lost equipment or damages sustained to the above—exceeding the original rental deposit—shall be compensated within five (5) working days.

Facilities Rental and Equipment Rates: 

Facilities Rental Rates

 Personal UseOrganizational Use
VenueSeatingDepositResidential (hourly)Non-Resident (hourly)Non-Profit (hourly)Commercial (hourly)
City Hall Rotunda (4 hour min.)160$300*$115 ($920 daily max)$145 ($1160 daily max)$125 ($920 daily max)$175 ($1400 daily max)
City Hall – Council Chambers (4 hr. min)166$300*$65 ($520 daily max)$95 ($760 daily max)$75 ($520 daily max)
$125 ($1000 daily max)
City Hall – Pre-function Area 2nd floor (4 hr. min)100$300*
$55 ($440 daily max)
$85 ($680 daily max)
$65 ($440 daily max)
$115 ($920 daily max)
 

City Hall – Plaza (4 hr. min)

-$500*
$70  ($560 daily max)
$100 ($800 daily max)
$80 ($560 daily max)
$130 ($1040 daily max)
21CL – Fremont Bank Foundation Room Meeting Room A (2 hr. min)
94-
$65 ($450 daily max)
$85 ($575 daily max)
$75 ($525 daily max)
$125 ($875 daily max)
21CL – Fremont Bank Foundation Room Meeting Room B  (2 hr. min)
94-
$130 ($900 daily max)
$170 ($1150 daily max)
$150 ($1050 daily max)
$125 ($875 daily max)
21CL – Fremont Bank Foundation Room Meeting Rooms A + B  (2 hr. min)
188-
$130 ($900 daily max)
$170 ($1150 daily max)
$150 ($1050 daily max)
$250 ($1750 daily max)
Staging Area (paired with room rental)-$300**
$10 ($50 daily max)
21CL – Meeting Room C  (2 hr. min)32-
$20 ($140 daily max)
$30 ($210 daily max)
$25 ($175 daily max)
$50 ($350 daily max)
Weekes Library – Legacy Room*** (2 hr. min)
107$300**$0

*Non-refundable processing fee of $75 (up to $225 / $425 refundable)

**Non-refundable processing and cleaning fee of $50 (up to $250 refundable)

***All meetings held in Legacy Room are to be open to the public.  No admission fees or fundraising permitted

Other Charges and Fees (note all equipment fees are for one setup and per day)

Security Admin Fee (plus security contract cost) $57Per event 
Janitorial Admin Fee (plus janitorial contract cost) $57Per event
Portable Bar $76Per event
Sound System $133Per event 
Insurance Admin Fee – City Purchased $79Per issuance
Insurance Admin Fee – Third Party $86Per issuance