Reservation Policies

Reservation Policies
Requirements
  • Reservations are accepted on a first-come, first-serve basis. Reservations must be made in person at the DeSoto Parks and Recreation Department Monday through Thursday 5 a.m. - 7 p.m., Friday 5 a.m. - 6 p.m.
  • Reservations must be made in person by an adult at least 21 years of age. All persons signing the Facility Rental Contract shall be liable and responsible for any problems and damages that occur during the rental period. The DeSoto Parks and Recreation Department accepts cash, checks and money orders (made payable to the City of DeSoto), Visa, and Master Card with a proper ID. Second party checks will not be accepted.
  • All fees, facility rental and damage deposit, must be paid in full at the time of the reservation.
  • No person, firm, or corporation shall use any space or the facilities at the DeSoto Civic Center without completing a Facility Contract. The type of agreement required shall be at the discretion of the Facility Manager or designated representative.
  • In the event of scheduling conflicts or upon occasions when a more extensive use of the facilities can be scheduled, the Facility Manager reserves the right to give the renting party thirty (30) days notification and to fully refund any fees and deposits paid by the renting party for the cancelled events. This applies to City of DeSoto sponsored activities, and only if other accommodations are unavailable.
  • Groups having reservations at the facilities shall be permitted to use only the areas designated to them at the time the reservation was confirmed. There shall be no tables/chairs/signs/equipment etc. placed in the hallway/foyer area of the facility.
  • No group shall schedule an event which will have a larger attendance than the posted maximum occupancy of the area they have rented.
  • A Facility Rental Check-In/Check-Out Sheet must be filled out by a Facility Attendant prior to and following each reservation and must be signed by the reserving party. All rentals are required to notify a Facility Attendant when they have completed use of an area in order to commence the Check-In/Check-Out procedure. Failure to checkout with staff will result in forfeiture of deposit.
  • All money is deposited on a daily basis. This includes the damage deposit and the rental fees.
Cancellation And Refund Policy

The DeSoto Parks and Recreation Department (DPARD) Cancellation and Refund Policy is designed to ensure customer satisfaction by providing clearly defined time periods for customers who are unable or unwilling to continue participating in a DPARD program or reservation for any reason.

  • Any request for a refund must be made in person along with a completed Refund Request Form provided at the DeSoto Recreation Center.
  • Any refund payments originally made by cash, check or money order will be paid by a check issued within 30 days.
  • Online transaction fees are non-refundable.
  • A $25 administrative fee will be accessed to a cancelation booked.

Cancellation of Service made by DPARD:  Participants may receive a full refund for fees paid for a recreation program, reservation or special event due to cancellations made by DPARD. Prorated fees and service fees will not be applied.

Refund for Vendor Space at Special Events:  Participants may receive a refund for fees 14 calendar days prior to the date of the event minus a $5 service fee. No refund will be given after 14 calendar days.

Refund for Recreation Program:  Participants may receive a refund for program registration fees prior to the program start date minus a $5 service fee. After one recreation class has been conducted, a prorated refund for registration fees plus a $5 service fee will be applied. No refund will be issued after the second recreation class has been conducted.

Refund for DeSoto Youth Athletic League:  Participants may receive a full refund for league registration fees prior to the start date of the season. No refund will be issued after the first game. 

Refund for an Athletic Field Reservation:  Participants may receive a full refund for athletic field rental fees 14 calendar days prior to the reserved date.

Refund for a Reservation: Corner Theater, Civic Center, Pavilion or Pool

Please refer to the refund schedule table below:

 61+ calendar days' notice of cancellation  80% of rental fee charges will be returned 
 31 - 60 calendar days' notice of cancellation  50% of rental fee charges will be returned 
 30 calendar days or less notice of cancellation  0% of rental fee charges will be returned

100% of the damage deposit will be returned in all scenarios listed above. DPARD reserves the right to change refund policies and procedures without notice.
Violations
  • The Parks and Recreation Department reserves the right to refuse any individual or group the privilege of using the facilities due to abuse of any facility policies.
  • Parking in the fire lanes is prohibited. Renters are allowed to use the designated parking areas for loading and unloading items.
  • Renters who abuse facility policies will be subject to losing their Damage Deposit. The renter may also be subject to paying other assessed fees associated with the damage incurred to City property and will be denied further use of the facility.
  • Renters failing to vacate the building by the end of their rental period will forfeit their Damage Deposit.
  • Renters shall comply with all laws: federal, state, and local. This includes the City of DeSoto Police and Fire Departments. Failure to comply with any and all policies will result in loss of Damage Deposit and/or cancellation of contract.
  • Returned Check Policy - Any returned checks on a damage deposit or rental fee will result in a $20 service fee. Upon receipt of a returned check, any and all reservations will be immediately cancelled. If no payment is received within 7 working days, the check will be filed with the Municipal Service Bureau and the customer is responsible for paying all fees incurred.
Alcohol Policy
The serving of alcoholic beverages for on-premise possession and consumption shall only be permitted at the DeSoto Civic Center and the Corner Theatre provided such service is authorized through a facility use rental agreement. The requestor must provide an approximate number of people expected to attend the event and comply with all city requirements for protection of the health, safety and welfare of the community. In cases of multiple requests, permits or facility use agreements shall be granted on a first come, first serve basis. If the Director determines that the conduct of the permitted activity requires additional security precautions be taken to permit the service of alcoholic beverages at the event, the Director shall impose a fee to defray the cost of furnishing adequate security forces by the city at the proposed event.

For questions regarding the alcohol policy and security requirements please contact Parks and Recreation Office at 972-230-9650 or by e-mail at civiccenter@desototexas.gov.
Facility & Grounds Usage
General Use Stipulations
  • Any group using the facility agrees to assume all responsibility for any injuries or damages beyond normal wear (as determined by the City) incurred as a result of their usage.
  • NO personal or rented property shall be left, before rental time frame, after rented time frame or overnight.
  • NO personal or rented property shall be delivered to the Civic Center outside of the rented time frame. The renter must be present for all deliveries.
  • Everyone entering the facility shall wear proper attire. Improper attire consists of, but is not limited to, swimsuits, and lack of shirt, lack of shoes. Anyone entering the facility improperly attired shall be asked to leave by the facility manager or his/her designated representative.
  • Gambling and loitering are NOT PERMITTED within the facilities. This includes the parking lot and park areas surrounding the Civic Center.
  • Smoking or any other type of tobacco products is NOT PERMITTED inside the Civic Center. There are designated smoking areas outside of the building.
  • Alcohol is NOT PERMITTED in the Civic Center, Recreation Center, or surrounding areas (parking lots, parks, etc…).
Specific Use Requirements - Animals & Pets
Animals and pets are not permitted in the facilities except in cases of the physically impaired or other special activities. The Facility Manager must approve special activities involving animals and pets.
Specific Use Requirements - Clean Up
  • Renters are required to clean their rented area and check out before the end of the rented time frame.
  • In order to protect your Damage Deposit, the room should be left as it was found.
  • All food, beverages, and decorations should be thrown away in trash receptacles.
  • The trash bags must be tied up and taken to the dumpster before the end of the time frame rented.
  • The renter must remove all personal or rented equipment before the end of the time frame rented.
  • The Facility Attendants will provide all cleaning materials.
  • Clean up may be monitored by the Facility Attendants prior to check-out.
Specific Use Requirements - Decorations
To avoid damage to the walls or ceilings, the following decorating guidelines must be followed.
  • Tacky/Sticky Putty is the only adhesive allowed for securing decorations on the walls, tables, doors, etc.
  • Do not use nails, staples, tacks, or any type of tape.
  • Contained candles can be used, however the top of the flame must be within the container. Unconfined flame candles are in violation of City fire codes.
  • Do not hang any decorations from the ceilings.
  • Wedding parties are prohibited from throwing rice, birdseed, or confetti. Birdseed may be thrown outside the Civic Center.
  • Failure to adhere to the above will result in the loss of the renter's damage deposit.
Specific Use Requirements - Entertainment
The use of DJ's and any other live entertainment requires the renter to reserve all three of the Bluebonnet Rooms or all three of the Pecan Rooms. This includes, but is not limited to:
  • Any type of microphones
  • Musical instruments
  • Amplified sound
Noise that is disturbing to other reservations will not be tolerated – the reservation will be asked to leave with no refund.
Specific Use Requirements - Kitchen Use
  • The kitchen must be reserved as part of a rental contract only when the Bluebonnet 3 Room is also reserved.
  • An additional rental fee is required for the kitchen.
  • Sharing the kitchen between renting parties is not allowed.
  • No food or beverages should be left in the kitchen area after your event is complete (this includes the refrigerator, stove and cabinets).
  • The kitchen area should be cleaned prior to checkout. Failure to do so results in loss of damage deposit.
Specific Use Requirements - Time Frames
  • Your time starts at the specified time of your rental. The time frame includes your set up time, event time and clean up/break down time.
  • You may not enter the facility or check out past the time stated on your rental contract.
  • You must be cleaned up and out of the room by the specified time, which is 4 p.m., 10 p.m., or 12 a.m. (midnight) Mondays through Saturdays. Failure to do so will result in loss of damage deposit.
  • Sundays you can get into your room no earlier than 1 p.m. and need to be cleaned up and out by 6 p.m. Failure to do so will result in loss of damage deposit.