Booking Priority
Facility bookings are handled on a first-come, first-served basis. If multiple bookings are submitted for the same date, the first booking received will be given priority.
Emergency Cancellation
Castlewood Fire & Rescue reserves the right to cancel or postpone any event if an emergency, utility failure or outage, extreme weather event, unsafe facility condition, or other unforeseen circumstance affects the safety of attendees, prevents use of the facility, or requires the facility for emergency response or department operations. This applies to both department events and public events.
Castlewood Fire & Rescue will notify the renter as soon as reasonably possible if a reservation must be canceled or postponed. If the event cannot proceed as scheduled, Castlewood Fire & Rescue will work with the renter to reschedule it. If rescheduling is not possible or acceptable to the renter, all deposits and fees paid for that reservation will be refunded.
Restricted Areas
The kitchen area and the area behind the desk at the front of the room are off limits to the renter and all guests. Children must not be allowed to enter or play in these areas.
Agency Equipment
Castlewood Fire & Rescue-owned computers and televisions may be used only for training courses. If you need IT assistance for a training course, email wlawson@castlewoodfirerescue.com at least 14 days before your event.
Facility Condition, Damage & Cleanup
The renter agrees to use the facility responsibly, return it to substantially the same condition in which it was provided, remove all event-related trash, and leave the premises clean.
The renter is responsible for the reasonable actual cost to repair or replace property damaged by the renter or the renter's guests, excluding ordinary wear and tear. A $25 cleanup fee may be assessed if the renter fails to complete required cleanup.
Decorations and Wall Attachments
Decorations, tape, adhesive strips, nails, screws, pushpins, tacks, hooks, staples, or similar items are prohibited on all facility walls. No holes, marks, or adhesive residue may be left on walls. The renter is responsible for the actual cost of repairing damage or removing residue resulting from a violation of this rule.
Smoke-Free and Tobacco-Free Facility
Smoking, vaping, electronic cigarettes, and the use of tobacco or nicotine products, including cigarettes, cigars, pipes, chewing tobacco, snuff, and nicotine pouches, are strictly prohibited inside the facility.
The renter is responsible for ensuring that all guests and attendees comply with these requirements.
Assumption of Risk and Release of Liability
The renter understands that use of the facility involves ordinary risks of injury or property loss and voluntarily assumes risks arising from the renter's use of the premises, to the extent permitted by Virginia law.
To the extent permitted by law, the renter releases and agrees to hold harmless Castlewood Fire & Rescue, Inc., and its directors, officers, members, volunteers, employees, and agents from claims arising from the renter's use of the facility, except to the extent caused by gross negligence, willful misconduct, or other conduct for which liability cannot lawfully be waived.
Nothing in this agreement waives the rights of persons who have not signed it.
