Facilities Usage

Are you looking to hold you event inside the Town of West Seneca? Please see the below information:

Thank-you for your interest in using a Town of West Seneca Facility. West Seneca Facility types include 60’, 70’ and 90’ Baseball & Softball Diamonds, Lions Bandshell, West Seneca Ice Rink, Soccer Field Sizes Include: (7) Full Size, (4) U-10, (3) U-12, (4) U-8 and (6) micro. More information on facilities can be found by click here.

FEES:

The Town of West Seneca has revised its fees for Facility Use, Community & Special Events. At the West Seneca Town Board meeting on Monday November 23, 2015 the following fees were adopted:

Single use fees are as follows: $35/Diamond $25/Diamond Lights $90/Soccer Field. A single use is defined as single game, practice, scrimmage or similar type of use.

The Ice Rink fee is $195 per hour.

The Community Event Fee of $300 per day per event plus a one time $50 administration fee.

The Special Event fees will be determined from the calculation of overtime from the Buildings and Grounds department and the Town of West Seneca Police Department.

An event type will be determined by the Town based on the size, capacity and duration of the event.

There could be an additional Police and Buildings and Grounds overtime fees associated with Single Use, Community Event & Special Event fees.

There could be additional Recreation fees associated with Single Use, Community Event & Special Event fees.

There could be additional Weeknight and Weekend fees associated with Single Use, Community Event & Special Event fees.

This includes events such as Road Races, 5K, Lions Bandshell Use, Veterans Park Memorial Complex Use, Park Uses, etc.

Further information on fees can be found here: http://www.westseneca.net/index.php?q=facilities_u...

Insurance

Attached to the Non-Exclusive Facility Usage Permit & License Agreement must be a Certificate of Insurance (COI). The general comprehensive liability insurance (the “Licensee’s Liability Insurance”) with combined single limit coverage of at least one million dollars ($1,000,000.00) per occurrence, and at least three million dollars ($3,000,000.00) in the aggregate, naming the Town of West Seneca 1250 Union Road, West Seneca NY 14224 as an additional insured. This document must be turned in with the information below, as it is needed to draft the agreement.

Agreement

The Non-Exclusive Facility Usage Permit & License Agreement process must be started a minimum of 45 business days prior to the event. The agreement must be placed on file a minimum of 30 days prior to the event. The agreement filed in our office must contain original signature(s). Agreements that are copied, scanned, faxed, etc. will not be accepted. An example of the agreement can be found here (do not fill this out) : http://www.westseneca.net/sites/default/files/Lice...

Agreement Process Stage 1:

In order to start the Non-Exclusive Facility Usage Permit & License Agreement process our department will need the COI as described above and the following information:

Licensee Information:

Name:

Address:

Phone:

Email:

Website:

Licensee Representative Information (This is the person signing the agreement):

Name and Title:

Address:

Phone:

Email:

Insured Cooperation Information (This information much match the information provided on the Insurance Certificate):

Name:

Address:

Phone:

Email:

Event Information:

Event Name:

Event Start Time/Date:

Event End Time/Date:

Event Description:

Facility Requested:

Also submitted before an agreement can be drawn up:

For road races a map of the event is required.

For tournaments or events a schedule is required.

Agreement Process Stage 2:

After the West Seneca Youth & Recreation office receives the above information we will draft an Agreement within five (5) business days. The agreement will then be emailed to the Licensee Representative. The agreement must be placed on file a minimum of 30 days prior to the event. The agreement filed in our office must contain original signature(s). Agreements that are copied, scanned, faxed, etc. will not be accepted. Agreements can be dropped off in person at 900 Mill Road #211 West Seneca, NY 14224. Agreements can be mailed to West Seneca Youth & Recreation 1250 Union Road West Seneca, NY 14224.

For Community and Special events it is also required during the Non-Exclusive Facility Usage Permit & License Agreement process that you reach out to the West Seneca Highway Superintendent Matthew D. English (menglish@twsny.org), West Seneca Chief of Police Dan Denz (denz@westsenecapolice.org) and West Seneca Emergency and Disaster Director John Gulllo (jgullo@twsnyorg).

Agreement Process Stage 3:

After the Town of West Seneca have reviewed the agreement and approved it the Licensee will be notified if the agreement was approved or denied. Depending on the size, capacity, duration and other factor West Seneca Town Board approval may be required.

Further Information

If you have any further questions, comments or concerns please do not hesitate to contact Lauren Masset, Recreation Supervisor at lmasset@twsny.org.

Facility Rental/Use


Soccer Field Rental (Single Use)

$90.00

Diamond Rental (Single Use)

$ 35.00

Diamond Lights (Single Use)

$25.00

Ice Rink Rental (1 Hour)

$195.00

Community Event $300 per day, per event, per location plus a onetime $50 administration fee

Special Event Fee

To be determined from the calcualtion of over time from the Buildings & Grounds department and The Town of West Seneca Police Department .

*An event type will be determined by the Town based on the size, capacity, and duration of the event

Single Use is defined as a single game, practice, scrimmage or similar type of use

Please note an additional Buildings & Grounds fee may be assed to the fees listed above.

Please note a certificate of insurance is also required for all usage and details will be outlined in the permit upon usage approval.

A sample agreement can be found here. Please not this is just an example, terms are subject to change.

Please send requests a minimum of 30 days before each requested use date(s). For tournaments please send a request a minimum of 60 days prior to each requested use date(s).

If you are interested in use a Town Facility please contact the West Seneca Youth & Recreation Office. When placing your request please include the following:

Requested Usage Time/Dates:

Requested Usage Areas:

Requested Usage Event Description:

Requested Usage Organization Name/Phone Number/Email/ Address:

Requests can be emailed to lmasset@twsny.org or mailed to West Seneca Youth & Recreation 1250 Union Rd. West Seneca, NY 14224