Facility Rentals

TOWN OF THOMASTON 

MUNICIPAL FACILITY USE AND RENTAL POLICY 

Adopted: June 22, 2026

Purpose 

The Town of Thomaston recognizes that municipal facilities are valuable public assets that may be made available for community use when such use does not interfere with municipal operations. The purpose of this policy is to establish procedures, conditions, and fees for the use of Town-owned facilities while protecting public property, ensuring public safety, and recovering costs associated with facility use. 

Facilities Covered 

This policy applies to the following Town-owned facilities: 

• Academy Building Gymnasium, 60 Main Street 

• Municipal Building – Lura Libby Room, 13 Valley Street 

• Thomaston Riverview Park, 29 Wadsworth Street 

• Other Town-owned facilities designated by the Select Board 

Watts Hall is operated separately and is not governed by this policy. 

Section 1. User Classifications 

For the purpose of determining facility rental fees, users shall be classified as follows: 

Category A – Municipal Use 

• Town of Thomaston departments 

• Town boards and committees 

• Municipal governmental functions 

• Town-sponsored programs and events 

Category B – Community Organizations 

Organizations whose activities primarily benefit the Thomaston community, including but not limited to: 

• Youth athletic organizations 

• Scout troops 

• Churches and faith-based organizations 

• Civic organizations 

• Community service organizations 

• Informal community groups approved by the Town Manager 

Category C – Nonprofit Organizations 

Organizations recognized by the Internal Revenue Service as tax-exempt under Section 501(c)(3). 

Category D – Private and Commercial Use 

Includes: 

• Businesses 

• For-profit organizations 

• Private parties 

• Trainings and seminars 

• Receptions 

• Commercial activities 

• Any use not otherwise classified 

The Town Manager shall determine the appropriate user classification. Such determination may be appealed to the Select Board. 

Section 2. Reservation Procedures 

1. Facility use requires submission of a Facility Rental Application. 
2. Applications should be submitted at least fourteen (14) calendar days prior to the requested use. 
3. Approval is subject to facility availability and compliance with this policy. 
4. Events at Thomaston Riverview Park may require Select Board approval. 
5. Reservations are not confirmed until all required fees, deposits, insurance certificates, and approvals have been received. 
6. The Town Manager may deny applications from individuals or organizations with outstanding fees, unresolved damages, prior policy violations, or a history of noncompliance with Town facility rental requirements. 

Section 3. Priority of Use 

Facilities shall be scheduled according to the following priority: 

1. Municipal functions
2. Town-sponsored programs 
3. Public meetings of municipal boards and committees 
4. Thomaston community organizations 
5. Thomaston nonprofit organizations 
6. Thomaston residents 
7. Other nonprofit organizations 
8. Private and commercial users 

The Town reserves the right to reschedule or cancel any reservation when necessary to accommodate emergency needs, municipal operations, or public safety concerns. 

Section 4. Fees and Charges 

Rental fees shall be established by the Select Board through Appendix A: Facility Rental Fee Schedule. 

The Town may assess additional charges for: 

• Facility opening and closing 

• Custodial services 

• Staff supervision 

• Public works support 

• Police details 

• Emergency medical services standby 

• Utility usage 

• Equipment use 

• Trash removal 

• Damage repairs 

All fees shall be paid in advance unless otherwise approved by the Town Manager. 

For purposes of the fee schedule, a half-day rental shall be up to four (4) consecutive hours and a full-day rental shall exceed four (4) consecutive hours. 

Section 4A. Recurring and Seasonal Use Agreements 

The Town recognizes that certain organizations may require recurring or seasonal use of municipal facilities for athletic, recreational, educational, cultural, or community programming. 

The Town Manager may approve recurring or seasonal facility use agreements for organizations requesting ongoing use of Town-owned facilities. 

The Town Manager may establish seasonal rates and conditions based upon the frequency and duration of use, anticipated facility impacts, staffing requirements, and public benefit provided by the organization. 

Approval of a recurring use agreement shall not create a property right or guarantee future use of any municipal facility. 

The Town reserves the right to modify schedules, relocate activities, suspend use, or terminate agreements when necessary to accommodate municipal operations, maintenance activities, emergencies, or public safety concerns. 

Section 5. Security Deposits 

The Town may require a refundable security deposit. 

Security deposits may be applied toward: 

• Damage to Town property 

• Excessive cleaning 

• Unpaid fees 

• Lost keys 

• Policy violations 

If damages exceed the amount of the security deposit, the renter shall be responsible for all additional repair, replacement, legal, and administrative costs incurred by the Town. 

Any remaining deposit balance shall be refunded within thirty (30) days following inspection of the facility. 

Section 6. Insurance 

The Town may require proof of liability insurance for any event. 

When required, renters shall provide: 

• Certificate of insurance 

• Additional insured endorsement naming the Town of Thomaston 

Additional event coverage can be obtained through Gather Guard, formerly Tenant Users Liability Insurance Program (TULIP). https://gatherguard.com/  

Coverage requirements shall be determined by the Town Manager based upon the nature of the event. 

Section 7. General Rules for Use 

Users shall: 

• Comply with all applicable laws and regulations. 

• Maintain orderly conduct. 

• Supervise participants and guests. 

• Leave facilities in a clean and orderly condition. 

• Remove all decorations, equipment, and personal property after the event. 

• Observe all occupancy limits and safety requirements. 

Users shall not: 

• Damage Town property. 

• Drive vehicles onto lawns or landscaped areas without permission. 

• Attach materials using nails, screws, staples, paint, adhesives, or similar materials. 

• Block exits or emergency access routes. 

• Conduct unlawful activities. 

• Transfer or assign reservations without approval. 

The Town may require a pre-event and post-event inspection of the facility. 

Facilities shall be left in substantially the same condition as received. Failure to do so may result in additional cleaning charges, damage assessments, forfeiture of deposits, or denial of future rentals. 

Section 8. Alcohol, Smoking, and Controlled Substances 

Smoking, vaping, cannabis use, and illegal drug use are prohibited on all Town-owned property. 

Alcohol is prohibited within the Academy Building and Municipal Building. 

Alcohol service at Thomaston Riverview Park or other approved locations shall require: 

• Prior Select Board approval; 

• Compliance with all State of Maine liquor laws; 

• Any required licenses and permits; 

• Proof of insurance acceptable to the Town. 

Section 9. Firearms and Dangerous Weapons 

Except as otherwise permitted by law, firearms, explosives, fireworks, and other dangerous weapons are prohibited during rental events on Town-owned property. 

Section 10. Staffing Requirements 

The Town may require Town personnel to be present during any event. 

Users shall reimburse the Town for actual personnel costs associated with: 

• Opening and closing facilities 

• Custodial services 

• Public works assistance 

• Security monitoring 

• Emergency response standby 

• Event inspections 

Minimum staffing charges may apply. 

The Town Manager may establish occupancy limits, parking requirements, traffic control measures, sanitation requirements, or public safety staffing requirements based upon the nature and size of the event. 

Section 11. Keys and Facility Access 

Facility access shall be provided only as authorized by the Town. 

Users receiving keys are responsible for their return. 

Lost or unreturned keys shall result in a fee established by the Select Board and may include actual replacement or rekeying costs. 

Section 12. Cancellations 

The Town reserves the right to cancel, suspend, modify, or relocate an event due to: 

• Public safety concerns 

• Weather emergencies 

• Facility maintenance issues 

• Municipal operational needs 

• Violations of this policy 

Refunds shall be issued at the discretion of the Town Manager based upon the circumstances. 

Outdoor reservations are weather-dependent. The Town does not guarantee alternate indoor space in the event of inclement weather. 

Section 13. Damage and Liability 

Users accept facilities in their existing condition and assume all risks associated with their use. 

Users shall be responsible for all damage caused by participants, guests, vendors, contractors, or invitees. 

By submitting an application, the user agrees to indemnify, defend, and hold harmless the Town of Thomaston, its officers, employees, agents, and volunteers from any claims, damages, losses, liabilities, costs, or expenses arising from the use of Town property. 

Section 14. Violations 

Violations of this policy may result in: 

• Immediate termination of an event; 

• Forfeiture of deposits and fees; 

• Denial of future rental requests; 

• Legal action to recover damages. 

Section 15. Administration 

The Town Manager is authorized to administer and interpret this policy, approve routine requests, establish application procedures, and determine facility classifications and requirements. 

The Town Manager may approve facility rentals and recurring use agreements consistent with this policy. 

Requests involving alcohol, events exceeding 250 attendees, exclusive use of public parks, road closures, or matters of significant public interest may be referred to the Select Board for review and approval.