Rent City Hall Rooms or Outdoor Plaza
Request City Hall Rental information online through:
City Hall Rotunda
The glass-windowed Rotunda is a public gallery that serves as the ceremonial entryway for visitors to City Hall. This area is available for public use such as wedding or private ceremonies, receptions, installations and award presentations. The Rotunda interacts with Civic Center Plaza through a series of glass doors, allowing an event to spill out into the Plaza. Finished in marble, the main floor of the Rotunda is circular and approximately 69 feet in diameter with a total area of 3,300 square feet. The Rotunda capacity depends on the floor plan used for example: Theater Style seats 166 people, Round Table Seating for 120 or Standing for 356.
City Hall Pre-Function Area
The Pre-function Area is located above the main floor of the Rotunda, looking out over it. Only standing events are permitted in this area. This area can be combined with Rotunda rental to accommodate larger events with more standing area for cocktails/appetizers.
City Hall Council Chambers
The Council Chambers is a theater style room with 166 fixed seated in a tiered seating arrangement. The Chambers has extensive audio-visual projection and sound amplification capabilities including simultaneous display of 2 video projectors, DVD player, VCR, document camera (electronic overhead projector), laptop input to video projectors, wireless and wired microphones, and podium. No food or drinks are allowed in the Chambers and may only be used under the supervision of City personnel.
Civic Center Plaza
The Plaza has both a paved plaza and amphitheater lawn, but only the plaza bordering B and Watkins Street is available. Any equipment needed for a Plaza event will be the responsibility of the user. Any equipment including chairs, tables, staging and audio-visual equipment will not be allowed on the amphitheater lawn. Only one event at a time may be booked on the Plaza. Certain events may require an encroachment permit from our Planning Division at the expense of the user. The City will arrange for trash containers and portable restroom at Plaza events at the expense of the user.
City Hall Galleria
The Galleria is utilized solely by the Hayward Arts Council and Sun Gallery and is not available for rental.
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.
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.
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.
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.
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
|Venue||Capacity Limits||Venue Cost*||Available Hours|
|1||City Hall Rotunda||166-356 people||$875 per event||Fri. 5 p.m.-10 p.m.|
Sat. or Sun. 8 a.m.-10 p.m.
|2||City Hall Pre-Function Area||100 Standing||$408 per event||Fri. 5 p.m.-10 p.m.|
Sat. or Sun. 8 a.m.-10 p.m.
|3||City Council Chambers||166 Seated||$470 per event||Fri. 5 p.m.-10 p.m.|
Sat. or Sun. 8 a.m.-10 p.m.
|4||City Hall Outdoor Plaza||2,000 people|
$470 for 4 Hours;
|Sat. or Sun. ONLY|
8 a.m.-8 p.m.
or 30 minutes before
Equipment fees are for one setup per day.
|Equipment||Capacity Limits||Equipment Cost|
60" Round Table
24" Round Bistro Table
8' Classroom Table
*Additional Costs: The above Venue Cost does not cover the costs of security, equipment, clean-up, and insurance requirements. To see all costs, download the City Hall Rental and Other Costs information sheet.