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Park Facilities Rental Request Form

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  4. ATTENTION:

    Submission of this Park Facilities Rental Request Form does not, in any way, secure the reservation of the date requested. All fees and deposits must be paid in full before a facility can be reserved. Dates/times will be reserved on a first-paid basis.

  6. Section 1: Contact Information
  21. Section 2: Facility Information
  27. Facility Requested - Select All That Apply*
  28. Number of Guests*

    *Rentals are limited to 200 attendees; however, the Hydrangea House is a smaller venue with limited seating.

  30. Children's Garden Wedding Contract
  31. Hydrangea House Rental Agreement
  33. Elwood Resident*

    Only Elwood Residents may reserve facilities between January 1st and March 31st. Beginning April 1st, reservations are open to the general public. You must reside within the Village's corporate limits to be considered a resident.

  34. Description of the Event*
  38. Elwood Resident Rental Fees* - Select All That Apply*

    *You must live within the Village's corporate limits.

  40. Non-Resident Rental Fees - Select All That Apply
  42. Deposit and Fee Payment

    All deposits and fees must be paid at the time of the reservation. All payments will be deposited into Village of Elwood accounts at the time of reservation. A security deposit refund will be issued two weeks after the rental date.

  44. Payment Method and Submission*
  46. Village Hall Address
    Village of Elwood, 401 East Mississippi Avenue, Elwood, IL 60421
  48. Contact Information

    Marie Rodgers - Direct Line: (815) 423-5011 - Email: parks@villageofelwood.com

  50. Cancellation Notice in Regards to Fees & Rain Date Policy

    All rentals are final. Fees are nonrefundable and nontransferable. Village of Elwood pavilions are outdoor structures. Refunds are not issued based on weather conditions.

  54. Section 4: Special Use Requests

    For all Special Use Requests you are required to provide $1,000,000 Liability Insurance naming Village of Elwood as additionally insured. You must submit to the Village all required documents for review and approval no later than a month before your rental date. Tent: Contact Larry Lohmar, Director of Public Works to approve the placement of a tent. 815-424-1077

  56. Set-up & Tear Down Rental Conditions

    Rental fees are charged for the full amount of time used, including set-up, decorating, and tear down. Groups may not begin setting up prior to the agreed upon rental time. Village of Elwood parks are open to the public during pavilion rental times. Parties are responsible for supervising and securing any items they bring for their events. The village is not responsible for any items left in the public park. Groups renting a park facility must remove their equipment and belongings by the end of the agreed-upon rental time or an additional fee of $25 for every 15 minutes after will be deducted from the deposit. The village is not responsible for private event clean-up. All trash must be placed in trash bins at the end of the rental period. Failure to clean up and deposit trash will result in a $50 per hour/$50 minimum fee deducted from the deposit.

  58. Special Use Requests
    Check all special use requests. In order for special uses to be approved, all special activities must comply with the Village of Elwood Nuisance Ordinances. Please, provide descriptions in the box provided below.
  62. Grills
    Grills must be kept ten (10) feet away from all structures. Hot coals must be extinguished before leaving the facility. Ashes or coals must not be deposited on the ground or in garbage cans.
  64. Sound Amplification
    Activities, including sound amplification, should not unreasonably interfere in any way with other park users or adjacent property owners. Amplification and special lighting are allowed only if a permit is issued at the time of the original request.
  66. Portable Restrooms
    When portable restrooms are needed, the facility renter must make arrangements to obtain and remove them from the facility no later than 3:00 pm the day after the rental/event. The renter is responsible for the condition of the portable restrooms while they are on village property. The village may require the renter to obtain portable restrooms if a private event warrants extra restroom facilities.
  68. Insurance
    Insurance may be required for non-routine or high risk activities.
  72. Section 5: Alcohol Permit
  74. Will you need an alcohol permit?
  76. The Village of Elwood policy permits the consumption and sale of alcoholic beverages only when these alcoholic beverage use regulations are followed:
  78. #1
    The sale or consumption of alcoholic beverages is in conjunction with a recreational event under the sponsorship of the Village Park and Recreation Department or a recognized community group, organization or responsible adult individual.
  79. #4
    To sell alcoholic beverages, a Village Park and Recreation Department permit is required, along with a temporary liquor license from the village liquor control authority, which requires evidence of dram shop insurance.
  81. #2
    The applicant has completed and obtained the alcoholic use permit.
  82. #5
    To serve alcoholic beverages, groups must obtain host liquor liability insurance.
  84. #3
    Designated areas are required for alcoholic distribution and consumption.
  85. #6

    The sale or consumption of alcoholic beverages must occur in a park building that is consistent with the Liquor Control Act, being ILCS Ch. 235, Act 5, §§ 1 et seq. A building is defined as any structure, permanent or temporary, that has a roof and/or sides. Ask for tent permits and guidelines.

  87. *The above indicated individual claims responsibility for ensuring underage drinking and over- consumption of alcohol does not occur.
  89. Complete the following tasks:
  93. Section 6: Waiver and Release
  95. #1
    It is understood that the Sponsoring Organization/Group has been given permission from the Village of Elwood and/ or its Park and Recreation Department (herein after individually and collectively referred to as "Elwood") to use the Park and Recreation property/facilities specifically listed above on dates given, subject to terms below.
  96. #4

    In consideration of the permission granted by Elwood to use its property/facilities for the specific activity or activities identified and for other valuable consideration provided or required to be provided, the Sponsoring Organization/ Group agrees to all conditions.

  98. #2


    It is fully understood and agreed that the Sponsoring Organization/Group guarantees to hold Elwood harmless against any and all suits, claims or actions of any manner which might arise as the result of any activities. The Sponsoring Organization/Group agrees to defend Elwood and indemnify it against any and all expenses incurred in the defense of any suit, claim of any time arising out of the activity or any damages, judgments or decrees which might be awarded against Elwood in the event that a suit should be brought as a result of the activity(ies).

  99. #5

    I, individually and on behalf of the Sponsoring Organization/Group or it's participants further agree to assume all responsibility for the conduct and safety of the organization and/or group and its members, and to make payments to Elwood for any damages done to the park/facility used by the organization and/or group. I also agree to clean the park facility following the event as to return it to the same condition as it was prior to the event. In the event the Sponsoring Organization/Group fails to return the park/facility to the above condition, it shall forfeit all deposit herein.

  101. #3

    It is understood that the Sponsoring Organization/Group will provide a certificate of insurance verifying $1,000,000 minimum general liability coverage naming Elwood as an additional insured, accompanied by a properly executed, additional-insured endorsement using eg2015 or equivalent, and specifying the date(s) nature of the event no later than seven (7) days before the event if there will be consumption of alcoholic beverages.

  102. #6
    It is understood that the Sponsoring Organization/Group agrees to all of the conditions of this permit and will follow all regulations set forth in Title IX, Chapter 94, parks and recreation.
  104. *By providing an Electronic Signature Acknowledgment Form, I agree that my electronic signature is the legally binding equivalent to my handwritten signature. Whenever I execute an electronic signature, it has the same validity and meaning as my handwritten signature. I will not, at any time in the future, repudiate the meaning of my electronic signature or claim that my electronic signature is not legally binding.
  109. Section 7: Review and Submit
  111. Upon completion of this permit application, please submit any required information for special use or alcohol permit.
    112. Leave This Blank:

  114. This field is not part of the form submission.