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Pavilion Rental Request Form

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  2. Submission of this Park 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.

  3. Facility Requested*

  4. Number of Guests*

    *Rentals Limited to 200 Attendees

  5. Elwood Resident*

    Only Elwood Residents may reserve facilities between January 1st and March 31st. Beginning April 1st, reservations are open to the general public.

  6. Description of the Event*

  7. Select All That Apply*

  8. Payment Method and Submission*

  9. Attention: Marie Rodgers, Village of Elwood Project & Event Coordinator, 401 East Mississippi Avenue, Elwood, IL 60421

  10. Marie Rodgers - Direct Line: (815) 424-1093

  11. All deposits and fees must be paid at the time of the reservation. No checks will be held. All payments will be deposited to Village of Elwood accounts at the time of reservation. Deposit return will be issued one week after the rental date via a check from the Village of Elwood.

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

  13. 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 pavilion must remove their equipment and belongings by the end of the agreed-upon rental time or an additional fee of $50 per day 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.

  14. 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.

  15. Fires are permitted only in the Lloyd Erickson bonfire pit. Individuals may bring freestanding grills. Grills must be kept ten (10) feet away from all structures. All fires must be extinguished before leaving the facility. Ashes or coals must not be deposited on the ground or in garbage cans.

  16. 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.

  17. 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.

  18. Insurance may be required for non-routine or high risk activities.

  19. Will you need an alcohol permit?

  20. 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.

  21. 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.

  22. The applicant has completed and obtained the alcoholic use permit.

  23. To serve alcoholic beverages, groups must obtain host liquor liability insurance.

  24. Designated areas are required for alcoholic distribution and consumption.

  25. 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.

  26. *The above indicated individual claims responsibility for ensuring underage drinking and over- consumption of alcohol does not occur.

  27. Complete the following tasks:

  28. 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.

  29. 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.

  30. 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, and 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, judgements or decrees which might be awarded against Elwood in the event that a suit should be brought as a result of the activity(ies).

  31. 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.

  32. 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.

  33. 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.

  34. *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.

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