Facility Rental Policies

1. Reservation of a facility requires a completed, signed agreement with one hundred ($100) damage deposit submitted within forty-eight hours after receipt of agreement. Rental fees are due a minimum of two weeks prior to the specified date of usage or rental is automatically canceled. Make all checks or money orders payable to the Champaign Park District. Damage deposits will be deposited in a Park District account and returned two weeks after rentals less any amount retained for damages, if any.
2. The Champaign Park District reserves the right:
   a) To approve or deny any request submitted for a facility rental, approval will not be unreasonably denied.
   b) To cancel or move the scheduled activity to another Champaign Park District facility due to scheduled Champaign Park District function(s).
   c) To revoke any request previously granted, at any time it is determined that the request contained any misrepresentation or false statement, or that any condition set forth in the policies governing the requests is not being complied with, or that the safety of the participant in the activities of the applicant or their patrons or visitors to the facility is endangered by the continuation of such activity.
3. “The Champaign Park District will not be liable for any claims for injury or damages resulting from or arising out of the use of the district’s facilities or premises adjacent thereto. The renter agrees to indemnify the Park District and hold it harmless against any and all such damages, losses and expenses. If requested by the District, the renter shall carry insurance against such claims and furnish the District with a certificate of insurance evidencing the same.”
4. Renters shall reserve facility no more than six (6) months in advance. Exceptions may be made for special circumstances with the approval of the facility manager (i.e. family reunions, wedding anniversaries or receptions).
5. Renter is responsible to see that all activities are properly controlled and supervised. Adequate adult chaperons must be provided if group members are less than eighteen year of age. The Champaign Park District must approve the chaperones (one chaperone per every ten participant less than 18 years of age must be provided.).
6. Notice of cancellation must be given to the Champaign Park District at least seven (7) business days prior to the scheduled date of activity. Failure to comply will result in forfeiture of any payments made.
7. Facilities will be opened fifteen (15) minutes prior to the hour designated on the facility usage request form.
8. Renter is required to present his/her copy of the facility sales receipt to the building opener at the time of arrival.
9. Renter must vacate the facility at the time designated on the facility sales receipt form. Failure to vacate will result in a $25 minimum per ¼ hour (or any part thereof) service charge (arrangements for extended hours must be made at least 48 hours prior to the date of activities).
10. Building openers are only required to wait ½ hour but no longer for late arrivals. Building openers will be paid in full for such occurrences.
11. The Champaign Park District will provide no equipment other than tables and chairs unless otherwise specified on the facility usage request form. Renters are responsible for their own set-up, breakdown and clean-up.
12. No admission fees may be charged or concessions sold on any Champaign Park District property (unless stated in contract approved by the Champaign Park District and special event fee paid). Such action will result in immediate ejection from the premises.
13. On occasion there may be more than one group utilizing a facility. Please keep noise to a minimum. Renter must comply with the City of Champaign Noise Ordinance.
14. Park District telephones are not available to renter (exception: emergency situations).
15. Renter may not use any Champaign Park District as a mailing address.
16. There are no provisions for renter to store items in Park District facility.
17. Pets are prohibited in Park District facilities (exception: Seeing Eye dog or other approved service animals).
18. Alcoholic beverages are prohibited in Champaign Park District facilities.
19. Smoking is prohibited inside any Champaign Park District facilities. Drugs are not permitted in or on any Champaign Park District facility and/or property. Such use will result in immediate ejection from the premises.
20. Eating and drinking is allowed in designated areas only.
21. Park District furniture is not to be altered or removed from premises unless the facility manager has granted permission.
22. No structures or tents shall be erected in any park without approval of the Champaign Park District. Tents may be erected on park property with an approved park permit for residents at $20/tent/day and out-of-district fees: $30/tent/day plus damage deposit. Tents are not generally allowed overnight.
23. No street shoes are allowed on dance or gymnasium floors. A second pair or rubber-soled shoes must be carried into the facility (during inclement weather) for use during the rental activity.
24. Renter is responsible for leaving the facility in the same condition it was found. Renter is required to place trash in the containers provided. The building, opener will be provided with a checklist to determine the cleanliness of the facility at the completion of the rental. Failure to comply will result in loss of deposit. The deposit will be utilized for such damages; (this includes the facility left dirty, damage to any equipment or to facility itself). If damages exceed the amount of the deposit, the renter will be billed accordingly. Deposits, less amount retained for damages, if any, will be returned within two weeks after rentals.

Approved 2-25-09

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