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Indoor Rental Terms and Conditions

Rental Terms and Conditions (Violation of these Rental Terms and Conditions will result in forfeiture of all or part of the Security Deposit)

  1. Acceptance of Rental Request Form and Security Deposit is tentative and not guaranteed until rental is reviewed, confirmed and approved by Rental Supervisor. Rental is only guaranteed upon approval of contract and receipt of complete payment. Rental Approval is emailed to Renter at the email address provided on Rental Request form within five (5) business days.
  2. Payment of Security Deposit is due at time of reservation request. Remaining balance is due seven (7) days after rental has been approved, unless payment arrangements have been made with Rental Supervisor.
  3. Security Deposit is dependent on the number of rooms booked and is assessed at $100 for one room and $50 for each additional room. If Rental Terms and Conditions have not been violated, the Security Deposit will be returned within ten (10) business days after date of rental. If the Security Deposit was paid by check or cash, the deposit will be returned by check and mailed to the Renter. If the deposit was paid by credit card, the deposit will be returned to the same credit card.
  4. The Park District reserves the right to keep all or a portion of the security deposit if:
    1. Renter cancels rental more than three (3) business days after rental has been approved.
    2. Renter exceeds the maximum expected attendance.
    3. Renter conducts activities other than what is confirmed by Rental Contract.
    4. Renter does not properly dispose of garbage produced by the rental event.
    5. Renter creates noise levels or plays music so loudly as to disturb the fitness center, front desk staff or any other activities taking place.
    6. Renter damages park district property such as, but not limited to, tables, chairs, floors and walls.
    7. Rental requires excessive cleaning by the Park District.
    8. Renter violates any other terms and conditions of the Rental Contract or District Ordinance.
  5. Requests for alcohol must be submitted fourteen 14 days prior to the rental. Restrictions apply and liquor liability insurance must be purchased by the renter through Park District approved vendor. Alcohol Request Forms are available at the front desk.
  6. All rental times start and end according to the time indicated on the Rental Contract. Any set-up time and clean-up time by Renter must be included within the start and end times on the Rental Contract.
  7. Renter/Renter’s guests may not loiter in or use the halls or front lobby. Renter may not access or use any room/gymnasium/fitness center/area/amenity not specified in the Rental Contact with the exception of the restrooms.
  8. Renter must remain with the rental and supervise their guests for the entire duration of the rental.
  9. Renter may use their own caterer or bring in their own food. A catering kitchen is available for an additional fee at the Fountain View Recreation Center. There is no oven or stove. Simkus Recreation Center rentals include use of a refrigerator and sink in the room.
  10. Use of the Catering Kitchen at the Fountain View Recreation Center, is restricted to use of the refrigerator, freezer, microwave, and countertops for preparation. Renter must follow all safety procedures set in place by the Park District. Park District is not held liable for any incidents or injuries that take place in the catering kitchen. Use of propane or gas equipment is prohibited. Renter is prohibited from using Park District concession equipment (i.e. nacho warmer, popcorn machine, hotdog cooker).
  11. Use of Patio from Fountain View Recreation Center Room 122 is available for an additional fee. Rental includes limited setup of table and chairs on the patio.
  12. Renter is required to cover all tables with tablecloths. Renter may use their own tablecloths or rent linen tablecloths from the Park District. Color selections are limited to white and black, based on availability.
  13. All rentals are supervised by Park District staff. Park District staff will set up Park District tables and chairs. Park District staff will not assist with Renter’s activity or additional set up.  They are empowered to restrict the group’s misuse of the facility and to protect Park District property.  Renter and guests must cooperate with Park District staff and not cause a hindrance in the performance of his/her duties.  It is the responsibility of the Renter to advise its party of the duties and authority of Park District staff on duty.  Renter is responsible for the actions of their guests, including the supervision of minors at all times by a parent or guardian.  Park District has the right to enforce a 1:12 ratio of adults to minors.
  14. A Certificate of Insurance may be required for any activities involving moderate risk, which includes, but is not limited to: caterers, sports competitions, parties charging admission, or parties selling any products or services. The Carol Stream Park District must be named as additionally insured with policy limits in the amount of $2,000,000 per person.
  15. No person shall display, distribute, post or fix any placard, sign, handbill, pamphlet, circular or any other writing or printed material of any kind whatsoever, without written Park District approval.
  16. No person shall offer or exchange for sale any article or thing or do any hawking, peddling or soliciting, or buy or offer to buy an article or thing, raffling or auctioning, or take up any collection or solicit or receive contributions of money or anything of value in the Park System without Park District’s written approval.
  17. No person shall expose or offer for sale to the general public any articles or things, or conduct to solicit any business, trade or occupation or profession without a valid concession license agreement approved by the Park District and then only in accordance with the terms and conditions thereof, it being the intention to control commercial enterprises or sales on Park District Property.
  18. Any parties selling food that is not pre-packaged requires a permit from the Illinois Department of Health.
  19. No person shall call or hold any public meeting or give any concert of public entertainment of any kind without Park District approval.
  20. Smoking is prohibited on Carol Stream Park District property, indoors and outdoors.
  21. The use of burning candles or incense is prohibited with the exception of birthday cake candles and sternos.
  22. DECORATING POLICY – NO decorations may be attached or affixed on walls, doors, windows or ceiling.

Change and Cancellation Terms and Conditions

  1. A full refund of all paid Rental Fees and Security Deposit (minus a 10% fee, maximum $50) will be given if Renter notifies Rental Supervisor of cancellation in writing within three (3) business days of approval.
  2. Changes to the rental require a minimum of seven (7) business day’s notification. A $25 administrative fee will be assessed for changes made more than three (3) business days after the rental is approved by Park District Rental Supervisor.
  3. Cancellation of rental seven (7) or more business days in advance is subject to the forfeiture Security Deposit. Cancellations seven (7) business days or under may result in the forfeiture by the Renter of all paid Rental Fees, Administrative Fees and Security Deposits.
  4. Changes requested within the 48-hour time period prior to the rental are not guaranteed.
  5. Carol Stream Park District sponsored activities shall have priority in all facilities.

COVID-19 PHASE 4 GUIDELINES

  • All attendees should conduct a health self-screening prior to
    event including the following questions:
    • Are you experiencing any of the following; fever (100.4° and
    above), cough, shortness of breath, chills, muscle aches,
    headaches not related to caffeine, diet, hunger, migraines, or
    tension?
    • Have you been in close contact with anyone that has tested
    positive for COVID-19 or has symptoms of COVID-19?
  • If an attendee appears symptomatic, it is the responsibility of
    the primary renter to ask them to leave. Staff may also enforce
    dismissal of symptomatic patrons.
  • Room Capacity Limits:
    • Fountain View Recreation Center – 1 Room: 30 People Max,
    6 Tables Max with 6-ft between tables, 5 chairs per table.
    2 Rooms: 50 People Max, 10 Tables Max with 6-ft between
    tables, 5 chairs per table. 3 Rooms: 50 People Max , 15 Tables
    Max with 6-ft between tables, No more than 5 chairs per
    table
    • Simkus Recreation Center – 1 Room: 40 People Max with
    chairs only, 30 Person Max with round tables, 6 Tables Max
    with 6-ft between tables, 5 chairs per table
  • All attendees should place personal belongings at least 6-ft.
    away from others’ personal belongings if possible.
  • While the park district provides hand sanitizing stations
    throughout each building, we recommend all renters to have
    their own supply of hand sanitizers and disinfecting wipes for
    their rentals.
  • All attendees must wear face coverings over their nose and
    mouth inside facility when not seated (exceptions can be made
    for people with medical conditions or disabilities that prevent
    them from safely wearing a face covering). This includes when
    entering and exiting the building and while in the halls and
    restrooms.
  • Hand sanitizer must be provided by the renter on food service
    tables.
  • Drinking fountains are off but bottle filling stations are available.
  • Refrigerator, freezer, sink and ice machine usage may be
    restricted when renting kitchen.
  • Signage will be placed inside room to denote all guidelines.
    These guidelines were compiled from resources and direct
    guidance from the Illinois Department of Commerce and
    Centers for Disease Control and Prevention (CDC). All
    procedures and capacities are subject to change based on
    further guidance from authorities.
  • Sources:
    • Restore Illinois Phase 4 Guidelines: https://
    dceocovid19resources.com/restore-illinois/restore-illinoisphase-4
    • Centers for Disease Control and Prevention Considerations:
    https://www.cdc.gov/coronavirus/2019
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