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Rental Guidelines

COVID-19 PHASE 4 GUIDELINES

Building Protocol

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

Equipment

  • Drinking fountains are off but bottle filling stations are available.
  • Refrigerator, freezer, sink, and ice machine usage may be restricted when renting a kitchen.
  • All attendees should place personal belongings at least 6-ft. away from others’ personal belongings if possible.

Face Covering

All attendees must wear face coverings over their nose and mouth inside the 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. Face coverings must be worn by all participants when entering and exiting the building, and anytime when participants are not in the rental room. Carol Stream Park District staff wear face coverings while hosting your party.

Hand Sanitizing

While the Carol Stream 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.

Hand sanitizer must be provided by the renter on food service tables.

Virus Precautions

All attendees should conduct a health self-screening prior to the 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 the dismissal of symptomatic patrons.

Signage is placed inside the room to denote all guidelines. These guidelines were compiled from resources and direct guidance from the Illinois Department of Commerce and the Centers for Disease Control and Prevention (CDC). All procedures and capacities are subject to change based on further guidance from authorities.

Restore Illinois Phase 4 Guidelines

Indoor Rental Terms & Conditions

Violation of these Rental Terms & Conditions results in forfeiture of all or part of the Security Deposit.

Approval

  • 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 the contract and receipt of complete payment.
  • Rental Approval is emailed to the renter at the email address provided on the Rental Request form within five (5) business days.

Cancellation

  • A full refund of all paid Rental Fees and Security Deposit (minus a 10% fee, maximum $50) is given if Renter notifies Rental Supervisor of cancellation in writing within three (3) business days of approval.
  • 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.
  • Carol Stream Park District sponsored activities shall have priority in all facilities.

View Refund and Withdrawal Policy

Changes

  • A $25 administrative fee is assessed for changes made more than three (3) business days after the rental is approved by Carol Stream Park District Rental Supervisor.
  • Changes to the rental require a minimum of seven (7) business day’s notification.
  • Changes requested within the 48-hour time period prior to the rental are not guaranteed.
  • Carol Stream Park District sponsored activities shall have priority in all facilities.

Conduct

  • Renter must remain with the rental and supervise their guests for the entire duration of the rental.
  • Renter/Renter’s guests may not loiter in or use the halls or front lobby.
  • The renter may not access or use any room, gymnasium, fitness center, area, an amenity not specified in the Rental Contract with the exception of the restrooms.
  • 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 Carol Stream Park District approval.
  • 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 any 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 Carol Stream Park District’s written approval.

Decorations

Candles

The use of burning candles or incense is prohibited with the exception of birthday cake candles and sternos.


Decorations

No decorations may be attached or affixed on walls, doors, windows, or ceiling.


Tablecloths

Renter is required to cover all tables with tablecloths. The renter may use their own tablecloths or rent linen tablecloths from the Carol Stream Park District. Color selections are limited to white and black, based on availability.

Insurance

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.

Food & Drink

  • Any parties selling food that is not pre-packaged requires a permit from the Illinois Department of Health.
  • The renter may use their own caterer or bring in their own food.
  • 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 Carol Stream Park District approved vendor.
    View Alcohol Request Form
  • 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 the use of a refrigerator and sink in the room. Use of the Catering Kitchen at the Fountain View Recreation Center is restricted to the use of the refrigerator, freezer, microwave, and countertops for preparation. Renter must follow all safety procedures set in place by the Carol Stream Park District. Carol Stream 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 Carol Stream Park District concession equipment (i.e. nacho warmer, popcorn machine, hotdog cooker).

Patio

  • Use of patio from Fountain View Recreation Center Room 122 is available for an additional fee.
  • The rental includes a limited setup of tables and chairs on the patio.

Rental Type

  • 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 Carol Stream Park District and then only in accordance with the terms and conditions thereof, it is the intention to control commercial enterprises or sales on Carol Stream Park District Property.
  • No person shall call or hold any public meeting or give any concert of public entertainment of any kind without Carol Stream Park District approval.

Security Deposit

Payment of Security Deposit is due at time of reservation request. The remaining balance is due seven (7) days after the rental has been approved unless payment arrangements have been made with Rental Supervisor.

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 is returned within ten (10) business days after the date of rental. If the Security Deposit was paid by check or cash, the deposit is returned by check and mailed to the Renter. If the deposit was paid by credit card, the deposit is returned to the same credit card.

The Carol Stream Park District reserves the right to keep all or a portion of the security deposit if:

  • Renter cancels rental more than three (3) business days after the rental has been approved.
  • Renter exceeds the maximum expected attendance.
  • Renter conducts activities other than what is confirmed by Rental Contract.
  • The renter does not properly dispose of garbage produced by the rental event.
  • Renter creates noise levels or plays music so loudly as to disturb the fitness center, front desk staff, or any other activities taking place.
  • Renter damages
  • Carol Stream Park District property such as, but not limited to, tables, chairs, floors, and walls.
  • Rental requires excessive cleaning by the Carol Stream Park District
  • Renter violates any other terms and conditions of the Rental Contract or District Ordinance.

Smoking

Smoking is prohibited on Carol Stream Park District property, indoors and outdoors.

VIEW FULL TOBACCO FREE POLICY

Staff Role

  • All rentals are supervised by Carol Stream Park District staff.
  • Carol Stream Park District staff is set up Carol Stream Park District tables and chairs.
  • Carol Stream Park District staff does 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 Carol Stream Park District property.
  • Renter and guests must cooperate with Carol Stream Park District staff and not cause a hindrance in the performance of staff’s duties.
  • It is the responsibility of the Renter to advise its party of the duties and authority of Carol Stream 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.
  • Carol Stream Park District has the right to enforce a 1:12 ratio of adults to minors.

Start & End Times

  • 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.

 

 

 

Rental Terms and Conditions (Violation of these Rental Terms and Conditions 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 the contract and receipt of complete payment. Rental Approval is emailed to Renter at the email address provided on the Rental Request form within five (5) business days.
  2. Payment of Security Deposit is due at time of reservation request. The remaining balance is due seven (7) days after the 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 is returned within ten (10) business days after the date of rental. If the Security Deposit was paid by check or cash, the deposit is returned by check and mailed to the Renter. If the deposit was paid by credit card, the deposit is returned to the same credit card.
  4. The Carol Stream 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 the rental has been approved.
    2. Renter exceeds the maximum expected attendance.
    3. Renter conducts activities other than what is confirmed by Rental Contract.
    4. The 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
    7. Carol Stream Park District property such as, but not limited to, tables, chairs, floors and walls.
    8. Rental requires excessive cleaning by the Carol Stream Park District
    9. 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 Carol Stream Park District approved vendor. View Alcohol Request Form
  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. The renter may not access or use any room, gymnasium, fitness center, area, an amenity not specified in the Rental Contract 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. The 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 the use of a refrigerator and sink in the room.
  10. Use of the Catering Kitchen at the Fountain View Recreation Center is restricted to the use of the refrigerator, freezer, microwave, and countertops for preparation. Renter must follow all safety procedures set in place by the Carol Stream Park District. Carol Stream 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 Carol Stream 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. The rental includes a limited setup of tables and chairs on the patio.
  12. Renter is required to cover all tables with tablecloths. The renter may use their own tablecloths or rent linen tablecloths from the Carol Stream Park District. Color selections are limited to white and black, based on availability.
  13. All rentals are supervised by Carol Stream Park District staff. Carol Stream Park District staff is set up Carol Stream Park District tables and chairs. Carol Stream Park District staff does 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 Carol Stream Park District property. Renter and guests must cooperate with Carol Stream Park District staff and not cause a hindrance in the performance of staff’s duties. It is the responsibility of the Renter to advise its party of the duties and authority of Carol Stream 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. Carol Stream 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 any 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 Carol Stream 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 Carol Stream Park District and then only in accordance with the terms and conditions thereof, it is the intention to control commercial enterprises or sales on Carol Stream 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 Carol Stream 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 stereos.
  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) is 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 is assessed for changes made more than three (3) business days after the rental is approved by Carol Stream 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.

Indoor Pool Rental Guidelines

Approval

  • Full payment and a signed rental agreement are due to secure a date.
  • Pool staff contacts you a minimum of one week prior to scheduled rental to confirm the total rental count.

Conduct

Upon arrival at the facility speak with the pool manager. The pool manager escorts the group to their designated seating area and review pool rules. 

Children Supervision

  • Children must be supervised at an adult/child ratio of 1:2 if the children are under age 6 and 1:5 ratio for children ages 7-8.
  • Adults who are supervising children must prepare to enter the water and be with children while in the water.

View Indoor Pool Rules

Park Shelter Guidelines

The Carol Stream Park District reserves the right to cancel, alter, or terminate all or some of the conditions provided in the agreement if the renter/participants fail to comply with the established rules which include, but are not limited, to the following:

Alcohol & Tobacco

Alcohol and tobacco products are not permitted in any park shelter.

Access to Sports Fields

  • Depending on the time of the year the sports fields located near these shelters could be active with Carol Stream Park District sporting events.
  • There is no guarantee that a field is available for use unless available and rented by the renter of the shelter.

Additional Equipment

  • Additional equipment, entertainment items, and/or supplies are the responsibility of the renter and must be approved by the Carol Stream Park District.
  • The Carol Stream Park District does not sign for or accept delivery of any equipment or supplies.
  • It is the renter’s responsibility to provide a representative to accept any deliveries.
  • Any piece of equipment brought into the park requires the approval of the Carol Stream Park District.
  • No moonwalks or jump houses are allowed in any park.
  • Nothing can be staked into the ground.

Conduct

  • Renter must remain with the rental and supervise their guests for the entire duration of the park shelter rental.
  • Disruptive activity, obnoxious behavior, or loud noise is not permitted and could result in the cancellation of the event and forfeiture of the rental fee.

Garbage

  • Garbage cans are located at each shelter.
  • If garbage cans or bags provided are not sufficient, it is the renter’s responsibility to provide extra garbage cans or bags.
  • All garbage must be bagged and disposed of in one area.

Hot Coals

Hot coals must be disposed of in the hot coal cans located at the shelter.

Insurance

  • A certificate of insurance is required for caterers, dunk tanks, and other entertainment items.
  • The certificate of insurance must be for a minimum of one million dollars and must name the Carol Stream Park District as an additional insured.

Motorized Vehicles

  • Motorized vehicles are not allowed to drive into the park.
  • This includes unloading of supplies and any event set‐up that is required.

Music

A permit must be secured from the Village of Carol Stream for all outdoor music. Contact the Village at 630‐665‐7050.

Rental Type

  • 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 Carol Stream Park District approval.
  • 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 any 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 Carol Stream Park District’s written approval.
  • 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 Carol Stream Park District and then only in accordance with the terms and conditions thereof, it is the intention to control commercial enterprises or sales on Carol Stream Park District Property.
  • No person shall call or hold any public meeting or give any concert of public entertainment of any kind without Carol Stream Park District approval.

Reservation Registration

  • Reservations are accepted a first‐come‐first‐serve basis.
  • Shelters are available to rent from April 1 through October 31 except on Memorial Day, July 4, and Labor Day.
  • Shelters can be reserved seven (7) days a week from dawn to dusk.
  • A completed contract signed waiver, and permit fee(s) are due when reserving a site and must be submitted at least one week prior to the requested rental date.
  • In some cases, proof of insurance is required.

Cancellations

  • Cancellations made more than two weeks prior to the reserved date are eligible for a full refund.
  • Request for cancellation within 14 days or in the case of inclement weather, the renter has the opportunity to reschedule their shelter for another date.

Rates

  • Residents include individuals, affiliates, businesses, and non‐profit organizations within the boundaries of the Carol Stream Park District.
  • Non‐profit organizations include church groups, scout groups, veterans groups, and community organizations.

Sports Field Acess

  • Depending on the time of year the sports fields located near these shelters could be active with Carol Stream Park District sporting events.
  • There is no guarantee that a field is available for use unless rented by the shelter renter.

Party Wagon Guidelines

Availabilty

Only one rental per weekend is permitted. Delivery must be on Friday, with pick-up on Monday. Limited weekday rentals may be available.

Block Parties

Reserving a party wagon does not mean a block party permit is automatically issued by the Village of Carol Stream. Permits may be obtained by contacting the Village at 630-665-0750 or carolstream.org.

 

Cancellations

Cancellations made more than two weeks prior to the reservation date are eligible for a full refund. Facility rentals asses at least a 10% service fee, max of $50.

Drop Off

Party Wagon dropped off on Friday by 2:30 pm. Keys placed inside renter’s mailbox if they are not home to accept them. If access to the mailbox is not available, the renter is responsible for pre-arrangement of key pickup by calling 630-784-6100 prior to party wagon delivery.

Pick-up

After returning all items into the Party Wagon, place key on the hook located inside of the trailer and then secure the padlock on the doors. Renter is responsible to notify the Park District of any damaged items.

Security Deposit

Full payment of rental fee and security deposit is due at the time of the rental request. Security deposit refunded in 7 to 10 business days after the rental and contents of the wagon are verified.

Coral Cove Water Park, Coyote Crossing Mini Golf or McClasin Park Guidelines

Outside Food

Outside food is not allowed at Coral Cove Water Park, Coyote Crossing Mini Golf, or McClasin Park.

Securing a Date

Full payment and a signed rental agreement are due to secure a date.

Weather

Rentals may be canceled due to inclement weather. If this happens, your rental may be rescheduled for another date or a refund may be issued.

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