FACILITIES RENTAL APPLICATION

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1 FOR OFFICE USE ONLY VILLAGE OF HAWTHORN WOODS 2 Lagoon Drive Hawthorn Woods, IL Phone: (847) Fax: (847) FACILITIES RENTAL APPLICATION Barn at Village Hall Community Room at Aquatic Center Aquatic Center Pool Heritage Oaks Park Gazebo Community Park Gazebo Heritage Oaks Park Pavilion (Baseball) Heritage Oaks Park Pavilion (Soccer) Barn at Village Hall Loft Date of Application: Date of Function: Applicant Name: Organization (if applicable): Home Phone: Fee Paid: Received By: Hawthorn Woods Approval: Work Phone: Proof of Residency: Applicant Name: Applicant s Date of Birth: Organization (if applicable): Applicant Street Address: City: State: Zip: Home Phone: Work Phone: Cell Phone: Emergency Contact Name: Emergency Contact Phone Number: address: Facility to be Rented: Barn at Village Hall See page 4 for rental fees Community Room at Aquatic Center See page 5 for rental fees Aquatic Center Pool See page 6 for rental fees Heritage Oaks Park Gazebo See page 7 for rental fees Community Park Gazebo See page 8 for rental fees Heritage Oaks Park Pavilion (Baseball) See page 9 for rental fees Heritage Oaks Park Pavilion (Soccer) See page 10 for rental fees Barn at Village Hall Loft Not handicapped accessible - See page 12 for rental fees Date of Function: Beginning Time: Ending Time: Type of Function: Number of People: Average Age: Page 1 of 14

2 MUSIC SERVING ALCHOLIC BEVERAGES: SELLING ALCOHOLIC BEVERAGES: IF SELLING ALCOHOLIC BEVERAGES: LIVE RECORDED DJ YES Certificate of Insurance naming Village as additional insured must be provided. NO YES NO 1. Proof of Dram Shop Insurance must be provided. 2. Liquor License must be purchased from the Village. 3. Certificate of Insurance naming Village as additional insured must be provided. LIQUOR LICENSE APPLICATION ATTACHED? YES NO For rental of the Barn at Village Hall, a wheel chair lift is available in the lobby. If the lift is needed for your function, please indicate below. YES LIFT NEEDED? TABLES AND CHAIRS NEEDED? NO YES, HOW MANY NEEDED? NO Incomplete, incorrect or false information on this application will be cause for denial of use. PLEASE RESPECT MUNICIPAL PROPERTY AT ALL TIMES. Page 2 of 14

3 POLICIES, RULES AND REGULATIONS FOR RENTAL OF FACILITIES Persons or organizations using facilities of the Village of Hawthorn Woods facilities must Submit a written Facilities Rental Application no later than 30 days prior to the function to ensure proper staffing. Indemnify and hold harmless the Village of Hawthorn Woods from any claim by any person for an occurrence at the function by completing the attached Letter of Indemnification Agreement. If alcohol is being served or sold, renter must provide a Certificate of Insurance naming the Village of Hawthorn Woods as an additional insured. Ask Village staff about low cost liability insurance if no homeowner s insurance is available. All fees must be paid and proof of residency must be provided at time of application. NO ALCOHOLIC BEVERAGES MAY BE SERVED 30 MINUTES BEFORE CLOSING No alcoholic beverages allowed in any Village park unless associated with gazebo/pavilion rental, or Village sponsored events. Alcoholic beverages must be kept within the boundaries of the rented structure. NO SMOKING ON VILLAGE PROPERTY No table candles allowed in any building. No helium balloons allowed in the Barn. Renters must dispose of trash during clean-up. The Police Department, in accordance with State statutes and Village ordinances, will enforce all laws in accordance with alcohol violations. The facilities must be vacated and buildings will be locked within 30 minutes after rental agreement expires. Noise and music must be limited to rental facility. Building doors must remain closed. Parking must be in keeping with Village Ordinances. CLEAN-UP MUST BE COMPLETED THE SAME DAY AS RENTAL, including the removal of all trash, decorations, food and debris. Renter will forfeit the full security deposit if any of these items are left behind. All floors must be swept after event. Painted markings on any municipal properties including buildings, facilities, streets and infrastructure is strictly prohibited. No nails, staples or push pins may be used on any municipal building. Onsite security personnel will be supervising the function, when noted on Schedule of Fees pages. Children must be supervised by the adult renters at all times, including the restroom areas. Any overages associated with rental time will be deducted from security deposit. Page 3 of 14

4 SCHEDULE OF FEES THE BARN AT VILLAGE HALL The Barn at Village Hall is good for various parties (birthday, anniversary, and showers), business meetings, bereavement gatherings and workshops. The room accommodates 100 guests for entertainment functions and 175 guests for meeting/business functions. A kitchen and bar are available for use. There is a dumpster outside of the barn in the parking lot of the Police Department. THE STAGE IN THE BARN AT VILLAGE HALL IS NOT AVAILABLE FOR USE UNDER ANY CIRCUMSTANCES. No helium balloons are allowed in the Barn. Tables (8 ft. by 30 inches) = 18 Folding chairs = 120 Parking lot capacity = 43 cars Monday - Thursday 9:00am 10:30pm Friday 9:00am 11:30pm Saturday 9:00am 12:00am Sunday 12:00 noon 8:00 pm THE BARN AT VILLAGE HALL FEES *$ first two hours, $ per hour thereafter *$ per hour (3 hours minimum) * Rental time includes the time associated with set-up/decorating and teardown/clean-up. Maintenance Fee $50.00 Supervisor Personnel Fee $25.00 per hour $ not refundable if cancelled by renter. Page 4 of 14

5 SCHEDULE OF FEES COMMUNITY ROOM AT THE AQUATIC CENTER This Community Room at the Aquatic Center can be used for various parties (birthdays, anniversary, and family reunions) as well as company outings. The room accommodates 100 guests for entertainment functions and 175 guests for meetings/business functions. There is a dumpster located outside off the parking lot. In season, the pool can be rented for additional fees found on next page. Tables (8 ft. by 30 inches) = 15 Folding chairs = 120 Parking lot capacity = 100 cars Sunday - Saturday 10:00 a.m. midnight Subject to recreation classes and pool operations. Check with staff COMMUNITY ROOM AT THE AQUATIC CENTER FEES *$ per hour (2 hour minimum) *$ per hour (2 hour minimum) * Rental time includes the time associated with set-up/decorating and teardown/clean-up. Maintenance Fee $50.00 Supervisor Personnel Fee $25.00 per hour $ not refundable if cancelled by renter. Aquatic Center Community Room Floor Removal/Set-Up Fee $50.00 Page 5 of 14

6 SCHEDULE OF FEES THE AQUATIC CENTER POOL The Aquatic Center pool can be used for various parties (birthdays, anniversary, after school swim parties, community groups, Scout organizations and family reunions) as well as company outings. If over 200 guests, please check with staff for additional life guard fees. There is a dumpster located outside off the parking lot. The Community Room at the Aquatic Center can be rented for additional fees found on previous page. Patio tables = Chaise lounge chairs = Parking lot capacity = 100 cars Friday - Saturday 7:00 p.m. 9:00 p.m. (Private use) AQUATIC CENTER POOL FEES Up to 50 guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards Up to 50 guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards guests $ for 2 hour private rental includes lifeguards $ not refundable if cancelled by renter. Additional Rules & Regulations of Aquatic Center Pool Due to lifeguard staffing, a minimum of two weeks notice is needed to book the Aquatic Center Pool. Life guards will be provided. No alcohol or glass containers allowed in pool area. Pool rentals are subject to weather conditions. Rental may be cancelled due to inclement weather. Page 6 of 14

7 If cancelled due to weather, there will be a full refund. If cancelled by renter, security deposit will be forfeited. Participants are subject to all rules and regulations of the Hawthorn Woods Aquatic Center. SCHEDULE OF FEES HERITAGE OAKS PARK GAZEBO (Medium group size) The Heritage Oaks Park Gazebo can be used for various parties (birthdays, anniversary, and family reunions). The gazebo accommodates guests. There is a dumpster located in the parking lot across from the pavilion. Playground amenities are available for use, but are not exclusive to the rental party. Picnic tables and garbage cans will be provided. Family zone No alcoholic beverages allowed with this rental. Picnic tables = 3 Garbage cans = 1 Parking lot capacity = 200 Sunday Saturday 10:00 a.m. dusk HERITAGE OAKS PARK GAZEBO FEES $25.00 per hour $50.00 per hour Maintenance Fee $50.00 Set-Up Fee $25.00 $ not refundable if cancelled by renter. Page 7 of 14

8 SCHEDULE OF FEES COMMUNITY PARK GAZEBO (Large group size) The Community Park Gazebo can be used for various parties (birthdays, anniversary, and family reunions). The gazebo accommodates guests. Playground amenities are available for use, but are not exclusive to the rental party. Picnic tables and garbage cans will be provided. Restrooms facilities are available. Picnic tables = 4 Garbage cans = 4 Parking lot capacity = 83 Sunday Saturday 10:00 a.m. dusk COMMUNITY PARK GAZEBO FEES $35.00 per hour $70.00 per hour Maintenance Fee $50.00 Set-Up Fee $25.00 $ not refundable if cancelled by renter. Page 8 of 14

9 SCHEDULE OF FEES HERITAGE OAKS PARK MAGRUDER PAVILION (BASEBALL) The Heritage Oaks Park pavilion (baseball) can be used for various parties (birthdays, anniversary, and family reunions). The pavilion accommodates guests. Playground amenities are available for use, but are not exclusive to the rental party. Picnic tables and garbage cans will be provided. Restroom facilities are available. Picnic tables = 6 Garbage cans = 3 Parking lot capacity = 200 Sunday Saturday 10:00 a.m. dusk HERITAGE OAKS PARK PAVILION (BASEBALL) FEES $75.00 per hour $ per hour Maintenance Fee $50.00 Set-Up Fee $25.00 $ not refundable if cancelled by renter. Page 9 of 14

10 SCHEDULE OF FEES HERITAGE OAKS PARK PAVILION (SOCCER) The Heritage Oaks Park pavilion (soccer) can be used for various parties (birthdays, anniversary, and family reunions). The pavilion accommodates guests. The pavilion includes a working fireplace. Picnic tables and garbage cans will be provided. Restroom facilities are available. Picnic tables = 6 Garbage cans = 3 Parking lot capacity = 200 Sunday Saturday 10:00 a.m. dusk HERITAGE OAKS PARK PAVILION (SOCCER) FEES $75.00 per hour $ per hour Maintenance Fee $50.00 Set-Up Fee $25.00 $ not refundable if cancelled by renter. Page 10 of 14

11 SCHEDULE OF FEES THE BARN AT VILLAGE HALL LOFT The loft at the Village Hall Barn can be used for small meetings and is ideal for Homeowner Association meetings of parties 20 people or less. Appropriate for adult meetings only. The Barn at Village Hall Loft is not handicapped accessible. Tables (8 ft. by 30 inches) = 3 Folding chairs = 20 Parking lot capacity = 43 cars Monday Saturday 9:00 am 10:30 pm Sunday 9:00 am 8:00 pm THE BARN AT VILLAGE HALL LOFT FEES $35.00 per hour $70.00 per hour Maintenance Fee $50.00 Supervisor Personnel Fee $25.00 per hour $ not refundable if cancelled by renter. Page 11 of 14

12 I HAVE READ AND UNDERSTAND THE ABOVE POLICIES, RULES, REGULATIONS AND FEES. THE UNDERSIGNED GUARANTEES REPAIR OR REPLACEMENT OF ANY VILLAGE PROPERTY DAMAGED BY ANY PERSON PARTICIPATING IN AND/OR ATTENDING THE FUNCTION. FURTHERMORE, THE UNDERSIGNED AGREES THAT ANY FEES ASSOCIATED WITH OVERAGES OF RENTAL TIME WILL BE DEDUCTED FROM THE SECURITY DEPOSIT. Signature: Printed Name: Date: Page 12 of 14

13 VILLAGE OF HAWTHORN WOODS LETTER OF INDEMNIFICATION AGREEMENT This Letter of Indemnification gives permission for (Printed Name of Applicant) to use the municipal facilities of the Village of Hawthorn Woods, either outside areas or inside Village buildings. One of the conditions of the use of these properties is that the applicant shall furnish liability insurance and shall also indemnify and hold harmless The Village of Hawthorn Woods from any claim by any person for an occurrence at a function of (Type of Function) conducted on Village property located at 2 Lagoon Drive; Hawthorn Woods, Illinois on. (Date of Function) In consideration of the permission to use the Village property as stated above, the above-named applicant agrees to indemnify the said Village and hold harmless from any and all claims and costs that may arise for injury, death, loss, or damage as a result of said applicant s use of property on above date. Applicant or its organization will indemnify and hold the Village harmless of and from all and any loss, cost, damage, or expense, including its reasonable attorney s fees, in any action arising out of or in the course of the, use of said facility. The Village of Hawthorn Woods may, in its sole discretion, terminate this agreement at any time and for any reason whatsoever. Printed Name of Applicant Signature of Applicant Date Page 13 of 14

14 Page 14 of 14

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