Rental Terms & Conditions
RENTAL CONDITIONS & AGREEMENTS
RENTAL REGULATIONS
- Hoffman Estates Park District (HE PARKS) sponsored activities shall have priority in all facilities.
- All facility rental requests should be made a minimum of two (2) weeks in advance.
- Full rental payment must be received prior to start of rental.
- All materials/decorations brought in must be removed.
- All trash and garbage must be placed in appropriate receptacles.
- Possession of illegal items (i.e. Tobacco, alcohol, firearms, etc.) as mandated by state and federal laws is prohibited at The Club at Prairie StoneTM (CLUB).
- Groups with youths under the age of 18 must have one adult over the age of 18 for every 8 youths. Any group which does not have adequate supervision or fails to maintain discipline will be asked to leave.
- Persons applying for a rental must be 18 years of age.
- Certificate of insurance may be required from renter (i.e.; scouts, walk/run events, home shows, sanctioned organizations, & tournaments etc.) listing CLUB and HE Parks as additionally insured.
- No individuals or groups may use the CLUB facility with the purpose of private monetary gain or fundraising without special permission from the Director of Facilities of HE Parks.
- If renter utilizes facilities beyond designated rental time period, renter will be charged an additional fee per half-hour or portion thereof.
- Upon completion of the rental, the facility Manager on Duty will administer a facility walk through.
BASKETBALL GUIDELINES
The following applies to recreational rentals that do not posess a certificate of insurance listing The Club (Hoffman Estates Park District) as additional insured:
- Maximum of 10 participants for a Ч court rental and 15 participants for a full court rental. If the rental group exceeds the maximum number of participants additional court space must be rented, if available. If no additional court space is available, any additional rental participants beyond the maximum will be charged a daily guest fee.
- Renters must abide by the time reserved for the rental, and must exit the rental area when rental ends, regardless of arrival time.
- Recreational basketball rental participants 16 and 17 yrs old will be required to have a visit waiver completed and signed by a parent.
- Participants 15 yrs or under, require a parent to accompany them for the duration of the rental.
- Recreational rentals will not be scheduled on holidays or on Member Appreciation Day.
CONDITIONS
- This agreement must be signed by the authorized and/or appointed representative of the organization requesting use of the facility.
- Requests are handled on a first come first serve basis, though CLUB reserves the right to adjust this when in its best interest.
- A security deposit is required with the application. If the area has no damage, the security deposit will be applied to the total rental charges for the use of facilities at the completion of the rental. If damage is present, renter is responsible for the cost of any damage expenses.
- If the rental agreement is cancelled by CLUB, the entire deposit will be refunded to the renting group.
- Deposit amount will be determined by the rental type as follows:
- Party/Lock-in rental: 50% of the total rental cost due with receipt of application, non-refundable with less than 2 weeks cancellation notice.
- One day, multiple date tournaments: 10% of the total rental fee, $100.00 cancellation fee if cancelled with less than two weeks notice (i.e. tournaments). This fee will be deducted from the initial 10% deposit. Deposit balance will be applied to final tournament date fees.
- Multi-day tournaments/events: 10% of the total rental, non-refundable with less than 30 day cancellation notice.
AGREEMENT
I, the undersigned, hereby certify that I am the authorized and/or appointed representative of the organization/group requesting use of the facility. I hereby expressly agree, individually and on behalf of said organization/group, to indemnify, defend and forever hold harmless The Club at Prairie StoneTM (CLUB)/Hoffman Estates Park District (HE Parks) its officers, board members and employees, individually and collectively, as to any claim or claims which might arise out of the use of the facilities as herein provided. And in addition I agree to abide strictly by the regulations governing use of CLUB facilities as stated in the HE Parks Policies and Procedure Manuals and all applicable local, state, and federal laws. I will adhere to the policies of HE Parks and agree to abide by them or risk forfeiture of our room rental agreement or security deposit. CLUB and the HE Parks has the right to enforce all policies and procedures to the fullest extent in accordance to the law. I, or my child, as a participant in a HE Parks program or event when using one of its public parks or facilities, may be photographed or videotaped by the HE Parks or its assigns and transferees. I grant permission to HE Parks to copyright, use and publish the same in print and/or electronically with or without my name and for any lawful purpose, including for example, publicity, illustration, advertising, program guide, brochures, newsletter, email, digital media boards, website, social media, news releases or other promotional materials.
