SPECIAL EVENT PERMIT APPLICATION

Groups wishing to host a special event at the Park Ridge Park District and want to request certain activities that are not permissible under the Park District Ordinance without special permission are required to apply for a Special Event Permit. Examples of activities requiring this type of permit include but are not limited to: use of amplified sound, use of electricity or water, fundraising event, 5k walks and/or runs.

Special Event Permits are issued to organizations or groups that are able to provide a certificate of insurance naming the Park District as additionally insured for a minimum of $1 million. Additional permits may also be required by the City of Park Ridge.

Please note that any permitted parks will remain open to the public during the event. The Park District does not permit event activities that duplicate services already offered by the Park District (such as Movie in the Park).

AGREEMENT REQUIREMENTS: Submit a completed Special Event Permit Application and $20 non-refundable application fee. Note: If application is approved, the fee paid is applied towards the full fee of the event. Application must be submitted a minimum of 60 days prior to your event and all required permits and certificates of insurance submitted 30 days prior to your event.

PERMIT FEES: Fees may vary based on venue location. Additional costs may be incurred for services such as garbage pick-up, electricity or water usage, requests for services beyond normal operating schedule, or for events that are commercial in nature.

Please Note: If your event will take place on property other than, or in addition to, Park District property, you are required to secure use of your desired venue prior to submitting your Park Ridge Park District Special Event Permit.

EVENT BUDGET:

Park District Ordinance does not allow for organizations to fund raise, charge admission, or sell any food, items, or services in any parks without specific written permission included on the Special Event Permit Application and approval indicated on the Facility Receipt. It is important to provide full details about any plans for charging fees or accepting donations before, during, or after your event.

 

ENTERTAINMENT & RELATED ACTIVITIES:

Park District Ordinance does not allow for amplified sound or other equipment to be brought into a park without specific written permission included on the Special Event Permit Application and the Facility Receipt. It is important to provide full details about any plans for entertainment. If more room is needed, please attach additional information to the permit application. As an event organizer, you must be certain that all event-related activities comply with local laws applicable to noise abatement. A Park District staff member or police officer that determines that noise from your event is at an unreasonable level or is offensive to others may require event organizer to lower or discontinue the noise. Also, Park District staff or police may order entertainment or any portion of event activities to end if it incites or has the potential for unruly or risky behavior.

SANITATION & SAFETY:

Event organizers are required to care for the safety and security of the people and physical elements in and around the venue. Based upon the location, components, and configuration of an event, barricades, cones, signage, fencing, lighting, etc. may be required. All equipment must be free standing. (No stakes or footings may be driven into the ground, and it is prohibited to affix temporary signage or equipment to trees, shrubs, light poles, traffic signs, etc. The Park District recommends one toilet and sink for every 250 people, or portion thereof who attend an event, 10% of which must be ADA accessible. (The number should be based on the maximum number of organizers, staff, volunteers, and attendees at the event during peak time. The Park District may determine a different final number on a case-by-case basis when examining event details, history, and availability of permanent restrooms located at the event location. At the conclusion of the event, the park and facilities must be left in a clean condition. If the request is made to bring any equipment into a park, an event site map must be included with the permit application.

(Certificate of insurance is required. Park District staff will meet provider on site to assist with safe placement of units.)

(Existing Park District maintained lighting and outlets may not be used by events unless prior approval is obtained in writing on the final permit and at a cost to the event organizer.)

Park District Ordinance does not allow for any persons or vendors to sell any items in a park without specific written permission included on the final permit. It is important to provide full details about any plans for the sale or sampling of any items, including but not limited to food and beverage. If more room is needed, please attach additional information to the permit application. A health permit through the City of Park Ridge may be required if food or beverages are to be prepared, sold, or given away during the event before a final permit will be issued.

Event organizers should ensure that they have conditional approval of their event before promoting, marketing, or advertising the event. Should an organizer fail to meet the requirements set by the Park District as part of the conditional approval, the event or portions of the event may be denied. The Park District cannot be held liable for any marketing expenses or other costs incurred when an event organizer advertises an event or activity before receiving written permission from the Park District in the form of a final permit. Unless an agreement has been signed making the Park Ridge Park District an official sponsor or partner for the event, such a relationship should not be advertised or implied in any communication or marketing.

INDOOR RENTAL REGULATIONS:

1. Park Ridge Park District sponsored activities shall have priority in all facilities (indoor and outdoor).
2. All facility rental requests must be made a minimum of 60 days in advance and are fulfilled on a first-come, first-served basis.
3. Residents are not permitted to "sponsor" a non-resident. The person, group, or organization that is using the facility must be the applicant. Contact person or organization officials must be present during entire length of rental.
4. All fees apply to normal operating hours. Indoor facility rentals must conclude by 10:00pm Sunday-Thursday, 11:00pm on Friday and Saturday (not including renter's scheduled clean-up time).
5. The renter is responsible for guests vacating the facility at the event ending time on the submitted rental application and/or rental receipt. The renter will be charged for the time used beyond the specified time at one and a half times of the appropriate hourly rental rate.
6. Full rental payment is requested upon approval of agreement.
7. Indoor rentals include rooms and not adjacent grounds. No picnics, campfires, or overnight camping are permitted without proper approval. Renters and their attendees are expected to be considerate of others who may be using the park or facility during their rental.
8. Renter understands that the facilities are used for other programs throughout the year and rooms may have program related furniture/material tucked away in corners and materials posted on walls that must remain intact.
9. Renter is solely responsible for providing any and all supervision at all times during use of any facility, including but not limited to the rented facility, and all common areas. Further, Renter shall be responsible for ensuring that all guests and invitees comply with all applicable rules and regulations pertaining to use of the facility. As well as ensuring that all activities are properly controlled and supervised.
10. Persons applying for a facility rental must be at least 21 years of age. Rentals with youths under the age of 18 must have one adult over the age of 21 for every 12 youths. Any group which does not have adequate supervision or fails to maintain discipline will be asked to leave and fees paid will be forfeited.
11. Regardless of when the rental was secured, cancellation requests are subject to the following: Rental fees will not be refunded if rental is canceled within 30 days of rental date. If canceled more than 30 days before rental, the rental fees paid will be refunded minus a 25% service fee. Cancellations must be submitted in writing. The liquor permit for the Park Ridge Park District is nonrefundable. To cancel the liquor event insurance, please contact Event Helper at 1-855-493-8368.
12. Alcoholic beverages are permitted only with the appropriate liquor permits and insurance that have been applied for and paid for by the renter. Please allow 30 days for approval. This applies to indoor facility rentals only. Alcoholic beverages are to remain indoors of rented facility and are not allowed to be consumed or dispensed outside of rented facility.
13. All functions conducted in District facilities or parks must be in accordance with all District regulations and/or ordinances. All persons in attendance will comply with the rules and laws of the Park Ridge Park District, City of Park Ridge, State of Illinois, and any other applicable governing bodies.
14. The Park Ridge Park District reserves the right to cancel or relocate any rental to accommodate unforeseen circumstances.
15. Park District staff will be present at all times during indoor facility rental and has sole authority to enforce the Facility Rental Agreement and District ordinances. Any behavior deemed by Park District staff to be destructive or inappropriate in any way shall be cause for immediate eviction and loss of rental fees paid.
16. No individuals or groups may use the Park Ridge Park District indoor or outdoor facilities with the purpose of monetary gain. For fundraising purposes, special accommodations can be arranged for not-for-profit organizations within the geographical boundaries of the Park Ridge Park District. (Conduct Ordinance 18-3).
17. The posting of advertisements of any products or services is strictly prohibited.
18. Parking is restricted to designated parking areas. Driving on the grass and/or parking in fire lanes is prohibited. Parking is open to the public, even during private rental events; therefore, no parking is guaranteed.
19. The Park Ridge Park District will not be held liable for any damages or loss to parked cars and assumes no responsibility for personal property.
20. Smoking of any kind/substances is strictly prohibited in and on Park District property. (Conduct Ordinance 18-3)
21. Weapons are strictly prohibited in and on Park District property. (Conduct Ordinance 18-3)
22. Renter shall comply with established and posted occupancy limits (no exceptions). Occupancy limits can vary depending upon room set up.
23. Any form of entertainment being utilized needs to be disclosed no less than 30 days of reservation date.
24. All decorating, set-up and clean-up must be within the rental time secured. There are no provisions for renters to store any items prior to or after any rental.
25. Renter is responsible for leaving the facility in the same condition as found. All materials/decorations brought into rented space must be removed. Hanging decorations are to be secured with masking or painters' tape only. No scotch tape, packing tape, duct tape, paste, glue, tack, 3M products or otherwise is permitted. Helium balloons must be weighted. Table coverings are encouraged to ensure that tables are not damaged and to ensure an easy clean-up. No confetti, glitter, flower petals, silly string, bubble or fog machines, or any other items of this nature may be used by the renter or anyone in the renter's party. No decorations are allowed to be hung from the ceiling or light fixtures. NOTE: A clean up fee, determined by the Park District, will be charged to the credit card on file for any excess cleaning (indoor or outdoor) and/or damages left by renter.
26. No person shall deface, disfigure, break, cut, tamper with or displace or remove any Park District equipment.
27. The Park Ridge Park District will assume no liability for any property left at any rental facility.
28. Renter understands that misrepresentations regarding the nature or scope of any reservation or violates any of the terms of these rental regulations may be grounds for denial of future reservations.
29. No signs of any kind are allowed on exterior of rental facilities or Park District grounds.
30. Use of loudspeakers or public address systems is prohibited except by permission from the Park District.
31. Inflatable equipment is only allowed at select locations.

OUTDOOR FACILITY RENTAL AGREEMENT:

1. Park Ridge Park District sponsored activities shall have priority in all facilities (indoor and outdoor).
2. All facility rental requests must be made a minimum of 60 days in advance and are fulfilled on a first-come, first-served basis.
3. Residents are not permitted to "sponsor" a non-resident. The person, group, or organization that is using the facility must be the applicant. Contact person or organization officials must be present during entire length of rental.
4. No permit will be issued to anyone who will be charging admission of fees with the purpose of monetary gain.
5. No park equipment or property shall be moved or altered without specific permission from a Park Ridge Park District staff member.
6. The Park Ridge Park District reserves the right to cancel or relocate any rental to accommodate unforeseen circumstances.
7. Picnic permit start time will not begin before 9:00am. Park District picnic and pavilion areas close to visitors at dusk; no night picnics are permitted.
8. Person making reservation must be present at the outdoor event and will held responsible for any destruction of property.
9. Renter understands that misrepresentations regarding the nature or scope of any reservation or violates any of the terms of these rental regulations may be grounds for denial of future reservations.
10. Renter shall comply with established occupancy limits (no exceptions).
11. Before leaving, be sure there are no coals left burning in the charcoal grills provided (Centennial Park, Northwest Park, Prospect Park). Due to insurance reasons, no other charcoal grills are allowed without consent from the Park Ridge Park District.
12. Gas grills are only allowed at the Wildwood Nature Center Pavilion, Prospect Park Pavilion, and the Woodland Park Pavilion. Stationary charcoal grills are available at the Centennial Park Pavilion, Northwest Park Picnic Groves, and Prospect Park Picnic Grove.
13. All debris, bottles, and garbage must be deposited in the receptacles provided.
14. All Park District ordinances and regulations must be observed and the instructions of it representative obeyed.
15. No animals are allowed in any park without being leashed and properly handled. Owners are responsible for removing any excrement deposited by their dog. All dogs shall be restrained by a leash that is no longer than eight feet in length, with dog owners maintaining physical control of their dogs at all times.
16. Any form of entertainment being utilized needs to be disclosed no less than 30 days of reservation date. Additional information may be requested regarding type of entertainment being brought onto Park District property.
17. Tents and canopies must be weighted down - no stakes are allowed in the ground.
18. Inflatable equipment of any kind is not permitted at any outdoor rental locations.
19. Parking is restricted to designated parking areas. Driving on the grass and/or parking in fire lanes is prohibited. Parking is open to the public, even during private rental events; therefore, no parking is guaranteed.
20. The Park Ridge Park District will not be held liable for any damages or loss to parked cars and assumes no responsibility for personal property.
21. Permits issued for any outdoor facilities allow permitted groups exclusive access to the designated areas and adjoining grills (where available Users should note that other groups may be permitted for other areas of the park, such as athletic fields. Playgrounds, restroom, and other features in the park are open to the public.
22. No person shall deface, disfigure, break, cut, tamper with or displace or remove any Park District equipment.
23. Decorating - No scotch tape, packing tape, duct tape, paste, glue, tack, 3M products or otherwise is permitted. No decorations are allowed to be secured to pavilion structures using any of the aforementioned products.
24. Renter assumes the risk of inclement weather when renting a pavilion or picnic grove as they are outdoor locations. No refund will be issued for inclement weather. Rain dates are not accepted. Outdoor facility reservations can be rescheduled within the same season by calling 847-692-5127.
25. No alcoholic beverages or sound amplifiers are allowed in any Park Ridge Park District open spaces, parking lots, or parks at any time.
26. Have your permit available for inspection by authorized personnel on the date of your event. In the event another group is occupying your permitted space and will not leave, please contact the Park District Park Patrol at 847-530-9207 or the Park Ridge Police Non-Emergency line at 847-318-5252.

NOTE: Special Event applicants may have additional agreement requirements.Notwithstanding any other provision of this agreement, the Park District shall not be liable in any way for delay, failure in performance, loss or damagedue to any of the following conditions: fire, explosion, power blackout, flood, water, the elements, acts of God, or other causes beyond the ParkDistricts reasonable control.

By signing below, I agree to follow all Park District Rules & Regulations Governing Uses of Park Facilities and recognize that I am responsible for the actions of myself and my participants. To the extent permitted by law, my organization, representatives, participants, and I will indemnity, save, defend, and hold harmless the Park District, including it officers, officials, agents, volunteers, and employees (hereinafter referred to as "district") from and against any and all liabilities, obligations, claims, damages, penalties, cause of actions, costs and expenses (including reasonable attorney and paralegal fees) which the district may become obligated by reason of any accident, bodily injury, or death of person, civil or constitutional rights violation, or loss or damage to tangible property, arising directly or indirectly in connection with, or under, or as a result of this application process and permitted event. Should I or my guests fail to follow Park District rules and guidelines outlined in Park District policies and ordinances and/or permit agreement, perform adequate clean-up, or if damage occurs to Park District property, I understand that I will be billed at full cost plus overhead for clean-up and repair. In addition, such failure may result in the denial of future approval for a park permit or the requirement of a deposit for future events.