Cooperative Organizations - Riding Center Rental Agreement
Please fill out the form below to apply for renting the Riding Center Facility.
Name of Organization renting the facilities:
*
Is this a Full Rental? (Exclusive use of Entire Facility)
Yes
No
Is this a Partial Rental? (Exclusive use of Specified Areas)
Yes
No
Detailed Description of Activities:
*
If any of the riding arenas are being used for activities other than equestrian use, please explain:
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Event Dates
Event Start Date and Time
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AM/PM Option
Event Completion Date and Time
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Set-up Date and Time
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Take Down Completion Date and Time
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Attendance
Estimate the number
Number of Riders:
*
Number of Horses:
*
Number of Auditors:
*
Number of Spectators:
Number of Days you will use the Meeting Room
*
Fees for Meeting Room rentals are included in the Club's yearly fee of $500.00
List the name of all Instructors or Clinicians:
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Rental Fees
Facility Rental Choices
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( X )
Full rental of the Riding Center
$
725
The entire Riding Center is closed to the public. The main driveway can not be shut down, the public must always have access to the Forest Preserve Parking lot.
Number of Days
1
2
3
4
5
6
7
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9
10
Item subtotal:
$
0.00
Half Day Rental of the Riding Center (5 hours)
$
360
The entire Riding Center is closed to the public. The main driveway can not be shut down, the public must always have access to the Forest Preserve Parking lot.
Number of Days
1
2
3
4
5
6
7
8
9
10
Item subtotal:
$
0.00
Indoor Arena - Full Day
$
265
Rental of the Indoor Arena for a full-day event
Number of Days
1
2
3
4
5
6
7
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9
10
Item subtotal:
$
0.00
Indoor Arena Half Day
$
130
Rental of the Indoor Arena for a 5 hour event
Number of Days
1
2
3
4
5
6
7
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9
10
Item subtotal:
$
0.00
Indoor Arena Contingency Fee
$
125
If inclement weather moves your event inside you will be charged $125 per day for exclusive use of the Indoor Arena. This fee will be refunded if not used.
Quantity
1
2
3
4
5
Item subtotal:
$
0.00
Outdoor Jump Arena - Full Day
$
200
Four jumps are the standard set-up. If you require a different set-up, the renter must pay for the set-up and reset.
Number of Days
1
2
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9
10
Item subtotal:
$
0.00
Outdoor Jump Arena - Half Day (5 hours)
$
100
Four jumps are the standard set-up. If you require a different set-up, the renter must pay for the set-up and reset.
Number of Days
1
2
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10
Item subtotal:
$
0.00
Outdoor Jump Arena Set-up and Reset
$
100
Fee to set-up and reset obstacles if Park District performs this work.
Per hour
1
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9
10
Item subtotal:
$
0.00
Dressage Arena - Full Day
$
200
Long Court
Number of Days
1
2
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9
10
Item subtotal:
$
0.00
Dressage Arena - Half Day (5 hours)
$
100
Long Court
Number of Days
1
2
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9
10
Item subtotal:
$
0.00
Fee to resize the Dressage Arena Court if the Park District performs this work.
$
100
Long Court standard set-up
Per hour
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9
10
Item subtotal:
$
0.00
Stadium Field - Full Day
$
200
Jump set-ups are performed by the renter, otherwise there is an extra charge for this service
Number of Days
1
2
3
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5
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9
10
Item subtotal:
$
0.00
Stadium Field - Half Day (5 hours)
$
100
Jump set-ups are performed by the renter, otherwise there is an extra charge for this service
Number of Days
1
2
3
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5
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9
10
Item subtotal:
$
0.00
Stadium Field Set-up & Reset charge per hour
$
150
Set-up and reset charge if the Park District performs this work.
Per hour
1
2
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4
5
Item subtotal:
$
0.00
Round Pen Arena - Full Day
$
150
An extra fee will be charged to take down and re-install the round pen.
Number of Days
1
2
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9
10
Item subtotal:
$
0.00
Round Pen Arena - Half Day (5 hours)
$
75
An extra fee will be charged to take down and reinstall the round pen
Number of Days
1
2
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9
10
Item subtotal:
$
0.00
Round Pen removal and reinstall
$
100
The Round Pen is typically set-up in this arena
Per Hour
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10
Item subtotal:
$
0.00
Equitation Field Full Day Rental
$
150
Grass field south of the Hunt House
Number of Days
1
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9
10
Item subtotal:
$
0.00
Equitation Field Half Day Rental
$
75
Equitation Field set-up and take down charge if the Park District performs the work.
$
100
The Equitation Field equipment is brought out for events by request
Per hour
1
2
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10
Magnetize Arena
$
100
If an arena is used for anything other than a riding arena, the arena must be magnetized after your event.
Per Hour
1
2
Meeting Room
$
Free
Meeting Room and House rentals are included in the yearly rate of $500
Number of Days
1
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10
Hunt House
$
Free
Meeting Room and House rentals are included in the yearly rate of $500
Participant Fee
$
15
For each horse/rider combo. This fee excludes Meeting-Room-Only Events. Estimate the number of participants you expect. A roster with the total number of participants along with the additonal calculated fees are due 3 days after the event. If participants are less than estimated, a refund will be issued.
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Item subtotal:
$
0.00
Stalls per day
$
20
This fee is for stall use. There are 52 stalls available; 16 in the Polo Barn and 36 stalls in the Main Barn.
Number of Horses
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65
Item subtotal:
$
0.00
Overnight Stalls
$
40
This fee is for overnight stall use. If your organization is providing the shavings and stall cleaning you can eliminate this charge.
Number of Horses
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Item subtotal:
$
0.00
Extra Arena Drag for Outdoor Arena
$
100
Arenas are dragged in the morning and are included in the rental - Extra Arena Drag during the day cost extra. 24 hour notice required.
Quantity
1
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Extra Arena Drag for Indoor Arena
$
80
Arenas are dragged in the morning and are included in the rental - Extra Arena Drag during the day cost extra. 24 hour notice required.
Quantity
1
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Watering an Outdoor Arena
$
60
The outdoor arenas are watered daily in the morning. If additional watering is needed a 48 hour notice must be given so that a Park District employee can perform this function. The Indoor Arena cannot be watered.
Quantity
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Mowing Hourly Rate (The Riding Center Facility is mowed once a week)
$
100
Performed only by Park District Staff
Quantity
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10
Grass Paddock North
$
190
Grass paddock with multiple gate entrances
Quantity
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10
Item subtotal:
$
0.00
Grass Paddock South
$
190
Grass paddock with multiple gate entrances
Quantity
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10
Item subtotal:
$
0.00
Total
$
0.00
Rental Payment
The total rental cost must be paid within 5 days after the event. A roster of participants must be provided within 3 days after the event.
Rental Payment Agreement
*
I have read, understand and agree with the rental payment requirements as listed above.
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Indoor Arena Contingency Fee
*
$100 Contingency Fee (This fee will be refunded if not used)
No Exclusive Use Requested if event moves Indoors because of inclement weather.
Additional Equipment & Services
List the extra equipment to be brought on to the site, into the arenas or into the buildings; including temporary structures such as stalls, tents, stages or decorations. Please indicate the placement of the equipment.
*
Any Special Requirements or Requests
Horses Stalled Overnight
Horses staying overnight in stalls require night watch. Name the person who will perform the night watch and provide their contact information.
Will horses be stalled overnight?
*
Yes
No
Number of Nights Horse Stalled Overnight?
Name
First Name
Last Name
Phone Number
-
Area Code
Phone Number
Grass Paddocks
List any equipment, structures or decorating which will take place in the paddocks during your event. Additional Fees may apply. Horses may not be in paddocks overnight.
Grass Paddock Use:
Electric
Additional electric set-ups are at the cost of the renter who must use a licensed electrical contractor
Will you require additional electric?
*
Yes
No
List the name of the licensed electrical contractor
Phone Number for electric contractor
-
Area Code
Phone Number
If you require additional electric, describe your exact requirements in detail:
Designated person in charge of clean up
The facilities must be left in the same condition of how they were found. Arrange a time with a staff member for an inspection. If the facilities are not returned in satisfactory condition, fees for clean up billed at $100 per hour will be deducted from your security deposit.
Name of person in charge of clean up
*
First Name
Last Name
Email
example@example.com
Phone Number
-
Area Code
Phone Number
Clean Up Fees-Meeting Room & House
The Meeting Room and House must be left as it was found. Food must be taken out of the refrigerators. If the Park District needs to clean-up after an event, you will be charged $100.00 per hour.
Clean Up Fees-Stalls and Arenas
The stalls must be cleaned of manure and urine soaked shavings. The Arenas must be free of manure and other trash. If the Park District needs to clean-up after an event, you will be charged $100.00 per hour.
Dumpsters
Additional containers are at the arrangement and cost of the renter. Trash containers should be covered and secured in case of strong winds.
Portable Toilets
One handicap accessible toilet is supplied. Any additional units must be paid for by the renter.
Fire Pit
The fire must be completely extinguished before leaving. The embers must be placed into the aluminum trash bin. Embers may not be put into the garden beds. Wood logs or kindling must be taken away afterwards.
Will you use the Fire Pit at the House?
*
Yes
No
Person Responsible for Overseeing the Fire Safety
First Name
Last Name
Alcohol
Please call the Village of Barrington Hills for license information. If your event has a ticket price, and you intend to serve alcohol (regardless if you are charging for the drinks) you are required to obtain a liquor license. All state and local licenses and permits must be obtained and displayed.
Will you serve alcohol?
*
Yes
No
Permit and License Numbers
Food and Vendors
State of Illinois and Cook County Permits Apply. Certificates of Insurance are required from vendors.
Will you serve food?
Yes
No
List the Names of the Vendors/Caterers:
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Parking
Parking Areas Requested - (No parking is allowed along the front main driveway )
*
Front Parking Lot
Front Grass Paddocks
Back Trailer Parking Lot
Polo Barn Parking Lot
House Parking Area
South Grass Area along Main Barn
Estimated Number of Vehicles
Estimated Number of Horse Trailers
Name of person assigned to oversee parking if event has over 25 vehicles and horse trailers:
First Name
Last Name
Sound Equipment
Sound equipment is provided by the renter. Speakers are placed throughout the Riding Center and it is the Renter's responsibility to double check that they are functioning properly before their event. The Park District must be given 72 hours notice if speakers need repair.
People Responsible for this Rental Contract
Person Signing Rental Contract
*
First Name
Last Name
Email Address
*
example@example.com
Contact Phone Number
*
-
Area Code
Phone Number
Day-of-the-Event Contact Person:
*
First Name
Last Name
Email Address
*
example@example.com
Contact Phone Number
*
-
Area Code
Phone Number
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