Easter Lake Shelter 4

Rental Contract Agreement

POLK COUNTY CONSERVATION BOARD

FACILITY RENTAL CONTRACT

By agreeing with these terms and conditions, you agree that you are 18 years or older (21 years or older if beer and/or wine are present at event) and are authorized to make the reservation on behalf of the group listed. You further agree to assume full responsibility for the acts, negligence or omissions of the members of your group while using the facility.

Polk County Conservation Board (PCCB) Park Rules and Regulations are to be followed.  Click on the following link to obtain rules: https://www.polkcountyiowa.gov/conservation/about-us/park-rules-faqs/

CHECK-IN / CHECK-OUT TIMES
Check-In:  As specified at time of reservation (earliest availability is 10:00 AM)

Check-Out: 

·         Shelters: Posted park closing time (Shelter #5 at Easter Lake Park closes at sunset)

·         Chichaqua Longhouse: Before 10:30 PM

·         Jester Park Amphitheater: Before 10:30 PM

·         Jester Park Equestrian Center: Before 7:00 PM

All visitors are to depart area by park closing time.

GETTING INTO A FACILITY

Shelters and Amphitheater shall have reserved sign posted at the shelter. If encroachment occurs, contact PCCB staff at:

·         Chichaqua Longhouse: (515) 249-0702

·         Jester Park Equestrian Center (515) 999-2818

·         Jester Park (515) 249-3229

·         Easter Lake Park & Fort Des Moines Park (515) 249-1543

·         Thomas Mitchell Park & Mally’s Park (515) 249-1753

·         Yellow Banks Park (515) 250-1031

Renter is responsible to keep building secure when it is unlocked.

GENERAL INFORMATION

·               Tickets for fundraising events must be advanced sales. No public parties or group activities charging or collecting admission on the premises will be allowed. Beer may not be a reason for promoting advanced sales.

·               Staples, nails, tape, pins and other defacing devices may not be used on interior or exterior surfaces such as walls, doors, trim, etc. No balloons are allowed.

·               No fog or bubble machines, rice, bird seed, confetti, pinatas, matchbooks as favors, and/or candles (except floating candles) are allowed.

SPECIAL EVENT PERMIT

A special event is an event that could impact other park users, park facilities and resources.  Special event permits are required for, but not limited to, the following:

·         Walk, run, or bike race

·         Festival

·         Procession or mass gathering

• Event will impact the normal public use of the park
• Event plans to collect admission fees or sell items

·         Amplified sound, including but not limited to radio, television, stereo, public address system or musical instrument whether fixed, portable or vehicular-mounted

• Inflatables, fencing, large tents, or other weighted items will be on site
• Keg beer or an equivalent quantity of beer, wine, and/or champagne will be present or served

·         Generators

·         Power saws, chain saws, power tools of any kind

·         Extra picnic tables

·         Extra parking

Special events need to be approved a minimum of 30 days prior to the date of reservation.

·         To obtain a Special Event Permit Application, visit: https://www.polkcountyiowa.gov/conservation/facilities/special-events-application/

·         Failure to make arrangements for a special event permit shall result in forfeiture of your facility reservation without refund.

ALCOHOL/DEPOSITS

·         Consumption of keg beer shall be restricted to rented facilities only (No keg beer allowed unless allowed by a special event permit). Beer, wine, and champagne are permitted, but may not be sold in any form or container in the park system.

·         Liquor is not permitted in any PCCB facilities.

·         The renter is responsible to ensure that all persons consuming beer, wine or champagne at the event are of legal age.

o   Because Easter Lake Park is a “no alcohol” park, all beer, wine or champagne must stay within a 25-yard radius of the rented shelter. Any of these found beyond 25 yards of the rented shelter at Easter Lake Park will be confiscated and renter may be cited.

Alcohol Deposits

·         Any renter having keg beer or an equivalent quantity of beer, wine, and/or champagne is required to pay a $100 deposit to the park ranger or uniformed officer on the day of the event and prior to the beginning of the event.

o   Checks or cash are the only forms of payment that will be accepted. Checks should be made payable to PCCB. No money orders will be accepted.

o   If no cleanup or repairs are necessary by PCCB staff, the $100 deposit shall be returned at the conclusion of the event or within five business days following the day of the event.

·         The renter shall assume responsibility for all damages to the facility, the park, and for any injuries to any person. This indemnity requirement is not intended to waive Polk County’s immunities afforded by law.

CLEAN-UP & DAMAGES

·         A cleaning fee of $150 per hour will be charged if the facility and grounds are not left in the condition received in.

·         Repair of any damage not caused by normal wear and tear will be charged to the renter.

·         Failure to pay the fee will result in further action to collect the debt.

DIRECTIONAL SIGNS, DECORATIONS, LITTER

·         Small directional signs may be placed along roadways to guide people to your event, but in no way may be affixed to trees or park signs. Signs are to be removed immediately following event. Failure to do so will result in fines according to littering ordinances. 

SMOKING

Polk County Conservation is a smoke-free environment. Smoking is prohibited in and around all facilities including open shelters.

PETS

·         Pets must be kept on leash at all times (leash not to exceed six feet). 

·         No pets are allowed inside enclosed facilities unless allowed by a special event permit.

RESERVATION MODIFICATIONS (INCLUDING DATE CHANGE)

·         Name on contract will be the only person who can make modifications to the rental reservation.

·         Any changes to an existing reservation will be assessed a $10 change fee.

·         Changes must be requested a minimum of seven (7) days prior to the date on which the facility is reserved.

·         If the modification is a change in facility and the cost of the facility to which you are changing to rents at a higher fee, you will be asked to pay the difference in rental cost. If the cost of the facility to which you are changing to rents at a lesser fee, renter forfeits the difference in rental cost.

·         All reservation modifications must be made by calling the PCCB office at 515-323-5300 option one, Monday – Friday, 8:00 a.m. – 4:30 p.m.

Cancellation Policy

Cancellations cannot be done on the website and must be made by calling the PCCB office at 515-323-5300 a minimum of seven (7) days prior to the date on which the facility is reserved, to qualify for a partial refund (see refund policy). 

Refund Policy

·        If you cancel your reservation more than seven (7) days prior to the date on which the facility is reserved, 50% of your reservation is NON-REFUNDABLE.

·        If you cancel your reservation less than seven (7) days prior to the date on which the facility is reserved, 100% of your reservation is NON-REFUNDABLE.

·        If a reservation is cancelled by PCCB due to a natural disaster or if by some means the facility is unusable, a full refund will be issued to the person that made the original reservation.