First and Last Name of the Rental Party:
Address:
Email:
Phone:
Preferred Date:
Preferred Time Frame:
Facility:
Community Room ONLY
Gym ONLY
Community Room AND Gym
Walsh Park Pavilion
Wilborn Park Pavilion
Springs Park Large Pavilion
Springs Park Small Pavilion Splash Pad (Tracks)
Springs Park Small Pavilion Splash Pad (Parking Lot)
309 W Main Street / Visit La Grange Center
Message:
Purpose of Event:
Estimated Amount of Guest (for record keeping purposes):
Date Release Policy: CoL reserves the right to cancel any event for the following reason: failure to pay all fees within 5 days of booking. Failure to return a signed copy of the Rental Agreement within 5 business days of booking. City of La Grange Events or Sponsored Events (Festivals, Council Meetings, etc.).
I confirm I have read and understand the Date Release Policy.
Set-Up/Rental Access Policy: CoL is NOT responsible for setting up tables and chairs. The lessee may use all tables and chairs in the common area and set them up as desired. Tables must be covered to prevent damage. Attaching items to walls or doors is prohibited. If the Lessee uses outside vendors, drop-off and pick-up for the event must occur within the above-mentioned rental times. Access to your rental space is granted at the start of your rental period and ends at the agreed-upon end time. Setup and breakdown times are not provided as a courtesy and need to be included within your Rental period. If you are renting the Community Room, Gym, or Tourism Center, the facilities will not open until roughly 5 minutes before your scheduled rental time. If you are renting an outdoor Pavilion, a sign will be placed on the outside of the Pavilion with the listed time of your event. Pavilions are rented at a set daily rate. Please provide the exact time you plan to use the Pavilion so other guests can enjoy the space before and after your arrival. If you are a recurring Practice rental at the Community Center Gym, you and your players are not to gain entry until your START time, and you must be packed up and ready to vacate the Gym at your END time.
I confirm I have read and understand the Set-Up/Rental Access Policy.
Payment Policy: A Cleaning/Damage Deposit, in the form of a separate check or cash, must be submitted within 5 business days and will be held on file with the Lessee’s contract once the Rental has been confirmed by LPR staff. The cash deposit can be picked up the following week if the facility is left clean and undamaged. Deposit checks will be shredded if the facility is left clean and undamaged. Please write two checks: one for the Deposit Fee and one for the Rental Fee. If your Rental is booked 60 days after the payment due date, we will cash your checks, and the City will issue a refund check, provided no damage occurred during your Rental. The Lessee is responsible for any damage to CoL property resulting from the event, including any amount exceeding the deposit amount submitted. If a deposit is held for damages, the Facility Coordinator will contact the Lessee the next business day after the event to discuss the assessed damage and any additional payment due. All Rental Fee checks are typically deposited within seven business days of payment.
I confirm I have read and understand the Payment Policy.
Cancelation Policy: If notice of cancellation is given at least thirty (30) days prior to the event date, CoL will refund all payments in excess of the Booking Fee. If notice of cancelation given less than thirty (30) days prior to the event date, all funds paid to date will be retained by CoL.
I confirm I have read and understand the Cancelation Policy.
Clean-Up Policy: CoL requires the Lessee to remove from the facility any dishes, linens, sound equipment, and other items brought into the facility during the above-mentioned rental times. This also applies to all vendors contracted by Lessee. If items are left, CoL assumes no responsibility for those items. Lessee is responsible for leaving the facility in a clean, acceptable condition and for disposing of all trash in the provided containers.
I confirm I have read and understand the Clean-Up Policy.
Late Departure Policy: If the Lessee fails to exit the building by the time agreed above, the Lessee will be subject to an additional fee of up to $50.00 for each half-hour past the above-mentioned rental time. An invoice will be sent to the address above for any additional time used by the Lessee, and the Damage Deposit will be held until the invoice is paid.
I confirm I have read and understand the Late Departure Policy.
Alcohol Policy: Alcohol is permitted in the Community Center only when provided by a Caterer approved by CoL. Approved caterers must hold the necessary licenses to serve alcohol, complete the STAR training course through KYABC, carry appropriate liability insurance (up to $1 million per occurrence), and list the City of La Grange as an additional insured. No alcohol may be brought into the Community Center, except that which has been sold to the Lessee by the approved Caterer. No alcohol may be served except by the approved Caterer’s staff. No shots of alcohol may be served. The Caterer must stop serving alcohol 30 minutes prior to the end of the event.
I confirm I have read and understand the Alcohol Policy.
Vendor Policy: The Lessee may use any vendor of their choice, except when serving alcohol. Alcohol may be served only by a CoL-approved Caterer. CoL does reserve the right to require proof of liability insurance from other vendors. The Lessee must instruct vendors to bring all necessary equipment; CoL does not have replacement items if any are forgotten.
I confirm I have read and understand the Vendor Policy.
Smoking Policy: Smoking of any kind is prohibited in the City of La Grange Venues. Smoking is prohibited at the facility's front entrance.
I confirm I have read and understand the Smoking Policy.
