Athletic Facility Rental Agreement

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Parks and the Renter agree to the following terms and conditions:

1. Facility Availability:

a. Athletic facilities may be rented by responsible groups and teams when not otherwise scheduled by Parks.
b. Parks reserves the right to deny any requestor any reservation if it is made less than 7 days in advance.
c. Parks reserves the right to deny any request to expand the scope or duration of a preexisting reservation if such request is made less than 72 hours prior to the start of the event in question.
d. Park reserves the right to deny an application for the use of the facilities when such use is not in the interest of the City of Noblesville or does not meet the Mission of the Noblesville Parks Department.
e. Park reserves the right to cancel a reservation at any time if the cancellation is in the best interest of the City. In the event that Parks cancels an event for this reason, all rental fees will be refunded.


2. Rental Fees:

a. Fees must be paid at time of reservation. Fees can be paid by check, cash, money order or credit card. No reservation is complete until all fees have been received.
b. To be considered for the NYSA/Not for Profit rates a 501(c)(3) issued declaration page must be provided to the Parks Department.
c. Taxes will be applied to all rental charges unless a Tax Exempt letter is provided.

Athletic Facility Rental Rates

Public Rentals/Groups/Sports Teams NYSA/Not For Profit
Annex Court Rental $50/Hour $30/Hour
Annex Batting Cage (2 included) $40/Hour $25/Hour
Annex Combination Rental $85/Hour $50/Hour
Annex Wellness Room $75/Hour $50/Hour
Annex Classroom Rental $25/Hour $20/Hour
Dillon Park Sports Fields $50/Day $50/Day

3. Services:

a. Parks will prepare each Facility once prior to the rental (line field, sweep gym, etc.)
b. Parks will dump all trash receptacles and dispose of trash following the event. If receptacles need to be dumped during the event the Renter will be responsible to dump the receptacles in the proper Parks dumpster.
c. If a Recreation Annex Facility is rented during non-business hours, third-party security may be hired as part of your reservation. Security will complete a pre and post walkthrough noting the condition or any damage that might be present to the facility.
d. The Renter shall be responsible for cleaning the bleachers following their event.
e. Other Services: The Renter shall police the area rented and place all trash in receptacles. The Renter is also responsible for providing all other services and items necessary for play. This includes but not limited to goals, balls, officials, and scorekeepers.

4. Hours of Play:

a. Field Rentals: Games/Practice may begin at 8:00 am and must conclude by 11:00 pm. On Sundays games may not begin before 11:00 am unless approved by Park Board.
b. Recreation Annex Rentals: Rentals may begin at 7:00 am and must conclude by 10:00 pm.

5. Facility Playability:

a. Parks is the final authority of facility playability. ANY event including weekend tournaments, other games, or practices, may be halted, suspended or canceled if facilities are deemed unplayable. In the event that play is canceled because facilities are determined unplayable, any fees for remaining hours of play will be refunded. Noblesville Parks will maintain an effort to cancel in only in extreme cases.
b. Facility playability determinations may be based upon weather conditions, Facility conditions, and/or any other factor that may impact upon player safety.
c. Outdoor Facility: If thunder or lightning is in the area, all activities shall be suspended for 30 minutes for each occurrence or spotting of lightning.

6. Admission Fees:

a. Field Rentals: The renter may not charge admission fees to spectators into the facility. Applicant cannot limit access to other facilities not rented and may not limit access to the parking lots.
b. Recreation Annex Rentals: The renter may charge admission fees to spectators into the facility. Parks shall receive 15% of gross admissions revenues payable one week after the conclusion of the event.

7. Concessions/Merchandise:

a. Field Rentals: If renter wishes to have concessions or merchandise available, first right of refusal will be given to the contracted concessionaire during the months of May-October. Any other time concessions may be brought in with prior approval of the Parks. Parks shall receive 15% of gross concessions revenues payable one week after the conclusion of the event.
b. Recreation Annex Rentals: Parks has the right to run concessions for rental events. If Parks is not available and if renter wishes to have concessions available, concessions may be brought in with prior approval of the Parks. Parks shall receive 15% of gross concessions revenues payable one week after the conclusion of the event.

8. Ticket Sales:

a. If tickets are being sold for attendee entry into your sporting event, the renter will pay either the rental rate or 15% of all tickets sales; whichever is greater.
b. The renter must provide all accounting for tickets sold.
c. The renter must pay the rental rate when making the reservation.

9. Rules and Regulations:

a. The Renter is responsible for ensuring that all park or facility rules and regulations are observed by players and others using the rented facility.
b. Violation of park or facility rules and regulations may be grounds for termination of the rental agreement. In the event of termination for this reason, no refunds will be given.
c. Noise makers are strictly prohibited for use at rented facilities.

10. Cancellation Policy: A cancellation made more than 60 days prior to your event is fully refundable. A cancellation made up to 30 days prior to your event will be fully refunded, less a $10 processing fee. A cancellation made 29 days up to the day prior to your event cannot be refunded, but may be rescheduled for a later date up to one year from the original date reserved.

11. Condition of Facility: The renter is responsible for ensuring that the rented facilities are clean and in good repair at the end of the rental period. In the event that Parks must take steps to clean or repair the facilities, the Renter will be charged accordingly at a rate of $40.00/hour.

12. Insurance: The Renter shall maintain comprehensive general liability insurance in the amount of Three Hundred Thousand Dollars ($300,000) for bodily injury per person in any one occurrence and One Million Dollars ($1,000,000) in any one occurrence for all persons in that occurrence. Property damage shall be in the amount of One Hundred Thousand Dollars ($100,000) per occurrence. The policy shall name the City of Noblesville Parks and Recreation Department, Ivy Tech Community College and the Renter as insured parties, and the Renter shall provide Parks with a certificate of insurance at least 36 hours before the start of the event.

13. Liability:

a. The Renter agrees to release, hold harmless, and indemnify Ivy Tech Community College, the City of Noblesville, its Parks and Recreation Department, and its officers, employees, agents and assigns from any and all claims which may arise from the use of the facility during the rental period. This release includes claims for personal injury, property damage, and/or any other type of claim or cause of action which might be brought by the Renter or by any third party.
b. The Renter agrees to assume financial responsibility for the repair or replacement of any facility equipment or fixture which is damaged through the negligence of the Renter or participants or spectators at the Renter’s event. The decision to repair or replace equipment shall be at the election of Parks.

* Denotes a required field
This Athletic Facility Rental Agreement is entered on*
 This Athletic Facility Rental Agreement is entered on
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Request for Facilities (Select all that apply)
 
Dillon Park (6010 East 146th Street) 
Recreation Annex (300 North 17th Street) 
* - The College Gym can be rented per Ivy Tech permission and availability.
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Recurrence: 

Agreement

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Signature Date*
 Signature Date