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Facility Rental Policies and Procedures
Eliot Recreation Department
Facility Rental Policies and Procedures
Policy 1. General Provisions
The following shall apply to the rental of all facilities under the management of the Recreation Department.
The Recreation Department oversees facility rentals. The Public Works Department oversees park maintenance.
Pavilion and facility reservations are made through the Recreation Department.
Anyone under the age of 18 is not eligible to enter into a facility rental agreement.
A resident is defined as an organization or individual that claims the Town of Eliot, Maine as its place of residency.
A town employee, defined as an individual employed part-time or full-time, qualifies for the resident rental rate.
Proof of residency is required in order to receive the resident rental rate. A driver’s license or photo identification with current address are the only two forms of accepted proof of residency.
Payment of rental fee(s) must be made within 48 hours of reservation approval.
Phone reservations are not accepted.
There is no sub-letting of rented time.
Refunds are granted 2 weeks prior to the rental date. Refunds will not be granted for reservations that are cancelled because of inclement weather.
All special circumstances regarding park rentals (extended hours, additional equipment, variance or waiver in rental fees, etc.) will be referred to the Recreation Director for approval. Inflatables/Bounce Houses, etc. are permitted with prior permission from the Recreation Director.
A league or athletic club not sponsored by the Town of Eliot or MSAD35 must provide a certificate of insurance equivalent to or greater than that of the Town of Eliot’s liability insurance policy.
A replacement or repair fee will be assessed for any damage that occurs to structures, courts, fields, or equipment during rental period. An itemized bill will be issued by the Recreation Department and no rental or program registration will be permitted until full payment has been received.
A cleaning charge of $25.00 shall be assessed for a facility that is not returned to its original condition. This is a carry in carry out facility. All trash must be removed at end of reservation.
The entity renting or using the facility must be clear of the site by the end of the reserved time. This includes restoring the facility to its original state.
The entity renting or using the facility, whether on a daily or seasonal basis, may not make any permanent changes or additions to the existing structures, fields, courts, park as a whole.
Alcohol is not permitted on a town of Eliot property. Misconduct of patrons believed to be under the influence of a chemical substance will not be tolerated and will be removed from the facility.
There is no parking on playing fields or lawns. A variance may be issued under the discretion of the Director with a written agreement. An additional fee may be assessed.
The entity renting or using the facility shall abide by all established rules, policies, and provisions of said facility and the Town Government of Eliot, Maine. Violation of stated rules, regulations, policies, and provisions shall result in the removal of the offending individual(s) and may result in the cancellation of the remainder of all reservation time(s) with no refund of paid fees.