Berlin Parks and Recreation
Scalise Field/Concession Rental Request
1.Complete this form for Scalise Field and/or Concession, print legibly.
2. Make sure all information is filled in completely.
3. Forms will be processed based on priority and as equal as possible. The
amount of field use time allocated to each group is at the discretion of the Parks and Recreation Department and is determined on availability of space. Games have priority over practices.
4.Confirmation of requests will be returned to the attention of the first contact
person at the address listed below. No request is finalized untiland unless applicant is in receipt of confirmation.
5. Renter is responsible for reviewing confirmation sheet carefully.
Some requested dates may not be available.
6. All changes, postponements and cancellations must be arrangedand confirmed through the Parks and Recreation Office. Changes are to be done in writing or through email only!
ORGANIZATION APPLICATION INFORMATION
Name ofOrganization: ______
Event Title (if applicable):______
Address: ______
City: ______State: ______Zip Code: ______
First Contact Person (Main contact) Information: (referred to as renter)
Name: ______Title: ______
Phone # (hm) ______(wk)______(cell)______(emergency)______
Email address: ______
Second Contact Person (as back up for emergencies) Information:
Name: ______Title: ______
Phone # (hm) ______(wk)______(cell)______(emergency)______
Email address: ______
Organization: ______Sport: ______
Date(s) of activity ______
Times requesting – Start ______Ending ______
If submitting for multiple dates or months, please attach a separate sheet and include the following: specific dates you want to use the facility, start and end times, if use is for games or practice and which nights you are requesting to use lights (if any). Incomplete information will delay confirmation of your request.
Field rental, light useand/or deposit fee information is available upon request. All local groups will be charged a $105.00 deposit fee when booking and non local will be charged a $210.00 deposit fee. Key agreement sheet must be completed and all keys given out must be returned within one month of the end of your reservation or your deposit will not be returned. Deposit will be returned upon completion of reservation if all previous conditions are met.
Selling Food - Renter requests permission to sell food. Yes______No ______
Permission to sell food requires BerlinPark and Recreation Commission and Berlin Town Council approval. Renter is required to contact Berlin Health Department 860-828-7017 two weeks prior to rental and complete paperwork for approval of food to be sold. Vendor fees may apply unless waived by Town Council
Selling Articles - Renter requests permission to sell articles such as hats, t-shirts, sweat shirts, trinkets, banners, etc? YES ______NO ______
Selling articles requires BerlinPark and Recreation Commission and Berlin Town Council approval. Vendor permit is required and to be obtained from Police Department and copy of permit provided to Berlin Parks and Recreation Department two weeks prior of event. Vendor fees may apply unless waived by Town Council.
Press Box - Renter requests permission to use control panel? YES______NO_____ Renter is responsible for providing its own staffing for usage of control panel. Renter needs key that may be obtained from the BerlinParks and Recreation Department.
Renter requests permission to use locker rooms?YES ______NO______
Renter requests permission to bring equipment into facility? YES ______NO ______
Please List:
______
Any items by renter brought, left or stored on property that are damaged, lost or stolen, are at the renters risk and responsibility. The Town of Berlin is not responsible.
Renter requests permission to charge fees? Yes ______No ______
If yes, what fees are you requesting to charge?______
How are fees being applied?______
Approved: YES_____ NO_____
PLEASE NOTE – An AED is available, in case of an emergency, in the concession. The AED should only be used by a responder who has been properly trained in its use.
Miscellaneous
a.Ancillary Services -Town of Berlin shall not be obligated to furnish any services, perform any work of any kind or supply any materials or equipment to the Renter. If Renter determines that an Ambulance Service is needed, Renter will provide such Ambulance Service at its sole expense. Police coverage for its use will be provided as determined by the Berlin Police Department in its sole discretion and Renter shall pay Town of Berlin any costs associated with such provided Police coverage.
b.Snow Policy – In the event of snow, ice or other events of nature that covers the field the Town does not guarantee it will make Sage Park and Scalise Field available for usage. The activity is cancelled if it cannot be made available. This includes roadways, parking lots, walkways, bleachers and inside and outside of the field. Groups are not allowed to clear snow or ice off the field under any circumstances. If the Renter is caught doing this, they will forfeit their deposit and must pay a new deposit before they can use the field.
c.Due to potential for freezing pipes the Town of Berlin will drain water from the maintenance building, as weather determines. The concession and bathrooms will not be available for usage. The Renter will need to make other arrangements for selling food in compliance with the Health Department regulations.
d.This agreement sets forth the entire understanding of the parties, and it shall not be changed orally. All the terms and provisions of this agreement shall be binding upon and inure to the benefit of and be enforceable by the legal representatives and assigns of the parties.
e.Please note that there is a phone in the concession and on the side of the main building. If there are any problems, please call the Superintendent of Parks and Grounds through the Berlin Police Department at 860-828-7080 who will contact him directly. Call 911 if necessary.
Berlin Parks and Recreation Department
______DATE______
Superintendent of Recreation
I hereby certify that I have reviewed this document and will review any other documents that pertain to my group’s rental of Scalise Field and/or concession and will familiarize myself with the Department's policies and procedures. I also agree to provide a Certificate of Insurance and pay any deposit fees, field, light and/or staff costs associated with this rental. All fees must be paid before the rental starts, unless other arraignments are agreed upon.
Renter: (PRINT NAME) ______
______DATE ______
RENTER SIGNATURE
Office use only:
Deposit fee paid ______Fee returned ______If no, reason why ______
Field usage fee ______Date paid ______
Light usage fee ______Date paid ______
Staff cost ______Date paid ______