Recreation Department Rules and Regulations

  1. The City of Oak Park Recreation Department is responsible for the operations of the Oak Park Community Center. The Recreation Department reserves the right to refuse the use of the building to any person or organization that the Department has reason to believe may cause damage to the Community Center or the City of Oak Park.
  2. The City of Oak Park Recreation Department's programs and activities shall have preference over use of the entire Community Center facilities.
  3. The Recreation Department reserves the right to cancel or deny use with or without due notice, and to limit the frequency of the building use by any group or organization if the Department determines that the applicant has violated the rental policy or has denied to others their fair use of the building.
  4. The City of Oak Park shall not be held responsible for any property loss, accidents, or damages incurred by the person(s) or group using the building, and is released from any and all such claims for damages of any nature.
  5. Rental year for the Community Center is January 1st through December 31st. Current rental groups are given until the first Friday in December to return their contracts for the coming year. New applications are not taken until after this deadline date. Applications must be completed, including exact dates requested for rental, room to be rented and room set-up diagram. A check for your 1st date’s rental fee and last date’s rental fee should be sent at this time.
  6. The Department of Recreation assumes no responsibility financial or otherwise, for accidents or injuries sustained by individual or groups of individuals while using facilities. In the event of medical attention being required, transportation will not be provided. The group will have access to a telephone to call 911.
  7. All groups must observe the following fire guidelines:
    • The use of open flames is forbidden.
    • Electrical decorations and extensions must be flame proofed. UL approved material only.
    • Decorations are permitted only with the authorization of the Recreation Director. *See special addendum "Decorations."
    • Exits, corridors, hallways must be free of obstructions at all times.
    • Maximum capacity numbers must be observed. Persons may never stand in the aisles or exits
  8. The use of alcoholic beverages in the Community Center is prohibited. No person is allowed on the premises that appears to be under the influence of alcohol or illegal drugs.
  9. Charter groups may hold (Bingo) provided they have a license on file with the state of Michigan when presenting application for approval.
  10. NO GAMBLING permitted in building.
  11. Smoking is prohibited in the building.
  12. No Pets are allowed in the building. Guide dogs are allowed.
  13. Organizations shall not be permitted to store their equipment without the written permission of the Recreation Director.
  14. Any groups using the building must provide the supervision of a responsible adult, 21 years of age or older.
  15. The persons filling out the application and those responsible for the groups must be at least 21 years of age.
  16. The building closes at 11:00 p.m. weekdays. All rentals/meetings must close at 10:30 p.m. On Saturday the building closes at 11:30 p.m. All rentals must close at 11:00 p.m. unless approved otherwise by the Director of Recreation.
  17. Solicitation of funds or commercial enterprise are not permitted on the premises. (No sales of products or services are permitted).
  18. Political promotion permitted only in designated rooms. Such promotion shall not interfere with regular programs or activities.
  19. Each applicant must guarantee:
    • Orderly behavior, no excessive noise, no profanity.
    • That their program is of a nature suitable for presentation in a public facility.
    • That their activity is lawful and in conformity with regulations of City, State and Federal Laws.
    • That they will not remove, change, rearrange, and revise anything in the building without specific approval of the Department of Recreation.
    • There shall be no use of microphones or amplification equipment, without specific approval of the Department of Recreation.
    • To accept the Monitor's role as City spokesman during rental, to follow and accept the Monitor's instructions. G. Rental groups are prohibited from using Steam Tables and Coolers belonging to Senior Citizens Program.
  20. The applicant is responsible for the clean up of the building. The building MUST BE LEFT in the SAME CONDITION that it was found. The following Procedures Must Be Performed:
    • Removal and proper disposal of all decorations. **See Special Addendum, "Decorations."**
    • Tables, chairs and floors must be clean when your group leaves.
    • Proper clean up of Kitchen, if used. Cleaning supplies will be provided (SEE MONITOR)
  21. Financial obligation:
    • Make checks payable to the City of Oak Park.
    • Civic, Cultural or Educational Status.
    • Tax Exempt ID # is required for all groups requesting Cultural, Educational or Civic rates. Documentation Required.
    • All weekend rentals, including Tax Exempt, require a minimum of $220 fee for Residents and $250 for Non-residents.
    • An application and deposit should be submitted to the Recreation Department 6 week’s prior to the date of rental.
  22. RENTAL PROCEDURES: Upon making reservations for Activity Rooms A, B, C or Senior Lounge & Conference Rooms 1-4:
    • Activity Rooms A, B, C or Senior Lounge
      1. Check for $150.00 Damage Deposit is required with the Contract and made payable to the City of Oak Park when reserving the room. This check will be cashed. $150.00 deposit will be mailed within 10-15 working days after the Center has been checked for damages or abuse of extended hours. If damage occurs during the rental, money will be subtracted to cover the cost of repairs. If rental exceeds the designated time period appropriate deductions per hour will be made.
      2. Rental Fee must be paid 6 weeks prior to the rental.
      3. If a rental is made less than 6 weeks prior to the requested rental date, the $150.00 Damage Deposit & the Full Rental Fee must be paid in Cash.
      4. Rentals requested with less than 3 weeks notice depend on availability of a Building Monitor.
      5. Any changes to initial request must be submitted 1 week prior to the rental and approval is contingent upon facility space and staff availability.

Conference Rooms 1-4

      • All room rentals must be paid in FULL on the day of booking. Any special accommodation must be approved by the Recreation Director.
      • If damage occurs during the rental, a cost for repairs invoice will be sent out.
      • If rental exceeds the designated time period appropriate rates will apply.
      • All room rentals made on short notice (3 weeks or less) is contingent on the availability of building monitors.
      • Conference Rooms can be booked on weekends, only when an Activity A or B has been reserved or the minimum fee of $220 is paid.
      • Any changes to initial request must be submitted 1 week prior to the rental and approval is contingent upon facility space and staff availability.

23. Cancellations procedures for Activity Rooms A, B, C or Senior Lounge and Conference Rooms 1-4:

Activity Rooms, A, B, C or Senior Lounge

      • A 2 week grace period is allowed from the date contract is signed on all cancellations, total deposit is refundable.
      • All requests after 2 weeks and up to 7 days before the rental date will be charged 20% of the total rental fee.
      • Cancellations 6 days or less prior to the event, group will forfeit the $150.00 deposit.
      • Groups who cancel one day prior to the meeting/rental will forfeit the entire rental fee

Conference Rooms 1-4

      • A one - week grace period is allowed from the date contract is signed on all cancellations, total deposit is refundable.
      • All requests after 1 week and up to 3 days before the rental date will be charged 20% of the total rental fee.
      • Groups who cancel 2 days or less prior to the meeting/rental will forfeit the entire rental fee.

Teen and Sweet 16 Rentals

      • $1,000.00 damage deposit required to secure rental.
      • Ratio: 1 Adult per 8 students
      • 2 Security Guards (Will be hired by the City for youth rentals) (Guard fees will be paid by the rental group. (Approximately $300.00)
      • No commercial rock/rap concerts.
      • All other rules will apply.
      • Rental group will be expected to have at least 1 adult at the door approving admission of students to the activity

Youth Birthday Party over 75 people

      • $250.00 damage deposit is required to secure rental.
      • Ratio 1 adult per 10 students.
      • An additional monitor will be hired by the City. An additional charge of $9.00 per hour will be added to the room rental rate.
      • Rental groups will be required to have at least one adult at the door approving admission of students to the activity.
      • All other rules apply.
      • Parents or Legal Guardian must complete contract
The Community Center is not open to the public on weekends except for private rentals and/or city sponsored events.
The kitchen is not a commercial type facility. The stove and other appliances there in may operate differently than rental groups are accustomed to.

Kitchen use is restricted to basic setup and warm up ONLY. NO ACTUAL COOKING IS PERMITTED. Please monitor any food that is being warmed on these appliances as the City assumes no responsibility for burnt or damaged food or drink.

Tables are not allowed to be placed in the hallway outside the Activity Room by order of the Fire Marshall. If more space is needed, groups may rent an additional room (if available) at the appropriate fee.

If your activities include moving tables and chairs during the rental period contact the Building Monitor for direction.
The Recreation Director and/or their designate reserves the right to correct any errors in rental paperwork, fees, or assigned rooms at no expense to the Recreation Department or the City of Oak Park.



SPECIAL ADDENDUM
DECORATIONS

I. Inflatables or bounce house must fill out the moonwalk/bounce house form to be approved.

II. All liability forms from the company must also be on file 4 business days prior to event.

III. Banners and Posters are permitted with the following restrictions:

  1. Apply to walls only with the use of poster putty. (No tape or staples).
  2. Secure wall decorations at the height 5' only. No ladder use allowed.
  3. All decorations must be removed and disposed of after function.
  4. No ladder is available.
  5. The use of nails, tacks, staples or glue to fasten, hang or stick objects to any surface in or out of the building is prohibited.

IV. Groups shall not use, remove or disturb any supplies, bulletin boards or other such items left in or about the building.