Shelter and Room Rental Request Form

Section 1: Rules and Guidelines

  1. Shelters and Rooms must be reserved no less than FIVE BUSINESS DAYS in advance and no greater than 1 year in advance.
  2. Reservations are to be made in person at the J.B. “Red” Owens Complex at the Larry Bagwell Gym or Online at www.easleyrec.com.
  3. The submission of this document DOES NOT mean you have the time, date and location requested. You will receive an invoice for your records once the requested date is approved. Payment must be made for rental to be finalized.
  4. All Parks are open daily, depending on weather and availability. 
  5. All renters must present a driver’s license or photo ID in order to rent any facility.
  6. All rentals are first come first serve.
  7. If one of the ERPD sports teams would like to use a shelter or a room at the Larry Bagwell Gym to have a season-ending banquet, they can reserve one at no cost with a TWO-hour time limit. *The William A. Carr Room is not given to teams for Free.*
  8. Immediate area must be left in a clean and orderly condition. All trash should be deposited into the disposal containers provided at the park or rooms. If the rental area is NOT CLEAN, there will be a $50.00 charge billed to the renter at the address listed in rental agreement for all shelters and rooms at the Larry Bagwell Gym. The $100.00 deposit will not be given back at the William A. Carr Room. 
  9. The renter of the reservation is responsible for the actions of his/her guest and must be present at the rental site throughout the date and time listed in rental agreement.
  10. No inflatables / amusement rides / entertainment devices allowed in shelter areas unless rent through an LLC with insurance in accordance to the City of Easley Parks and Recreation (moonwalks, bounce houses, bouncers, ball pits, slides and etc.) A copy of LLC Rental Company’s Insurance must be given to EPRD at the time of reservation – NOT AFTER. No inflatables / amusement rides / entertainment devises will be allowed in the Larry Bagwell Gym Rooms or the William A. Carr Room. 
  11. Only the use of charcoal is permitted in the barbecue grills at the shelter. It must be extinguished after use.
  12. No beverages in glass containers at any park location or room. 
  13. Consumption or possession of alcoholic beverages on city property is prohibited.
  14. All vehicles are required to park in the designated parking areas. The city is not responsible for any vehicles towed during rental hours.
  15. The city reserves the right to book a shelter and/or rooms one year in advance if the event is city sponsored or is approved by the mayor.
  16. City of Easley Employees and Retired Employees may receive one free rental a year.
  17. Refunds may be granted in cases of inclement weather at the discretion of the Parks and Recreation Director. Refunds will not be granted for any other circumstances other than the above-mentioned weather.
  18. Renter must be able to show a copy of this agreement and receipt to Park Rangers and other Parks and Recreation Staff, if needed during the time requested.
  19. Rentals are on the full hour fee schedule. No half hour fees. 
  20. Include your set up and break down time in your same day rental request. No early access. 
  21. Fee Schedules are as follows:
    1. Shelter rentals are $15.00 per hour 
    2. Larry Bagwell Gym Multi Purpose Rooms are rented per day at $100.00 a day during the entire operational business hours for that day.
    3. Three Fields Tower is rented per day at $100.00 a day during the entire operational business hours for that day.
    4. Carr Room rentals are $100.00 deposit to hold the date and $300.00 to be paid three business days before event. Deposit will be given back as long as the room is room is left clean. Rental is for the entire operational business day unless approved by the Parks and Recreation Director.
 

Section 2: Renter Information

Section 3: Event Information

Section 4: Facility Request

Section 5: Date and Time Request

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Section 6: Specific Guidelines William A. Carr Room

Specific William A. Carr Room Rules

  1. Pick up all garbage on floors and tables
  2. Wipe off all tables return empty all garbage cans. Put all garbage in dumpsters in the fenced area at the rear of the building.
  3. Clean kitchen
  4. NO alcohol on premises
  5. Lessee is responsible for all guests. Guests are not to go anywhere else in the building. Children are not to roam around the building or be unattended.
  6. Lessee is responsible for any and all damage to include all garbage and parking lot.
  7. No tape to be placed on walls or ceilings.
  8. No Food allowed outside the car room.
  9. No rice, bird seed, glitter or confetti is allowed on the premises.
  10. Turn off all lights and lock all doors.
  11. Leave premises in the matter in which it was found.
  12. No loud music or noises.
  13. No rentals can start before 9:00am. 
  14. MUST be cleaned up and out of the building by 9:00pm unless determined by the Parks and Recreation Director.
  15. Final payment and paperwork must be completed at least three business days before event. Between the hours of  8:30am and 5:00pm. 
  16. No keys are given to renters. Parks and Recreation Staff will lock and unlock the facility. 
  17. Surrounding West End Hall parking lots are public parking lots at first come first serve. The City of Easley cannot reserve parking spaces for Carr Room rentals. 

Section 7: Checkout Information

Completion and submission of this form represents a REQUEST ONLY for park shelters and room space, not a guaranteed rental.

  1. You will receive a response when your awarded date(s) and time(s) are ready to view, generally within five business days. If the first date of your rental request is more than two months from today, please allow greater than five business days for processing.
  2. Full payment is due prior to facility usage for any rentals. Please review the fee schedule at the top of this page for each specific facility. 
  3. For full consideration, any request for a facility rental should be submitted at least 1 full week prior to the first date of your requested rental.
  4. The further in advance of your event we receive your request, the greater the likelihood we will be able to meet your needs.
  5. EPRD reserves the right to terminate any reservation due to nonpayment or late payment.
  6. EPRD reserves the right to change/cancel your reservation time, location, and/or duration with notice.
  7. Failure to follow terms and conditions of renting shelters or rooms from EPRD could result in loss of your ability to rent from EPRD in the future.
  8. Cancellations: When a rental is cancelled due to inclement weather, the user will be offered an alternate date, if available or a refund. Otherwise, no refunds. 

To the fullest extent permitted by law, my organization and I shall indemnify and hold harmless the City of Easley for the purpose of utilizing the above city property. I personally accept the responsibility for payment of the fees and the observance of all regulations specified through rules and regulations guidelines posted on-sight as well as any and all city ordinances, state and local law.



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