Facility Rentals

1. No persons shall use parts of LWSRA facilities that are not designated in their rental agreement.
2. Full payment is due seven (7) days prior to the first rental date or the rental will be CANCELLED.
3. No functions are to be held for the purpose of advertising or promotion of outside organizations.
4. Groups must supply their own equipment and may not use LWSRA equipment without prior permission.
   *parties will be provided LWSRA’s free play equipment (basketballs, volleyballs dodgeballs, scooters, etc.)
5. Special requests must be provided prior to rental including set-up arrangement of chairs, tables, etc.
6. The recreation center is a Non-Smoking Facility. Alcohol is not permitted without prior authorization (below).
7. Return all areas to the order you found it INCLUDING all trash in the receptacles provided.
8. Additional fees may be charged for large events based on needed additional manpower, equipment or supplies at the discretion of the rental coordinator or executive director.
9. Renters and guests are not to arrive earlier than their designated starting time and must be out of the building at the designated time listed of the permit. INCLUDE any time needed for decorating/clean-up.
10. No tape or adhesive decorations may be placed on walls or ceilings. No tape may be used on gym floor.
11. All children must be supervised by an adult age 21+ at all times.
12. Improper speech or conduct, indecent acts or other personal behavior not accepted in public places is prohibited. A supervisor is expected to be on premise for the duration of the party.
13. No breakable glass objects shall be brought into or used within the rec center without prior permission.
14. No firearms or fireworks shall be carried into the building.
15. The facility is limited in size: Please adhere to the listed and posted occupancy signs.
16. Rentals may be canceled two weeks prior to rental date for a full refund. Refund may take up to 3 weeks for processing. Cancelations within one (1) week of rental date will result in forfeiture of damage deposit.
17. The Lincolnway Special Recreation Association reserves the right to cancel or re-locate any scheduled activity to another location due to scheduled Association functions/programs.

1. All rentals require a $50 refundable damage deposit. Deposit will be forfeited for damages from your rental or violation of rental guidelines (including failure to return room to starting condition or late departure).
2. Parties without alcohol or outside vendors and meeting rentals do NOT need to provide additional insurance.
3. Parties or event rentals where alcohol will be consumed MUST purchase additional event liability insurance, complete a signed agreement acknowledging consumption guidelines and pay an additional security deposit.
   Link to insurance estimate: https://www.theeventhelper.com/#ByPaib (do NOT purchase insurance without approval)
4. Organizations hosting events/sports and parties with outside vendors (bounce house, DJ, etc.) MUST provide Public Liability Insurance in an amount not less than $1,000,000 and Property Damage Insurance in an amount not less than $1,000,000 by supplying a certificate naming the Lincolnway Special Recreation.

WHEN IS FULL PAYMENT DUE?

The damage deposit is required to reserve your slot and should be paid once the date/time requested is confirmed and entered to our system. Remaining balance should be paid no later then seven (7) days prior to rental.

HOW CAN I PAY?
Credit cards are accepted in-person and over-the-phone (MasterCard, Visa, Discover, AMEX). Credit Cards are preferred for ease of refunding your damage deposit.

WHAT SPACES SHOULD I RENT?
The space you rent is dependent on the size and type of rental you are hosting. View Virtual Tour

• Sports: Half or full gym is available depending on number of athletes and type of sport.
• Small Parties (50 or less guests): Access to full gym and connected party room (seating for 40)
• Large Parties (51-300 attendees): Access to full gym (party room may be requested). Additional tarp fee for the tarp that will cover a portion of the gym for seating/food (additional fees will apply as party size increases). 
• Meetings/General use: A classroom will be provided for meetings or general use.

WHAT SETUP DO I NEED TO DO?
We will communicate the week prior to your rental for a final estimated headcount and to confirm setup. LWSRA will set up the tables/chairs so you only need to prepare your items. (please communicate specific setup needs in advance)

CAN I HAVE FOOD DELIVERED?
Yes, you may either bring in food or have food delivered. Chafing pans may be used to keep food warm. Food may NOT be prepared on the premises.

CAN I BRING ALCOHOL?
Alcohol is only permitted for certain rentals depending on adherence to consumption guidelines after approval is granted by rental coordinator and the executive director. Additional event insurance must be purchased. Alcohol may not be served to anyone under 21 years of age. When alcohol is present admission cannot be charged for the event and no alcohol may be sold. Alcohol may only be served at no additional cost or BYOB style. A posted last call time will be set depending on the length of the rental. Alcohol may not be permitted if other programs or rentals are occurring simultaneously. Please contact the rental coordinator for additional information.

CAN I DECORATE?
Decorations are allowed provided they adhere to usage guidelines. No tape or adhesives may be attached to walls or the gym floor, only to gym padding, tables or doors (all tape/residue must be removed by the end of your rental). No glitter or balloons are allowed in the gym. Tables may be decorated (all tables are 6’ rectangular folding tables).

DO YOU HAVE A SOUND SYSTEM?
The gym has a sound system and free wi-fi that rentals may connect a Bluetooth device to play music (provided no other programs or rentals are present in the space).

DO I NEED AN INSURANCE CERTIFICATE?
Organizations such as youth sports teams, MUST provide a Certificate of Insurance (COI) naming Lincolnway Special Recreation as additionally insured.
*Requirement may be waived for meetings of less than 40 people with no alcohol being served.

Birthday parties with alcohol or outside vendors (bounce houses, DJ’s, laser tag/nerf war companies, knockerball, face painting, magicians, etc.) are allowed with advance approval and EACH vendor MUST provide a COI naming LWSRA as additionally insured covering the date(s) of the rental.
*See specific requirements under Facility Usage Guidelines