Rental Request & Agreement

3939 Nearing Lane, Decatur, Illinois, 62521 ● Phone: 217.423.7708 ● MaconCCD.org ● Rentals@MaconCCD.org

PLEASE READ PAGES 2-4 CAREFULLY FOR ALL RULES & INFORMATION REGADING YOUR RENTAL.

DEPOSIT & PAYMENT

  • Payments must be made in full at the time of booking to secure the reservation. This includes the damage deposit which is not considered part of your rental fee and must be added to the rental fee total when completing the application.
  • Reservations must be made 15 business days prior to the event.
  • Must be 18 years of age or older to make a reservation and contact person on site the day of the event must be 18 years of age or older.
  • Violation of any guidelines in the policy below may result in forfeiture of deposit.
  • If excessive damage is found that will not be covered by the deposit, the deposit will be forfeited, and Renter will be billed the replacement value amount.
  • Firewood bundles must be purchased from the Macon County Conservation District and the gathering of wood, sticks, and debris from the forest or trails is strictly prohibited.

CANCELLATION POLICY

  • Cancellations must be made at least 15 full days in advance of the event to receive a full refund.
  • Cancellations made less than 15 full days in advance forfeit the deposit.
  • Cancellations made less than 7 full days in advance forfeit the entire paid balance upon cancellation.

VENDOR GUIDELINES

  • All vendors that will be used for your event will need to be submitted to the Macon County Conservation District in order to determine insurance requirements.

CATERING

  • Caterers staying on-site must be licensed and meet with the venue representative staff member and provide the following: Certificate of Insurance with the following requirements:
  • Catering will have access to the venue beginning at the start of the reservation start time. Catering service is not permitted to cook on the stovetop in the kitchen, and the kitchen must be returned to the same conditions as they were upon arrival.
  • Macon County Conservation District (3939 Nearing Lane, Decatur, IL 62521) must be listed as the certificate holder.
  • Macon County Conservation District must be listed as additionally insured, with proof of general and auto liability if driving into the Rock Springs Conservation Area.
  • ☑ A minimum of $1,000,000 of coverage.

○ Copy of Health Department license.

Day-of schedule (arrival time, serving time, service duration, etc.)

○ Space requirements, special needs, and layout.

○ Adequate amount of catering staff based on guest count.

ALCOHOL/BARTENDING.

  • The renter must hire a licensed, insured, and BASSET certified bartending service. SELF-SERVING IS PROHIBITED. If self-serving is discovered, renter forfeits all deposits and will be asked to dispose of the beverages.
  • Bartending services must discuss requirements with and provide the following to the Macon County Conservation District: Certificate of Insurance with the following requirements:
  • Macon County Conservation District (3939 Nearing Lane, Decatur, IL 62521) must be listed as the certificate holder.
  • Macon County Conservation District must be listed as additionally insured, with proof of general and auto liability if driving into the Rock Springs Conservation Area.
  • ☑ A minimum of $1,000,000 of coverage.
  • ■ Dram shop/Liquor Liability coverage.

Day-of schedule (arrival time, serving time, service duration, etc.)

○ Space requirements, special needs, and layout.

○ Adequate amount of staff/bartenders based on guest count.

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