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

Additional Rental Rules & Information Sheet for the Rock Springs Nature Center

DECORATIONS

  • Macon County Conservation District will not provide decorations, linens, dishes, or cutlery.
  • No permanent or damaging changes are to be made to the venue (i.e. nails, duct tape, glue, screws or staple guns). Masking and painters tape are permitted; however, Renter is responsible for any damages these cause.
  • Confetti, fake flower petals, smoke sticks/bombs, rice, and live animals (butterflies, birds, etc.) are not allowed.
  • All decorations must be removed at the conclusion of the event. Any items left will be disposed.
  • Smoking/fog machines, real candles, sparklers, and fireworks are prohibited.
  • No inflatables (i.e. bounce houses, pools, etc.) or tents are permitted.
  • Tables indoors and patio furniture outdoors are not to be moved. Please do not lean folded chairs against the walls inside.

ARRIVAL/DEPARTURE

  • Access to reserved spaces both indoors and outdoors begins and end at your contracted time. This includes decoration set-up and tear-down. Please plan your times accordingly.
  • Occupying the space before/after your contracted rental time may result in additional time being charged.
  • Occupying other rooms that were not agreed upon or paid for will result in additional charges.
  • Please ensure the reserved area(s) are cleaned up, garbage is placed in the garbage cans located inside the rooms, and the area is vacated by guests at the conclusion of the event. Please do not take trash out to dumpsters yourself.
  • To give our staff ample time to reset the room and close the building, all rentals must end and be out of the rented space(s) by 4:30pm, 30 minutes before the building's 5pm closing time.
  • Items including decorations, alcohol, or other event materials may not be left outside of the reserved event time and will be disposed of.

OTHER REMINDERS

  • Vehicles are not permitted on grassy areas, trails, or sidewalks.
  • Indoor and outdoor capacity amounts cannot be combined. Meaning, if renting all downstairs rooms plus the patio, in the event of inclement weather, the 100 guests outside cannot join the 110 guests inside as it goes over the maximum allowable capacity. Please make sure to plan accordingly.
  • Watch your step while entering/exiting the patio area from the large doors, there is a height difference in the threshold.
  • The Macon County Conservation District is not responsible for lost/stolen items.
  • The Macon County Conservation District is not responsible for monitoring nor reporting approaching weather systems to its Renter nor to the participants and spectators at events held on District property. All risk of injury or death from weather-related conditions that may arise is expressly assumed by Renters, participants, and spectators.
  • Only service dogs that are leashed are permitted inside the venue, all other animals are prohibited.
  • Amplified music or use or a loudspeaker must have prior approval from the venue representative. Music and speaker usage is not permitted after 8pm.
  • Event attendees must park in main blacktop parking lot. Parking in staff rock lot is prohibited. Parking lot cannot be reserved for the event.
  • Real candles inside the fireplace or firepit are prohibited.
  • Staff will light and extinguish fires at the beginning and conclusion of the event.
  • No cooking or major food prep is allowed in the kitchen. Warming trays, proofers, and chaffing dishes are permitted.
  • Only staff can open, close, or move the interior and exterior movable walls and doors. Damages to these due to Renter or guests attempting to move them will result in forfeit of deposit and could result in additional billing to cover damage to the walls or doors.
  • Once set up in the pre-approved layout, tables cannot be moved due to possibility of floor damage.
  • Children are to be supervised at all times, both inside and outside the facility. Running up and down the stairs, going into staff only areas, or playing with the elevator are not permitted.
  • District staff will be on-site at all times during the event as representatives of the Macon County Conservation District. They are there to protect the facility and property, and to assist if Renter has questions or needs more supplies (garbage bags, cleaning spray, etc.) They are not there as a wedding/event planner or coordinator, waiter/waitress, bar server, decorator, babysitter, busser, or in any other capacity. They are there to ensure the Renter cleans the space properly and leaves the venue as they found it.
  • If there are any violations to these rules or any other rules listed in this agreement, we reserve the right to immediately terminate the reservation and retain the deposit.

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