Special Event Venues Application Package

Special Event Venues
Application Package
For additional resources, please visit www.chicagoparkdistrict.com/specialeventvenues
printed on recycled paper
Pictured on cover: Tiffany & Co. Foundation Celebration Garden (top); Northerly Island (2 row left); South Shore Cultural Center (2 row middle); Lincoln Park Conservatory (2nd row
right); Columbus Park Refectory (3rd row left); Humboldt Park Boat House (3rd row middle); Promontory Point (3rd row right); Garfield Park Conservatory (bottom).
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nd
CHICAGO PARK DISTRICT SPECIAL EVENT VENUES MAP
State St.
00
State St.
00
Halsted St.
800 W.
Halsted St.
800 W.
Ashland Ave.
1600 W.
Ashland Ave.
1600 W.
Western Ave.
2400 W.
Western Ave.
2400 W.
Kedzie Ave.
3200 W.
Kedzie Ave.
3200 W.
Pulaski Rd.
4000 W.
Pulaski Rd.
4000 W.
Cicero Ave.
4800 W.
Cicero Ave.
4800 W.
Central Ave.
5600 W.
Central Ave.
5600 W.
Narragansett Ave.
6400 W.
Narragansett Ave.
6400 W.
Harlem Ave.
7200 W.
Harlem Ave.
7200 W.
TouhyTouhy
Ave. Ave.
7200 7200
N. N.
Devon
Ave. Ave.
Devon
6400 6400
N. N.
Berger
Park
Berger
Park
Bryn Bryn
MawrMawr
Ave. Ave.
5600 5600
N. N.
LAKELAKE
MICHIGAN
MICHIGAN
Broadway
Broadway
Armory
Armory
Lawrence
Ave. Ave.
Lawrence
4800 4800
N. N.
IrvingIrving
Park Park
Rd. Rd.
4000 4000
N. N.
Waveland
Clock
Tower
Waveland
Clock
Tower
Belmont
Ave. Ave.
Belmont
3200 3200
N. N.
Fullerton
Ave. Ave.
Fullerton
2400 2400
N. N.
Lincoln
Park
Conservatory
Lincoln
Park
Conservatory
NorthNorth
Ave. Ave.
1600 1600
N. N.
Chicago
Ave. Ave.
Chicago
800 N.
800 N.
Madison
St. St.
Madison
00 00
Roosevelt
Rd. Rd.
Roosevelt
1200 1200
S. S.
Cermak
Road/22nd
St. St.
Cermak
Road/22nd
2200 2200
S. S.
31st St.
31st St.
3100 3100
S. S.
ADMINISTRATION
OFFICE
ADMINISTRATION
OFFICE
Humboldt
Park
Humboldt
Park
Field
House
& &
Field
House
Boat
House
Boat
House
Gareld
Park
Conservatory
Gareld
Park
Conservatory
Columbus
Park
Columbus
Park
Refectory
Refectory
Department
of Park
Department
of Services
Park Services
Cancer
Survivors
Garden
Cancer
Survivors
Garden
Daley
Bicentennial
Daley
Bicentennial
Plaza
Plaza
Buckingham
Fountain
Buckingham
Fountain
Women’s
Park
Women’s
Park
& Gardens
& Gardens
Douglas
Park
Cultural
& &
Douglas
Park
Cultural
Community
Center
Community
Center
Grant
Park
North
Rose
Garden
Grant
Park
North
Rose
Garden
Tiffany
& Co.
Foundation
Tiffany
& Co.
Foundation
Celebration
Garden
Celebration
Garden
Northerly
Northerly
Island Island
Northerly
Northerly
Island
Island
39th St.
39th St.
3900 3900
S. S.
47th St.
47th St.
4700 4700
S. S.
55th St.
55th St.
5500 5500
S. S.
63rd St.
63rd St.
6300 6300
S. S.
71st St.
71st St.
7100 7100
S. S.
79th St.
79th St.
7900 S.
7900 S.
87th St.
87th St.
8700 S.
8700 S.
95th St.
95th St.
9500 S.
9500 S.
103rd St.
103rd St.
10300 S.
10300 S.
111th St.
111th St.
11100 S.
11100 S.
119th St.
119th St.
11900 S.
11900 S.
Promontory
Promontory
Point
Point
Washington
Park
Washington
Park
Refectory
Refectory
rd Beach House
63rd63St.
St. Beach House
South
Shore
South
Shore
Cultural
Center
Cultural
Center
Dear Patron,
Thank you for choosing the Chicago Park District to host your next
event. Chicago parks are home to some of the city’s most spectacular sites.
From architectural icons that boast grand ballroom settings to stunning
lakefront venues and gardens, we offer an array of unique locations to
make your event a rousing success.
Each year thousands of picnics, weddings, birthday celebrations,
corporate and social galas are hosted in our parks. In addition to our
team of professionals dedicated to helping you select the location that
best suits your needs, we work with an impressive list of caterers, event
planners and décor specialists to help make sure your event is executed
with your signature touch.
Inside you will find everything you need to reserve your desired Chicago
Park District space, including the application and information on the
application process, fees and insurance requirements.
Chicago parks have been the backdrop of countless memorable occasions.
We look forward to working with you to plan an event that offers a
lifetime of memories for you and your guests.
Sincerely,
Timothy J. Mitchell
General Superintendent & CEO
Chicago Park District
INSTRUCTIONS: Please carefully read the “Proposal Process” and “Policies & Procedures” sections before completing this application.
The Chicago Park District reserves the right to alter or amend the Proposal Process and/or Policies and Procedures.
PROPOSAL PROCESS
1. Choose a Special Event Venue and date. Please visit www.chicagoparkdistrict.com/specialeventvenues for
more information on the Chicago Park District Special Event Venues, including timeframe requirements,
availability, restrictions, rates, and all additional information. If you wish to schedule a site visit and/or
appointment, please contact the appropriate Special Event Venue.
2. Application should only be submitted once Applicant is prepared to reserve space and pay appropriate nonrefundable fees. The Chicago Park District (CPD) reserves space on a first-come-first-serve basis; dates
are not temporarily held for any Applicant.
3. Please be sure to complete all sections of this application. All proposed activities and events are subject to
the approval of the Park District. The Park District will not consider applications that are incomplete and/or
do not include the non-refundable and non-transferable $35 Application Fee and the Reservation Down
Payment (50% of Rental Fee).
4. Submit this completed Application and non-refundable and non-transferable Application Fee & Reservation
Down Payment by mail, delivery in person, email or fax to the appropriate Office (see pages six through
seven of this packet). Submittal of an application does not grant confirmation to conduct an event; all
applications are subject to review. Applications are processed on a first-come-first-serve basis.
5. Upon approval of the application by the Park District, the Applicant's initial non-refundable payment will be
deposited and the date and location will be put on hold for the Applicant. Please note that the Application
Fee and Reservation Down Payment are non-refundable and non-transferable from the moment the
funds are accepted and tendered.
6. A Special Event Venues Agreement and Conditional Letter of Approval, which indicates the additional
required documentation that will be needed at least 30 days prior to the event, will be issued. The Park
District reserves the right to require additional information or documentation regarding the Applicant,
Applicant's company, sponsoring company/organization, cosponsors, event participants, event vendors,
event activities or the event itself. Failure to submit requested information, documentation or fees in a timely
manner may be cause for denial.
7. Applicant then submits all remaining required fees and the requested documentation for review per the
deadlines indicated in Policies & Procedures and Conditional Letter of Approval. Once the requirements and
event features have been approved, the Event will be officially permitted.
Chicago Park District Special Event Venues Application
1
POLICIES & PROCEDURES
AGREEMENT
Once Applicant submits non-refundable Reservation Down Payment, Application Fee, and this Application,
the CPD Designee will issue a Special Event Venue Agreement (Agreement) in order to secure the
reservation. Please note that the Application Fee and Reservation Down Payment are non-refundable and
non-transferable from the moment the funds are accepted and tendered; it is not contingent on Applicant’s
signature on Agreement. Applicant then submits all remaining required fees and the requested
documentation for review. Once the requirements and event features have been approved, the Event will be
officially permitted and Applicant receives a signed/fully executed copy of the Agreement.
_________________________________________________________________________
INSURANCE
At least 30 days in advance of the event, the Applicant must provide certificates of insurance and
endorsements that show the Chicago Park District as additional insured for the date(s) of the Event and the
certificate holder. Insurance requirements will be outlined in writing at time of Agreement.
_________________________________________________________________________
AMENDMENTS OR REVISIONS
It is the responsibility of the Applicant to properly inform the Chicago Park District (CPD) of any and all
amendments and/or revisions to the original application. All amendments and/or revisions must be made in
writing and are subject to the review and approval of the Park District. Failure to comply with the conditions of
the Agreement or misrepresentation of any disclosures shall result in the immediate cancellation of the
Agreement. The Applicant shall waive any claims against the CPD for damages arising from such
cancellations.
_________________________________________________________________________
CANCELLATIONS
To cancel the Event, the Applicant shall send notice to the Chicago Park District in writing, no later than six (6)
months prior to the date of the scheduled Event. If cancellation is received at least six (6) months prior to the
Event, a full refund less the Reservation Down Payment and Application Fee will be made. All payments
except the Security Deposit are forfeited if the Applicant cancels less than six (6) months before the Event.
The Reservation Down Payment is never refundable or transferable. No refunds or rain dates are available
due to inclement weather.
_________________________________________________________________________
FEES
Please refer to www.chicagoparkdistrict.com/specialeventvenues for fees specific to each venue. Rental fees,
personnel fees, security officer fees, equipment rental fees, set-up/cleaning fees, and/or miscellaneous fees
may be applicable for a particular Venue in order to host an event.
_________________________________________________________________________
SECURITY DEPOSIT
All Applicants are required to pay a refundable Security Deposit. If damage has occurred or Polices &
Procedures are not followed, the Chicago Park District will determine whether the Security Deposit, in whole
or in part, will be withheld. Circumstances where the Chicago Park District may retain a portion or all of the
Security Deposit include but are not limited to the Agreement and/or Policies and Procedures violations,
property damage and staff time/other resources incurred making CPD whole. This can include: 1) damage to
Chicago Park District property; 2) additional clean up costs; 3) operation of vehicles on grass or unauthorized
areas; 4) repairs due to the misuse of Chicago Park District facilities; 5) delivery or pick up of event equipment
outside of Applicant’s approved time; 6) misrepresenting the event and/or information in the application,
including event attendance and event features; 7) event beginning or ending outside of permitted time; 8)
Applicant’s failure to abide by all laws, statutes, ordinances, rules, regulations, codes, and executive orders of
the Chicago Park District, the City of Chicago, the State of Illinois, and the United States.
Chicago Park District Special Event Venues Application
2
_________________________________________________________________________
EVENT HOURS
Events are restricted to the public hours of the park. If access to the Venue is necessary for set-up or teardown either before or after public hours, then the Applicant may be charged an additional rental fee and will
be required to cover all costs associated with the request, if approved. Not available at all venues.
_________________________________________________________________________
CATERING
To insure the success of the Event, the CPD has a List of Preferred Professionals who are trained in the
policies and procedures of the CPD. The list can be found in the addendum section of this application packet.
All caterers on the List are fully licensed by the city and state and are properly insured. The caterer provides
all personnel, materials, and supplies required in the preparation of food, alcoholic and non-alcoholic
beverages, and direct provision of all beverages. Alcoholic beverages of any kind shall not be sold or
distributed on the Premises except by a Chicago Park District approved caterer with food service. Provision
or service of alcoholic beverages by an individual or company that is not an approved caterer, including by the
Applicant or Applicant’s agent/associate, is prohibited. Donated food and cash bars are prohibited. Any
violation may result in the cancellation of the Event and/or the withholding of the Applicant’s Security Deposit
and/or a penalty fee.
_________________________________________________________________________
RENTALS, TENTING & EVENT PRODUCTION
Applicants must use firms from our Preferred Professional List for all rental and event production needs,
including but not limited to rentals of tents, tables, chairs, staging, linen, catering equipment, plates, lighting,
dinnerware, audio-visual equipment, production elements, etc.
Any structure including tents and canopies larger than 400 square feet require a permit from the City of
Chicago Department of Buildings (DOB), (312) 744-3449.
_________________________________________________________________________
VENDORS
The Applicant must provide to the CPD the contact information of all vendors and/or subcontractors
associated with the event such as florists and entertainment. The CPD reserves the right to disapprove the
use of any vendor or subcontractor used for any component of the Event. The List of Preferred Professionals
can be found in the addendum section of this application packet.
_________________________________________________________________________
AMPLIFIED SOUND
The proposed location of the sound system, direction of sound and location of all speakers must be identified
on Applicant’s final site layout. For outdoor events, amplified sound must be directed away from residences.
Amplified sound must comply with section 11-4-1110 and 11-4-2800 through 11-4-2920 of the Chicago
Municipal code.
_________________________________________________________________________
ELECTRICAL NEEDS & LIGHTING
Electrical power at indoor Special Event Venues may be limited, and generators must be rented for electrical
needs at most outdoor Venues. If decorative lighting is to be used, a detailed plan must be submitted to the
CPD Designee at least 30 days prior to the Event for review. No open flames are permitted; however, votive
lights and small, enclosed candles are acceptable for use on tables.
_________________________________________________________________________
ENTERTAINMENT
The CPD reserves the right to approve or disapprove any entertainment offered at an Event to ensure that the
nature of the gathering is consistent with the CPD's mission. The name and type of entertainment must be
provided to the CPD Designee at least (30) days in advance of the Event.
_________________________________________________________________________
Chicago Park District Special Event Venues Application
3
DÉCOR & BANNERS
1. Any décor to be used must be approved by the CPD Designee. Applicant must completely remove all
decorations brought in by the Applicant during the Applicant’s approved timeframe.
2. Helium balloons are prohibited and may not be released.
3. Glitter or confetti is prohibited.
4. The CPD must approve the display of corporate, sponsor, and/or Event identity logos or banners. Upon
approval, banners may be displayed only within the permitted area and secured with Applicant’s provided
equipment. If approved, any decorations to be hung, suspended or posted by Applicant must be placed at
a height reachable with a six (6) foot ladder (which the Applicant or Preferred Professional provides).
5. No nails, hooks or tape of any kind may be used to display banners or any decor.
6. Anything that is decorative or an integral part of the interior or exterior of the site cannot be removed such
as plants, flags, artwork, lighting fixtures, piano, etc.
7. Fastening or attaching any rope, sign, banner, flyer or other object to any tree, shrub or park feature on
Chicago Park District property is strictly prohibited.
_________________________________________________________________________
DELIVERIES & PICK-UPS
CPD employees may not accept deliveries. All equipment or rentals must be delivered and must be removed
within Applicant’s approved timeframe. The Applicant is responsible for receiving deliveries for the Event
including transporting and securing items within the Venue and ensuring that items are removed within
timeframe. The CPD is not responsible for any equipment or supplies during Event or left on the premises
after the Event. Applicant may be issued Vehicle Delivery Passes for select venues, which allow delivery
vehicles to drive on paved surfaces to access the venue. The Vehicle Delivery Pass allows for pick-up and
drop-off only and does not include parking privileges. Failure to comply with this provision forfeits the Security
Deposit. The Chicago Park District is not responsible for, nor makes any accommodations for vehicles that
are ticketed and/or towed.
_________________________________________________________________________
PARKING
All parking arrangements, if available, must be coordinated and/or paid for by Applicant and/or their guests.
The Agreement does not include parking arrangements, including but not limited to the exclusive and/or free
use of Chicago Park District parking lots. The Chicago Park District reserves the right to alter the price of
parking and/or change the stipulations of nearby parking lots. Neither the Applicant nor any person attending
or servicing an Event may park on the public way, grass, beaches, service roads, pedestrian paths, recreation
courts or athletic fields. Failure to comply with this provision forfeits the Security Deposit.
_________________________________________________________________________
PUBLICITY
The content of all printed and Internet materials including promotional material, press releases, electronic
copy and radio advertisements must be submitted to the CPD Designee for review before being printed,
released, and/or transmitted. Applicant shall not transmit a description of any portion of the Event by means
of radio broadcasting, television or Internet without first receiving written permission from the CPD Designee.
Any violation may result in cancellation of the event. All photographs of CPD property to be submitted for
publication must be approved by the CPD. Applicant may not place the CPD telephone number, contact
information, or logos on any written or Internet material without prior written consent of the CPD Designee.
_________________________________________________________________________
PROHIBITED ACTIVITIES
1. Smoking indoors or within 15 feet of an entrance and on beaches
2. Any form of gambling activity
3. Firearms (requires additional permit and approvals from other governmental agencies, insurance and other
documents as determined by CPD Designee)
Chicago Park District Special Event Venues Application
4
4. Live animals (requires additional permit and approvals from CPD and other governmental agencies,
insurance and other documents/fees as determined by CPD Designee)
5. Fireworks (requires additional permit and approvals from other governmental agencies, insurance and
other documents as determined by CPD Designee)
6. Ticketing and Fund Raising. Commercial ticketing by private agents is prohibited. Any organization
seeking to use the Special Event Venue for an Event involving an admission charge or fundraising must be
a non-for-profit, tax-exempt organization under Section 501c(3) of the IRS code. A copy of the IRS
determination letter must be provided to the CPD Designee prior to executing the Agreement. The
sponsoring organization must appear on the Agreement and present the insurance documentation in their
name. The sponsoring organization must be involved in the planning of the Event.
The CPD Designee must approve use of any automobile, vending, giveaways, distribution of pamphlets,
smoke, lasers or any equipment to be hung from any surface. Please refer to the Chicago Park District Code
for other prohibited activities. Applicant is responsible for enforcing these policies and procedures during their
entire event, including during set-up and tear-down.
_________________________________________________________________________
SECURITY SERVICES
Security must be provided by Chicago Park District for the Event and paid for by the Applicant, unless
otherwise determined. Security staffing requirements for each Event will be determined by the CPD Designee
and is based on type and nature of the Event. The CPD reserves the right at Applicant's cost to assign
security for an Event which serves alcoholic beverages, social activities involving teenagers or any Event that
is deemed necessary by the CPD.
_________________________________________________________________________
GUEST COUNT
A final guest count must be provided to the CPD Designee at least (3) days prior to the Event. No significant
increase in the number of attendees shall be changed less than (30) days prior to the Event without the
consent of the CPD Designee. Failure to comply with the above condition may result in termination of the
Agreement. The CPD reserves the right to close access to the Event should the attendance reach site
capacity.
_________________________________________________________________________
ROOM(S)
The Agreement will indicate which specific room(s) the Applicant may use. Additional fees may be assessed
should the Applicant request additional room(s) or hours. The CPD may permit to other Applicants the use of
other spaces within the Special Event Venue; therefore, multiple events may occur at the same time/location.
_________________________________________________________________________
SITE PLAN
A final layout must be submitted to the CPD Designee for approval at least 30 days prior to the Event. If
extensive, unusual or special set-up is required, it must not interfere with other site activities and must be
arranged in advance with the CPD Designee.
_________________________________________________________________________
DAMAGE
The Applicant will be responsible for damage including repairs or replacement costs to equipment, furniture,
facilities, grounds or related items in or around the Special Event Venue caused by Applicant, attendees,
vendors or any person associated with the event. Additional penalty fees may be assessed.
Chicago Park District Special Event Venues Application
5
SUBMITTING YOUR SPECIAL EVENT VENUE APPLICATION
The review and approval of a SEV Application is coordinated through the appropriate Office of the Chicago Park District (hereinafter “Park District”).
Please consult below to determine where to send your proposal and/or to set up an appointment.
•
•
•
•
•
•
•
•
•
•
VENUE
CONTACT
63rd St. Beach House
Buckingham Fountain
Cancer Survivors Garden
Daley Bicentennial Plaza
Grant Park North Rose Garden
Northerly Island Visitors Center & Tent
Promontory Point
Tiffany & Co. Foundation Celebration Garden
Waveland Clock Tower
Women’s Park and Garden
Chicago Park District
Department of Park Services
Special Event Venues
541 N. Fairbanks Ct., 4th Floor
Chicago, IL 60611
Phone: (312) 742-4847
Fax: (312) 742-6038
• Berger Park
Berger Park
Attn: Private Rentals
6205 N. Sheridan Rd.
Chicago, IL 60660
Phone: (773) 761-0376
Fax: (773) 761-0365
• Broadway Armory
Broadway Armory
Attn: Private Rentals
5917 N. Broadway St.
Chicago, IL 60601
Phone: (312) 742-7502
Fax: (312) 742-4016
• Columbus Park Refectory
Columbus Park Refectory
Attn: Private Rentals
5701 W. Jackson Blvd.
Chicago, IL 60644
Phone: (773) 287-0856
Fax: (773) 287-0857
• Douglas Park Cultural & Community Center
Douglas Park Cultural & Community Center
Attn: Private Rentals
1401 S. Sacramento Ave.
Chicago, IL 60623
Phone: (773) 762-2842
Fax: (773) 762-2863
•
Garfield Park Conservatory &
Lincoln Park Conservatory
Garfield Park Conservatory
Attn: Private Rentals
300 N. Central Park Ave.
Chicago, IL 60624
Phone: (312) 746-5250
Fax: (773) 638-1777
Continued on the following page
Chicago Park District Special Event Venues Application
6
SUBMITTING YOUR SPECIAL EVENT VENUE APPLICATION (CONT.)
VENUE
CONTACT
• Humboldt Park Field House & Boat House
Humboldt Park Field House & Boat House
Attn: Private Rentals
1400 N. Sacramento Ave.
Chicago, IL 60622
Phone: (312) 742-7549
Fax: (312) 742-1502
• South Shore Cultural Center
South Shore Cultural Center
Attn: Private Rentals
7059 S. Shore Dr.
Chicago, IL 60649
Phone: (773) 256-0149
Fax: (773) 256-1163
• Washington Park Refectory
Washington Park Refectory
Attn: Private Rentals
5531 S. Russell Dr.
Chicago, IL 60637
Phone: (773) 256-1897
Fax: (773) 256-0994
Please continue to the application section on the following pages. The information must be filled out completely, so
please read carefully. Refer to this section and the map on the opening page of this packet for location information when
selecting your venue on following pages 8-9. Please contact the appropriate venue and/or visit www.chicagoparkdistrict.
com/specialeventvenues if you have any questions regarding the venues.
Chicago Park District Special Event Venues Application
7
SPECIAL EVENT VENUES APPLICATION
APPLICANT INFORMATION
NAME OF APPLICANT: ______________________________________________________________________________________________________
NAME OF EVENT ORGANIZER/PRODUCER (if different from Applicant): _ ________________________________________________________________
PRODUCTION COMPANY/ORGANIZATION: _ ____________________________________________________________________________________
STREET ADDRESS:_____________________________________________________________________________ APT/UNIT/SUITE: ____________
CITY: _____________________________________________________________________ STATE: ___________ ZIP CODE: ___________________
E-MAIL ADDRESS: _________________________________________________________________________________________________________
DAYTIME PHONE: ___________________________________ FAX: __________________________ CELL PHONE: _ _________________________
EVENT DAY ON-SITE CONTACT: ___________________________ DAYTIME PHONE: _________________ CELL PHONE: ____________________
(if different from Applicant)
EVENT SPONSOR: Are you, the applicant, organizing this event on behalf of another organization?
(Please check No or Yes below. If Yes, please provide additional information as requested below.)
No
Yes1
Name of Organization1:
NAME OF SPONSORING ORGANIZATION CONTACT (if applicable): __________________________________________________________________________
ADDRESS OF SPONSORING ORG.:____________________________________________________________________________________________________
SPONSORING ORG. CONTACT PHONE: _____________________ CITY: ________________________ STATE: ________ ZIP CODE: ___________________
Additional Documentation Required: If you checked “Yes” above, please submit an endorsement letter from the organization (on their official
letterhead) on whose behalf you are organizing this event.
1
EVENT INFORMATION
M a n a g e d by Pa r k D i s t r i c t A d m i n . O f f i c e
Check the box(es) for the Special Event Venue(s) you wish to rent. Rental fees vary for each facility. Facility options continue on the next page.
63rd St. Beach House
Serenity Courtyard
Fountain Courtyard
Promenade
Entire Site
---------------------------------------------------------------------------------------------Southern Pavilion
Entire Site
Northern Pavilion
Buckingham Fountain
---------------------------------------------------------------------------------------------Cancer Survivors Garden
Garden
---------------------------------------------------------------------------------------------Daley Bicentennial Plaza
Ice Rink
Garden
---------------------------------------------------------------------------------------------Garden
Grant Park North Rose Garden
---------------------------------------------------------------------------------------------Visitors Center
Tent
Northerly Island Visitors Center
Lakefront Lawn
---------------------------------------------------------------------------------------------Inside Building & Patios
Promontory Point
---------------------------------------------------------------------------------------------Garden
North Tenting Area
Tiffany & Co. Foundation Celebration Garden
---------------------------------------------------------------------------------------------Lakefront Lawn
Waveland Clock Tower
---------------------------------------------------------------------------------------------Garden
Women’s Park and Garden
---------------------------------------------------------------------------------------------DEPARTMENT OF PARK SERVICES
541 North Fairbanks Court | Chicago, IL 60611 | Phone (312) 742-5369 | Fax (312) 742-6038 | www.chicagoparkdistrict.com
8
EVENT INFORMATION (CONT.)
Check the box(es) for the Special Event Venue(s) you wish to rent. Rental fees vary for each facility.
Berger Park
Ballroom
Dining Room
Sun Room
Coach House
Living Room
Entire First Floor
Dining Hall
Dining Terrace
Dance Hall
South Terrace
Pavilion
Entire Site
Balcony
Kitchen
---------------------------------------------------------------------------------------------Community Room
Gymnasium
Multi-Purpose Room
Broadway Armory
----------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------Formal Gardens
Grandmother’s Garden
Indoor Conservatory
Lincoln Park Conservatory
----------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------Park Level
Tower Level
Patio
Washington Park Refectory
----------------------------------------------------------------------------------------------
Managed by Local Offices (see pages 6-7 for details)
Columbus Park Refectory
Douglas Park Cultural & Community Center
Garfield Park Conservatory
Humboldt Park Field House & Boat House
Auditorium
Gallery
Terrace/Veranda
Ballroom
Gymnasium
Kitchen
Horticulture Hall, Jensen Room, & Monet Garden
Blue Stone Patio
Community Room
Jensen Room (only)
Entire Facility
Auditorium
Gallery
Terrace/Veranda
Ballroom
Gymnasium
Kitchen
Boat House
South Shore Cultural Center
Dining Room
Solarium
Paul Robeson Theatre
Music Library
Oak Room
Lakeview A
Lakeview B
Other: ______________________________________
EVENT DETAILS
EVENT NAME: ___________________________________________________________________________________________________________
DATE2:
1ST CHOICE DATE: _ __________________________ 2ND CHOICE DATE: ___________________________
START TIME:________________________________
FINISH TIME: _______________________________________
SET-UP AND
TEARDOWN3:
SET-UP DATE(S):_____________________________ TIME: __________________________ to _ ________________________
TEARDOWN DATE(S):_________________________ TIME: __________________________ to _ ________________________
Additional Information Required: If your event includes multiple days and/or varying times, please attach a schedule.
2
Please note: Time for set-up and teardown are included in your rental time, and all events must be completed by 11 p.m., including teardown time,
unless otherwise approved by the appropriate Chicago Park District contact.
3
EVENT DESCRIPTION: ___________________________________________________________________________________________________
_________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________
NUMBER OF PARTICIPANTS EXPECTED: _________________________________________________________________________________
Chicago Park District Special Event Venues Application
9
EVENT DETAILS (CONT.)
ADMISSION/ENTRY PROCEDURE:
How will your event be attended? (Please check all that apply.)
Tickets for Purchase: $_________________________________
By Invitation Only
Free to Public
Suggested Donation: $______________________________________________
Other: ___________________________________________________________________________
EVENT FEATURES
Check all information that applies to your event. Some event features may require additional permits from the City of Chicago.
ALCOHOL SERVICE: Are you requesting permission to serve alcohol at your event?
No
Yes
If Yes, a caterer on the Chicago Park District’s Preferred Professionals List must provide and serve the
alcohol for your event. The List can be found in the Addendum section. No cash bars are allowed.
FOOD SERVICE: Are you serving food at your event?
No
Yes
If Yes, a caterer on the must provide and serve the food for your event. The List can be found in the
Addendum section.
AMPLIFIED SOUND: Are you requesting permission to have amplified sound? Outdoor amplified sound must be directed away from
residences and must comply with section 11-4-2800 through 11-4-2920 of the Chicago Municipal Code. If you check “Yes” below, please
describe your purpose and plans for amplified sound, including hours of sound.
No
Yes
Hours of Amplified Sound:
To
Describe Sound System:
(Please describe purpose
and plans for amplified
sound.)
LIVE ENTERTAINMENT: Are you planning to provide live entertainment as a feature of your event?
No
Yes
Description:
CORPORATE SPONSORSHIP: Will your event include sponsors that will make either in-kind or monetary contributions to the event?
No
Yes
Description:
PROMOTIONS: Will your event be promoted? Will there be public advertisement? Will a web page be used? How will your event attendees
be notified or invited to the event? Please describe below.
No
Yes
If Yes, additional permits and approvals from other government agencies, insurance, and other
documents may be required as determined by the Park District.
Description(s):
Chicago Park District Special Event Venues Application
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EVENT FEATURES (CONT.)
TENTS, CANOPIES, STAGES, AND PLATFORMS4
If you are planning to erect, install, or use tents, canopies, stages and/or platforms, please describe and give the quantity and sizes of each.
A separate sheet with this information may be attached. Please note that tents, canopies and/or stages over 400 square feet are required to
be permitted from the City of Chicago Department of Buildings (DOB), (312) 744-3449. All tents, canopies, and stages must be contracted
and installed by a vendor on the Chicago Park District’s Preferred Professionals List (found in the Addendum section). Set-up and teardown
must occur during the timeframe reserved.
Will your event feature tents or canopies?
No
Yes
Number of Tents/Canopies:
Tent/Canopy Size(s):
(If you have multiple
tents/canopies with
varying sizes, indicate
the number with the
corresponding size.)
Will your event feature stages or platforms?
No
Yes
Number of Stages:
Stage Description(s):
Please note: All tents, canopies, and stages must be installed by a vendor on the Chicago Park District’s Preferred
Professionals List. Set-up and teardown of tents and canopies must occur during the timeframe you reserve.
4
FIREWORKS AND PYROTECHNIC DISPLAYS: Will your event feature any pyrotechnic devices?
No
Yes
If Yes, additional permit and approvals from other government agencies, insurance, and other
documents may be required as determined by the Park District.
LANE OR STREET CLOSURES: Will your be requesting any lane or street closures, including for valet parking? If you are planning any lane
or street closures, please list the streets and include hours of closure. A separate sheet with this information may be attached. Please note
that the Chicago Park District does not handle or control lane or street closures - a separate application for lane and street closures must be
submitted to the City of Chicago: Mayor’s Office of Special Events (312) 744-3315.
No
Yes
Description(s):
TRANSPORTATION AND PARKING: Provide a transportation plan that explains how participants/invitees will get to and from the proposed
event location. The Park District recommends you inform event participants/invitees of alternative modes of transportation that will reduce
traffic congestion such as the bus, train, bicycle, car pooling, shuttles, etc. Visit www.transitchicago.com for more information about public
transportation alternatives. Parking is allowed on Park District property only at parking lots and designated street parking (if available). See
Policies & Procedures “Parking” section on Page 4 of this application for additional information.
Description:
Chicago Park District Special Event Venues Application
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EVENT FEATURES (CONT.)
SIGNAGE: Will your event require the use of any signage, banners, or other on-site promotional elements?
No
Yes
Description:
PORTABLE TOILETS, DUMPSTERS, FENCING, BARRICADES: Are you planning to erect, install, or use portable toilets, dumpsters,
fencing, barricades, or other structures during your event? Please describe below, and attach an extra sheet if extra space is needed
for details.
No
Yes
Description:
HOW DID YOU HEAR ABOUT PARK DISTRICT VENUES?
How did you hear about this venue for private rentals?
FORM OF PAYMENT
Please check the box or boxes below for payment of the non-refundable and non-transferable Application fee and Reservation Down
Payment. Multiple forms of payment are allowed. Personal checks are not accepted.
FOR PAYMENT BY CASH, MONEY ORDER OR CASHIER’S CHECK ONLY
CASH:
$
MONEY ORDER:
CASHIER’S CHECK:
,
.
$
,
$
.
,
.
FOR PAYMENT BY CREDIT CARD ONLY
PLEASE CHARGE MY (check one):
VISA
MASTERCARD
DISCOVER
AMERICAN EXPRESS
CARDHOLDER’S NAME (print as it appears on card)
ACCOUNT NUMBER
AUTHORIZED SIGNATURE
EXPIRATION DATE
AMOUNT:
$
Chicago Park District Special Event Venues Application
,
.
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SIGNATURE
Applicant will indemnify and defend the Park District, its officials, agents, and employees (the “Indemnitees”) against any losses, costs,
damages, liabilities, claims, suits, actions, causes of action and expenses that the Indemnitees may suffer, incur, or sustain or for
which it or they may become liable resulting from, arising out of, or relating to any negligence or intentional misconduct by the applicant of the sponsoring organization, its officers, employees, or any person under its control in connection with this event.
I do solemnly swear (or affirm) that all answers given and statements made on this application are full and true to the best of my
knowedge. I am 18 years of age or older, and I have read the Policies and Procedures, terms, and conditions outlined in this document
and the Chicago Park District Code and agree to abide by them.
All cancellations and changes/amendments must be received in writing. Refer to the preceding section of Policies and Procedures
pertaining to the Chicago Park District’s Special Event Venues.
NAME OF APPLICANT (please print)
SIGNATURE OF APPLICANT
DATE
SUBMIT FOR REVIEW
After clicking 'Submit for Review', please choose
'Internet Email' from the emailing options. Then save
and attach the PDF in an email to
[email protected]
Chicago Park District Special Event Venues Application
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ADDENDUM: LIST OF PREFERRED PROFESSIONALS / QUALIFIED VENDORS
The most up-to-date information can also be found at www.chicagoparkdistrict.com/specialeventvenues.
CHICAGO PARK DISTRICT
PREFERRED PROFESSIONAL LIST
Events containing food and beverages, rentals, and/or production services must use pre-approved firms from this list.
These firms provide a wide range of options with a wide range of pricing.
Caterers
Behind the Scenes
773.880.8044
www.btscenes.com
Berghoff Catering
312.408.0200
www.berghoffgroup.com
Blue Plate
312.421.6666
www.blueplatechicago.com
Calihan
312.587.3553
www.calihancatering.com
Conn’s Catering
773.262.2666
www.connscatering.com
Corky’s Catering and
CORK Special Events
630.932.3200 (Corky’s)
888.932.3233 (CORK)
www.corkyscatering.com
www.corkcatering.com
Ernie’s Catering
773.638.2877
Fanfares Catering
773.568.4437
www.fanfarescatering.com
Food For Thought
847.982.2608
www.fftchicago.com
Harry Caray’s Catering & Events
312.595.8063
www.harrycarayscatering.com
Hel’s Kitchen
847.205.5125
www.helskitchen.com
Jewell Events Catering
312.829.3663
www.jewelleventscatering.com
Marcello’s
312.654.2550
www.marcellos.com
Phil Stefani Signature Events
312.226.7611
www.stefanicatering.com
Pierre’s Catering
773.768.6677
www.pierrescateringinc.com
Prime Food Caterers
773.637.1898
www.primefoodcaterers.com
Tasty Catering
847.593.2000
www.tastycatering.com
Wishbone
312.850.4050
www.wishbonechicago.com
Limelight
773.883.3080
www.limelightcatering.com
Rental Suppliers
Carousel Linen
847.432.8182
www.carousellinen.com
HDO Productions
847.564.1700
www.hdotents.com
Sound Investment Audio Visual
312.733.6288
www.soundinvestmentav.com
Classic Party Rentals
708.485.8010
www.classicpartyrentals.com
Indestructo Rental Company
847.375.8510
www.tent-rental-chicago.com
Windy City Linen
800.553.9948
www.windycitylinen.com
Hall’s
847.929.2222
www.hallsrental.com
Partytime Productions
630.261.1900
www.partytimeproductions.com
Production Companies
Big City Bride
773.525.7526
www.bigcitybride.com
Event Architects
312.879.0186
www.event-architects.com
Redline Event Services
847.648.0600
www.redlineeventservices.com
BrittenChicago
312.935.3330
www.brittenchicago.com
Ivan Carlson
312.829.4616
www.ivancarlson.com
Sound Investment Audio Visual
312.733.6288
www.soundinvestmentav.com
Chicago Park District Special Event Venues Application
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