The Oak Room

General Information & Insurance Policies

Insurance:

If serving Alcohol: Proof of DRAM Shop Insurance Required with the City listed as Co-insured/additionally insured. Policy must be for $1 Million. If Selling Alcohol: Contact City Clerk 624-4500 x8715

All events are to be concluded and clean-up completed by closing time (Renters must clear the facility one hour prior to contract end time).   Set Up and Clean Up must be done only during the time the facility has been reserved.

Early set up or late clean up will not be permitted without additional rental fees.

Set up and clean up – All set up and clean up is to be done by groups using the facility.  Clean-up equipment will be made available in the janitorial room next to the restroom.  Failure to properly clean the building will result in forfeiture of the rental deposit and denial of future reservations.  All trash is to be bagged, tied, and removed from the building and placed in receptacles located in the parking lot.

CHAIRS AND TABLES MUST BE PLACED BACK NEATLY  AND CORRECTLY IN THE CLOSET.

THERE ARE NO HELIUM BALLOONS ALLOWED INSIDE THE OAK ROOM – $50 WILL BE WITHHELD IF ANY BALLOON IS FOUND FREE IN THE FACILITY FOLLOWING YOUR EVENT.

The City of O’Fallon Parks & Recreation Department will not be liable for any claims for injury to damages resulting from or arising out of the Facilities premises and the permit holder agrees to indemnify the City of O’Fallon Parks & Recreation Department and hold it harmless against any and all such Claims, damages, losses, or expenses.

Tables & Chairs included: 
8 x  60” round/8 x  6ft Rectangle

If you are serving alcohol, proof of DRAM with the city listed as co-insured/additionally insured. 
Policy must be for $1 million.

General Conditions:

A)  All Park & Recreation facilities are smoke free.

B)  No equipment installation or building modifications are to be made unless approved in advance by the Director of Parks and Recreation.

C)  Decorations used in the building are to be as fireproof as possible. Decorations to be attached to the building are to be approved by the building supervisor. Decorations are to be removed by the end of the event.

D)  Kitchen area is available to use but please note during Monday – Friday 7am to 5:30pm you will not have exclusive use of the kitchen, will be shared with Park Admin staff. Make sure you remove all food items from the Parks and Recreation fridge/freezer. Any food items left will be thrown away. Renters will have the use of the large trash can in the kitchen, this needs to be emptied and a new trash bag inserted at the end of your event.

E)   Activities/events are to be carried on inside the building only and are not to expand to adjoining parking areas in a manner as to disturb neighbors.

F)   No candles or other inflammable materials shall be used, except for food warming equipment brought by caterers.

This includes centerpieces.

G)  The set up of chairs and tables is the responsibility of the group utilizing the facilities. The group is also responsible for the return of the tables and chairs to their original storage locations in good order.

H)  All activities/ events shall be properly controlled and supervised whenever persons participating in the activity are less than 18 years of age.  Teen parties need to be approved by the Parks and Recreation Director.  If approved a minimum of

1 adult  representative per 10 youth must be present (the hiring of a building attendant will be determined by the Parks Staff.

In the event of the Police being called for a disturbance inside or outside of the facility O’Fallon Parks and Recreation will hold all or a partial amount of the security deposit.  Teen parties will be vetted by invitation only, which needs to be vetted by the Parks staff.

I) It is agreed that the person and /or organization making the reservation will be held responsible for ensuring the facilities rules and regulations are complied with.

J) O’Fallon Parks and Recreation do not recommend bringing valuables to the facilities; any valuables that are brought into the facilities are done so at the renter’s own risk .  O’Fallon Parks and Recreation will not be responsible for any valuables lost or stolen.