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Village of Bethalto Athletic Field Rental Policy

Parks Department Revised: December 31,

2016

ATHLETIC FIELD RENTAL POLICY


The intent of this policy is to establish the administrative procedures for the reservation of
park athletic fields owned by the Village of Bethalto. This policy will provide direction to
individuals, groups, or organizations in the process to receive a permit for the exclusive use
of a designated field during a reserved period of time. .
General Reservation Guidelines
1. Baseball/Softball fields are available at the Field of Dreams Park through the Village of
Bethalto Parks only. The Sports Complex will be reserved through Bethalto School
District.
2. Athletic fields are to be used for the sport they were designed for.
3. Athletic Fields are available for rental March through October and single field requests
may begin on January 1st for that year.
4. Due to the volume of requests, practices are limited to 2 hours.
5. Athletic Field curfew is 10 p.m.
6. All practices and rentals are cancelled when fields are posted NOT PLAYABLE.
7. Users agree to indemnify, defend, and hold harmless the Village of Bethalto, its
agents, and employees from and against any accident, injury, including death, and/or
loss of property or damage to neighboring property.
A. Reservation Priorities
The following priorities have been established to ensure the fairest distribution of facilities
exclusively to Bethalto Residents. Priorities will be given for the following user groups.
1. Residents of Bethalto
2. Locally based organizations*
* Locally Based Organizations shall be determined by Village of Bethalto Public Works Director/Parks
Department
Proof of residency shall be provided and kept on file for each roster including head coach, on a team by
team basis. Residency shall be primary/permanent address. Residency shall be determined based on
the home address of the individuals as opposed to the business address or the address of other family
members. Coaches must provide proof of residency by completing and signing a roster containing
Coaches/players names, addresses, dates of birth, and phone numbers. The Parks Department may
waive the residency requirement if it is considered to be in the best interest of the City.

B. Reservation Procedures
Village of Bethalto Athletic Field Rental Policy

Parks Department Revised: December 31st,

2016

The Parks Director or Field Manager must approve all reservations for sports fields.

To reserve a field, submit your request at our Live Site Scheduling Platform by going
to the following link: https://live.vcita.com/site/q10d4vv42580cek0. To ensure your
reservation, field requests should be made a minimum of 2 days prior to the desired
date and time. Any request made without regard for this deadline can be denied.
Reservations for game field use requiring field prep on the upcoming weekend (Friday
evening, Saturday, and Sunday) must be made no later than Friday by 3:00 p.m. of
the prior week.
Only a single field may be reserved for the reservation date, unless you are an
established league or tournament director.
Payment for the reservation must be submitted at the time the reservation is made
via our online pay.

Proof of a current resident address will be kept on file. This can be uploaded on our
reservation platform or delivered to our office.
The Parks Department reserves the right to cancel reservations. If this occurs the
rental group will be refunded or credited for all time not used.
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D. Use Regulations
Game fields rentals are available for reservation and use for a minimum of 2 hour
and a maximum of four hours.
The permit and the responsible party (person, 21 years of age or older, who officially
rented the field) must be on-site when the field is being used.
The permit holder will leave the field in a clean, neat condition. If it is necessary for
the City to provide cleaning services or repairs following the reserved activity, the
permit holder may be charged an additional fee and the City will review whether to
allow future use by the permit holder.

No ball hitting/soft toss or pitching into fences or dugouts is allowed.

No metal cleats will be allowed.

No grilling or open flames in the parks unless approved by the Village/Parks department .

The park or surrounding area, including parking lot, will not be allowed to be used as a camp ground.
After park curfew and games have concluded, all vehicles including campers/RVs, must exit the park
property. Check in or vendor trailer may be left overnight, but may not be used as sleeping quarters.

All pet owners must adhere to the leash control ordinance. Pets are not permitted in the playground areas
or on the athletic fields and must be restrained by the owner at all times. Pet owners are responsible for
picking up and disposing of their pets excrement.
No apparatus or equipment (including, but not limited to, cars, trucks, trailers,
tractors, tents) may be located on or in the sport fields or parks unless the use and
location of equipment has received prior approval and the facility permit contains
that approval.
There will be no motorized mechanical equipment used on Village fields by anyone
other than authorized Village personnel.
Private vehicles may not be driven or parked on turf surfaces, sidewalks, service
driveways, or emergency zones. Only parking lots may be used for loading and
unloading unless permission is granted prior to the reserved date.
Reservation holders whose contracts allow for use of the lights are not responsible
for turning sports field lights on and of. A parks employee will only be permitted to
operate field lights.
Activities including sound amplification should not unreasonably interfere in any way with other park
users or adjacent property owners. Amplification and special lighting are allowed only if a permit is issued
at the time of the reservation request.

Unless specifically stated in the contract, it is understood that the gathering, even if
a fundraiser, no admission is to be charged, that no tickets will be sold or collections
taken, and that no parking fees will be collected. Groups conducting fundraising
activities must possess and have provided certificates of liability insurance in the
amount of coverage required by the City naming the Village of Bethalto as additional
insured. Copies of all documents must be filed with the Parks Department before such
an activity can take place. If this does not occur, the contract holder may be charged
an additional fee and the City will review whether to permit future use by the
contract holder.

No intoxicating liquor or persons under the influence of alcohol or drugs shall be allowed on the premises.
Our parks are a smoke free environment. Smoking will be limited to the parking lot. Failure to follow this
rule will result in forfeit of deposit, assessed damage fees and privileges. Park Department staff as well as
the Bethalto Police Department may be patrolling and monitoring the event.

Unauthorized use of pyrotechnics and fireworks are not allowed on park property.

Metal detectors may be used in park facilities, but absolutely no digging is allowed. If an item is found
above ground, patrons may pick it up. Patrons are not allowed to dig.
Inclement Weather Policy
The Village of Bethalto Parks Staff will determine field playability unless the inclement
weather occurs after 3:30 p.m., then the permit holders are responsible for
determining if the practice/event/activity is going to be held. However, the Village of
Bethalto Parks Department staff maintains the responsibility for any final decision as
to whether a field is too wet to be played on. Register to receive Field
conditions/rainout messages by texting Bethaltobaseball to 84483.
If an activity becomes disrupted by weather, the following policies will be enforced:
1. If the activity is halted from the beginning (you never get to the field or start
event) or the game is ruled as not complete according to league rules, the
reservation fee will be refunded in full.
2. If your rental commences, and then is shortened by weather, and a complete
game is ruled, then no refund will be given.
*In the event of a weather related cancelation, a refund request form must be filled
out and submitted by email, online, or in our office by the end of the next normal
business day to receive a refund. No refunds will be given for any reason other than
weather related cancelations.
The City reserves the right to postpone, cancel, or delay any activity on Village park
land. The decision on whether to start or continue an event rests with the field
manager on site. Any damage caused to the fields will be the sole responsibility of
the rental party.
Village of Bethalto Athletic Field Rental Policy Parks Department Revised: December 31st,
2016

F. Modification
All policies of the Field Use Permit Program are subject to the discretion of the Village of
Bethalto Parks Department. The Department reserves the right to modify or waive any policy
as it deems necessary and in the best interest of the City.
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G. Other Charges
Concessions - The City shall retain sole and exclusive right to sell concessions at all
athletic fields and facilities if it so chooses. Should the City choose to not provide
concessions for an event, sponsors may be permitted to sell concessions for a rental
fee.
Gate Admission - Charging an admission to any event or activity conducted on
athletic fields and facilities shall have the prior approval of the Managing Director of
Parks.
Novelty Sales - Sale of T-shirts, hats, and other novelties shall have the prior
approval of the Managing Director of Parks.
I. Security Deposits
It is solely in the opinion of the Parks Department as to whether there has been any
damage or misuse of the City property.

Any damage deemed by the Village of Bethalto Parks Staff to be due in part by the
party reserving the field will be charged solely to this party.
If the facility was used for a purpose other than that specified on the permit, the
responsible party or group will be assessed for the cost of repairs (as determined by
the Parks Department) and can result in the loss of the use of any City facilities for
one full year from the date of the permit.
Damage to park or violation of any policy regarding this agreement can result in loss
of security deposit.
Village of Bethalto Athletic Field Rental Policy Parks Department Revised: December 31st,
2016

J. Maintenance Activities
Athletic fields can be closed periodically throughout the year for maintenance. While these
dates are subject to change due to uncontrollable variables such as weather, the Village of
Bethalto Parks Department will be tentatively reserving dates for maintenance thus making
them unavailable for rent. Should the fields become available during these dates they will be
made available on a first-come, first-served basis.
Village of Bethalto
Parks Department

Athletic Field Rental Policy Pricing

ATHLETIC FIELD FEES


1. Field of Dreams Park Softball/Baseball Fields Practice Rates:
Residents: $20 per field per 2 hours

Residents: $50 per field per 2 hours with lights

Practice field rentals will include bases. After field use, bases should be put inside the dugout and all trash is to
picked up. Failure to follow these guidelines can effect permit holder good standing and eligibility.

2. Field of Dreams Park Softball/Baseball Game/Field Prep Field Rates:


Residents: $40 per field per 2 hours
Residents: $75 per field per 2 hours with lights
Game field rentals will include bases, mound/pitching rubber, field drag, and lining.

After field use, bases and


mound/pitching rubber shall be put inside dugout and all trash is to be picked up. Failure to follow these guidelines
can effect permit holder good standing and eligibility.
Reservation permit holder must follow age guidelines with regard to the usage of each field. Defined as the
following:
Field of Dreams #1 Baseball 7U-9U
Field of Dreams #2 Baseball 9U-13U (80 bases)
Field of Dreams #3 Baseball 7U-12U
Field of Dreams #4 Baseball 9U & UP
Parks and Park amenities may be used on a drop-in basis by any group or individual without a reservation on a first
come first serve basis. Drop-in use should be limited to 2 hours and does not include any organized or reserved use.
Groups or individuals with an approved reservation or permit will have priority use.
Concession Rental:

$50 per day


SEASON
March 1 October 31 will constitute the playing season
Village of Bethalto Athletic Field Rental Policy Parks Department Revised: December 31st,
2016

Tournament /Commercial/Private Fund Raising Athletic


Field Procedures

The Parks Director must approve all reservations for tournaments.

Tournament requests must be in writing and may be mailed or faxed to the Village of
Bethalto Parks
Department, Attention: Parks Director. Fax # 618-377-5473 Address: 101 N. Prairie
St. Bethalto, IL 62010
Individuals, groups, or organizations interested in requesting tournament dates for
exclusive use must submit their name and address along with tournament details and
required payment to Village of Bethalto Parks Director by December 31 st for the
following calendar year to guarantee dates.
Should two or more Tournament Directors request a specific date, the Parks Director
will determine the assignment. Preference will be given to those Tournament
Directors who have demonstrated to the Village of Bethalto Parks Department
acceptable administrative practices in preparing for previous tournaments;
acceptable on-site tournament management; and those Tournament Directors who
have not cancelled previous tournaments or had any negative occurrences at
previous tournaments held at Village of Bethalto facilities.
Tournament requests are to include all of the following information:
1. Tournament Start Date and Time
2. Number of Fields being requested (include make ups as well as regular games)
3. Anticipated number of teams to participate
4. Anticipated makeup times
5. Tournament Site Director and contact information
6. Sample Copy of Team Registration Form
7. Complete List of Sponsors, Co-sponsors, or others with a vested interest in the
event
8. Tournament Costs and Team/Game Guarantees
9. Age Group(s) of Teams Participating
10. Pitching Rubber, Base Line, and Fence Distances/Dimensions
Final Tournament schedules are due no later than 3 days in advance of start date.

A certificate of insurance ($2,000,000 single limit coverage) naming the Village


of Bethalto as additional insured must be provided at the time a permit is issued.
The Parks Department reserves the right to cancel tournament reservations. If this
occurs the rental rate will be refunded or credited for all time not used.
Tournament/Fund Raiser/Commercial Athletic Field Allocation Fees:
Any organization, regardless of status or age served, will be required to provide the following
fees, except those that are church/religious organizations or faith based groups. Such
groups shall render payment for field prep only, deposit, insurance, plus any additional
requests or al-a-carte items:
1. Softball/Baseball Rental Resident ($100 per field on Friday - $150 per field
per day Saturday & Sunday) This shall include field prep for beginning of each day
plus use of lights.
Fifty (50%) percent of total field reservation fees and deposit are due at time permit is
issued. All permits must be picked up in person and payment/deposit paid with a
cashiers check. The remaining fee balance is due Three (3) days in advance of the
tournament. Certificate of insurance naming Village of Bethalto/Field Location & address
as additional insured in addition to separate tournament insurance, must be submitted
no less than Fifteen (15) days prior to the first scheduled day of the tournament.
Tournament dates may be placed on hold until Thirty (30) days prior to first scheduled
day of tournament. At that time an initial payment must be received to reserve. Without

a reservation permit, fields for date(s) desired will remain available for any other
individual/team/organization to reserve.
Village of Bethalto Athletic Field Rental Policy

Parks Department Revised: December 31st,

2016

Inclement Weather: If the tournament begins and the weather deteriorates, the
tournament director along with a representative from the Parks Department will make the
decision if the tournament can continue on a limited basis or if it must be cancelled. The
probability of player injury and what continued play will do to the athletic fields will be the
determining factor in any decision made. The Village of Bethalto reserves the right to cancel
any or all tournament games.
Tournament Refunds: Refunds will be given for weather related cancelations only. Once
play begins for the day, no refund will be given for that day for any reason.
Holiday Tournament Fees: (20% increase) All tournaments that fall on holiday weekends
will be subject to an increase of 20% the normal rental rate to cover added expenses the
City incurs. Additionally, less services may be accessible on holidays due to parks employee
availability.
4. Clean Up Deposit: Tournament Directors are required to make a deposit in the
amount of $50 per field ($500 maximum per weekend). This is due with final
payment. Barring an incident warranting the forfeiture of part or all of the security
deposit, a full refund of the security deposit shall be paid within thirty (30) days
following the event, program or league.
5. Portable Bathrooms: Johnny on the spots or porta potty restrooms are not provided
by the Village of Bethalto. Any request for portable bathrooms must be approved
prior to tournament date and shall be paid for by Tournament Director. When
portable bathrooms are needed, the user must make arrangements to obtain and
remove them from the park no later than 3:00 pm the day after the event.
Any organization, regardless of status or age served, will be required to maintain the highest
level of organizational skills when conducting a tournament at Village of Bethalto facilities. If
the Tournament Director missed key deadlines or does not submit all required information
prior to the deadlines their organization will be responsible for the following penalties/fees:
1. Schedule Late Fee: ($200) Tournament field schedules (detailing age group field
assignments, start times, makeup dates and times) are to be submitted to the Field
Manager no less than three (3) days prior to the first scheduled day of the
tournament. Schedules submitted late are subject to a $200 fine, no exceptions.
2. Curfew Penalty: (up to $500) This fee will be assessed case by case for each night
that tournament games go past 10:30 p.m. and could result in cancellation of
tournament unless prior authorization is given by the Village of Bethalto. No games
may be scheduled to begin after 9:00 P.M. any night.
3. Rescheduling Fee: ($500) This fee will be assessed to any organization for moving
any other organizations games at the last minute to complete a tournament.
Al-a-Carte Fees: Standard tournament rental fees for baseball/softball include (one-time
original fields setup with Mounds & Bases) which includes basic dragging, lining, and
dropping the bases each morning of the tournament. The basic tournament fee for all sports
includes having the lights on from dusk to 10:00 p.m. each day of the tournament. This does
not include maintenance staff person being at the tournament all day. If an organization
chooses to deviate from this base package the following is a list of additional services and
corresponding fees:
1. Staff/Field Maintenance Fee ($30 per hour) per staff person with a minimum of
three staff members at each park/complex. Each staff person that an organization
chooses to have on hand is guaranteed a minimum shift of four (4) hours. It is the

2.

3.
4.

5.

understanding that this add on will include field prep as needed at the discretion of
parks employees. This is to be agreed to and paid by Tournament Director prior to
start of Tournament.
Drying Agent Deposit ($500) - Tournament Directors have the option to make a
$500 deposit at the time of the final payment to secure drying agents at the rate of
$10 per bag. Additional bags will be billed at the same rate. However, if a $500
deposit is not made and drying agents are required, the billing rate will be $20 per
bag and the balance is due within ten (10) days to avoid cancellation and prohibition
of future rental tournament dates.
Park Cleanup Staff ($20 per hour) - Additional City Park personnel may be hired
to help with trash, bathroom and general facility cleaning at a rate of $20 per hour.
Special Requests -Any special tournament requests for any variances shall be
submitted in writing along with the athletic field reservation request. Special
tournament requests shall include, but are not limited to, use of field lights,
fundraising activities (i.e. shirts, hats, photos, etc), extended park hours use, use of a
public address system, admission charges, additional field maintenance, use of
temporary fencing, and water or electrical access. There will be a $25.00 fee, per
booth (tent), for all non-food items to be sold. Organizations that have an approved
cooperative field-use agreement with the City are allowed to have two 10x10 booths
or tents on-site each day of the tournament at no-cost. Non-profit organizations that
have reserved the field are allowed to have two booths or tents at no cost, and must
be staffed by members or volunteers for the organization and must be associatedwith
the organizations purpose.
Concession Stand Operation -The Village of Bethalto Parks Department will
provide a concession stand available to reserve for the duration of the tournament.
There will be a fee of $100.00 to sell items for an entire weekend. The $100 fee is
waived for non-profit organizations for two booths during tournaments in which the
non-profit organization has reserved the field, and must be staffed by members or
volunteers for the organization. The menu and fee MUST be submitted to the Bethalto
Parks Department for approval, no later than Fifteen (15) days before the
tournament. Once approved, the Organization is responsible for contacting the Health
Department and obtaining all necessary permits. NOTE: The Health Department has
restrictions regarding the sale of meat products. You are responsible to contact them
for more information. Booth(s), tent(s) location will be approved at the discretion of
parks staff.

* Locally Based Organizations (Resident price) shall be determined by Village of Bethalto Public

Works Director/Parks Department


Proof of residency shall be provided and kept on file for each roster including head coach. Residency
shall be primary/permanent address. Residency shall be determined based on the home address of
the individuals as opposed to the business address or the address of other family members. Coaches
must provide proof of residency by completing and signing a roster containing players names,
addresses, dates of birth, and phone numbers. The Parks Department may waive the residency
requirement if it is considered to be in the best interest of the City.

Statement of Understanding
I, ________________________, hereby acknowledge and declare that:
Print Name

(i)

I am aware that Village of Bethalto/Parks policies are available to me,


and acknowlege it is my responsibility to familiarize myself with these
policies.

(ii)

In addition, I confirm that I have received, read and understood the


policies and procedures held within this document.

(iii)

I agree to conduct my activities in accordance with Village of


Bethalto/Parks policies and understand that breaching these standards
may result in disciplinary action up to and including what is agreed to
in this document.

Signed:____________________________________________
Date:______________________
Team/Organization:___________________________________
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