Willowdale Pavilion Features

• Full kitchen with stove, oven, and refrigerator
• Heating and air conditioning
• Wood-burning fireplace
• Indoor restrooms
• Trash bags, paper towels, mop bucket, and broom provided
• Dumpter onsite
• 13 12' tables
• 125 folding chairs

Rental Rates
Weekday (Monday–Thursday):

• Half Day: $125

• Full Day: $250

Weekends & Holidays (Friday–Sunday):

• Half Day: $225

• Full Day: $450

Rental Time Blocks

• Half Day: 8:00 am to 4:00 pm

• Half Day: 5:00 pm to Midnight

• Full Day: 8:00 am to Midnight
  Renters may enter at the start time and must be cleaned up and out by the end time.

Key Deposit

• $300, due when the key is picked up

• Can be paid in cash or card at our office, or prepaid online

• Cash deposits are refunded in cash when the key is returned with no damage

• Card deposits are refunded to the card within 3–5 business days

Capacity

• Maximum: 125 guests

1. Pavilion Rentals, cancellations, changes, and refunds

2. 1. All pavilion rentals are first-come, first-served and can be reserved online or in person at the Park’s Department office. Renter must be 21 years or older.
   2. The full rental amount is due on the date this Agreement is executed.
   3. Rental sessions are from 8:00 am to 4:00 pm; 5:00 pm to 12:00 am; or All Day from 8:00 am to 12:00 am. On December 31st only, a late departure of 1:00 am will be permitted.
   4. No refunds will be issued without the approval of Parks Department staff. Depending on the payment method, it may take six to eight weeks for the payment to be received.

2. Security Deposit: A $300.00 security deposit is required; however, it is due no more than five (5) days prior to the rental date. Renters will be billed for any cleanup, repair, and/or replacement costs that exceed the $300.00 security deposit. Renters are responsible for their guests. Security Deposit may be paid by cash, credit/debit card, online, or in person.
3. Pavilion Entry, Key Pick-Up, and Key Return
   1. Use of the facility is only allowed during the scheduled rental time. Early decorating and next-day clean-up are not permitted. Entry during any other time will result in additional session fees.
   2. Keys are to be picked up at the Park’s Department office between 8:00 am and 4:30 pm, the business day before the scheduled rental. NO late key pick up is available.
   3. Keys are to be returned to the Park’s Department office the following business day after the rental between 8:00 am and 4:30 pm.
4. Emergencies: To report pavilion or park problems, contact the Communications Center immediately at 574-293-2175. Do not wait until the pavilion key is returned. For Medical Emergencies, Call 911.
5. Activities & Items NOT permitted:
   1. Smoking: Smoking is not permitted in any facilities, parks, or City-owned properties.
   2. No Exchange of Money: Sales, fees, fundraising, or any other exchange of money is prohibited in pavilions or on park properties unless approved by the Park Board.
   3. Outdoor Music: Outdoor music, which may bother local residents, park neighbors, or park patrons, is not allowed.
   4. Confetti, rice, birdseed, and crepe paper are not permitted inside or outside the pavilions. No objects may be hung from or attached to the ceiling at Studebaker Pavilion.
   5. Bounce Houses and Dunk Tanks are not permitted.
6. Park Curfew: All activities inside the pavilion must end by 12:00 AM. Per the Elkhart City Ordinance, public park areas close at 11:00 PM. Local authorities may issue citations for disregard of this ordinance.
7. Alcoholic Beverages: All alcohol consumption must occur inside the pavilion. Renter is responsible for the conduct of the guests, including cleaning of spilled drinks, melting ice, or leaking beer kegs. Alcohol sales are prohibited at pavilions. Violations will result in the loss of the entire $300.00 security deposit.
8. Supplies & Equipment Provided:
   1. Cleaning Supplies: Broom, dust pan, mop and bucket, trash cans and bags, paper towels, and toilet paper for bathrooms.
   2. Tables and Chairs: 12X3-foot tables and folding chairs. See the website for seating capacity at each location.
   3. Kitchen: A refrigerator, stove, and oven are provided in each pavilion. There are no microwaves or coffee pots at any facility.
9. Pavilion Cleanup Procedures: Renter shall leave the facility clean and ready for the next group BEFORE the end of the rental session. Next-day cleanup is not permitted, since pavilions can be rented seven days a week for two sessions per day. Cleanup shall include, but not be limited to, the following procedures.
   1. Wipe down all counters, tables, and chairs used during your rental session, and return all tables and chairs to their appropriate storage areas.
   2. Clean the oven, stove top, and refrigerator if used. Oven and Stove: Ensure that the oven and stove are both turned off. Please check them even if you did not use them.
   3. Sweep and mop all of the floors, including the kitchen, bathroom, and common areas. Mop with cold water only. Do not use any cleaning supplies on the floors.
   4. Completely remove all tape, string, pins, etc. that were used for decorating.
   5. Any trash from the kitchen, bathrooms, and common areas should be placed in the dumpster outside the pavilion.
   6. Fireplace: Any fires made must be completely extinguished before the end of the rental session. Fireplace doors need to be closed before leaving the facility.
   7. Thermostat: Thermostat needs to be returned to the original setting before leaving the facility. The winter setting is 62 degrees, and the summer setting is 72 degrees.
   8. Lights: Turn off all lights, including restroom lights, before leaving the facility.
   9. Windows & Doors: All windows and exterior doors must be locked. Failure to lock all windows and doors will result in a full or partial loss of the deposit.
   10. Any trash and debris in the parking areas should be removed and disposed of properly.
10. Causes for forfeiture of a portion or all of the security deposit:
    1. Cleanup: Failure to do a complete cleanup of the facility inside and outside.
    2. Key Return: Failure to return the pavilion key.
    3. Failure to lock all exterior doors and windows will result in a partial or full forfeiture of the deposit. Theft or damage to the pavilion or equipment due to doors and windows being left unlocked after the rental can result in additional fees if the costs exceed the $300.00 cash deposit.
    4. Pavilion Entrance: Interfering with another renter's rental time, including early, late, or other session entrance, is not permitted and may result in forfeiture of the deposit.
    5. Utilities: Failure to turn off all lights, the oven, and the stove, return the thermostat to the appropriate settings, and put out the fire and close the fireplace doors may result in forfeiture of the deposit.
11. Legal Considerations:
    1. Attorney’s Fees: Renter hereto agrees to pay the reasonable attorney’s fees of the Park Department, incurred by the Park Department, while enforcing the terms of this Agreement in the event of a violation of the terms or covenants herein contained by Renter.
    2. Exemptions: Any request by Renter for exemption or variation of the established fee structure must be submitted to the Elkhart Park and Recreation Board, which will, in its sole discretion, grant or deny such exemption or variation.
    3. Liability: The City of Elkhart shall not be liable to Renter for any personal or property damages sustained by Renter arising out of or in any manner connected with any activities authorized by this Agreement and/or any activities and/or incidents incidental thereto.
    4. Indemnification Clause: In consideration of the granting of this Agreement by the Board, Renter hereby agrees to indemnify, hold harmless and defend the City of Elkhart from and against any and all actions or causes of action, claims, demands, liabilities, loss, damage or expense of whatsoever kind and nature, including attorney’s fees, which the City of Elkhart may suffer or incur or persons, or by reason of damage to or destruction of any property, including the loss thereof, arising out of or in any manner incidences incidental thereto, or which the City of Elkhart may sustain or incur in connection with any litigation, investigation, or other expenditures incident thereto, including any suit instituted by the City to enforce the obligation of this Agreement of Indemnity. It is the intent of the parties hereto that the Renter shall indemnify the City of Elkhart
    5.  under this indemnification clause to the fullest extent permitted by law. Except that Renter shall not indemnify the City of Elkhart for the sole negligence of the City of Elkhart.