Shelter Rentals

Bott Park Pavilion

Shelter Capacity: 40
Location: 24550 W. Renwick Road, Plainfield, IL 60544
Amenities:

Boy Scout Park Pavilion

Shelter Capacity: 100
Location: 23729 W. Ottawa St., Plainfield, IL 60544
Amenities:

Eaton Preserve Pavilion

Shelter Capacity: 80
Location: 135th Street, east of Route 59
Amenities:

Mather Woods West

Shelter Capacity: 100
Location: On Renwick Road just west of the DuPage River and east of Drauden Road
Amenities:

Mather Woods Interpretive Pavilion

Shelter Capacity: 60
Location: On Renwick Road just west of the DuPage River and east of Drauden Road
Amenities:

• 6 picnic tables
• Washrooms
• No grill available on site

Van Horn Woods West – Pavilion #1

Shelter Capacity: 100
Location: Off of Lily Cache Road, north of Caton Farm Road at the south end of the park, deeper in the woods
Amenities:

Van Horn Woods East – Pavilion #3

Shelter Capacity: 50
Location: Off I-55 Frontage Road, north of Caton Farm Road
Amenities:

Village Green Pavilion

(limited parking)

Shelter Capacity: 100
Location: South of downtown Plainfield at Fox River and Chicago streets
Amenities:

Wheatland Park Pavilion

Shelter Capacity: 30
Location: 23820 W. 127th Street, Plainfield, IL 60544
Amenities:

Reservations may be made online or at the Prairie Activity & Recreation Center, 24550 West Renwick Road in Plainfield. Reservations must be made at least 7 days prior to the date requested, and full payment must be received at the time of the reservation. All reservations are subject to park availability.

Once you’ve decided on a date and location of the shelter you would like to rent for your event, it’s time to make your reservation online. If you have never signed up for Park District programming online before, your first step will be to create an online account through our 3rd party reservation system WebTrac. Once that’s complete, you can follow the instructions for how to reserve your shelter and you will be on your way. As always, if you have questions, or need additional assistance, please contact Guest Services at 815-436-8812.

Shelter reservations may be made beginning in FEBRUARY for the current year. Shelters are available for rental from MID- APRIL through MID-OCTOBER, unless indicated otherwise. Rentals can begin as early as 8 a.m. and must be completed by 6 p.m. or 5 p.m. if the reservation is in October. Call (815) 436-8812 for details. All reservations are subject to park availability.

Refundable Security Deposit: $50

• Residents $65 & Non-Residents $85 for first 2 hours. $25 Residents & $30 Non-Residents for each additional hour.
• Shelters must be reserved a minimum of 2 hours.
• Reservation Includes the shelter, set of existing tables, grill(s) and trash cans. All other facilities and amenities are open to the public.
• Full payment is due at the time the shelter is reserved. In addition, a $50 security deposit is required.
• Additional fees may be assessed which can result in loss of security deposit. Reasons include, but are not limited to: clean-up, garbage, or additional staffing.

Special Use Request

Special Use Requests must be approved by the Plainfield Park District. These may include, but are not limited to, the following:

• Mechanical and/or inflatable amusement devices (bounce houses, inflatables)
• Food Trucks / Food Vendors
• Tents of any size
• Alcohol

Insurance Requirements For Special Use Requests

• Special Use Request*
  Special Use Requests must be approved by the Plainfield Park District. These may include, but are not limited to, the following: Mechanical and/or inflatable amusement device (bounce houses, inflatables), DJ’S, food truck/ food vendors, alcohol, tents of any size and any third-party vendors.
• Insurance Requirements for Special Use Requests
  Plainfield Park District may require the renter to provide a Certificate of Insurance verifying $1,000,000 minimum general liability insurance and $2,000,000 aggerate insurance. The Plainfield Park District must be named on the Certificate of Insurance as an additional insured. The Certificate of Insurance must include the name of the event as well as the date, time, and location of event. This must be turned into the park district no later than 2 weeks prior to the event. If alcoholic beverages are being served or consumed, Police supervision will be provided by the Park District at the expense of the renter.

Cancellations requested 10 or more days prior to the event will receive a refund of fees paid less a $25 cancellation fee. Cancellations requested less than 10 (ten) days prior to the event will receive a refund of fees paid less the deposit up to a maximum of $50. The Plainfield Park District is not responsible for weather conditions and no refunds will be issued due to the weather unless the Park District closes all facilities. If the renter would like to reschedule their event, they must contact the Park District 4 hours prior to their scheduled event. In the event the Plainfield Park District cancels your reservation, you may reserve another date/time, if available.

Applicants are required to abide by the specific rules of the application as well as all Park District and local ordinances. Failure to comply may result in the cancellation of the application, loss of rental fees and/or security deposit; cancellation of any current or future permits; and/or the support from law enforcement officials. The Facility Use Rules and Regulations include, but are not limited to:

• The renter must be able to provide a copy of the receipt during the rental and present to any Park District representative upon request.
• The renter is responsible for the behavior of their guest and enforcing all rules and regulations regarding the conduct of the group while using Park District facilities, including, but not limited to:

1. 1. Park District staff and equipment MUST be respected and treated appropriately at all times.
   2. Any activities deemed inappropriate by the Park District staff are prohibited.
   3. The Park District is not responsible for lost, stolen or damaged property.
   4. No person under the age of 21 will be permitted to reserve a shelter.
   5. One chaperone over the age of 21 years must be present for every ten minors.
   6. When reserving a shelter, you are securing the shelter only. Plainfield Park District parks are public property and are open for others to use.
   7. Alcohol is allowed by a special permit ONLY when a special use request has been approved by the Director of Recreation and all qualifying conditions must be met. See our Facility Rental and Usage Policy for further details.
   8. Illegal substances are strictly prohibited.
   9. Fireworks, guns, and weapons are not allowed on Plainfield Park District property.
   10. Tobacco use is prohibited on Park District property. No person shall use any form of tobacco at or on any District-owned or operated recreational facilities. These facilities include buildings, playgrounds, athletic fields, parks, walking/hiking trails. Smoking cigarettes, cigars or pipe tobacco in any facility of the District in violation of the Clean Air Act.
   11. Groups are responsible for placing all trash in the trash cans provided. The site will be inspected after each use.

• All Ordinances of the municipality in which the shelter is located are applicable.
• Cooking is allowed on supplied grills only. Additional grills and propane grills are not allowed. Hot coals must be extinguished and placed in the hot coal container provided on site.
• NO OPEN FIRES or bonfires are allowed.
• No swimming or boating in ponds.
• The parks are open from dawn to dusk unless posted otherwise or special arrangements are made.
• Items not allowed at shelters or in the parks include but are not limited to bands, DJ’s, generators for electricity, portable bathrooms.
• Reservations are not transferable. All users will ensure that no unauthorized third party is granted permission to use the facility without Park District approval.
• Parking is allowed in designated areas only. Vehicles are not allowed on Park District property, other than parking lots, without written permission noted on the permit issued by the Park District. User groups must inform their participants and spectators to park in facility parking lots and public parking areas. Renter shall be responsible for any damage to Park District property caused by the failure of User or Group to comply with this provision.
• Selling food or other items is not allowed without Park District approval and is subject to all county and state guidelines.
• The display or distribution of handbills, pamphlets, flyers, signs, or any other printed material containing advertising matter, information, or announcements is prohibited on Park District property without permission of the Park District.
• Amplified sound must follow all local ordinances.
• Renters shall inspect the shelter prior to and subsequent to each use to identify any dangerous or unsafe condition and to determine whether the shelter is safe and appropriate for any planned activity.
• Renters shall promptly advise the Park District of any perceived dangerous or unsafe condition.
• The use of the Park District Name, Logo, or likeness without written permission of the Plainfield Park District is prohibited.

When can I reserve a shelter?
Residents may reserve shelters beginning February 1 for that calendar year.
Non-Residents may reserve shelters beginning March 1 for that calendar year.

What times are shelters available to rent?
Mid-April through August, shelters will be available from 8:30a-8:00p.
September through October, shelters will be available from 8:30a-6:00p.

If you are looking to reserve a shelter starting after 3:00p, please contact the Plainfield Park District at shelters@plfdparks.org.

Why do I need to reserve a shelter?
A shelter reservation secures the shelter for a specified date and time for event.

How do I reserve a park shelter?
Shelters can be reserved online at www.plfdparks.org or in person at Prairie Activity & Recreation Center (24550 W Renwick Rd., Plainfield). Requests must be made at least 10 business days in advance. Deposit and full rental fees are due at the time of booking.

When will I get my deposit returned?
Deposits will be processed the week following the event unless damages have been incurred during the rental time. Renters will be notified of the nature and amount of the damages. Refunds are issued by check, unless the payment was made with a credit/debit card, in which case the refund will be applied to the card used.

What is the cancellations policy?
Cancellations requested 10 (ten) or more days prior to the event will receive a refund of fees paid less a $25 cancellation fee. Cancellations requested less than 10 (ten) days prior to the event will receive a refund of fees paid less the deposit up to a maximum of $50. The Plainfield Park District is not responsible for weather conditions and no refunds will be issued due to weather unless the Park District closes all facilities. If the renter would like to reschedule their event due to the weather, they must contact the Plainfield Park District 4 hours prior to their scheduled event. In the event the Plainfield Park District cancels your reservation, you may reserve another date/time, if available.

If the park I am renting does not have a grill can I bring my own?
Cooking is only allowed on the grills that are provided on site. Propane and/or additional grills, open fires, and bonfires are not allowed. Bott Pavilion and Wheatland are the only shelters that does not have a grill.

Who do I contact on the weekend if there is an issue with my rental?
You may use the following contact numbers for any questions or concerns with your rentals on the weekends.
Shelter Hotline: 779.252.2782
Prairie Activity & Recreation Center (PARC): 815.436.8812

How do I make changes to my reservation?
Changes to the reservation must be submitted in writing to the Plainfield Park District at shelters@plfdparks.org
by the person who signed the contract at least 10 (ten) days prior to the event. Additional fee(s) may apply.