Facility Use Form 2022
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Full Name *
Organization Name (if applicable)
Entire Address (used to verify residency) *
Cell Phone Number / Best Contact Number *
Email Address *
Requested Date(s) of Use: *
Requested Time of Use (include set up and breakdown time): *
Purpose of Use: *
I am requesting to rent the following (please check all that apply). I assume full responsibility for all activities during facility use on Town of Pawling property and in accordance with safe, current guidelines issue by New York State and/or Dutchess County. R = Resident (pays property tax to the Town of Pawling) NR = Non Resident **Please note some rental arrangements are only available to Town of Pawling residents (R). *
Required
EXTRAS: I would also like to request: *
Required
Will you need 8 foot long tables available for your rental day (additional fees apply). **Tables are for indoor use only. You will be responsible for set up and breakdown of tables** *
Exactly how many long tables will you need? *
Will you need 5 foot round tables available for your rental day (additional fees apply). **Tables are for indoor use only. You will be responsible for set up and breakdown of tables** *
Exactly how many 5 foot round tables do you need *
Will you need folding chairs available for your rental day (additional fees apply). **Chairs are for indoor use only. You will be responsible for set up and breakdown of chairs.** *
Exactly how many chairs will you need? *
PLEASE CAREFULLY READ OUR CANCELLATION POLICY: Within 5 BUSINESS days - The patron may cancel or reschedule this agreement within 5 BUSINESS days of the event date. The Town will refund all security deposits and 50% of fees paid if patron chooses not to reschedule. If patron would like to reschedule the event date, full payment will be transferred to the new date. Less than 5 BUSINESS days - If cancelation or a rescheduling agreement does not happen within 5 days of the event date, the fees are non-negotiable and cannot be reimbursed. In the case of inclement weather for outdoor rentals, there is no fee reimbursement. Patrons may only reschedule their facility rental for another date. If there is indoor rental space available at the time, patrons may request to move indoors if arrangements can be made in advance (on a regular business day).If there is extreme/emergency weather where the Town closes facilities (indoor or outdoor), full reimbursement of fees or a reschedule date may be agreed upon. Should the Town choose to cancel this facility rental agreement due to patron’s violation of the terms of this agreement (including alcohol policies), any fees paid by the patron are considered non-refundable and non-transferrable. *
Please list the number of Residents (Adults and Children) that are expected to be in attendance during your rental. *
Please list the number of Non-Residents (Adults and Children) that are expected to be in attendance during your rental. *
Being as specific as possible, please include your plan for social distancing/safe gathering protocol. *
Will there be an independent contractor on site during your rental? (example: bounce house company, food truck, face painter, craft vendor, etc...) Independent contractors will need to supply a separate certificate of insurance. Please provide SPECIFIC details below. If NO independent contractor is being used, write N/A *
Will there be swimming? *
Will there be an admission charge for those attending your event? *
Will alcohol be consumed and/or served at your event? Please note: We are required to forward all Alcohol Control Plans to our Town Board and Town Attorney for approval at Town Board Meetings. Requests for alcohol must be made with plenty of time 2-3 weeks to accommodate this process, *
Will alcohol be sold at your event? Please note: We are required to forward all Alcohol Control Plans to our Town Board and Town Attorney for approval at Town Board Meetings. Requests for alcohol must be made with plenty of time 2-3 weeks to accommodate this process, *
FEE REDUCTION REQUEST FOR ORGANIZATIONS: Please provide a thorough written request describing your organization's recent active support of Town of Pawling Parks & Recreation efforts in the community. Make sure to list recent examples (in the past year). We will use this information to determine your organization’s fee reduction eligibility. Any “extras” (storage, lights, extra time) are not eligible for facility fee reductions. *
The undersigned individual or group/organization requesting use of the Town of Pawling’s facilities, guarantees observance of all regulations governing the use of facilities of the Town of Pawling, payment of any charge incurred, and states that the individual or group/organization agrees to indemnify and save harmless the Town of Pawling, all of the Town’s elected and appointed officers, employees, volunteers, and/or agents against any and all claims for damages or injury to persons or property that may be occasioned by, or arise from, the use of such facilities to the fullest extent possible pursuant to the laws of New York State. THE PAWLING TOWN BOARD RESERVES THE RIGHT TO REQUIRE ALTERNATIVE LIABILITY LIMITS WHEN APPLICABLE. *
MANDATORY SECURITY DEPOSIT: The Town of Pawling will need a $100 security deposit (separate check - will be returned after the event date as long as grounds are left in acceptable condition and there is no damage or debris).Checks made payable to the Town of Pawling**Please be advised that in the event of weather or a last minute cancellation refunds will NOT be given.  Household credits will be issued and we will rearrange a new date or you can use the credit for another program at any time.** *
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