Rental Procedures and Policies

1. Abraham Lincoln ALC Policies (referred to as ALC from here forward): Renter must comply with all terms of this Agreement, as well as applicable laws, rules, and regulations as specified. The interested facility’s policies, rules, and regulations can be located on our website at www.alincolnscouting.org.  

2. Parking: Parking is limited to designated parking areas only. These can be found by marked signs and/or by looking at maps of each facility.

3. Protection of Minors Policy: Renter’s Representative and Signatory to this Agreement represent that they have read and understand Safeguarding Youth Policies attached to the document. See appendix A

4. Decorations: Decorations may not compromise public safety or create risks of facility damage. They shall not interfere with access to entrances/exits. Decorations must be free-standing, including signs. Nails, tacks, staples, scotch tape, duct tape, and other such devices to affix materials to surfaces are prohibited unless tack strips are provided in the building. Masking tape or quick-release tape, painter’s tape, or poster putty for securing decorations is permitted. No candles or open flames (electric candles acceptable), no signage or decorations including glitter or confetti are permitted without approval of the ALC Representative. Please note that the ALC does not supply extension cords, tape, power strips, or other supplies. The Renter is responsible for removing all decorations upon conclusion of the event.

5. Floors: Nothing may be used to secure items to any floor surface. If cleaning the floors for Scouting events or to prevent deposit from being forfeited, only provided cleaner in the supply closet may be used. Do not put mops away that are wet or hang in the storage room closet. They go outside to the designated areas.

6. Outdoor Cooking & Grilling: Absolutely no cooking or grilling on back decks, balconies, or porches. Outdoor cooking and grilling are permitted at a minimum of 10 feet away from all buildings.

7. Damages: Renter is responsible for any damage to facility and/or premises because of any act or omission of Renter, its employees, contractors, services vendors or volunteers. Renter will be billed for costs associated with any repairs or replacement, minus deposit. If deposit does not cover the entire cost the difference shall be invoiced to the Renter and due 30 Days from the date of the invoice.

8. Contractors, Caterers, Service Vendors: A) Must sign these Procedures and Policies Document and all applicable Appendix’s. B) Must follow all rules, regulations, and policies of local authorities, the State, and Federal Law. Any violations and fines will be the Renter’s responsibility should any be assessed.

9. Clean-up: A) Renter is responsible for emptying all trash cans including all bathrooms and adding new liners into each. Place trash bags at the bottom of each waste basket, please add extras from the supply closet. Take all trash to the dumpster. B) Put all chairs and tables into the storage room after your event. C) For Scouting events, mop meeting room floors, kitchen floor, dry storage floor and in front of the walk ins. Please hang wet mops in the designated areas. Do not put away mops that are wet or hang in the storage room closet. D) Secure all doors, making sure they are locked. Check all the panic bar doors to make sure they are locked by the hex key located near each door. E) Sweep off the front porch if necessary. F) Make sure lights in the freezer and refrigerator are turned off, and the door shut. For the walk-in fridge, be sure to sweep, mop, and clean any spills on shelving and surfaces. Please sweep the walk-in freezer. G) For walk-ins and dry storage, food can only be left with prior approval from the ALC in designated areas. For regular home-style fridges, nothing may be left, please take them home as they will be thrown away H) Set thermostats to 65 Heating or 78 cooling depending on time of the year. I) Turn off all light’s when leaving. J) Leave all interior doors how they were when you got there. K) Lock main and kitchen doors by touching the LOCK ICON on the door lock. See Appendix D or E for Cleaning Checklist that is specific to your rental.

10. Alcoholic Beverages: ALC Alcoholic Beverages Regulations and Procedures are handled through the ALC Office for this contract. Please see Appendix B for full details on this policy and attach if you intend to have alcohol at your event.

11. Tobacco-, Vape Policy: These are not permitted in or around buildings, program areas, or around minors. All tobacco products must be used in the vehicles in the designated parking spots or outside the main caretaker’s gate.

12. Cannabis-Free Policy: The ALC prohibits use of cannabis products on all properties of the ALC, both indoors and outdoors, including parking lots, sidewalks, and common areas. The possession, use, sale, or distribution of such products on ALC properties is strictly prohibited.

13. Admission Refusal or Ejection: The ALC may refuse to admit any person or may reject any person whose conduct, in the opinion of the ALC, is illegal, disorderly or disruptive, or who fails to comply with any rules or regulations of the ALC or local, state or federal law.

14. Publicity: “Abraham Lincoln Council, Scouting America” or “ALC” may be used in publicity materials ONLY to designate the location (Scouting America may not be abbreviated). This implies NO endorsement of the event. The ALC name or logo may NOT be used for any sponsorship endorsement or publicity for an event to be held at the ALC facility without prior approval by the Scout Executive.

15. Independent Contractor: The parties are independent contractors with respect to each other. Nothing in this agreement shall create any association, partnership, joint venture, or agency relationship between them.

16. Facilities Usage: ALC facilities will not be used for any activity which is inconsistent with Federal or State law and ALC policies. Renters and individuals using ALC facilities must comply with all reasonable requests related to such usage made by ALC officials. Such requests may include employment of ALC attendants or ushers to ensure the proper usage of the facilities, and obtaining health care services, security, or other personnel, or the use of non-ALC owned equipment.

17. Force Majeure: ALC shall be excused for its non-performance of this agreement caused by labor disputes, accidents, government regulations or restrictions upon travel or transportation of materials or supplies, acts of war, acts of God or other causes beyond the reasonable control of the ALC.

18. Waiver of Liability: The ALC assumes no responsibility or liability for any loss which may result to the Renter, canceling or terminating this agreement due to destruction of or damage to ALC facilities. The Renter agrees to waive, release, and discharge ALC, its members, officers, agents, and employees from any and all liabilities for any loss, damage or destruction of such facility that may be sustained. Appendix C must be filled out and included with this document for non-Scouting Vendors.

19. Cancellation: 30 Days prior is a full refund. Anything between 2 weeks and 30 days is a 50% refund. Within 2 weeks of the event, a refund is at the discretion of the event coordinator or staff advisor. Refunds are only granted in cases of emergency. Unless otherwise stated.

20. Notices: All notices provided under this Agreement, including a change in mailing address, will be effective only upon actual receipt by ALC and only if made in writing and delivered by hand delivery, email, or United States postal service (or any commercial delivery service, so long as ALC does not have to sign for acceptance of the document).

21. Choice of Law: This Agreement shall be interpreted, and disputes resolved by application of Sangamon County and Illinois law without regard to its conflict of laws principles.

22. Assignment: Renter may not assign this Agreement without the written consent of an authorized ALC Representative.

23. Entirety: This Agreement, and the exhibits thereto, constitute the entire agreement between the parties with respect to the subject matter and supersede all prior communications and agreements between the parties regarding the same. Unless expressly permitted in this Agreement, no change shall be valid unless made in the form of a written amendment and signed by each party’s authorized signatory.

Renter certifies that they have read and understand the foregoing Agreement and agree to be bound by it.

Please obtain a key from the Scout Shop prior to arrival if using the facility after normal business hours.

Please make sure door is locked and the alarm is set when leaving, if after normal businees hours.

30 Days prior is a full refund. Anything between 2 weeks and 30 days is a 50% refund. Within 2 weeks of the event, a refund is at the discretion of the event coordinator or staff advisor. Refunds are only granted in cases of emergency. Unless otherwise stated.