Facility Rental Fees & Policies
The Rolling Meadows Park District accepts Cash, Cashier's Check, Personal/Business Check, Money Order, and all major forms of Credit/Debit Cards. 50% of your total rental fee is due to reserve the space. We can make amendments to the permit and adjust your final payment up until 10 business days before your event . The final payment is due no less than 10 business days before your event.
A refundable Security Deposit is required for all facility rentals and park permits at the Rolling Meadows Park District. Security Deposits range from $100-$500 depending on your event size, location, and presence of alcohol. 5% of the total Security Deposit will be charged in addition for processing the deposit in our system. The Security Deposit for all Activity Room and Conference Room rentals not serving alcohol is $100 and Activity Rooms and Conference Rooms that are serving alcohol have a Security Deposit of $250. Banquet Hall rentals that are not serving alcohol have a Security Deposit of $250 and Banquet Hall rentals that are serving alcohol have a Security Deposit of $500. All Park Permits have a Security Deposit of $500. The Security Deposit is due no less than 10 business days before your event. Your Security Deposit, or a portion thereof, will be returned to you 3 business days after your event if the deposit was set up by Credit or Debit Card. Deposits that were made by Cash, Cashier's Check, Check, or Money Order will be refunded by mail and could take up to 2 weeks after the 3 business days.
Alcohol at your Event:
If you wish to have alcohol during your rental event you will have to provide the Rolling Meadows Park District with a Certificate of Insurance and/or a Special Event Endorsement showing a minimum coverage of $1,000,000.00 and listing the "Rolling Meadows Park District - 3000 Central Road - Rolling Meadows, IL 60008" as Additionally Insured. You may acquire this insurance through our partner website: https://www.theeventhelper.com/partner/pdrma or through your own agency. If you are purchasing a bar package through a catering service they often have this insurance already and can add us onto their insurance policy at no additional cost to you. Alcohol requests for your event must be submitted for approval by Rolling Meadows Park District Board of Commissioners no less than 10 business days before your event.
Not-for-Profit organizations may receive $15 off the hourly rate with proof of not-for-profit status. With your rental permit please submit an official form showing your not-for-profit status, such as the Illinois Department of Revenue Sales Tax Exemption Letter. Resident or Non-resident status is based on the listed address of the organization.
The Rolling Meadows Park District allows fundraisers to be held at our rental facilities with proof of not-for-profit status, such as an Illinois Department of Revenue Sales Tax Exemption Letter or documentation showing your 501c or 501c3 status. The following steps will also need to be completed to serve alcohol at your fundraiser event:
1. Once we receive the proof of not-for-profit status, we will submit a request to the City of Rolling Meadows for a Temporary Liquor License on behalf of your organization. We will be adding your organization to the Park District's current City Licenses. There will be no additional cost for the City License. Once submitted, it could take up to two weeks to receive the approved license from the City of Rolling Meadows.
2. Once we have received the City Liquor License, you will have to complete this form: https://www.illinois.gov/ilcc/SiteCollectionDocuments/Special%20Event%20Retailer%20Liquor%20License%20NFP.pdf and submit it along with the City of Rolling Meadows Temporary Liquor License, a copy of your Certificate of Insurance for Host Liquor Liability (See Alcohol at your Event), and a copy of your Illinois Department of Revenue Sales Tax Exemption Letter to the Illinois Liquor Control Commission. There is a $25 fee to submit the application to the Illinois Liquor Control Commission.
All documents are due no less than 10 business days before your event.
Wedding Package Options:
Events at our Park Central and Plum Grove Park Banquet Halls that wish to have a ceremony on site, in addition to the reception, may request use of our Courtyard at Park Central or Pavilion at Plum Grove Park for $75. This fee covers setup and take down of the ceremony chairs. We also offer a rehearsal dinner option the night before your event (when available) for $150. Please contact the Rentals Supervisor for more details.