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Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
1
Our Mission: It is the mission of the Essex Park and Recreation Commission to create recreational opportunities for growth
and enhancement by developing diverse services and programs that promote citizen involvement and a strong sense of
community while striving to increase the social, cultural, and physical well-being of its residents and visitors.
General Policies and Guidelines
All requests for reservations are subject to approval from the Park and Recreation Commission. Approvals are contingent of
full adherence to the policies and regulations and do not constitute either a Building or Health Department permit. Park and
Recreation reserves the right to reject any incomplete reservation request, non-compliance reservation request, and/ or any
request with less than 30 days notices prior to the event date.
The Park and Recreation Commission reserves the rights to either waive or modify its general policies and/ or requirements
due to the nature of the event or size of reserving group. Any event or function that by its nature or size requires the use of
either town or contractor services- the sponsoring person/ organization shall be responsible for those service costs. Sponsor
agrees to pay for any services necessary to use, supervise and/ or restore the park facility to prior condition.
Functions involving an entrance fee raffle, fund raising, or for profit activities that are not related to a local non-profit are
prohibited.
All athletic associations, organizations, residents, non-residents, and businesses must provide the Park and Recreation
Department with liability insurance a minimum of $1,000,000, listing the Town of Essex as additionally insured. The insurance
must be submitted to the Park and Recreation Department at upon application, final approval will not be made for usage until
all required documentation and fees are submitted to the Park and Recreation Office and are reviewed by the Park and
Recreation Director. All authorized representatives must sign a Liability and Indemnification Agreement/Release of Liability.
Wedding Ceremonies/Special Events must have an Essex connection: Either the bride, groom, or one of the parents of
either must be a resident. A waiver to this rule maybe allowed if the wedding reception or related events are under contact
with a local business. Under those circumstances the non-resident fee applies. The park reservation fee for weddings is $400
for residents and a $650 for non-residents. Weddings are limited to three hours total park reserve time.
A $500 security deposit is required at the time of reservation for weddings/special events. Reservation Fee Payment for
Weddings/Special Events must be made upon reservation as well. Checks should be made payable to Town of Essex, Park
and Recreation, and delivered to the Town Hall. The deposit, which shall be returned upon a satisfactory park inspection, in
no way negates the event sponsor’s responsibility to clean up and restore the park property. The deposit shall be forfeited
should the sponsor’s restoration obligations not be fully met.
The sale of alcoholic beverages is prohibited.
Due to the irrigation system, there is no tent staking allowed at Essex Main Street Park, Ivoryton Green, or
Hubbard Field.
Vehicles are not permitted on either Main Street Park or Ivoryton Green. Special arrangements for adjacent designated/
reserved parking spaces for equipment drop off/ pickup, loading, etc. can be applied for the Essex Town Traffic Authority in
the Selectman’s Office.
No open fires are permitted. Grilling allowed in cordoned off and supervised area only.
Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
2
General Policies and Guidelines – Continued
The below listed policies originate from other Town of Essex Departments, which separately provide enforcement. However,
any Park and Recreation event approval is conditional on sponsor compliance with these town policies. It is the responsibility
of the sponsor to contact these town departments should the event conditions apply:
All events over 100 attendees, by State statute, require a police presence and the sponsor must contact the Resident
State Trooper before proceeding. A fee will apply for this service.
If there is to be food service of any kind, the sponsor must contact the Essex Health Department before proceeding.
Should the event or function require tents, booths or portable shelters, the Essex Fire Marshal’s office must be
notified, and fees may apply.
The sponsor must remove all event or function trash from the park. Receptacles in the park are small and primarily there for
normal resident usage.
Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
3
Athletic Field Use Policies
The athletic fields of the Town of Essex are provided for wholesome leisure and recreation for all residents. The following
policies are needed to insure proper use and control of the fields so that all residents may have fair and equitable access to
these facilities.
The priority for scheduling athletic fields is as follows:
1. Essex Park and Recreation sponsored programs and leagues.
2. Recognized non-profit town leagues composed of a minimum of 60 % residents and with an organized governing
board and organizational by-laws. User fees apply.
3. Non-commercial groups and individuals: These include but are not limited to: private school, private parties,
neighborhood groups, and church groups whose membership is composed of a majority of Essex Residents. User
fees apply.
Commercial groups and individuals are prohibited from using town fields and parks.
The Park and Recreation Director has been given the authority by the Park and Recreation Commission to evaluate town
parks and field conditions and usage also to make final decisions concerning the use by individuals, groups or
organizations.
User Fees
All players participating in community athletic associations are required to pay a $10.00 resident and/ or a $20.00 non-
resident user fee per league season. Athletic associations must collect this fee during their registration process and are
required to submit collected user fees prior to league game start date along with team rosters.
Team Rosters
Team Rosters are due to the Park and Recreation Office prior to the league practice start date. Rosters must include
names, addresses and phone numbers. Team rosters will be spot-checked by staff periodically throughout the season.
Insurance Requirements
All athletic associations, organizations, residents, non-residents, and businesses must provide the Park and Recreation
Department with liability insurance a minimum of $1,000,000, listing the Town of Essex as additionally insured. The
insurance must be submitted to the Park and Recreation Department upon application of the field/park/facility usage. All
authorized representatives must sign a Liability and Indemnification Agreement/Release of Liability.
Field/Park/Facility availability will be determined by field conditions, maintenance schedules, and the number of hours of
available usage on a particular field.
All field users are required to inform the Park and Recreation Department if they are not using the time that has been
reserved by them in order to provide others the opportunity for field usage.
Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
4
Park and Field Use Application for Special Events/Weddings Only
Please allow sufficient time for review of your request
Name of Requestor: ___________________________________
Address: ___________________________________
___________________________________
Telephone: ( ) -
Email Address: ___________________________________
Sponsor Organization: ___________________________________
Sponsor Address: __________________________________________
__________________________________________
__________________________________________
Facility Requested: _______________________________________________
Date of Event/Function: _________________________________________
Time of Event/Function: ______________ to ______________
(Parks/Fields Closed at Sunset)
Estimated Number of Attendees: _________________________
Description of the Event/Function for which the facility usage is requested
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
As the sponsor’s representative, I understand and shall personally ensure full adherence to the attached park facilities
reservation policies & guidelines; established by the Park and Recreation Commission. We also understand that if event trash
is not removed, and/or park not fully cleaned up and restored, that our security deposit will be forfeited.
Signature of Person Responsible: __________________________________________________________
__________________________________________________________
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Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
5
Town of Essex Park/Field/Facilities Usage Contract-Required for all Applications
Please let it be recognized that this agreement between the Town of Essex Park and Recreation Department and
Please Print Name of Athletic Associations, Organizations, Residents, Non-residents, and Businesses
Is effective from ______________ to _______________ (not to exceed one calendar year)
User Group Responsibilities
1. Agree to, and abide by, the Park/Field/Facilities Use Policy, attached to this contract.
2. Provide on site supervision during all practices, games, and other functions. Supervisors will enforce all park rules and
take all necessary action to cease inappropriate behaviors that may be displayed by any team member, visitor, or
coach.
3. Provide a qualified coach or supervisor at all scheduled practices and games that will remain on site until the last
group member leaves.
4. Contact the Park and Recreation Director immediately to file an incident report. (within 24 hours) in the event of any
serious injury, mishap, or inappropriate behavior. Call 860-767-4340
5. Contact the Park and Recreation Director with any maintenance issues that could be considered harmful to users.
6. Keep the facility clean and well kept. All equipment must be returned to its designated area. All litter shall be clear
before leaving the facility. Infields are to be raked after use. No other maintenance is allowed without prior consent
from the Park and Recreation Director.
Town of Essex Responsibilities
1. The Town of Essex Park and Recreation Director will monitor facilities to ensure proper use and that user groups are
adhering to all policies.
2. The Town of Essex Park and Recreation Department will provide safe and adequate facilities including general
maintenance of all areas.
3. The Town will make every attempt to notify of the group contact at least 24 hours prior to any park closings for
maintenance or other purpose unless obvious weather conditions or emergency situations force unforeseen closure.
________________________________________________________________________
Organization Contact Person, Title
________________________________________________________________________
Signature Date
________________________________________________________________________
Director of Park and Recreation Signature
Date
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Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
6
Park and Field Use Application for Leagues/Ongoing Events Only
Please allow sufficient time for review of your request
League/Group Name_______________________ Organizational Name:
Primary Contact:______________________ Primary Phone#_______________________
Address______________________________ Secondary Phone #_____________________
Email:___________________________ Fax #_______________________________________
Alternate Contact:_____________________ Alternate Phone #______________________
Sport:__________________________ Anticipated Total Attendance:____Adults:______Youth_____________
Park Requested: __________________Area/Field Requested________________________________________
Additional Services Requested:________________________________________________________________
Are you a non-profit organization (__) (__) Type__________________________________________________
Total Number of participants in your organization_________________
Total Number of participants that are Essex Residents_______________
Total number of teams in your organization_________________________
Please include a team roster prior to game play start date, with names, address and phone numbers.
Field Usage Contact: (Attached) or (On File) __________________________________
Organizations Certificate of Liability is: (Attached)____(On File)____ (Not Available)
____
All athletic associations, organizations, residents, non-residents, and businesses must provide the Park and Recreation
Department with liability insurance a minimum of $1,000,000, listing the Town of Essex as additionally insured. The
insurance must be submitted to the Park and Recreation Department at least one week prior to field/park/facility usage.
All authorized representatives must sign a Liability and Indemnification Agreement/Release of Liability.
As the sponsor’s representative, I understand and shall personally ensure full adherence to the attached park facilities
reservation policies and guidelines; establishes by the park and Recreation Commission. We also understand that in the event
trash is not removed, and or park is not fully cleaned up and restored, that our security deposit will be forfeited.
Signature of Person Responsible: ________________________________________________
Dates (Attach Separate Sheet)
League Schedule if needed)
Day (s) of the Week
Start
Time
End Time
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Essex Park and Recreation
Park/Field/ Facilities Reservation Policies & Guidelines
7
________________________________________________
Printed Name
INDEMNIFICATION AND RELEASE – Required for All Applications
This form is valid one year from the date signed.
THIS IS A LEGALLY BINDING DOCUMENT. DO NOT SIGN IT UNTIL YOU HAVE READ THE
CONTENTS HEREOF AND UNDERSTAND THE SAME. IF YOU ARE IN DOUBT, CONSULT AN
ATTORNEY PRIOR TO SIGNING THIS DOCUMENT.
In consideration of the permission granted to it by the Town of Essex for the purpose of using playing fields parks, and
recreational facilities owned by the Town of Essex, the undersigned, in recognition of the fact that Essex has no lawful
obligation to permit said usage by any person, group, or other entity not sponsored by the Park and Recreation Commission of
the Town of Essex, does hereby release the Town of Essex, its agents, servants, and employees from any liability whatsoever in
the event of injury to any person or any actual or perceived infringement of the personal security of any person using the said
playing fields and recreational facilities while engaged in usage authorized by the Town or to any person attending any such
activity and the undersigned intends to release to be effective and binding on himself and on all members, guests, invitees, or
observers of the group activity which he herein represents. This release is provided in addition to, and without limitation on,
any and all defenses available to the Town of Essex pursuant to the Connecticut general Statutes and common law.
The undersigned, on behalf of himself and the members of the group or entity he represents, does hereby agree to indemnify
the Town and its agents, servants, and employees against any and all claims, suits, actions, debts, damages, costs, charges and
expense, including court costs and attorney fees, and against all liability, losses and damages of any nature whatsoever, that the
Town shall or may at any time sustain or be put to by reason of the usage of the Town-owned property, as contemplated
herein.
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Completed 12 July 2020

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