Payment can be made by cheque made payable to Race Week Edmonton and mailed to: Ave., Edmonton, AB T5N 3Z1.

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1 Rules & Regulations Handbook 2015

2 RWE Events and the Santa's Parade of Lights organizers are working to organize a safe, fun and celebratory event for participants and spectators alike. To that end, please be sure you have read fully these Rules & Regulations prior to submitting your Santa's Parade of Lights application form so you are prepared to meet the requirements that are in place. 1) Selection a) Entry Selection In 2015, participation in Santa's Parade of Lights is limited to the first 25 acceptable entries received. Only those entries selected by RWE Events and Santa's Parade of Lights organizers will be allowed to participate. Once accepted, any changes from the original application must be approved by the organizers. For changes to be considered, they must be submitted in writing, with photos or renderings, by October 31, Failure to get prior approval could result in removal from the parade and forfeiting the entry fee. b) Proof of Acceptance On parade day, November 21, 2015, all entries must visibly display their parade identification placard and participants involved with each entry must have their Santa's Parade of Lights credentials to gain entry to the staging area. c) Participant Meeting Each entry must send one representative to the participant meeting in November to receive instructions and the parade day package. Meeting details (date, time, location) will be included in the acceptance package. 2) Participation Fee and Payment a) Fees There is a cost to participate in Santa's Parade of Lights. Community groups and non-profit organizations will be charged a fee of $100+GST, while businesses must pay the corporate fee of $250+GST. The participation fee is not refundable. b) Making Payment Entries selected to participate in Santa's Parade of Lights must submit payment to RWE Events within seven calendar days of receiving a letter of acceptance. Payment can be made by cheque made payable to Race Week Edmonton and mailed to: Ave., Edmonton, AB T5N 3Z1. Pay by credit card by calling Ginny at , extension 200; or, in person at the address above (offices of Focus Communications). 2

3 2) Insurance and Indemnification a) Commercial General Liability Insurance All participants must carry a minimum of $2,000,000 in Commercial General Liability Insurance (per occurrence) covering liabilities for bodily injury, personal injury, death and property damage including products and competed operators liability. This insurance must name "Race Week Edmonton" (RWE Events) and "The City of Edmonton" as additional insureds. b) Automobile Liability Insurance Any vehicles used in the parade must carry a minimum of $2,000,000 standard automobile insurance providing third party liability coverage for bodily injury and property damage insurance. c) Certificate of Insurance Participants must provide RWE Events and Santa's Parade of Lights organizers a and copy of the certificate of insurance no later than seven calendar days after receiving their letter of acceptance. Entries that do not provide the certificate of insurance by this deadline will be disqualified from participating in the parade, and their place will be relinquished to the next suitable applicant. d) Indemnification Each participant shall indemnify, defend and save harmless RWE Events and Santa's Parade of Lights organizers and The City of Edmonton from and against any and all claims, losses, costs, expenses damages and liabilities due to bodily injury or property damage arising directly or indirectly from the participation in the parade and use or occupation of City of Edmonton's roadways on the parade route and from the acts of the participant, its servants, agents or employees except where such injury or damage has occurred by reason of RWE Events and Santa's Parade of Lights organizers sole negligence. 3) Entries a) Decorations Entries must be decorated in a Christmas holiday/winter theme and must include lights that are representative of the holiday season. Santa's Parade of Lights organizers will provide a "Santa's Sleigh" themed entry as the finale; therefore, participants are excluded from entering such. Entries may not include a live Santa (although depictions of Santa through artwork are permitted). b) Dimensions Entries cannot exceed the maximum specifications: height 3.75m (12 1/2 feet); length 12.5m (41 feet). These specifications are enforced by the Highway Traffic Act. Any entries exceeding these measurements on parade day will be disqualified from participating. 3

4 c) Animals Entries that include animals must be specified in the application so they can be appropriately and safely assigned a place in the parade lineup. d) Theme Each participant is responsible for ensuring that the use of any theme does not violate the copyright, service mark, trademark or intellectual property rights of others. 4) Safety Each participant is responsible for the safety of their entry and participants. Participants are encouraged to comply with all government regulations, safety codes, manufacturer's guidelines, etc. to safely operate all elements of their entry. a) Fire Precautions All decorations must be fire retardant and kept away from vehicle exhaust lines. Fireworks and other pyrotechnics are prohibited. Smoking is prohibited in the parade staging area and during the parade on the route. In addition, each entry is required to provide and carry a fire extinguisher with them at all times. b) Sound Vehicles Vehicles and their tires must be in good mechanical/working condition conducive to Edmonton winter weather. c) Emergency Towing In the event of a mechanical problem that prevents an entry from moving forward with the parade, it must be moved to the side of the road to allow the parade to proceed, and arrange removal for when the parade is finished. Participants are responsible for towing and costs. d) Traffic Laws When riding in vehicles, participants shall comply with all laws that apply on roadways, especially: i. Drivers must refrain from using cell phones, cameras, etc. that will distract them from safely driving. ii. Participants riding in vehicles must use seatbelts. iii. Alcohol and illegal drugs and their use are prohibited in vehicles, on the floats, and anywhere in the parade staging area or on the route. Any participant who appears to be under the influence may be removed from the parade at the discretion of a parade official. 4

5 e) Throwing Items from Entries Distributing items to the crowd by throwing them from the entry is not allowed. Roving/walking entries may distribute material hand-to-hand. Participants are encouraged to leave roadways clean and free of litter. f) Dressing for Warmth Participants are encouraged to dress warmly and appropriately for the weather to prevent frostbite. 5) Parade Day Basics Below is a brief overview of parade details to be aware of before submitting an entry application. Selected entrants will receive detailed information in their letter of acceptance and the parade day package to be distributed at the participants meeting in early November. a) Parade Route and Pace The inaugural Santa's Parade of Lights is approximately 1.75km long. It is expected to take minutes to complete at a pace of 3.8km/hour. b) Timing Parade entries and participants will be given a schedule in their parade day package they must adhere to in order to be at the staging area, in formation, and prepared to begin at 4:30 p.m. c) Media While we do not guarantee media coverage, by submitting an application, participants agree to media interviews should they be asked by Santa's Parade of Lights organizers. 5

6 d) Photo/Video Release Submitting an application and participating on parade day constitutes agreement to be photographed or filmed and participants' likeness used by RWE Events and Santa's Parade of Lights organizers for promotional material. e) Cancellation While Santa's Parade of Lights is meant to celebrate and embrace the outdoors and Edmonton's beautiful winter holiday season, certain conditions may make it necessary to cancel the event. These include: i. Environment Canada weather warning for heavy snowfall, low temperatures, or severe wind chill. ii. Advisories issued against travel on Edmonton roadways. iii. A combination of temperature and wind chill resulting in a "feels like" temperature of -25 degrees Celsius or colder. Fees will not be refunded upon cancellation due to weather, as these factors are out of our control. For further information, please contact Santa's Parade of Lights organizers at santaparade@rweevents. 6