KISSIMMEE PARKS, RECREATION & PUBLIC FACILITIES LAKEFRONT PARK PUBLIC EVENT RESERVATION APPLICATION

Transcription

1 KISSIMMEE PARKS, RECREATION & PUBLIC FACILITIES LAKEFRONT PARK PUBLIC EVENT RESERVATION APPLICATION IMPORTANT: Please type or print legibly. All sections must be completed. Reservation deposits are Non Refundable. Please submit your application to: Kissimmee Civic Center 201 East Dakin Avenue Kissimmee, Florida Fax: CONTACT INFORMATION: Name of Event Organization/Company: Type of Organization: _ Non Profit _ Commercial Government Private Contact person: Work phone: _ Cell phone: Fax: Address: City: State: Zip Code: BILLING INFORMATION: Is the party responsible for billing the same as above? Yes No (Please see below) Responsible person: Work phone: Cell phone: Fax: Address: City: State: _ Zip Code: EVENT INFORMATION: Name of Event: Type of Event: Event Dates(s): Event Location: Civic Lawn Event Lawn Will your event require exclusive use of the pavilions for your event? Yes No What is your anticipated attendance? What age group are you targeting?: Provide a brief description of your event: Is this event a fundraiser? Yes No If yes, Purpose:

2 How will the proceeds from this event be used? How will this event benefit the general public? What time will your set-up start? How long will your set-up take? What time does your event start? What time does your event end? How long will your break-down take? Have you previously held this event or type of event? Yes (please see below) No Please list date and location: Will your event require food vendors? Yes _ No What type? Will your event require merchandise vendors? Yes _ No What type? Will your event require sponsor vendors? Yes _ No What type? Will your event require alcoholic beverages to be dispensed, provided and/or sold? Yes No (The City of Kissimmee s licensed and contracted concessionaire has sole rights to any alcohol sales and/or consumption) Will your event require the rental of outdoor staging? Yes No What size? Will your event require tents? Yes _ No How many tents?; Size? Will your event require any road closings? Yes No If yes, please provide details: What are your plans for parking? Will your event require vehicles to access the park? Yes No If yes, please provide details: Will your event require portable restrooms? Yes No If yes, how many? Will your event require extra trash removal? Yes No How much? Will your event require utilities? Yes No Electric Water

3 Will your event have Live entertainment? Yes (please see below) No Is your entertainment a: International Performer National Performer Local Performer Does your entertainer have special requirements and/or a technical rider? Yes No Does your entertainer require a green room? _ Yes _ No Location? Will your event require a DJ? Yes No If yes, who? Will your event require the hiring of any outside Production Companies? Yes No (Lighting, Sound, Decorating, Television, Radio, etc.) Name of Company: Contact person: Address: City: State: Zip Code: Work phone: Fax: Pager/Cell: Will your event require the rental of additional staging? Yes No What size? What power requirements will your event require? Will your event require the use of generators? Yes No What size?: Will your event be televised, recorded and/or broadcasted? Yes, (please explain) No Will your event require Pyro Techniques? Yes (please explain) No Will your event include any live animals? Yes No What type? Will your event require the hanging of banners? Yes No Location: At what level will your event be promoted? Local Regional National What type of publicity will be used? Newspaper _ Radio Television Web Site _ Direct Mail _ Community Billboard Schools Other Will you invite any media to your event? Yes No What type?

4 Policies / Procedures and General Provisions for use of the Lakefront Park for Public Events Public Events: Any and all advertised events held on City property shall be considered an open to the public Event. Set up, staging and event layouts are coordinated through City staff and must be submitted for approval at least thirty (30) days prior to an event/show. This will include areas of the park that are exclusive to this event. Outdoor events are from 8:00a.m.-9:00p.m. Any and all variations must be approved by the City staff. All rental times must include deliveries, decorating, rehearsals, set ups, break downs and clean up time. When using the stage, any production rigging, decorating and postings shall be reviewed and approved by City staff. All choreographed and/or specialty sound production will be the sole responsibility of the Licensee. City staff must approve all audio visual set ups. The City is not responsible for day of event set ups or equipment brought in the park for an event. Equipment, tents, generators, vehicles, inflatable s etc. may not be left overnight. Music must be of appropriate content and decibel levels for the general public. Admission fees shall not be charged nor can the event organizer or its vendors solicit donations without the approval from City staff. Amusement structures and inflatable rides shall not be permitted in any outdoor location without the permission of City staff. All promotional for any open to the public Event/show must be reviewed, approved through the City s License Agreement prior to distribution. Tents / Shade Canopies: All tents / shade canopies and their locations must be approved by City staff. Licensee must obtain an official tent permit from the City of Kissimmee s building department for any tents / shade canopies that are larger than 10x12 and must submit fire retardant certificate 30 days prior to event. All tents / shade canopies must have a fire extinguisher and shall be inspected by the City of Kissimmee s Fire inspector. All tents / shade canopies must be anchored above ground and at no time shall stakes be driven into the ground without prior City approval. Insurance: Private functions or pre-registered events are not required to provide insurance for their function. Any and all open to the public events shall be required to provide general liability insurance. (Exhibit B) Licensee, at their sole cost and expense, is required to provide the City with liability insurance no later than thirty (30) days prior to the reservation date. Licensee shall name the City as Additionally Insured for all dates of events. The City s Risk Management Office establishes the appropriate insurance amounts for each event. Based on the nature of the event, the City may require additional insurance amounts. Should licensee neglect to provide the City with the appropriate insurance policy and documentation by the specified time, the City may cancel the event. Food and Beverage: Alcohol will not be permitted for private functions in the Lakefront Park with the exception of Community House rentals. For any open to the public events, alcohol whether sold or consumed must be follow the

5 City s Special Event Alcohol Policy as outlined on Exhibit A. Any open to the public event must obtain an alcohol permit from the Kissimmee Police Department if alcohol is sold or consumed, and is the responsibility of the Licensee. The Licensee is responsible for contacting the local Health Department when in the park to inspect any food and beverage vendors. Any and all waste from cooking materials, supplies and by-products (such as grease) must be properly disposed of in proper trash containers in an approved environmentally safe manner. Event Personnel: All open to the public events will require City staff to be present at the expense of the Licensee. Staff and security requirements will depend on the nature of the event, expected attendance, location and alcohol present. All personnel or affiliates utilized by the Licensee will be at the sole responsibility of the Licensee. The Licensee may not replace City personnel with his/her own personnel and/or volunteers. All staffing requirements are at the discretion of the Department Director and/or designee. Utility Services: Basic electricity needs will be provided with facility. Additional power requirements will be the sole responsibility of the Licensee. Water services are available for events and may be available upon request. Water services will not be provided to private rentals of pavilions. All electrical equipment and corresponding cords, (including extension cords) must be UL approved. Extension cords used outdoors must be rated and approved for outdoor use. Cords used in areas where pedestrian are present must be appropriately covered or flagged. All use of generators must have prior approval for location, storage of gas and refueling procedures. All generators must be safely secured. Production and Sound: Licensee will be responsible for all Sound and Lighting for the production of their event. Licensee shall be responsible for any and all costs that are associated with these services. Any and all companies who are hired by the licensee must follow all policies as outlined in the Civic Center s Operational Handbook. Vendors and Merchandise: All vendors provided by the Licensee or for City functions must complete a Vendor Agreement form. Food and Beverage vendors other than the Licensee will be required to provide a current occupational license along with appropriate insurance and must be approved by City staff. Food and Beverage vendors may not serve or dispense any product in glass bottles or containers. Licensee shall be responsible for all appropriate sales tax. Public Restrooms: City code requires that two portable restrooms and a hand washing station be made available per 200 participants for open to the public events. Half of the outdoor restrooms must be handicap accessible. Port O lets must be placed in approved locations by City staff.

6 Parking / Vehicles: The City of Kissimmee reserves the right to charge for parking during any open to the public event. Licensees and vendors will have designated load in and out areas. It is recommended that load out times do not begin until the event is finished. For the Civic Lawn, the parking lot adjacent to the American Legion will be used to unload and park during the event. For the Event Lawn, the Marina parking lot will be used to unload and park during the event. Vehicles that have unloaded in the park will not be permitted back in the park until the event is over and the general public has cleared the park. Janitorial: Licensee or renter shall be responsible for the removal of any and all food, beverages, dishes, trash etc. from the park during and after their event. The City staff will provide general maintenance of the rental areas before and after the specific event. Any cost incurred by the City for excessive trash, decorations removal and/or cleaning shall be charged directly to the Licensee or renter or taken from the security deposit of an event. Decorations / Set ups: Licensee is responsible for the removal of any decorations, props, materials and/or signs that may be brought into their event. Rented or personal equipment is prohibited in any City park overnight. Decorations, signs, and banners etc.. may not be glued, taped, nailed, stapled (or any other way that will leave a residual mark). Decals or similar items that have an adhesive back or stick on material are prohibited in any City park. Locations and placement of any temporary signage must be approved by City staff prior to the event. Animals: The owner of animals or pets will accept full responsibility for his/her animal while in the park including cleaning up after them. All pets must be on a leash at all times while in the park. Pets are not allowed in the playgrounds, splash pads and Wedding Lawn. General Provisions: While in the Lakefront Park, no person or group shall: Use personal fireworks Ride bicycles and/or skateboards anywhere other than on authorized walkways Use personal grills Place any flyers, brochures or any other promotional items on City property Drive in Lakefront Park without prior approval from City staff Payment Procedure: A non refundable reservation deposit in the amount of 20% of rental total is required prior to a license agreement being generated. All remaining balances will be due not less than thirty (30) days prior to event. Cancellations Refunds will not be issued for weather situations or cancellations.

7 SIGNATURE: I understand that this is an application only and does not obligate the City of Kissimmee in any fashion to reserve any facility and/or approve any event that does not include a reservation deposit. I fully understand that my reservation fee is non refundable. In the event the City of Kissimmee does not approve my event; I am entitled to a full refund of my reservation fee. I agree to sign the required License Agreement. I fully understand that this rental is located in a public park facility which is open to the public. By renting this facility, I agree and understand that this being a public facility; the City of Kissimmee is not responsible for the actions of any 3 rd party members who are utilizing the park. By renting this facility, you agree and understand that the City cannot control and will not be responsible for the actions of the general public during the time of your rental, financially or otherwise. Examples shall include, but not be limited to: Interruptions in events; loud noises, weather interference. All rental set ups must be approved by City staff prior to event. I have read, understand and agree to abide by all policies/procedures and general provisions as outlined above. Signature of Acceptance: Date: OFFICE USE ONLY Area(s) Rented: Balance Due: $ Reservation Deposit: $ Date Balance Due: Method of Payment: Cash Check # D/L # Date: Visa Mastercard / / / Exp Staff Signature: ** Reservation Deposits are Non Refundable **

8 Exhibit A CITY OF KISSIMMEE SPECIAL EVENT ALCOHOL POLICY FOR SALE AND/OR SERVICE OF ALCOHOL DURING OPEN TO THE PUBLIC SPECIAL EVENTS On all City owned Park property, for events which are open to the public, the following review and procedure will apply: 1. These procedures apply whether the event is free or admission is charged. 2. These procedures apply whether alcohol served is for free or for sale. 3. The organizer or promoter (Applicant) must complete a License Agreement form and submit it to the Parks, Recreation and Public Facilities Director or designee for review to assure compliance with all requirements. 4. On the application form Applicant must indicate which of the following distribution options it intends to use for the event: a. CATERER OPTION: Applicant may be or may retain a private alcohol provider or distributor who possesses a current and valid Off Site Caterer s License as issued by the State of Florida Division of Alcoholic Beverages License 13 CT; OR b. NON-PROFIT OPTION: Applicant may be or may utilize a Non-Profit Civic Organization which is active with the State of Florida Division of Corporations to manage the alcohol sales. All requirements of Florida law must be complied with, including those requirements contained in the Beverage Law of Florida Statute (Non-profit civic organization; temporary permits.) 5. Applicant must provide proof of alcohol liability insurance for event. For third party caterers or non-profit organizations, the Applicant must also provide proof of the alcohol liability insurance of the caterer or non-profit organization, with the City of Kissimmee listed as an additional insured on the policy. 6. Applicant must comply with all provisions of Florida law, specifically but not limited to the applicable Florida Beverage Law Florida Statues (Legislative Intent) and (Responsible Vendor Qualification) and obtain the applicable State of Florida Alcoholic Beverage License, including E-TIPS training. 7. Applicant must apply for and obtain a Kissimmee Police Department (KPD) Alcoholic Beverage Permit PD83-01, prior to submission. a. At a minimum, Applicant must secure and pay for the services of at least one CJST Certified Florida law enforcement officer for security purposes. b. Should the Kissimmee Police Department determine during its review process that an area shall be designated as a Beer Garden area, KPD will determine the size of the area, as well as the minimum number of law enforcement officers to be required based on the event and Applicant must provide for same and pay all required fees for services. 8. On the application, Applicant must disclose and list all prior events it hosted on City property for staff review or any past events. Events hosted by Applicant which did not comply with law, City policies or City directives may require additional measures for approval by staff. 9. All licenses and insurance must be in place 30 days prior to the event. If all licenses and insurance policies are not in place within 30 days of event, Applicant must secure and utilize a City concessionaire for alcohol sales. Effective 10/1/2013

9 Exhibit B SPECIAL EVENT INSURANCE REQUIREMENTS The following classifications do not identify every possible event, but should provide a guideline for which category most events should fall under. Questions should be directed to the City of Kissimmee s Department Director or designee. A Security Deposit will also be required for all activities. CLASS 1 CLASS 2 CLASS 3 CLASS 4 CLASS 5 Limited Seating Club Activities Instructional Classes History Fairs Registrations Receptions Attendance under 500 Plays/Musicals Walk-a-thons Dog Shows Garage Sales Beauty Pageants Attendance over 500 Magic Shows Concerts Dances Auctions Athletic Events Attendance over 500 Parades Fishing Tournaments Festivals Civic Center Events Aquatic Center Events City Stage Airport Events High Risk Events Class 1: Class 2: Class 3: Class 4: Class 5: Insurance is optional and is at the discretion of the Risk Management Department. Risk Management will review the quantity of participants and the nature of the activity and/or product sales to make a final determination. General Liability Insurance of $100,000 per occurrence is required. General Liability Insurance of $500,000 per occurrence is required. General Liability of $1,000,0000 per occurrence/ $1,000,000 Auto/ $1,000,000 umbrella is required. Note: Fishing Tournaments: Need a minimum of 1million General Liability and 1 million umbrella OR 2 million aggregate per occurrence general Liability naming the City of Kissimmee additional insured. Auto liability may be required by Corporations organizing a tournament. General Liability Insurance of $5,000,000 per occurrence/ $5,000,000 Auto/ $5,000,000 Umbrella are required. PLEASE NOTE: 1. Auto Liability Insurance will be required in the amount of the general liability requirement if automobiles are used as part of the event. IMPORTANT: 2. Product Liability Insurance will be required if there is food sales or consumption at the event. Each food vendor must provide Product Liability Insurance (minimum $1,000,000). This must name the City of Kissimmee Additional insured. 3. Workers Compensation will be required if employees are hired for the event, according to Florida State Statutes. 4. Alcohol Liability Insurance will be required if there is alcoholic beverage sales or consumption at event (minimum $1,000,000). This must name the City of Kissimmee Additional insured. 1. Class 1, 2 and 3 must provide proof of a current insurance certificate for the appropriate amount of general liability. The City of Kissimmee must be listed as additional insured for Class 3, 4 and 5 Insurance Requirements. 2. The event organizer is responsible for obtaining and submitting all required insurance certificates to the City of Kissimmee s Department Director or designee no later than (15) calendar days prior to the event date. 3. The Risk Management Department reserves the right to adjust insurance requirements on a per event basis. 4. Any event requesting a fee grant or reduction in the required insurance levels must submit written notification of the request with the application/permit to the Department Director or designee no later than (60) calendar days prior to the event date. If the organization has any insurance-related questions, they are encouraged to contact the Risk Management Officer at (407)