City of Valdez Budget Year 2018 Intent to Host an Event and Request for City Support

Transcription

1 City f Valdez Budget Year 2018 Intent t Hst an Event and Request fr City Supprt Applicatin Instructins: This applicatin is available n line at: Please review this entire packet f infrmatin prir t starting yur applicatin. D nt mit any f the requested infrmatin r required attachments. If an item des nt apply t yur event, nte N/A fr that item. A check list is attached in this applicatin fr yur use. Cmplete Sectins A - E if yu are requesting City Supprt. Cmplete Sectins A, B, C & E if yu are nly requesting t hst an event n City prperty, but nt requesting any City Supprt. ONE SINGLE SIDED ORIGINAL f yur cmpleted applicatin packet is due by 5:00pm n Friday, August 4 th, Failure t cmply with the deadline may be grunds fr rejectin f the applicatin. Incmplete applicatins will nt be cnsidered. Submit yur applicatin early t ensure thrughness. Mail t: r Deliver t: City f Valdez City f Valdez PO Bx Chenega Ave Valdez, AK Valdez, AK ATTN: Dug Desrcie ATTN: Dug Desrcie If yu need assistance, cntact Dug Desrcie, Event Crdinatr, at (907) r ddesrcie@ci.valdez.ak.us Page 1

2 Applicatin Check List, Event Check List, Deadlines and Helpful Resurces If seeking City Supprt On r abut June 30 th f each year prir t the event year, Intent t Hst Event Applicatin available: Intentin t Hst Event Applicatin, including Sectin D submitted t the Cmmunity Events Crdinatr within the Parks, Recreatin and Cultural Services Department. Applicatin must include all mentined requirements belw. N cnsideratin fr event supprt if cmplete applicatin is nt submitted by the deadline. Applicatin Check List This check list is simply fr yur use in preparatin f yur applicatin packet. It is nt a part f the packet t be cpied and submitted. Yu are encuraged t check and duble check yur facts and figures prir t making yur cpies. Packets that mit any f the requested infrmatin r that cntain errrs in calculatins will be returned t the applicant fr crrectin and resubmissin. The ensuing delay may jepardize yur applicatin fr cnsideratin if an applicatin is nt submitted in its entirety by the applicatin deadline f August 4, 2017, 5:00pm. A COMPLETE APPLICATION PACKET INCLUDES: Intent t Hst an Event, Sectins A - E, if applicable. Current dcumentatin f Nn-Prfit status. Current State f Alaska and City f Valdez business licenses, if applicable. Current dcumentatin f tax exempt status, if applicable. Event Detail Plan. Detailed Event Budget. Page 2

3 Checklist, Deadlines, & Instructins Once supprt has been apprved and funded in the City s perating budget r if nt seeking City Supprt - 60 days prir t Event date(s): Intent t Hst Event Applicatin submitted t the Cmmunity Events Crdinatr within the Parks, Recreatin and Cultural Services Department, if nt seeking City Supprt. This will put the Event n ur internal Planning Calendar, nt published t the public. Things t cnsider fr event planning purpses: Are yu a business? Please refer t fr yur State f Alaska Business License and fr yur City f Valdez Business License. Are yu a nt-fr-prfit? Please refer t fr yur tax exemptin dcumentatin. Will yu be serving fd? Please refer t t ensure cmpliance with the State f Alaska. Will yu be serving alchl? Please refer t t ensure cmpliance with the State f Alaska and t ensure cmpliance with the City f Valdez. What is yur event activity and anticipated attendance? Yu may be required t prvide prf f liability insurance based n the event activity and/r features f the event, the lcatin f the event, and/r if the event attendance is anticipated t draw a large crwd. Yu may be required t prvide prf f liability insurance if yur event is n City prperty and yu are charging a fee t thse attending. 45 days prir t Event date(s): Any marketing materials and marketing plan any City supprted event will require City branding n all marketing materials, lg will be prvided. Land Use Permit Applicatin If using City lands fr a different reasn than allwed by zning regulatins and cde. Page 3

4 Checklist, Deadlines, & Instructins Fire/EMS/ public safety plan as applicable and requested by the City. See attached Site Safety Plan sample. Pertains t street clsures, large crwd gatherings, risky and/r hazardus activities, etc. 30 days prir t the Event date(s): Effected Departments apprval Fire/EMS/Public Wrks/Etc. 21 days prir t the Event date(s): Alchlic Beverage Permit Applicatin(s) fr the City f Valdez and the State f Alaska, as applicable. Business License/Nn-prfit Tax Exemptin dcumentatin, as applicable. Liability Insurance, $1,000,000 naming the City f Valdez, its emplyees and vlunteers as an additinal insured. This shuld be specific t the event and its activities and prvide date(s) and the lcatin f the event. If yu have sught and have been apprved fr City financial Supprt, yu must submit an itemized invice t receive any payments. N invices will be prcessed fr payment withut all requested and required event dcumentatin such as, but nt limited t an Alchlic Beverage Permit fr the City and the State f Alaska, Business License r Nn-prfit Tax exemptin dcumentatin, Liability Insurance and site safety plan. Financial statements may be requested, and may include an audit f the event. Any cash dnatin frm the City must be returned t the City if the necessary budget is nt expended in full r the event is cancelled fr any reasn. 7 days after the Event date(s): An after event review is cnducted with the Event Organizers and the City f Valdez Event s Crdinatr. If yu have sught and have been apprved fr City Supprt, future year s applicatins will nt be cnsidered unless an after event review is cnducted t the extent t satisfy the needs f the City f Valdez t cmplete an event reprt. Other Resurces fr yur event planning Please nte that yur request fr City resurces is dependent upn availability. In additin, the City will nt cmpete with lcal cmmercial service prviders in prviding requested resurces that are available during yur event. If yur request includes a service that is available frm a lcal cmmercial service prvider, yu will be directed t cntract with them directly and that specific resurce request frm the City f Valdez will be denied. The Cmmunity Events Crdinatr serves as a single pint f cntact fr City resurces nly. Page 4

5 Intent t Hst an Event Applicatin Criteria and Restrictins: Yur request fr City Supprt will be evaluated based n the fllwing criteria, and will be limited t the fllwing restrictins: Crite Criteria: Purpse f the Event: What demnstrated cmmunity need is being met? What is the impact n the cmmunity if yur event is nt prvided fr? What ther events/agencies/etc. exist t meet this need? Hw d they cmpare t yur event? Management f the Event: Effective management f financial and human resurces? Apprpriate technical skills and knwledge t hst applicable event? Fiscally respnsible? Prven ability/track recrd? Cmmunity Supprt f the Event: Strng participatin? Vlunteer services? Financial supprt shwn thrugh private and crprate cntributins, user fees, in-kind dnatins? Ecnmic Value Prven by the Event: Des this event blster the lcal ecnmy? D ut f twn visitrs cme fr the event? Is this event highlighted n utside news media? Specifics f the Event: Target ppulatin - wh benefits frm the event? Cst effective? Well thught-ut cncept and rganized plan f actin? Measurable results? Restrictins: 1. The Organizatin must submit nn-prfit dcumentatin with this applicatin. City Supprt will nt be cnsidered fr fr-prfit businesses r infrmal assciatins/rganzatins. 2. There is n guarantee f annual funding, r in-kind supprt. The intent is fr yur event t becme self-sufficient. 3. Any funding r supprt prvided is subject t the availability f funds lawfully apprpriated fr disbursement. 4. Any funding r supprt prvided is intended t supplement yur event, nt be yur sle surce f supprt fr the event. 5. If applicable timeline/deadline is nt adhered t, the City reserves the right t remve any indicatin f Supprt. 6. There will be an after-event review with the event rganizers and the City's Event Crdinatr 7. City branding will be prminently displayed n any event marketing (lg(s) will be prvided). Page 5

6 INSTRUCTIONS: Please cmplete Sectins A, B, C, and E if yu are planning t hst an event. Please cmplete Sectins A - E if yu are requesting any City Supprt. Please refer t the Event Check List and Deadlines fr additinal instructins, due dates, and event timelines. SECTION A: Event Spnsring Organizatin Infrmatin Spnsring Organizatin: (Financially respnsible party & must match certificate f insurance) Physical Address: Mailing Address: Day Phne: Address: Organizatin Stauts: Fr Prfit Check ne Nt fr Prfit Will need t submit business license Will need t submit tax exempt dcumentatin Cmmunity Interest Grup (Unrganized) Event Cntact Persn: Address: Cell Phne: Event website (if applicable): SECTION B: Event Infrmatin Event Name: What type f event: Run/Walk Parade Street fair/park festival Check all that apply Cncert Private Party Other (specify) Is this event a reccuring annual event? New Event? If reccuring event, are there any changes t this year frm previus years? Explain: Event date(s): Event lcatin(s): Event Set-up: Event Tear-dwn: Page 6

7 SECTION C: Event Details 1 Please prvide event details and activities; include site maps, use f vlunteers, safety & crwd cntrl plans, etc. Supply additinal dcumentatin labeled EVENT DETAILS if mre space is required. Expected attendance: Participants What is the targeted demgraphic(s) f yur participants? What is the targeted demgraphic(s) f yur spectatrs? Spectatrs Ttal Is this event free t the public t participate in? Is this event free t spectatrs? Is this event a fundraiser? If fundraiser, wh benefits? Admissin/ Event fees: D yu plan t utilize vlunteers? Will items r services be sld at the event? 2 If, please explain: Page 7

8 3 Will there be fd at yur event? If, will it be sld? Will vendrs be cking r heating fd nsite? Will it be catered? By Wh: 4 Will yur event invlve the sale r cnsumptin f alchlic beverages? 5 If, will it be sld? Will it be catered? By Wh: Yu will need t apply fr an alchl waiver t be n any City prperty. Have yu applied fr this waiver? Will there be any cnstructin f stages r ther imprvements, including tents and awnings? Please describe: 6 What is yur clean up plan after the event? Please Describe: Page 8

9 7 Please describe yur plan fr crwd cntrl and event security. 8 Please describe yur plan fr health services and sanitatin t include running water, sewer & slid waste. 9 Please describe yur plan fr emergency services, t include fire and EMS supprt (r first aid respnse). Site Safety plan sample attached. 10 Please describe yur marketing and/r prmtinal plan fr this event. *If City Supprted, City f Valdez Lg must be displayed n all marketing material. Page 9

10 SECTION D: City Supprt f Event 1 2 Have yu read and understand the City's Supprt Criteria and Restrictins, including required supplemental materials and timelines/deadlines? Are yu requesting City supprt f the event, by use f facilities, land, amenities, staff, and/r cash? *If, please cmplete SECTION E. Yu d nt need t cmplete SECTION D. 3 Have yu requested City supprt fr yur event in the past? 3.1 If, please highlight any differences t this year's request frm previus year's request. 4 Briefly describe why yur event needs the supprt f the City. Include the impact t the event if the City were nt t prvide the requested supprt. 5 Are yu requesting the use f any City Land? 5.1 What is the lcatin and the area f the land requested? (Square Feet, Acres, Square Miles, etc.) 5.2 Please describe what, if any, alteratins will be made t the prperty. (Only temprary alteratins will be cnsidered and all prperty must be returned t its riginal cnditin) Page 10

11 6 Are yu requesting the use f any City Facilities? 6.1 Which Facility? 6.2 Have yu already reserved the Facility with the respnsible department and paid any reservatin fees? City Supprted status will nt negate facility rental r user fees. 6.3 Please describe the intended use(s) f the facility(ies) requested. 7 Are yu requesting the use f any City wned amenities? 7.1 What are yu requesting? (include quantities) 8 Are yu requesting the use f any City wned heavy equipment? 8.1 What equipment and fr what purpse? The City will nt cmpete with lcal cmmercial service prviders in prviding requested resurces that are available during yur event. If yur request includes a service that is available frm a lcal cmmercial service prvider, yu will be directed t cntract with them directly and that specific resurce request frm the City f Valdez will be denied.(city heavy equipment may nly be perated by City Emplyee peratrs. If equipment is requested, it is implied that it includes a City peratr fr the equipment. This request may have limitatins as t where the equipment may be used). Page 11

12 9 Are yu requesting a cash dnatin frm the City t supprt yur event? 9.1 What is the amunt f the request? 9.2 A detailed, line-item, breakdwn f exactly what this funding will be used fr is required with the request f a cash dnatin. Is this dcumentatin attached? 9.3 What is the ttal event budget? Prvide supprting dcumentatin. N funding will be cnsidered unless a detailed event budget is attached t this applicatin by the deadline. 9.4 Please prvide a detailed descriptin f the need fr this funding. Financial statements may be requested, and may include an audit f the event. Any cash dnatin frm the City must be returned t the City if the necessary budget is nt expended in full r the event is cancelled fr any reasn. SECTION E: Signature By signing belw, I have read, understand and agree t meet the deadlines/timelines, criteria and restricitins described within this applicatin. I als state that I represent the Event Spnsring Organizatin and have the right t sign such agreement n their behalf. Printer Name Title Signature Date Page 12

13 APPENDIX A - Sample Site Safety Plan Safety Plan Purpse: The safety plan prvides the City f Valdez emergency respnders with basic infrmatin cncerning the event and any safety related issues r hazards. Number Title Instructins 1 Name f Event Enter name f event 2 Event Date(s) Enter the date r dates f the event is t ccur 3 Event Time Enter start and finish time f the event 4 Address Enter the lcatin at which the event is t be held 5 # f Participants Enter the estimated number f participants fr the event 6 Event Crdinatr Name f persn crdinating event 7 Address/Phne 8 Pint f Cntact Name f nsite pint f cntact and phne number 9 Descriptin f Brief descriptin f event Event 10 Resurces Request List f resurces that are being requested by the event, ie ambulance with crew stand-by, medical persnnel nly stand-by at medical aid statin 11 Medical Plan: Medical Aid Statin(s) 12 Medical Plan: Transprtatin 13 Special Medical Emergency Prcedures 14 Drawing/Map f Lcatin If the event has medical aid statin(s) set up, name f pint f cntact fr that statin(s), lcatin f statin(s), cntact infrmatin and the level f care being prvided at the medical aid statin(s) Fr grund transprt, where is the patient pick up lcatin. Fr air, is an LZ set-up and des it meet the requirements Need fr back cunty rescue type services, access by snw machine and/r helicpter fr example Shw a drawing r attach a map indicating the lcatin f the event and the surrunding area, shw items that relate t the event, ie medical aid statin(s), event check in areas, patient transprt lcatins, landing znes. 15 Special Hazards List any special hazards that maybe assciated with the event, ie avalanche dangers, swift water areas, cld expsure fr example 16 Cmmunicatins Plan If utilizing radis, list the frequencies being used, satellite and/r cell phne number(s) 17 Additinal Infrmatin List any additinal infrmatin that is pertinent t the event that is nt listed anywhere else in the safety plan 18 Prepared By Printed name f persn preparing this safety plan and cntact number fr any fllw up questin cncerning the event, date the plan was filled ut and signature f persn preparing the safety plan Page 13

14 APPENDIX A - Sample Site Safety Plan Safety Plan Name f Event: Event Date(s): Frm: / / T: / / Event Time: Start: Finish: Site Address/Lcatin: Estimated Number f Participants: Event Crdinatr: Address: Phne#: Pint f Cntact (On-Site): Phne#: Descriptin f Event: Resurces being requested frm the Fire Department: Medical Plan: (Use additinal pages, if needed) (ICS206) Medical Aid Statins Name Lcatin Cntact: (Phne/Radi) Level f Care Grund Lcatin Air (Landing Zne) Transprtatin Special Medical Emergency Prcedures Page 14

15 Event Title Drawing f event lcatin and/r attach Map APPENDIX A - Sample Site Safety Plan Safety Plan Special Hazards Cmmunicatin (ICS 205 if needed) Radi: Freq: Freq: Satellite Phne: # # Cell Phne: # # Additinal Infrmatin Prepared by: Cntact Number: Date: Signature: Page 15