Organization Name: Event Organizer s Name: Date: *Responsible for communicating all aspects of the event and working with MCPC personnel.

Transcription

1 Mrris Cunty Park Cmmissin: Event Applicatin Return t: Mrris Cunty Park Cmmissin Attn: Parks and Visitr Services Dept. P.O. Bx 1295, Mrristwn, NJ Organizatin Name: Is this grup a designated 501 (c) 3 rganizatin? YES NO Emplyer Identificatin Number #: Event Organizer s Name: Date: *Respnsible fr cmmunicating all aspects f the event and wrking with MCPC persnnel. Organizatin s Address: Twn: State: Zip Cde: Cunty: Wrk Phne: Cell Phne: Address: T hst an Event n Mrris Cunty Park Cmmissin (MCPC) prperty, review the fllwing infrmatin and cmplete the applicatin. Incmplete applicatins will nt be reviewed and will be returned. Submitting this frm des nt guarantee availability r apprval. Every applicatin is reviewed and must receive apprval by the Mrris Cunty Park Cmmissin pending cmpletin f all ther requirements. EVENT INFORMATION: Name f the Event: Type f Event: Cmpetitin/Sprting Event Race/Walk Festival Other: Brief Descriptin f the Event: Event Website: Facility/Park and Area (Lcatin) requested: Event date(s) requested: Time Entering (Include Set up Date/Time): Time Leaving (Clean up Date/Time): Attendee Arrival Time: Event Start Time: Event End Time: Please list the number f anticipated Ttal Attendees/Participants: Mrris Cunty Participants (included in Ttal): Revised 11/14/2018 Page 1

2 Maximum Number f Attendees/Participants expected t be n site at ne time: (Number must be apprved by MCPC) Event Staff: Vendrs (any grups/rganizatins/business): Spectatrs: Please nte that the MCPC sets capacities fr all parks. Attendee/Participant cunts must be updated based n registratin/participatin and apprved by the MCPC. Final head cunts and updates are due ne (1) week prir t the event. Please Initials n the Lines Prvided Belw GENERAL INFORMATION: (Please nte there are additinal fees that are required fr events with mre than 250 attendees.) Event Updates The fllwing address (events@mrrisparks.net) will need t be added t the Participant Cntact List. Prt a Jhns Events with ver 250 attendees require prt a jhn units at the expense f the applicant. MCPC has the discretin f the number f units required and their placement. Prt Rentals: MCPC wrks with a cntractr t prvide units n MCPC prperty. ADA Accessible Unit $ Regular Unit $71.00 Additinal Cleaning $20.00 per unit Other Electricity, water access, garbage cans and remval f garbage is nt prvided fr all events, in all park areas. (Renter will need t cnfirm if services are available at the event lcatin.) Prper fire safety (Mrris Cunty Fire Marshal) and municipal/state permits must be btained as necessary. Drnes are nt permitted. A cmplete cpy f Mrris Cunty Park Cmmissin s Rules and Regulatins can be fund nline at PAYMENT INFORMATION: Security Depsit A Refundable Security Depsit will assessed based n the type f event being rganized. The depsit will be cllected t cver ptential damages r additinal fees incurred the day f the event (i.e. Overtime fees fr additinal Park Plice r Maintenance wrkers). This fee will be evaluated by MCPC Staff ranging frm $ $1, depending n the event. Payment Schedule A 10% Nn Refundable Depsit (10% f the Facility Rental Fee) is due within 30 days f receiving yur invice t secure yur reservatin. Facility Rental Fees (the cst f renting the area/s being used by the event) and the Security Depsit (Refundable) are due 90 days prir t yur event. Additinal Fees i.e. Maintenance, Park Plice, the Event Fee (assessed based n the number f attendees), etc. are due in full 30 days prir t yur event. If full, timely, payment is nt received, yur event will be cancelled. Cancellatin Plicy Event may be cancelled by the Event Organizer r the MCPC. All requests by the Event Organizer t cancel must be made in writing t events@mrrisparks.net. 61 day r mre befre the event 90% f the invice will be refunded days prir t the event, 70% f the invice will be refunded. 30 days r less frm the event, there is are n Refunds r Reductins prvided. Revised 11/14/2018 Page 2

3 EVENT DETAILS When and where will registratin/enrllment take place? Will there be n site registratin the day f the event? YES NO D yu plan n having 50/50 s r Raffle s at yur event? YES NO Prper licensing/certificates must be btained frm the state and twn and prvided t the MCPC. Will mney be cllected n site? YES NO If YES by wh (Vendrs, Event Organizr, Etc.): Please Mark, all fees that will be cllected at the event: Registratin Merchandise Fd Raffle r 50/50 Other: ALCOHOL It is the respnsibility f the Event Organizer t cmply with the State f NJ, Department f Law and Public Safety, Divisin f Alchl Beverage Cntrl. A cpy f the issued license frm the Divisin f Alchl Beverage Cntrl must be submitted t MCPC prir t the event. All events prviding alchl must have Liqur Liability listed n the insurance. Will the alchl be prvided? YES NO If YES hw will the Alchl be distributed/served? Will the event be a bring yur wn beer style event? YES NO TEMPORARY STRUCTURES Examples f temprary structures are: Bleachers, Tents, Stages, Viewing Twers, etc. Sme structures/tents may require additinal permitting and fees. Will there be any temprary structures? YES NO If YES, indicate the types f structures: Lcatin must be identified n the Site Map, Supplier must be identified as a Vendr. Tent Specific Infrmatin Ple/frame tents require additinal fees. A tent that is 900 square feet r has a dimensin f 30 r greater will require a permit frm the Mrris Cunty Fire Marshal. (This als applies t the placement f smaller tents side by side.) Will there be any 10 x10 pp up tents? YES (# f tents ) NO Will any f yur tents exceed the 10 x10 size restrictin? YES (tent size, # f tents ) NO AMPLIFIED SOUND Use f a DJ, Live Music, P.A. System r similar device fr amplified sund requires a Park Plice Officer. Applicant is respnsible fr cmplying with all lcal sund rdinances and restrictins. Additinal fees will apply. Will there be a sund system/amplified sund? YES NO Will there be a DJ r Live Music? YES NO Identify entertainer(s): Supplier must be identified as a Vendr Revised 11/14/2018 Page 3

4 PARKING Parking is limited. The MCPC may require events t btain alternative parking plans. The MCPC will require written apprval frm the alternate parking site t shw adequate ffsite parking has been btained at least 30 days prir t the event r the reservatin will be cancelled. ANIMALS Will the event participants be parking n site? YES NO Is transprtatin being prvided fr participants? YES NO If YES, briefly describe: Includes animals brught fr leisure, entertainment (i.e. petting z), educatin, dg shws, rescues, etc. Will there be animals n site? YES NO AMUSEMENT RIDES If YES, what type f animals? Applies t the use f any amusement style rides r attractins. (i.e. Rck Walls, Inflatables, etc.) Refer t Mrris Cunty Park Cmmissin s Inflatable and Fair Style Attractins Plicy. VENDORS Will there be any amusement style attractins n site? YES NO If YES, list the anticipated rides/attractins: Supplier must be identified as a Vendr The term Vendr can include but is nt limited t the fllwing Caterer, Fd Vendr, DJ, Rental Service (prviding tents, chairs, etc.), a business prviding Games, Rides/Inflatables r a Spnsr/Outside Grup attending yur event. Any Vendr (as defined abve) that will be n site will have t submit their insurance infrmatin fr apprval. The same requirements apply t the applicant and the vendrs. Ask fr a vendr packet. The Event Organizer is respnsible fr prviding the MCPC staff with a list f vendrs, at least 30 days prir t the event. Three (3) weeks befre the event the apprpriate insurance infrmatin must be cllected and submitted fr review. Vendrs wanting t cllect mney n site are required t pay $25 fr a vending permit. If Vendr insurance infrmatin is nt apprved the Vendr is nt permitted n site. MAINTENANCE Will there be vendrs n site the day f the event? YES NO If YES, prvide details in the Event Summary. (All Municipal/State guidelines must be fllwed.) MCPC can require a wrker at any event. A maintenance wrker/s will be required fr an event with ver 250 attendees t maintain the garbage and the grunds. When Maintenance is required there is an additinal fee. $42.50 per hur fr a minimum f 4 hurs, per wrker. POLICE Park Plice will review all Event details. Park Plice will assess the number f fficers needed and their assignments, MCPC can require Park Plice fr any event. Example s requiring Park Plice t be present: crwd cntrl, traffic cntrl/parking, security, if there is a DJ/Band/P.A. System being used, etc. Revised 11/14/2018 Page 4

5 When Park Plice is required there is an additinal fee. $75.00 per hur, fr a minimum f 4 hurs, per fficer. Will assistance be needed fr parking? YES NO Will there be any rad/street crssings? YES NO (Street crssings lcated utside MCPC prperty may require lcal twn and Plice apprval.) Will assistance be needed fr crwd cntrl? YES NO EMERGENCY MANAGEMENT Planning fr an Emergency Safety Precautins First Aid Kits and AED s will nt be prvided. Mrris Cunty Office f Emergency Management The MCPC in partnership with the Mrris Cunty Office f Emergency Management (MCOEM) will review cmpleted applicatins and determine the need fr ambulance/ems cverage. Regardless f the decisin by MCOEM t facilitate ambulance/ems cverage based n the needs assessment, applicants must cmplete an Emergency Actin Plan (EAP) and submit it t the MCPC. HISTORY OF THE EVENT Has this event ever been held at anther facility? Please circle ne. YES NO If yes, what facility/facilities? May we cntact them fr a reference? YES NO Has any request fr the use f a Mrris Cunty Park Cmmissin facility ever been denied? YES NO If YES, why? NOT FOR PROFIT GROUPS (registered 501 (c) 3): T receive the Nt fr Prfit rate frm the Mrris Cunty Park Cmmissin yu must meet and submit the fllwing requirements. 1. Prf f 501 (c) 3 apprvals frm the Internal Revenue Service Department f Treasury. 2. Supply a list f all current Officers fr the rganizatin. 3. A letter frm the rganizatins Officers verifying the request cmplies with the purpse f the 501 (c) Cpies f Event Registratin Frms and Advertising, submitted n later than 45 days prir t the event. All 4 requirements must be met in rder t be apprved t receive the Nt fr Prfit rate. MANDATORY SUPPORTING DOCUMENTS Initial when each dcument is cmpleted and ATTACHED t this applicatin. 1. Event Summary: On a separate dcument, describe in detail all aspects f yur event. Include, the purpse f the event, arrangements fr parking, music/p.a. systems, tents, prt a jhns and facility/area usage. Prvide a list f vendrs and include any anticipated need fr Maintenance and/r Park Plice. Nte all equipment and/r supplies that will be brught n site and any additinal infrmatin yu may have abut the event. Mrris Cunty Park Cmmissin permissin is necessary fr all aspects f this event. Any changes t the event have t be submitted t the Mrris Cunty Park Cmmissin and reflected in the final apprval. Revised 11/14/2018 Page 5

6 2. Site Plan/Curse Map: Site Plan: All events must prvide a detailed site plan. This dcument shuld include a diagram labeling the entrance and exit areas fr the event, vendr placement, suggested Prt placement, lcatin f temprary structures, etc. Curse Map: Races and Walks will need t use the MCPC Trail Map prvided n the website ( t identify the trails being used fr the event, include the placement f curse marshals, water statins and/r check pints. Curse maps will be reviewed, ptential mdificatins may be required. 3. Emergency Actin Plan: The Event s EAP must include the fllwing infrmatin and be submitted at least three weeks prir t the event. Main Cntact Prvide ne r tw cntacts with full decisin making authrity that will be n site during the event. Include Name, Phne Number and the primary lcatin fr the main cntact during the event. Cmmunicatins Plan Describe hw the staff and/r vlunteers will cmmunicate during the event. Emergency Cntact Infrmatin Event Staff, Lcal First Aid r Plice Departments, etc. On Site Respnders include their primary lcatin during event. (Examples: Trainers, EMS, EMTs, Firemen, Plice, etc.) Respnse fr Inclement Weather (Wh activates this plan?) Respnse fr Injuries (minr and severe) Event specific prtcls r guidelines INSURANCE REQUIREMENTS The applicant and all vendrs will need t meet all f the requirements requested by MCPC and the Cunty f Mrris. All insurance dcuments are due three (3) weeks prir t yur event. Including but NOT limited t the fllwing requirements. Certificate f Insurance General Liability: $1 Millin per Incident $2 Millin Aggregate (sme events require $3 Millin) Wrkers Cmpensatin: $500,000.00/$500,000.00/$500, Cmmercial Autmbile: $1 Millin Liability The Mrris Cunty Park Cmmissin and the Cunty f Mrris are t be named as additinally insured. Certificate Hlder: The Mrris Cunty Park Cmmissin The Cunty f Mrris P.O. Bx 1295 Mrristwn, NJ *Events at the Central Park f Mrris Cunty may need t als include the State f NJ as Additinally Insured. Endrsement Frm POLICY MUST BE ENDORSED (CG 20 10, CG r its equivalent) The Mrris Cunty Park Cmmissin and the Cunty f Mrris must be specifically named. Hld Harmless Signed Indemnificatin/Hld Harmless Agreement Frm. If all insurance dcumentatin is nt received yur event will be cancelled and/r yur vendrs will nt be permitted n site. Ask if yur event qualifies yu t use the Event Crdinatr Insurance Requirements. (Event Crdinatr apprval allws grups t submit insurance cverage with higher limits t cver all f their n site vendrs, merchants, deliveries, etc. excludes fd vendrs.) Revised 11/14/2018 Page 6

7 RESPONSIBILITIES & ACKNOWLEDGEMENTS Belw are the respnsibilities and acknwledgements f the Event Organizer/Applicant. Shuld the event be apprved, I agree t the fllwing as the applicant r n behalf f the rganizatin fr which this applicatin is being made: T ensure the physical setting is kept safe fr participants and the general public attending the event If I becme aware f a situatin that culd lead t injury r prperty damage that, I will take immediate and decisive actin t prevent participants and the general public attending the event frm engaging in activities r cnduct that culd cause prperty damage r harm t themselves r thers In the event f an incident, t fllw the Incident Reprting Prcedures belw. An incident includes; bdily injury t a participant, myself, the public r damage t Mrris Cunty Park Cmmissin Prperty. Incident Reprting Prcedures Call 911, plice, Ambulance, Fire, etc. when assistance is required; Within the next wrking day advise the MCPC ( and/r events@mrrisparks.net) Cperate with MCPC Staff, plice, investigating authrities and the insurance cmpanies invlved I acknwledge that t use the Mrris Cunty Park Cmmissin facilities and equipment prvided t me, if applicable, in a manner cnsistent with its intended use and applicatin t abide by the rules and regulatins, plicies and prcedures f the Mrris Cunty Park Cmmissin I/the Organizatin understand the issuance f the Event Permit if ne is required, r apprval f this event, in n way cnstitutes apprval t engage in any unlawful activity and hereby agree t cnduct myself/rganizatin in a manner that des nt cntravene any Federal, State r Municipal law. SIGNATURE I certify that I have read this entire applicatin frm and am fully aware f its term and cnditins and f my bligatins created by it. I certify that I am 18 years f age. By submitting this applicatin electrnically, I hereby agree t the terms and cnditins n my wn behalf, r the behalf r the rganizatin that is being represented r fr whm this applicatin is being made. Event Organizers Signature: Date: _ Fr Office Use Only Applicatin Reviewed by: Date: Applicatin: Apprved Denied Ntes: Revised 11/14/2018 Page 7