Organization Name: Event Organizers Name: Organizations Address: Town: State: Zip Code: address:

Transcription

1 Morris County Park Commission: Application for a Tournament/Showcase on Turf at Central Park of Morris County Return to: Morris County Park Commission Attn: Recreation Department P.O. Box 1295, Morristown, NJ events@morrisparks.net Organization Name: Event Organizers Name: Date: Organizations Address: Town: State: Zip Code: Work Phone: Cell Phone: address: To host a Tournament or Showcase on the Artificial Turf Fields of Morris County, please review the following information and complete the application. Submitting this form does not guarantee availability or approval. Every application is reviewed and must receive approval by the Director of Parks and Visitor Services, the Executive Director and/or the Promotions and Business Committee, pending completion of all other requirements. Tournament and Showcase Information: Please Initial on the Lines Provided Below Turf Rental Fees Fees per field, per hour. Government Agencies or Public Schools $57.60 Morris County - Individuals, Approved NFP Organizations, Private Schools $72.00 Morris County - Corporate or Commercial Businesses $ Individuals, Approved NFP Organizations, Private Schools $ Corporate or Commercial Businesses $ Tournament/Showcase Fees $200 per field Insurance Requirements The applicant and all merchants/vendors that will be on site the day of the event must meet the requirements requested by the County of Morris. o Certificate of Insurance: General Liability: $1 Million per Incident $2 Million Aggregate (some events require $3 Million) Workers Compensation: $500, Commercial Automobile: $1 Million Liability The Morris County Park Commission and the County of Morris are to be named as additionally insured on the Certificate of Insurance. Certificate Holder: The Morris County Park Commission The County of Morris Attn: Recreation Department P.O. Box 1295, Morristown, NJ Morris County Park Commission Turf Tournament or Showcase Application 1

2 o Endorsement: A named endorsement (CG or CG 20 26) is required for multi-day rentals. o Hold Harmless: Signed Indemnification/Hold Harmless Agreement Form. Insurance requirements for the applicant and vendors are due three (3) weeks prior to the event. If all insurance documentation is not submitted and approved the event will be cancelled and/or the vendors will not be permitted on site. Safety Precautions First Aid Kits and AED s are not provided. Emergency Planning - o MCOEM/EMS - Applicant needs to contact the Morris County Office of Emergency Management s Emergency Medical Services to notify them of the event. They will review the event and recommend appropriate coverage. Call them after you have received your initial confirmation invoice o Emergency Action Plan Due 3 weeks prior to the event. Other Information: (Please note there are additional fees that are required for events with more than 250 participants.) Field Information 2 large Soccer Goals and 2 lacrosse goals provided for every field o Field 1 Lined for Boys and Girls Lacrosse and Soccer (11 v 11 size field) o Field 2 Lined for Boys Lacrosse and Soccer (11 v 11 size field) o Field 3 Lined for Boys Lacrosse and Soccer (11 v 11 size field) o Field 4 Lined for Soccer (11 v 11 size field) and Football o Field 3 and 4 Between these fields is a lined Cricket pitch. Both fields must be rented in order to use the fields for Cricket. Port-a-Johns Any event with over 250 participants requires port-a-john units. o The number of restrooms on the turf field side of the property are as follows: Men s 1 stall, 1 urinal; Women s 2 stalls, 1 handicap; Family 1 toilet, 1 urinal Vendor/Caterer Includes Caterers, Food Vendors, DJ s, Rental Services (tents, chairs, etc.), etc. o Any Vendor (as defined above) on site will have to submit their required insurance documents for approval by the MCPC. The same insurance requirements apply to the applicant and vendor. o The Event Organizer is responsible for providing the Recreation Department with a list of vendors, 30 days prior to the event. o Vendors wanting to collect fees on site will have to pay $25 for a vending permit. o Food Vendors are only permitted in approved areas. o Ask for a Vendor Packet. DJ/Band/P.A. System - The use of a DJ, Band or P.A. System will all require a Park Police Officer to be present. Local sound ordinances and restrictions must be followed, reference page 4. Park Police - Park Police may review Tournament/Showcase Event details and decide if the event will require their attendance (Park Police will assess the number of officers needed and their assignments). o Park Police may be required for: crowd control, traffic control/parking, security, if there is a DJ/Band/P.A. System being used, etc. o $75.00 per officer, per hour (minimum of 4 hours) Maintenance - A maintenance worker/s will be required for events with over 250 participants to maintain the garbage and the grounds. (MCPC can require a worker at any event.) o $42.50 per worker, per hour (minimum of 4 hours) Morris County Park Commission Turf Tournament or Showcase Application 2

3 Turf Rangers A Turf Ranger may be added to the event. In addition to patrolling the fields, they are can manage any changes to the scheduled lights or reservations, and assist in the basic cleanup of empty bottles or recycling found on the field. o $15 per Turf Ranger, per hour Other o Proper fire safety and municipal/state permits must be obtained as needed. o MCPC does not line fields. If additional field lines are required for your event, submit a written request to line them with the completed application. o Videographers All scaffolding must be located outside of the lined playing field with bases appropriate for Artificial Turf Fields. Site map with placement is required, layout must be approved by the Director of Parks and Visitor Services. o Drones are not permitted. o Removal of garbage is not provided. o Electricity is not provided. o Water access is not provided. o Subleasing your reservation is strictly prohibited and will result in loss of your rental at full cost. Payment Information o A 10% deposit (10% of the Facility Rental Fee) is due 30 days after receiving your invoice to secure your reservation. Not Refundable o Facility Rental Fees (the cost of renting the fields) are due 90 days prior to your event. o Additional Fees (Maintenance, Park Police, Event Fee, etc.) are due 30 days prior to your event. o If full payment is not received 30 days prior to your event, your event will be cancelled. All fees will still be due. Initial: Cancellation Policy All requests to cancel must be made in writing to the MCPC Recreation Office. o Less than 60 days from to the event, 70% of the invoice will be refunded. o 30 days or less from the event, there are no Refunds or Reductions provided. o There are no refunds for inclement weather. Application Review and Approval Process: Every application is reviewed and must receive approval by the Director of Parks and Visitor Services, the Executive Director and/or the Promotions and Business Activities Committee. If the event is approved an invoice will be created and meetings will be set up with Park Police, the Recreation Dept. and the applicant as needed. Once payment is complete, all insurance information has been approved by the Morris County Park Commission and all additional requirements are met, a final Permit will be issued. Morris County Park Commission Turf Tournament or Showcase Application 3

4 NOISE Table I. Maximum Permissible A-Weighted Sound Levels Township of Parsippany-Troy Hills 1. No person shall cause, suffer, allow, or permit the operation of any source of sound on any source property listed in 258-2A above in such a manner as to create a sound level that equals or exceeds the sound levels listed below. (A) Outdoor Receiving Property Category Residential Property, or Residential Portion of a Multi-Use Property Commercial Facility, Public Service Facility, Nonresidential Portion of a Multi-Use Property, or Community Service Facility Time 7:00 a.m. 10:00 p.m. 10 p.m. 7:00 a.m. 24 Hours Maximum A-weighted sound level standard, db (B) Indoors Commercial Facility* or Receiving Property Residential Property, or Nonresidential Portion of a Category Residential Portion of a Multi-Use Property Multi-Use Property, Time 7:00 a.m. 10:00 p.m. 10 p.m. 7:00 a.m. 24 Hours Maximum A-weighted sound level standard, db * NOTE: In those instances, when a commercial facility shares a common wall/ceiling/floor with another commercial facility that is producing the sound. 258:A Morris County Park Commission Turf Tournament or Showcase Application 4

5 Morris County Park Commission: Application for a Tournament/Showcase on Turf at Central Park of Morris County Return to: Morris County Park Commission Attn: Recreation Department, P.O. Box 1295, Morristown, NJ recreation@morrisparks.net Tournament/Showcase Event Information: Event dates requested: Facility: C.P. TURF Name of the Event: Event Website (if applicable): Central Park has 4 Artificial Turf Fields, how many are needed for your event? Time Entering Park (Include Set-up Time): Time Leaving Park (Clean-up Complete): Participant Arrival Time: Start of Turf Field Use: Event Start Time: End of Turf Field Use: Please list the number of expected Teams: Event Staff: Estimated Spectators: Participants: Morris County Participants (include in Participant Total): Food Vendors: Merchandise Vendors: Estimated Number of Vehicles: Please note that the Morris County Park Commission sets capacities for all parks. Total numbers may be revised before the final permit is issued. Event Details: What type of event will the facility be used for? When and where will event registration take place? Will lines need to be added to the fields? YES (Attached Request to Application) NO How will participants arrive to your event? Will there be a 50/50 or Raffle at the event? YES NO Proper licensing/certificates must be obtained and provided to the MCPC from the state and town. Will money be collected on site? YES NO Morris County Park Commission Turf Tournament or Showcase Application 5

6 If YES by who (Vendors, Event, Etc.): Please Mark, all fees that will be collected at the event: Registration Merchandise Food Raffle or 50/50 Other: Are there going to be tents on site? 10 x10 pop-up tents are preferred. Yes (# of tents ) NO Tents are not permitted on the Artificial Turf Fields without written Recreation Department Approval. Will any of the tents exceed the 10 x10 size restriction? YES (tent size, # of tents ) NO Will there be a sound system/music/band? Additional fees will apply. YES NO Applicant is responsible for complying with all local sound ordinances and restrictions. Will assistance be needed for crowd control or parking? Additional fee may apply. YES NO Will there be vendors, food service, caterers or merchants on site the day of the event? YES NO If YES provide details on a separate page. (All Municipal/State guidelines must be followed.) Vendors are required meet the County of Morris requirements. There is a $25 permit fee for vendors collecting money on MCPC property. History of the Event: Has this event ever been held at another facility? YES NO If yes, what facility/facilities? May we contact them for a reference? YES NO Has any request for the use of a Morris County Park Commission facility ever been denied? YES NO NON-PROFIT GROUPS (registered 501 (c) 3): Is the Organization officially designated as non-profit? YES NO Employer Identification Number #: To receive the Not for Profit rate you must meet the following requirements. Submit the Following: 1. A list of all current Officers for the organization. 2. Proof of 501 (c) 3 approval from the Internal Revenue Service Department of Treasury. 3. A letter from the organizations Officers verifying the request complies with the purpose of the 501 (c) A list of individuals that will be responsible and on site the day of the event, submitted no later than 45 days prior to the event. 5. Copies of Event Registration Forms and Advertising, submitted no later than 45 days prior to the event. Without proper documentation, corporate rates will apply (if necessary retroactively). Morris County Park Commission Turf Tournament or Showcase Application 6

7 Artificial Turf Field Rules The Central Park of Morris County Artificial Turf Field Rules are provided on the Morris County Park Commission Website ( ). By initialing below you are agreeing to follow and enforce the rules identified in the Central Park of Morris County Artificial Turf Field Rules. Any damage, violation of the Rules or Regulations or extra cleaning required by your event will be billed immediately to my group/organization and may also result in having future rental requests denied. Event Summary: On a separate document, describe in detail your event. Include a site map, arrangements for parking, music, p.a. systems, tents, port-a-johns, and facility/area usage. Provide a list of vendors and include plans for Maintenance and/or Park Police etc. Morris County Park Commission permission is necessary for all aspects of this event. Any changes to the event have to be approved by the Morris County Park Commission and must be reflected in the permit for the event. (Alcohol is not permitted at this location.) Initial when the Event Summary is completed and ATTACHED to this application. Emergency Action Plan: The Event s EAP must include the following information and be submitted at least 3 weeks prior to the event. Main Contact Provide one or two contacts with full decision making authority that will be on site during the event. Include Name, Phone Number and the primary location for the main contact during the event. Communications Plan Describe how the staff and/or volunteers will communicate during the event. Emergency Contact Information Event Staff, Local First Aid or Police Departments, etc. On Site Responders include their primary location during event. (Examples: Trainers, EMS, EMTs, Firemen, Police, etc.) Response for Inclement Weather (Who activates this plan?) Response for Injuries (minor and severe) Event specific protocols or guidelines I have read the information provided to me in this application and agree to follow the outlined rules and the Morris County Park Commission Rules and Regulations. Event Coordinator Signature: Date: Morris County Park Commission Turf Tournament or Showcase Application 7