Applicant means an applicant for a Special Event Permit or Special Event Mobile Vendor permit

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1 DISTRICT OF SICAMOUS POLICY NUMBER: A-11 NAME OF POLICY: Use of Municipal Property DATE OF RESOLUTION: March 24, 1997 AMENDED: May 23, 2007 February 8, 2017 Purpose To establish uniform guidelines for allowing organizations and individuals to use facilities and land owned, operated or otherwise held by the District. Definitions Applicant means an applicant for a Special Event Permit or Special Event Mobile Vendor permit Council means the Council of the District of Sicamous District means the District of Sicamous Special Event means assemblies or activities ranging in time from hours to days, produced by the District, a non-profit organization, businesses or a combination of partnerships, for community participation or a significant potential audience. This definition includes but is not limited to community celebrations, anniversaries, festivals, concerts, parades, tournaments, and fundraising functions Special Event Mobile Vendor means any person who, at a special event produced by the District and from a motor vehicle, trailer or cycle, as defined and licensed under the Motor Vehicle Act, or thing, sells, or offers for sale food or merchandise or who advertises or takes orders for goods or services POLICY General All municipal bylaws and guidelines must be followed including but not limited to those concerning food, alcohol, parks, fire, and noise, notwithstanding those exemptions that may be authorized as specified in the applicable bylaw. Applicants must provide evidence of comprehensive general liability insurance comprising coverage of at least $2,000,000 per occurrence, naming the District as an additional insured.

2 Where food is being sold, the applicant must provide evidence of a valid permit issued by Interior Health. Applicants must pay any fees required under the District of Sicamous Fees and Charges Bylaw No. 740 prior to the event before the District will grant any Special Event Permit or Special Event Mobile Vendor Permit. The District reserves the right to deny a request for the use of municipal property at its sole discretion. Facility Use Permits The District will consider all requests for the use of municipal property upon completion, by the applicant, of the Facility Use Permit Application attached as Appendix A to this policy. All requests shall include the name, address and signature of the sponsoring organization. The sponsoring organization shall be deemed to be the person or persons holding the event on municipal property. The Facility Use Permit Application shall be referred to the Public Works Supervisor by the Administrator and the Supervisor shall review the request from the perspective of the Public Works Department. If necessary, the Public Works Supervisor may request additional information. Where an event through the approval process is deemed to require paid Police or additional security presence, arrangements will be made and paid for by the event organizer. Where alcohol sales are planned as part of a special event, a special occasion liquor license is required. Where a mobile vendor as defined in Business Licensing and Regulations Bylaw No. 830 has been granted permission by Council to operate in the location where the applicant s event will be held, the applicant is expected to make arrangements to accommodate the mobile vendor s business as part of the event. Applicants must provide the District with a minimum refundable security deposit, as required in District of Sicamous Fees and Charges Bylaw No The applicant must ensure that signage is removed and that the site is in the same condition as it was prior to the event in order to receive a full or partial refund of the deposit. All municipal services deemed necessary for a special event are to be paid for by the event organizers unless otherwise stipulated. A fee schedule or estimate for municipal services is available upon request. The applicant is responsible for the due observance of all regulations outlined on the Facility Use Permit governing the Premises. Failure to do so may result in cancellation of the permit.

3 Special Event Mobile Vendor Permits The District will consider requests for the use of municipal property during District produced special events by mobile vendors upon completion, by the applicant, of the Special Event Mobile Vendor Permit Application attached as Appendix B to this policy. Applicants (except open air vendors) must provide evidence of Motor Vehicle Liability Insurance with a minimum coverage of $2,000,000. The mobile vending unit operator is responsible for providing suitable garbage collection containers, and keeping the area around the vending location free of any waste material originating from the vendor s business. Mobile vending units must be attended (staffed) at all times when on site, and must be removed from the location when not staffed. The applicant is responsible for the due observance of all regulations outlined on the Special Event Mobile Vendor Permit. Failure to do so may result in cancellation of the permit.

4 Appendix A: Direct Facility Use Permit Application See next page.

5 District of Sicamous 446 Main Street PO Box 219 Sicamous, BC V0E 2V0 T: F: E: sicamous.ca Facility Use Permit Application Please submit the completed application form a minimum of 4 weeks before your Special Event. Recreation and Events Department Box 219, 446 Main Street Sicamous, BC V0E 2V0 (F) (E) recreation@sicamous.ca Checklist As the applicant, I have ensured that the following have been included in this application package: Site Plan Certificate of Insurance showing a Minimum $2 million Liability Insurance for the event with the District of Sicamous named as additional named insured. A list of all food/beverage vendors, including contact information, with Interior Health approval. A description of planned entertainment, with the necessary approvals. A safety plan listing emergency personnel on site, emergency exits and safety access areas, and the location of first aid stations and/or emergency medical services. Verification of a property owner s permission to conduct a special event, if the event is to be held in part on property not under ownership or responsibility of the District of Sicamous. Signatures of representatives from businesses or individual residences that will have their traffic/vehicle access interrupted or blocked by the special event, as acknowledgement of notification of the event. Special licensing and/or permits, including but not limited to liquor licenses, special burning permit, fireworks permit, MOTI permit Proof of temporary Noise Bylaw amendment Insurance information of commercial transportation provider Organization: Mailing Address: Contact Person: Phone Number: Date of Application: Event Name: Start Date & Time for each day: End Date & Time for each day: Location: Applicants must include a sketch of the event layout. Sicamous Beach Park Finlayson Park Sicamous Dog Park Anticipated Attendance: 200 Main Street Park Finlayson Concession Other (please specify)

6 Description of event and participating sponsors (attach additional information if required): MUNICIPAL EQUIPMENT REQUIRED Stage Location: Wash Car Fencing ($1 per foot) Fee (Office Use): applicant is responsible for cleaning, pumping & transportation arrangements & fees Location: Fee (Office Use): Amount required (ft): Orange Pylons Amount required: Location: Fee (Office Use): Location: Barricades (Attach map for Amount required: Bleachers Location: locations if required at Location: multiple sites) Note: Fees for equipment are applied in accordance with Fees & Charges Bylaw No. 740 WILL THERE BE A PARADE? No Yes if yes, please fill out information below: Number of Units Type of Units Assembly Area Dispersal Area Route (attach map of route) Note: If a Parade is planned, the applicant is required to contact the Operations Manager PRIOR to the event to discuss arrangements for traffic control in conjunction with the Local RCMP Detachment. ONSITE SECURITY ARRANGEMENTS Required for Large Events & Beer Gardens Event will include: Temporary Structures (stages, tents) Entertainment Amplified Music/Speeches Note: Amplified sound in a public area requires a separate written request to Council to temporarily amend Noise Bylaw No. 98. The request must specify the dates and hours of operation desired. Fireworks (permit required) Alcoholic Beverages (liquor license required) Food Preparation and Food Selling (Interior Health approval required) Yes No

7 Describe all planned entertainment (attach additional information if required): Please list the vendors attending the event (attach additional information if required): Will you be arranging for Portable Toilets? No Yes Do you require irrigation to be turned off? No Yes Will you be staking anything in the ground? (i.e. tents, signs, fencing) No Yes The District of Sicamous is not responsible for the arrangement or payment of portable toilets not owned by the District Time frame: Site meeting must be arranged with Public Works BEFORE anything is staked into the ground Special Requests (Efforts will be made to accommodate special requests, however, such requests cannot be guaranteed.) Site Plan Please include the following in the site plan: 1. Boundaries of the planned event. 2. Tent and canopy locations. 3. All proposed fencing - including temporary - for the event, including the location of all entrance and exit gates and identification of all emergency exit locations. 4. All stage and riser locations if applicable. 5. Placement of signs or banners. 6. Refuse container locations (including those for recyclables). 7. Existing restroom locations. All proposed portable toilet locations; all hand-washing stations 8. Accessibility information. Please indicate how your event will accommodate persons with disabilities including: clear paths of travel, parking, restrooms, vending areas, first aid, etc. 9. A north arrow with all streets labeled. 10. Vendor locations and what will be sold. 11. Alcohol locations, if being sold or served. 12. Location of first aid and other emergency services. 13. Traffic plan, if applicable, indicating any traffic control points, detours, special routes and emergency exits.

8 TERMS AND REGULATIONS READ BEFORE SIGNING The Licensee will: (a) Be responsible for advising all attendees and will ensure that all attendees adhere strictly to all regulations posted and/or attached hereto; (b) Provide a competent and trustworthy adult who will personally undertake to be responsible for the due observance of regulations governing the Premises; (c) Exercise the greatest care in use of the facility and adjacent premises; (d) Report all damage immediately to the Operations Manager at the District Office: 446 Main Street, P.O. Box 219, Sicamous, B.C. V0E 2V0 Telephone: Fax: or the Public Works Yard - Telephone: Fax: ; (e) Be responsible for any damages incurred to municipal property and/or municipal equipment. Said damages to be paid firstly by the Licensee and/or their insurer; (f) Use only the Premises named in this Agreement; (g) Not permit any other Group or Organization not named on this License to use said Premises without the authorization of the District of Sicamous; (h) Be responsible for leaving the premises clean and returning equipment clean. Failure to do so may result in an additional fee (up to $5000) levied for maintenance. A $200 deposit is required; (i) Adhere to Grass Premises Closures. Information may be obtained by calling the Public Works Supervisor at ; (j) Provide Securities in a form acceptable to the District where applicable; (k) Not place objects in or on grass fields without first consulting with the Public Works Department; (l) Advise the District of Sicamous office ( ) within seventy-two (72) hours prior to the scheduled event to cancel the license if sponsoring organization does not plan to use the facility; (m) Not permit liquor, beer or wine on any Premises unless a Liquor License is in effect. A copy of said License shall be presented and attached to this agreement prior to use of said facility; (n) Pay all fees levied according to this agreement including but not limited to, costs associated with any breach of this agreement; (o) Ensure all Emergency Services have been notified, placed on standby, or arrangements have been made to have them on site if required, for any large events; (p) Be responsible for the provision of additional temporary bathroom facilities for large events, where the existing Town facilities are inadequate to meet the demands of the event. Note: Failure to comply with the terms and regulations, and / or temporary amended Noise Bylaw requirements may result in cancellation of the permit without refund of any fees paid and where applicable, subject to penalties under Noise Bylaw No. 98. RCMP and Bylaw Officers can and will halt any special event if it is determined that any portion of the event is hazardous to any participant or the health, safety, and welfare of the public. WAIVER AND INDEMNITY CLAUSE The Licensee accepts and will use the Premises at their own risk and agrees that neither the District of Sicamous hereinafter referred to as the Municipality, nor their respective officers, employees, servants, agents, heirs, successors and assigns have made any warranties or representations respecting the suitability or condition of the Premises. The Licensee further agrees that it will indemnify and save harmless the Municipality and their respective officers, employees, servants, agents, heirs, successors and assigns from and against any and all claims whatsoever, including all damages, liabilities, expenses, costs, including legal or other fees, incurred in respect of any such claim(s) or any action(s) or proceeding(s) brought thereon arising directly or indirectly from or in connection with the granting of this License and use of the Premises. Prior to the execution of the Facility Use Permit, the Licensee will obtain and maintain comprehensive general liability insurance including, without limitation, coverage for the indemnity provided herein, or terms satisfactory to the Municipality. The Municipality is to be included as named insured. Such policy will be written on a comprehensive basis with inclusive limits of not less than $2,000,000 per occurrence including $2,000,000 for bodily injury and/or death to any one or more persons including voluntary medical payments and property damage or such higher limits as the Municipality may require from time to time. The policy will contain a clause providing that the insurer will give the Municipality thirty (30) days prior written notice in the event of cancellation or material change wherever possible. The Licensee will provide the Municipality with evidence of such insurance coverage in the form of an executed copy of a Certificate of Insurance in a form satisfactory to the Municipality prior to the execution of said agreement. It is the sole responsibility of the Licensee to determine what additional insurance coverages, if any, including but not limited to Workers Compensation and Participants Insurance, is necessary and advisable for its own protection and/or to fulfill its obligations under this contract. Any such additional insurance shall be maintained and provided at the sole expense of the Licensee. The Licensee understands and agrees that this Permit may be revoked or cancelled at any time with or without cause. The Municipality will make every reasonable attempt to provide a minimum seventy-two (72) hours notice of a cancellation to the Licensee. The applicant warrants and represents that if he/she executes this Application on behalf of a Group or Organization that the Applicant has sufficient power, authority and capacity to bind the Group or Organization

9 with his/her signature. The Licensee, in consideration of being granted permission to use the Premises agrees to be bound by the Terms and Regulations referred to above and if the Applicant represents a Group or Organization, the Applicant agrees to inform all responsible officials associated with the Group or Organization of the Terms and Regulations and Waiver and Indemnity Clause. Comprehensive Liability Insurance Proof of Insurance: The District of Sicamous will require a copy of the applicant s Declaration. General Policy wording and Endorsements (additions/amendments to general policy) in any situation in which Proof of Comprehensive Liability Insurance (with minimums) is required. Signed and witnessed this day of, 20. I have read the above and fully understand the Terms and Regulations and the Waiver and Indemnity Clauses and will comply with said document. Witness Signature (Print Name) (Signature of Licensee) Authorized Signatory City, Province, Postal Code District of Sicamous, 446 Main Street, PO Box 219 Sicamous, BC, V0E 2V0 Dated this day of, 20. Personal information on this form is collected under the authority of the Freedom of Information & Protection of Privacy Act (the Act) for the purpose of processing this application. Personal information is protected from unauthorized use and disclosure in accordance with the Act and may only be used and disclosed as provided by the Act. Questions regarding the collection of personal information can be directed to the Administrator or FOI Coordinator, District of Sicamous, PO Box 219, 446 Main Street, Sicamous, BC V0E 2V0, dco@sicamous.ca, OFFICE USE Requirement Checklist Yes No Copy Rec d Site Plan Certificate of Insurance List of food vendors & Interior Health Approval Description of entertainment, with the necessary approvals Safety Plan Business License Verification of a property owner s permission Signatures regarding traffic/vehicle access interruptions Liquor Licenses Special burning permit Fireworks permit MOTI permit Proof of temporary Noise Bylaw amendment Insurance information of commercial transportation provider EMERGENCY SERVICES Notified Ambulance Police Fire Department Other Note: Minimum one month advance written notice required if on site. Emergency Services will be required for a large event. Public Works inspection completed

10 Appendix B: Special Event Mobile Vendor Permit Application See next page.

11 District of Sicamous 446 Main Street PO Box 219 Sicamous, BC V0E 2V0 T: F: E: sicamous.ca Special Event Mobile Vendor Permit Application Please submit completed form to Recreation & Events Manager via one of the following: Fax: In person: 446 Main Street Type of Vendor Fee Food Vendor $100 Commercial Vendor $50 Artisan Vendor $20 Service Clubs Free Business Name: Contact Name: Website: Business Phone: Physical Address: Mailing Address (if different from physical address): Event Name: Event Location: Sicamous Beach Park Finlayson Park Sicamous Dog Park 200 Main Street Park Finlayson Concession Other (please specify) Type of Product: REQUIREMENTS CHECKLIST YES NO N/A Office Use Only Comprehensive general liability insurance certificate Motor vehicle liability insurance certificate Temporary Food Services Permit (Interior Health approval required) Signed release of Liability, Waiver of Claims, and Indemnity Agreement

12 Terms & Regulations All applicants must include proof of comprehensive or commercial general liability insurance coverage in the minimum amount of $2,000,000 per occurrence, for bodily injury and property damage, with the District of Sicamous as an additional name insured. Applicants (except open air vendors) must include proof of Motor Vehicle Liability Insurance with a minimum coverage of $2,000,000. It is the sole responsibility of the Applicant to determine what additional insurance coverages, if any, is necessary and advisable for its own protection and/or to fulfill its obligations under this contract. Any such additional insurance shall be maintained and provided at the sole expense of the Applicant. The Applicant understands and agrees that this Permit may be revoked or cancelled at any time with or without cause. The Municipality will make every reasonable attempt to provide a minimum seventy-two (72) hours notice of a cancellation to the Permit. Indemnity Agreement If the special event mobile vendor permit is granted to you by the District, you and your organization must indemnify and save harmless the District, and its officials, officers, employees and agents from any claim, lawsuit, liability, debt, demand, loss or judgment (including costs, defense expense and interest) whatsoever and howsoever arising either directly or indirectly as a result of the granting of the permit or the use of District property or facilities. You also agree to waive all rights of subrogation or recourse against the district as a result of the granting of the permit or the use of District property or facilities. Comprehensive Liability Insurance Proof of Insurance: The District of Sicamous will require a copy of the applicant s Declaration. General Policy wording and Endorsements (additions/amendments to general policy) in any situation in which Proof of Comprehensive Liability Insurance (with minimums) is required. Signed and witnessed this day of, 20. I have read the above, fully understand, and will comply with the Terms and Regulations and the Indemnity Agreement. Witness Signature (Print Name) (Signature of Licensee) Authorized Signatory City, Province, Postal Code District of Sicamous, 446 Main Street, PO Box 219 Sicamous, BC, V0E 2V0 Dated this day of, 20. Personal information on this form is collected under the authority of the Freedom of Information & Protection of Privacy Act (the Act) for the purpose of processing this application. Personal information is protected from unauthorized use and disclosure in accordance with the Act and may only be used and disclosed as provided by the Act. Questions regarding the collection of personal information can be directed to the Administrator or FOI Coordinator, District of Sicamous, PO Box 219, 446 Main Street, Sicamous, BC V0E 2V0, dco@sicamous.ca,