FIELD USE AGREEMENT TERMS AND CONDITIONS FOR USE OF CITY FIELDS

Transcription

1 Date Of Use: Field(s): FIELD USE AGREEMENT TERMS AND CONDITIONS FOR USE OF CITY FIELDS In consideration of use of the facilities or fields of the City of Steamboat Springs, the undersigned, hereby agrees to the following: 1. City Released from Liability. The undersigned indemnifies and holds the City harmless, as well as, the City s officers, agents and employees, from any and all liability, damage, loss, cost and expenses, or employees on account of any claim, suit or action made or brought against the City, its officers, agents or employees for the death of or injury to persons or destruction of property involving the undersigned user, its employees, agents and representatives sustained in connection with the use of the facilities of the City pursuant to this Field Use Agreement. 2. Assuming FULL Responsibility. The undersigned ASSUMES FULL RESPONSIBILITY for any and all risk of any bodily injury, death or property damage which the undersigned may suffer while participating field or facility use, whether due to the negligence of releases, spectators or other participants or any other causes. The undersigned further agrees to notify all participants and spectators of the potentially dangerous nature of the activity, and that risk may increase based on weather, traffic, or actions of the spectators, prior to the commencement of the activity. 3. Public Events Insurance. A Certificate of Insurance, or proof thereof, for $1,000,000 of general liability coverage with the City of Steamboat Springs as a named additional insured, shall be provided by the undersigned if event is open to the public (or not by invitation only). Fax to (970) , include Cover letter with field use, event name and date. 4. Permission to serve Alcohol. The City Clerk's office must be contacted at (970) , to obtain a Special Events Permit if alcohol will be at your event. After review of the request for the serving of alcohol beverages, the City Clerk will recommend approval or disapproval of the request to the City Manager via a written memorandum. User will receive approval in written form from the City Clerk s office. a. If the undersigned represents a Non-Profit Organization, and the event is open to the public, the event must be pre-approved via a Special Events Permit. This Permit may take up to 30 days to obtain. b. If the undersigned represents the General Public or a Commercial Organization, the serving of alcoholic beverages is allowed without a Special Events Permit, provided that the event is by invitation only, not open to the public, there is no public advertising and no money is involved (no cash bars & the cost of alcohol cannot be hidden in an entry fee). c. Alcoholic beverages are NOT permitted outside the facility. 5. Concessions. In the event the undersigned desires to sell food or concession items, they must obtain the necessary authorization and permits from Parks and Recreation, City Clerk s Office, Financial Services and Routt County Environmental Health. The permitting process may take up to 45 days. The following restrictions apply at Howelsen Park May - September (may also apply to additional parks/fields): a. If undersigned is a non-profit or for-profit organization (including all events with any kind of entry/registration fee) and desires to sell food & beverages, the city concessionaire have the first right of refusal to provide food & beverage service in exclusive areas. Contact Kyrill Kretzschmar to plan accordingly. b. If undersigned desires to hold a private, invitation only, function without any charge whatsoever, a private caterer may be hired. In the event there is any charge, including but not limited to per entry or per registration charge, item a above applies. Page 1 of 6

2 6. Sale of Goods. If you will be selling any items (tangible personal property), you must retain a sales tax license with the City of Steamboat Springs, unless otherwise exempted in writing by the Sales Tax Department of the City of Steamboat Springs, and you must comply with Chapter 12 LICENSES, PERMITS AND MISCELLANEOUS BUSINESS REGULATIONS, ARTICLE II. SOLICITORS AND PEDDLERS of the Municipal Code found on our website at under Departments and City Clerk. 7. NO GLASS. Glass containers are not permitted in any City Park. 8. Cleaning. Please be courteous and leave the facility as you found it. Clean up is the responsibility of the undersigned and additional charges to the deposit credit card on file may occur if clean-up is not done properly. 9. Dogs. Dogs must be on a hand-held leash, no longer than 6 (six-feet), and under control. Pet Owner is responsible for pet clean up. 10. Camping. OVERNIGHT CAMPING IS NOT PERMITTED IN ANY CITY PARK. Article III, Section of the Steamboat Springs City Ordnance - Camping or sleeping on public property states that: No person shall camp, lodge or sleep in any public way or place, or in or on any other property of or under the control of the city, between the hours of 9:00p.m. and 7:00a.m., except that the City manager may authorize camping in designated areas at Howelsen Hill during Cityauthorized special events. No campfires shall be permitted at any time. 11. Cars. No motor vehicles are allowed in parks or on playing fields at any time for any reason. Parking is restricted to designated areas. The City of Steamboat Springs does not guarantee on-site parking. Adjacent facilities utilizing the same on-site parking may be booked at any time. The undersigned will encourage event participants to carpool. 12. Restrooms. The City of Steamboat Springs will provide access to permanent or portable restroom facilities and perform trash collection at all fields. While the City of Steamboat Springs will make every effort to ensure restroom facilities, there may be circumstances where restroom facilities are not available or must be closed temporarily. 13. Field Maintenance, Equipment & Lining. Fields and equipment will be maintained by the City of Steamboat Springs with safety as the number one priority in accordance with the items below. Any item that requires additional attention, apart from this Contract, due to Special Event of Tournament, must be submitted to the City of Steamboat Springs a minimum of one month prior to need. a. Fields will be prepped and ready for play in early spring, weather permitting, with the goal of May 1 st. b. Repairs, re-leveling and/or replacement of sprinkler heads will be at the same level as the playing surface whenever possible, to the best of our ability. c. Any potholes in field surfaces will be filled and repaired as needed. Periodic repairs to goal mouths and other high traffic areas will also be filled and repaired as needed. d. Soccer goals will be installed and the replacement or repair of all required back bars or weak frame welds will be performed by the City of Steamboat Springs. Goals will be weighted and monitored as needed. Installation and removal of goal nets will occur in the spring and prior to snow fall as determined by the City of Steamboat Springs. e. Mowing of fields will be performed once or twice a week (as conditions permit) at our current standard height of 2 ½. Fields may be mowed to a lower level as requested by the user group for an additional fee if the request can be satisfied by parks crews. f. City of Steamboat Springs maintains specific field lining based on internal programming needs may vary. Specific field lining is available upon request for an additional fee (see field fee schedule). Page 2 of 6

3 g. Any Special Event of Tournament arrangements must be requested on Special Event Request form attached to this agreement for all the following, but not limited to: i. Parking/Transportation Plan ii. Field Prep Plan iii. Port-let/Trash Removal Plan iv. Event Diagram/Tent Plan (To protect irrigation lines & asphalt, no tent stakes are permitted in City parks. Concrete blocks or water barrels must be used to weight tents.) v. Schedule of Officials, Staff & Volunteers for Event or Tournament. 14. Additional Equipment. Any equipment needed by a user group, that needs to be left at a specific field, must be indicated on the Special Event Tournament form and approved by the City of Steamboat Springs in advance. Any approved additional equipment shall be maintained, moved off the grass after each use, and stored in an agreed upon location by the user group. 15. Set-Up & Clean-Up. The undersigned must reserve adequate set-up and clean-up time when scheduling the facility. No refunds due to partial use of reserved time. Any time not reserved may be booked for another user. The undersigned agrees to vacate the premises at the agreed-upon time and also understands that they cannot occupy the facility prior to their contracted time. 16. Security. Security of any personal items is the responsibility of the user. 17. Unforeseen Circumstances. In the event of mechanical failure or other unforeseen occurrences that render the fulfillment of this agreement by the City of Steamboat Springs impossible or impractical, this agreement shall be terminated or suspended at the City's option, and the undersigned waives any claim for damage or compensation should this agreement be terminated. 18. Cancellation. Request for cancellation of this agreement must be received in writing 2 weeks prior to reservation in order to receive a refund, minus $50 refund fee. Notification not meeting this requirement will result a minimum of a one-day rental. 19. Weather. If it rains within 24 hours prior to scheduled field use, the undersigned agrees to be responsible for checking the Rainout webpage at and for conveying closure information to their group. Rainout information is updated on an ongoing basis and undersigned will recheck webpage as conditions change. No person shall use or remain on a field, which has been either posted and/or closed via the rainout webpage. Failure to stay off a closed field may result in fines, loss of field privileges, and/or financial responsibility by the undersigned for the cost of repairs. The undersigned accepts financial responsibility for damage caused by use in adverse conditions. 20. Right to Close Facility. The City of Steamboat Springs reserves the right to close any facility without notice to protect the public or the facility. 21. Right to Change Location. The City of Steamboat Springs reserves the right to change the location of this event up to 30 minutes prior to the scheduled start time. 22. Youth Events. Any youth activity is required to have a minimum of one (1) adult chaperone (aged 21 or older) for every twenty-five (25) youths (aged 1-18). In addition to the chaperone, there must be at least one organization staff member present at all times. Page 3 of 6

4 23. Field Respect. The undersigned agrees to be responsible for the behavior of its officers and representatives while on City property. Abuse of persons or property may result in censure or termination. Failure to meet or comply with any of the above policies can result in damage charges and additional fees. The following are prohibited, including but not limited to: a. Hitting balls into the backstops or fences b. Climbing on fences, backstops or dugouts 24. Payment. To guarantee your reservation, submit the contract, and make payment within 15 days of when your reservation was approved. Reservations made within 30 days of the date of use must be paid in full immediately. Payment must be made within 30 days of field use or 15 days of provided invoice. Charges to include field use hours, additional services, and any damage fees associated with field/facility use. 25. Right to Refuse. The City of Steamboat Springs, Director of Parks & Recreation and staff, reserve the right to refuse, cancel or bump any and all use contracts, where it is deemed that such action is necessary for the best interest of the City. Misuse or abuse of the facilities or surrounding may constitute grounds for immediate cancellation. 26. Approval On Hand. A copy of this agreement must be executed and in the possession of the user while at the facility. The undersigned understands the conditions set forth in this agreement and agrees to abide by them. Any failure to so abide, may constitute a breach of this agreement. 27. Laws. The undersigned agrees to follow all federal, state, and local laws on premises and in regards to this rental. 28. Contact. You agree, by providing us with your landline or cell phone number(s), you give express authorization to contact you at those numbers, as well as authorize such contact by our agents and assigns. This express authorization also applies to any landline or cell phone number(s) you may acquire in the future. We may also contact you by sending text messages or s, using any address you provide to us. Methods of contact may include using prerecorded/artificial voice messages and/or use of an automatic dialing device, as applicable. CLEANING, DAMAGE, SET-UP & CLEAN-UP FEES: A CREDIT CARD WILL BE REQUIRED WITH YOUR RESERVATION REGARDLESS OF YOUR PREFERRED PAYMENT METHOD. The City does not collect a damage deposit; the card on file will only be charged in the case of damages/failure to meet clauses above. If these clauses are not met you will be notified and the City will charge additional fees to the credit card on file. If the City is not able to charge your card on file for any reason the undersigned agrees to be billed in the event of damage/excess cleaning incurred. I have read the foregoing and the definitions and fee schedules ( and incorporated herein by this reference. I fully understand my rights and obligations in connection with use of the facility/fields. I understand that not following these rules and conditions will be grounds for additional charges and denial of future request for fields. Signed: Date: Page 4 of 6

5 Use Fee Amount: $ Tax included or Tax Exempt # Date of your Event(s): Group/Event Name: Print Name: Daytime Phone: Signed: Date: By signing above you authorize the City of Steamboat Springs to charge your credit card for rental fees, and tax. You are also authorizing any and all damage or cleaning charges incurred from your City of Steamboat Springs Field Use. Insurance Certificate: See 4. Public Events Insurance., above for details - please check one: Enclosed N/A To be faxed by insurance company. Insurance Company Name: PAYMENT: Cash $ Check# (fill in information below) Credit Card: Name as appears on card: Credit Card #: Ex Date: / CVV (security digits) VISA Discover MasterCard American Express Questions: Nick Carelli, Sports Coordinator Phone: Fax: fields@steamboatsprings.net Page 5 of 6

6 FIELD USE AGREEMENT - SPECIAL EVENT REQUEST FORM Today's Date: Season/Date(s) of Event: Name of Event: Will alcohol be sold or distributed at your event? Yes No If yes, you MUST contact the City Clerk s office at Will food or concession items be sold or distributed to the public? Yes No Contact Person: Mailing Address: Address: Daytime Phone #: Fax #: Additional contact person, if above listed cannot be reached: Name: Phone: Specific location of event/areas to be used: Description/purpose of event/activity: Are participants using motorized or non-motorized vehicles? Yes No If yes what kind: Expected # of participants: and # of spectators: *The City reserves the right to cancel events due to mechanical failure, weather or other unforeseen events* What safety measures are planned for the event/activity (medical personnel, safety precautions, etc.)? Alternative sites considered and reasons for sites chosen and not chosen: Any other pertinent information that will aid in the evaluation of your permit: Signature of Applicant (must be at least 18 years old) Name of Applicant Date BELOW LINE FOR OFFICE USE ONLY Approved Date: Conditions of approval: Disapproved Date: City Representative Signature Page 6 of 6

7 2019 Athletic Field Rental - Fee Schedule All fields are available for rental use on a per hour basis. Any use 6 hours or more will be charged at the daily rate. Youth versus adult use is based on the actual participants for your event, practice, etc. If both youth and adults are participants, the adult rates apply. Hourly and Daily Fees (includes ALL fields regardless of type) Youth Hourly: $12.00 Youth Daily: $72.00 (6+ hours within a day actual hours must still be specified) Adult Hourly: $14.00 Adult Daily: $84.00 (6+ hours within a day actual hours must still be specified) Prep Fees (based on per field, per occurrence) Initial (new) layout and painting for soccer, lacrosse, other: $ Re-painting of lines for soccer, lacrosse, other (on existing field layout): $ Drag and line for softball/baseball: $82.00 Baseball/Softball Field Drag Only: $41.00 Event/Tournament staffing fee: $ (subject to approval and change) Extra Mowing (per field): $ Other Fees Field Lights (per day/use): $16.00 (only available on Howelsen and Ski Town fields) Additional Paint: Available to approved users(plus $21 paint machine rental): $25.00 Additional services available upon request - Reserve a Field All reservations are made online at Fields are available on a first-come, first-serve basis subject to discretion and approval by Steamboat Springs Parks and Recreation. Additional permits may be required depending on the nature of your reservation. Fields Contact: fields@steamboatsprings.net City of Steamboat Springs Parks and Recreation PO BOX Steamboat Springs, CO 80477