Sports Facility Use Agreement

Transcription

1 Sports Facility Use Agreement Section A Complete All Blanks Name of Team or Organization: Contact/Responsible Person: Address: Home Phone: Work: Pager: Cell: 2 nd Contact/Responsible Person: Address: Home Phone: Work: Pager: Cell: Section B Event Name/Dates: From: To: Name: Section C (Circle all fields that will be utilized.) FACILITY REQUESTED Multi-Sports Complex - Baseball Fields Soccer Fields Section D RENTAL FEES: $1, Rental fee per weekend for profit producing organizations plus a surcharge of $25.00 per team for the first 28 teams (Friday to Sunday) (Baseball) $ $ Fee for each additional day of field usage $ $ Rental fee per weekend for non-profit organizations (Baseball) $ $ Rental fee per weekend for profit producing organizations (Fri. to Sun.) (Soccer) $ $ Fee for each additional day of field usage $ $ Rental fee for non-profit organizations (Soccer) $ $ Security/Damage Deposit $ $ Security/Damage Deposit whenever alcohol is sold. $ $ Rental fee for out of district high school Soccer games $ $ Rental fee for in-district high school Soccer games $ Deposit for a league that operate concessions $ Security/Damage deposit for organization that lost deposit the previous year $ Total Fee $ Ward 3 Recreation requires payments to be made by check or money order (ONLY) payable to Ward 3 Recreation. An NSF fee of $25.00 will be added to the initial fee if a check is returned. The EVENT SPONSOR will be notified by Ward 3 Recreation and will have five (5) working days to pay all fees incurred. Any EVENT SPONSOR who has been assessed an NSF fee will be asked to make future payments by money order only. DEPOSIT FEE: In order for the fields to be reserved the $ /$ deposit is due within 7 days after EVENT SPONSOR requests a tournament date. If the tournament is cancelled 30 days in advance the deposit is returned to EVENT SPONSOR. If the tournament is cancelled 14 days in advance half the deposit will be returned to EVENT SPONSOR. If the tournament is not cancelled within 14 days the deposit is retained by Ward 3 Recreation. RENTAL FEE: Rental fee must be paid in full the Monday prior to the tournament. Surcharge fees will be paid on Monday following the tournament. If a tournament is cancelled Wednesday morning by 9:00 a.m. the rental fee will be returned to EVENT SPONSOR. If the tournament is not cancelled by Wednesday morning at 9:00 a.m. half the rental fee will be retained by Ward 3 Recreation. Access to facility will not be given until full fee is paid. Event Sponsor s Signature

2 Section E Insurance and Indemnification: Sponsoring entity, team or person will be required to provide GENERAL LIABILITY INSURANCE and LIQUOR LIABILITY INSURANCE (if alcoholic beverages are sold or sponsored consumption). Limits required on the General Liability are $ 1,000,000 per occurrence with a $ 2,000,000 annual aggregate. Limits required on the Liquor Liability Insurance are $ 1,000,000 Combined Single Limit. Coverage shall be on policy forms approved by Ward Three Recreation representatives. All policies shall be endorsed to provide Additional Insured status and a waiver of subrogation in favor of the Ward Three Recreation District including all board members and employees of Ward Three Recreation. A minimum of seven days prior to the scheduled event insurance certificates will be furnished for review and acceptance and in the event of approved alcohol sales or sponsored consumption the advance requirement is a minimum of ten days prior notice. All coverage shall be evidenced by a specific certificate of insurance to Ward Three Recreation. The sponsoring entity, team or individual and all participants shall hold the Ward Three Recreation District, its employees and board members harmless, waive subrogation and indemnify each in the event of any bodily injury to any person including participants or property damage resulting from sponsoring, participating in the event or traveling to the event to which this Facility Use Agreement applies. Section F Clean-Up and Damage to Property: There will be a $250/$500 deposit required for each soccer and baseball facility utilized, that will be fully refundable if the park is cleaned up, including the concession area. The EVENT SPONSOR is responsible for all damage to the park, field or any of its properties or equipment. The EVENT SPONSOR agrees to restore or pay for the cost of restoring any damaged items back to original conditions if damaged by any member of the sponsoring group or by any spectator or participant in the activity. This does include using the fields during rainy and/or muddy conditions. Every effort is made to prepare the fields for events. EVENT SPONSOR understands that the responsibility for the total clean-up of the park following the event is solely the EVENT SPONSOR S. If Ward 3 Recreation District is required to clean-up following the event, the lessee will be charged $25 per hour of time required to clean the park AND lessee will be required to put down a $ 500/$1000 deposit the next year. Section G SECURITY PARKING/CROWD CONTROL Event sponsor is responsible for providing at least one uniformed security officer with the power of arrest during events to act as crowd and parking control officer.(only for crowds over 500) Section H RULES & REGULATIONS: This permit is granted subject to the attached rules and regulations and the acceptance and use thereof by the applicant is an agreement on Event Sponsor s behalf to comply with all the terms and conditions herein set forth together with all the rules of procedure theretofore established by Ward 3 Recreation District.

3 Section I LIGHTS Light usage must be kept to a minimum. Please do not turn lights on until absolutely necessary, schedule all games to end by 11:00 p.m. A fee of $10.00 per hour per field will be assessed if games are scheduled after 11:00 p.m. Park Policies: The following policies will be in effect during this event and will be enforced: A. Alcoholic beverages of low alcoholic content (beer only) may be sold (during adult tournaments) at the Multi- Sports Complex only. Local and state permits are required. Liquor liability insurance is required. Copies of these documents will be submitted to the Ward 3 Recreation District prior to the commencement of the tournament. B. Ward 3 Recreation District shall have the right to suspend or revoke the privilege to sell beer at any time for reasonable cause. Reasonable cause includes but is not limited to improper conduct of players or guests. Violators may also be suspended from any future sports activity and/or rental of facility. C. Event Sponsor must comply with all federal, state and local laws dealing with purchase, consumption and selling of any alcohol on Ward 3 Recreation property. D. Glass containers are strictly prohibited in the park. E. Open flames or fires are prohibited. However the use of Bar-B-Que grills are approved for concession use only and/or in designated locations only. F. Event Sponsor must comply with all state and city noise ordinances. G. It shall be unlawful to interfere with any park supervisor, official or employee of Ward 3 Recreation District Office, in the discharge of his/her duties or to fail to obey a lawful command of the aforementioned. H. Weather permitting, ATVs, golf carts, and other recreational vehicles may be used to transport supplies and travel within the park. They are to be used ONLY by tournament directors, and shall stay next to or on the service drive only. They shall not be used excessively or to cross fields or between fields. If there has been excessive rain during or prior to the tournament, the use of such equipment will be prohibited. I. Event Sponsor must obtain permission from Ward 3 Recreation before putting any objects up, moving any objects, or placing any objects in the ground. Any infraction of Ward 3 Recreation District policies or other rules will result in individual or team eviction from the facility and may also result in the individual s or team s rights to future use. *SPECIAL CONDITIONS* Event Sponsor agrees and understands that Ward 3 Recreation District will at its discretion and only its discretion determine the playability of the fields. Event Sponsor should be aware that Ward 3 Recreation will ONLY provide 80 bags of Quick Dry per tournament when needed. The Event Sponsor will be billed for any additional Quick Dry. Event Sponsor should be on notice that Ward 3 Recreation District will not be responsible for any monetary loss that the Event Sponsor incurs and/or suffers as a result of Ward 3 Recreation District postponing, delaying or cancelling the tournament. Event Sponsor realizes these factors exist and that they are under no obligation to lease or use these fields, but, in doing so are fully aware of the consequences and/or losses they may sustain due to Ward 3 Recreation District s actions. Event Sponsor agrees to notify all participants of Ward 3 Recreation District s policies and that under no circumstances should they expect to play on the fields that Ward 3 Recreation District considers unplayable for any reason that may occur during the tournament.

4 NOTICE TO PLAYERS, SPONSORS AND TOURNAMENT OFFICIALS Every effort is made to prepare these ball fields properly. However due to normal play and continuous use, the conditions may become less than ideal. Bases or home plates may become dislodged or holes around home plate or bases may occur. If you observe any of these conditions or any other dangerous conditions, contact the tournament director immediately. Stop the game until repairs can be made to insure safety. Be aware that you are participating in athletic competition and injuries can and do occur. The Ward 3 Recreation District assumes no responsibility for injuries. PARKING: Parking is allowed in designated areas only. Tickets will be issued to violators. Parking on private property is prohibited. Vehicles parked in non-designated areas are subject to tow-away. The service drive will be used only for deliveries and/or emergency vehicles. Deliveries will be made through the side gate only. Once deliveries are complete, all vehicles must be removed from within park grounds immediately. This includes concession workers. The service drive gate must not be blocked at any time. SPECTATORS: Seating of spectators shall be at the discretion of the EVENT SPONSOR. Necessary steps should be taken by the EVENT SPONSOR to insure safety and enjoyment of participants and spectators. Non-Participating children are not allowed in the playing area during an event. BEVERAGES: EVENT SPONSOR hosting a tournament at a Ward 3 Recreation Facility must sell COKE PRODUCTS ONLY. Any EVENT SPONSOR who does not comply with this rule set forth by Ward 3 Recreation District may forfeit their future rights to rent. Event Sponsor Initials FOOD QUALITY AND SANITATION STANDARDS: It is the EVENT SPONSOR S obligation to provide food quality of the highest standard possible. Food should be handled according to the highest sanitation standards as established by the Calcasieu Parish Health Department. Concession areas are subject to inspection by the Calcasieu Parish Health Department and/or Ward 3 Recreation District Representative. The restrooms will be kept clean and in sanitary condition at all times during the use period and will be in like condition after use period. PRIOR TO EVENT BRACKET REQUIREMENTS: A completed tournament bracket MUST be submitted to Ward 3 Recreation District on Friday prior to the tournament. FIELD DIMENSIONS: Field Dimensions MUST be available by Wednesday morning at 9:00 a.m. in order for fields to be prepared. For any tournament beginning on Friday, field dimensions MUST be available by Tuesday morning at 9:00 a.m. CANCELLATIONS: EVENT SPONSOR canceling a tournament must send a letter to Ward 3 Recreation by fax (337) or to mcastille@ward3recreation.com. By my signature below, I attest that the above information given by me is accurate: EVENT SPONSOR REPRESENTATIVE: DATE: DEPARTMENTAL APPROVAL: DATE:

5 Contact Persons for the Ward 3 Recreation District Name Work Phone Cell Michael Castille ext Mac Blanchard ext Document Needed Pre-Event: Received by: Date: Copy of Insurance listing Ward 3 Recreation as additional insured Copy of Security Letter Request Copy of Permits to sell beer Local Copy of Permits to sell beer State Cancellation Checklist: Received by: Date: Date received Cancellation Letter I,, as event sponsor representative have examined the facility prior to the event and find it acceptable in its existing condition.