Guidelines for Special Events

Transcription

1 Guidelines for Special Events The Town of Lincoln recognizes the importance of Special Events in enhancing the quality of life, tourism, arts and culture, recreation, education, health and wellness, and in providing economic benefits to the local economy. The purpose of this policy is to establish guidelines for the management of Special Events with the Town. The guidelines have been prepared to assist Event Organizers in planning their events. Use of the guidelines allows us to work together so that Special Events will be a positive contribution to the community.

2 Table of Contents 1. Purpose Definitions How to Apply Town Grant Program General Policies and Procedures Special Event Considerations Approvals Location Booking Facilities Lottery Licenses Additional Services/Equipment Security Deposit and Conditions Cancellations Insurance Site Plan Temporary Road Closures Temporary Structures Inspections Food Concessions Alcohol Sales/Service Open Flame/Fireworks Open Air Burning Outdoor Entertainment Parking Fencing, Digging or Staking Signage/Banners Security/Policing/Traffic Control

3 5.23 Public Access Health and Safety Emergency Access Accessibility Emergency Medical Services/First Aid By-law Enforcement Portable Toilets Noise Allowance Amusement Devices and Inflatable Devises Keeping Green Take Down/Clean Up Greywater Disposal Garbage and Waste Disposal Damage to Town Property Post Event Report Appendix A Application Form Appendix B Application Checklist Appendix C List of Contacts, Policies and By-laws Appendix D Greening Your Event

4 Guidelines for Special Events 1. Purpose The Town of Lincoln recognizes the importance of Special Events in enhancing the quality of life, tourism, arts and culture, recreation, education, health and wellness, and in providing economic benefits to the local economy. The purpose of this policy is to establish guidelines for the management of Special Events within the Town. The goals of this policy are to: Assist Event Organizers and businesses in planning safe and successful events and establish criteria and procedures for Special Events. Ensure that the Town s liability is minimized and that all appropriate insurance requirements are met, where events are held on municipal property. To facilitate the administration of events to a central point of contact and facilitate the scheduling of staff and resources. Provide equitable access to parks and facilities and ensure that municipal property is being used for the benefit of the entire community. Maximize compatibility and minimize nuisance to surrounding residents. The Town of Lincoln recognizes the importance of Special Events in enhancing the quality of life, tourism, arts and culture, recreation, education, health and wellness, and in providing economic benefits to the local economy. 2. Definitions Event Organizer Any person or group, who creates, plans, initiates and finances an event. Private Property Land owned by private individuals or corporations or agencies other than the Town. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 1

5 Public Property Any land, structure or building owned, leased or controlled by the Tow n, designated or used as a facility, parklands, trails, gardens, playgrounds, sports fields or beach areas. Special Event A Special Event is defined as an organized one time, annual or infrequently occurring event or function involving public or private property that meets one or more of the following criteria: Celebration of a specific theme; Has a pre-determined opening and closing date/time; Is not more than three consecutive days in duration; and/or Is available to the community at large Supports agricultural tourism. A special event does not include family reunions, picnics or similar activities of a private, non-charitable or noncommercial nature. A special event does not include events within banquet or conference centres within commercial and industrial zones. Events may celebrate some unique aspect of the community and involve the following themes: Harvest/Agricultural: celebrates/educates agriculture; Cultural: celebrates/educates heritage and culture; Theatrical: celebrates/displays of theatre arts; Neighborhood: provides neighbourhoods with an opportunity to celebrate; Commemorative: acknowledges significant dates or occurrences; Athletics: involves competition of an athletic nature; Artistic: celebrates/displays of creative and artistic works; and/or Commercial: events designed to generate revenue, including weddings, musical and theatrical events at estate and farm wineries. IMPORTANT New or first time Special Events must submit their application a minimum of 3 months prior to the start of the Special Event. 3. How to Apply December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 2

6 The Event Organizer shall review the guidelines and checklist and complete the application and submit all required supporting documentation to: For applications on Private Property William Kolasa, Director of Corporate Services For applications on Municipal Property Judy Pease, Director of Community Services Each Event Organizer must submit an application every year for recurring events. Event Organizers may be required to meet with Staff to review the application and discuss the details. Additional forms may be necessary depending on the activities included in the event. Staff will distribute appropriate documentation to the applicable departments on behalf of the Event Organizer for approval. If the departments require additional information on separate forms, these forms will be provided to the Event Organizer throughout the process. The Town will utilize the following criteria when evaluating and scheduling Special Events: Annual Special Events must submit their application a minimum of 2 months prior to the start of the Special Event. The nature of the event and how it will benefit the community; The dates and times during which the event will occur; The location(s) of the events and whether the location(s) will inhibit the safe flow of pedestrian and vehicular traffic in the Town; Whether the activities are in compliance with other applicable laws; Whether the event is to benefit non-profit community service organizations; The general health, safety and welfare of the participants in the event and the citizens of the Town; The impact and/or cost of the event on Town support services; The event is held to minimize public disturbance; and The frequency of the event or similar events. Once all departments have responded in favour of the December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 3

7 event according to their specifications and Council permission is granted (when required), a letter of approval will be sent to the Event Organizer. Staff will prepare a report to Council for all new events. New events or existing events that have significant changes must be approved by Council. Council reserves the right to refuse to approve an event. Delays in submitting the application and the required documents may delay the approval and the ability to fulfill event requests. New or first time Special Events must submit their application a minimum of 3 months prior to the start of their event. Annual Special Events must submit their application a minimum of 2 months prior to the start of the event. The Event Organizer shall adhere to all policies, legislation, by-laws and regulations. 4. Town Grant Program The Town entertains funding requests each year from groups or individuals seeking support for not-for-profit organizations, events and activities making a unique contribution to the quality of life in our community. For further information contact the Community Services Department. 5. General Policies and Procedures A Special Event application submitted to the Town for approval must meet certain criteria for approval, including compatibility with the provisions of municipal, provincial and federal laws as well as rules and regulations administered by outside agencies. Before Your Event 5.1 Special Event Considerations A Special Event must provide a meaningful public benefit and must have a direct impact on one or more of the following areas: Agriculture Agri-tourism Tourism Arts & Culture Education Health & Wellness Physical Fitness and/or Enrich the character and identity of the Town Create unique or innovative experiences Contribute to programming in slow seasons Extend the overall range and mix of programming in the Town To be considered for approval on public property, a Special Event must provide a meaningful public benefit and must December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 4

8 have a direct impact on one or more of the following areas: agriculture, agri-tourism, tourism, arts and culture, education, health and wellness, physical fitness, enrich the character and identity of the Town, create unique or innovative experiences, contribute to programming in slow seasons or extend the overall range and mix of programming in the Town. Private functions are encouraged to provide the above noted positive impacts but will be evaluated to ensure that they do not negatively affect the community and are compatible with surrounding land uses. 5.2 Approvals Upon receipt of the Special Events Application, all required documentation, staff and/or Council review and all criteria met; a letter of approval will be sent to the Event Organizer. Special Events that are new or annual events that have significantly changed must be approved by Council. Otherwise, annual events will be approved by staff. Staff shall be authorized to approve Community Event and Significant Municipal Event designations for annual events. New designations must be approved by Council. 5.3 Location Event Organizers must confirm that the location of the event complies with the requirements of the Zoning By-law. Staff will determine whether the zoning is appropriate when events take place on Town property. When the event location is on private property, zoning information can be acquired from the Town s Planning and Development Department. The Special Events Application Form is included in Appendix A of this Guideline A checklist of documents to be submitted to the Town is included in Appendix B of this Guideline 5.4 Booking Facilities Town facilities are booked at the Municipal Office through the Community Services Department or by calling: When booking a Town-owned facility, separate rental agreements need to be filled out in addition to this application. Rental requests should be outlined on the Special Event Application Form. 5.5 Lottery Licenses December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 5

9 All lotteries, which include merchandise raffles, cash or 50/50 raffles, bingo and Nevada ticket sales, require a separate license from the AGCO, which can be obtained from the Corporate Services Department. The Town may attach terms and conditions, in addition to those established by the AGCO, provided that they do not conflict with provincial terms and conditions or policies. 5.6 Additional Services/Equipment The Event Organizer is responsible for any costs incurred by the Town that are related to the event. These costs include, but are not limited to, road allowances and rental of site amenities such as snow fencing, road barricading, garbage receptacles, licensing fees, etc. The Town s Public Works Department may be asked or may be required to supply labour, equipment and materials. These services and related fees are listed in the Town s Fees and Charges By-law. 5.7 Security Deposit and Conditions The applicant agrees to pay a security deposit in accordance with the Town s Fees and Charges By-law. The security deposit is required to ensure that there is no damage to Town property or facilities and to ensure that the Special Event complies with all Town policies and by-laws. The Town may attach such terms and conditions to an application as deemed necessary to ensure public safety, protect Town property or maintain the enjoyment of the property/facility for the public. The Event Organizer may be required to provide written notice of the Special Event to all adjacent landowners and businesses. Tip: Be very specific and detailed when developing your Site Plan. This will enable staff to better help you during the planning process. 5.8 Cancellations The Town reserves the right to cancel any scheduled Special Event and revoke any approvals in order to ensure public safety or, if in the sole opinion of the Town, the Event Organizer fails to comply with the requirements of the Special Events Guidelines or any other Town By-law. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 6

10 5.9 Insurance For events on Town property, the Event Organizer must maintain and provide proof of general liability insurance of no less than $2,000, naming the Town of Lincoln as additional insured. The Town reserves the right to request additional liability insurance where the very nature of the event exposes the Town for potentially greater liability. All insurance documents must be provided to the Town at least 10 days prior to the event. The Event Organizer agrees to indemnify and hold harmless against any liability, loss, claims, demands, costs or expenses, including reasonable legal fees, occasioned whole or in part by any negligence or acts or omissions during the use of Town property. The Event Organizer will be required to enter into an agreement with the Town for its use and occupation of Town property Site Plan A comprehensive site plan detailing event layout must be included with the application form and must be adhered to upon approval by the Town. When making a temporary road closure request, provide a map or drawing with specific details: The following must be identified on your Site Plan: Overview of area (including all street names or areas that are part of or surrounding the venue) Dimensions. Overview of activity areas. Road Closures and alternative routes, indicating direction of travel, dates/times/duration of planned closures. Location of onsite vehicles, staff/dignitary/public parking areas. Tents or temporary structures (bleachers, canopies, stages). Food operating areas and alcohol serving area. Animal exhibits/shows. Washrooms/washing stations. Sign locations. Waste disposal. Names of Roads Dates/Times Nearby Business December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 7

11 First Aid and/or medical services. Emergency access routes Temporary Road Closures Road closure requests must accompany the Special Events Application. Please contact the Town s Public Works Department for approval of a road closure. For both partial and full road closures, the applicant must provide a map/drawing and specific details of the closure request (road names, dates, times, nearby businesses and other pertinent information before approval is granted). Events that require road closures will require all vehicles to be off the road before the event starts. Road barricades will be placed at the access point to the road in accordance with the road closure permit. It is the responsibility of the Event Organizer to pick up and return all barricades and return them to the Town on the first business day following the event. The Event Organizer will be held responsible and will be invoiced accordingly if there is damage done to any equipment (barricades, etc.). Failure to compensate for any losses may result in the suspension of the event the following year Temporary Structures For more information on Temporary Structure Permits, call the Town s Building Division The Ontario Building Code requires a building permit be obtained for a single tent or group of tents whose aggregate area is 60 square metres and over, is attached to a building or is constructed closer than 3 metres from other tents or structures. Tents over 225 square metres must be designed by a Registered Professional Engineer. Section 3.14 of the Building Code outlines the requirements. Building permits can be obtained by application to the Town s Planning and Development Department (Building Division) and must be submitted to the Town before final approval. After the erection of the tent, the tent must be inspected by the Town s Fire Department and Planning and Development Department (Building Division), and if the tent exceeds 225 square metres, a final inspection by a Registered Professional Engineer is required prior to occupancy. Stages December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 8

12 and portable bleachers exceeding 0.6 metres above grade must be designed and inspected by a Registered Professional Engineer. The Ontario Fire Code requires the approval of a Fire Safety Plan for all assembly occupancies in accordance with Section 2.8 and contains specific requirements for tents in accordance with Section 2.9. The Fire Safety Plan must be approved by the Fire Department. For more information 5.13 Inspections Inspections may take place during set-up, at the event and following the event. The Town has the authority to suspend/cancel an event on site if any of the event components are deemed unsafe or do not meet the inspection requirements or Town By-laws. Or to obtain a Temporary Food Establishment Application contact: 5.14 Food Concessions The Event Organizer must supply a complete list of food concessions no later than 1 month prior to the start of the event. Event Organizers and/or agents must comply with any third party agreements in place at Town facilities. Any refreshment vehicles or vendors contracted for the provision of food in Town must first be approved by the Town. An application to the Niagara Region Public Health Department must be submitted and approved for the sale and distribution of any food items. The Event Organizer will ensure that the food vendor application is completed and sent to the Niagara Region Public Health Department, 1 month prior to the event by each food vendor. Food service provisions must be administered, approved, monitored and inspected by the Niagara Region Public Health Department. The Event Organizer must follow guidelines pertaining to potable water, wastewater, garbage receptacles, and proper food handling and food storage. Niagara Region Public Health Department Ext or All Event Organizers must provide public access to washrooms. There are requirements for the number of washrooms needed based on expected attendance, and increase when the public has access to tents serving food and/or beverages. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 9

13 5.15 Alcohol Sales/Service Town approval is required for Special Events where alcohol is being served. The Event Organizer must provide a detailed Site Plan clearly and accurately identifying the location(s) of tent structures, beer garden(s) and fenced areas with all the necessary dimensions. A letter with Town approval and Community Event or Significant Municipal Event designation will then be issued to the Event Organizer. This letter must accompany the application for a Special Occasion Permit (SOP) to the AGCO. Event Organizers must complete an application for a SOP and submit it in accordance with AGCO timelines. Specific requirements are listed on the Special Occasion Permit Application Form and can be found at A special occasion permit must be obtained from an AGCO or LCBO outlet and be posted at the event. A copy must be provided to the Town. The event must comply with the Town s Policies. Alcoholic refreshments must be provided to the public in plastic containers. Hired staff or volunteers serving alcohol must be Smart Serve trained Hired Staff Volunteers serving alcohol must be Smart Serve Trained Event Organizers must notify the Niagara Region Police of specific dates and locations for all events providing alcohol service or sales Open Flame/Fireworks Events involving the discharge of high-powered fireworks for display must obtain permission from the Fire Department. Proof of a licensed Fireworks Officer on site for the event must be submitted with the application to be approved. A separate fireworks application must be filled out and accompany the application. This application is generally supplied by the fireworks supplier. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 10

14 5.17 Open Air Burning Open air burning (bonfires, fires contained in a noncombustible barrel etc.) is not permitted by the Ontario Fire Code unless otherwise approved by the Fire Department. If open air burning is planned it must be outlined on the application and on the site plan. The Fire Department will review the proposal and conduct a site inspection to determine if the open air burning can be safely allowed. The Event Organizer will be advised in writing of the decision Outdoor Entertainment Outdoor entertainment requiring additional equipment, staging, tents, etc. are subject to inspection from the appropriate authorities (i.e. Fire Department and Planning and Development Department (Building Division). Staff from these departments will set up a time with the Event Organizer to visit the site prior to the event. All outdoor entertainment must comply with all Town By-laws including the Town s Noise By-law. At Your Event 5.19 Parking Event Organizers must ensure that there is sufficient parking for the Special Event The Event Organizer is responsible for: ensuring there is sufficient parking for event attendees, arranging off-site parking if there is no available parking on site, arranging shuttle service for off-site parking if required and advising attendees of parking arrangements and enforcement for the event. Parking areas should be clearly identified on the Site Plan. Where there is a large attendance expected, parking attendants should be arranged. The Town encourages accessible parking to be located in close proximity to the event entrance Fencing, Digging or Staking All requests for installation of any object that penetrates the ground including fence posts, tent poles/pegs, and sign installation on Town land must be pre-approved by December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 11

15 the Town. This information must be included in the site plan. Locates shall be obtained prior to any excavation, or penetration of the ground for the purpose of installing posts, etc. Locates must be obtained for gas, electric utilities and all other services in or near the area to be excavated or in any areas where an object will penetrate the ground Signage/Banners Permission is required to erect any sign or banner on Town property and must be indicated in the application. Signs erected/posted must comply with the specifications of the Town s Sign By-law Security/Policing/Traffic Control The Event Organizer is responsible to arrange for required security, policies and traffic control. The Event Organizer shall be responsible for the cost of officers to monitor these particular activities, which will be predetermined by the Event Organizer and the Niagara Region Police for each event Public Access Free public access is to be allowed to all areas of public lands whenever possible and reasonable. Areas closed for safety or security reasons, damage control, event production, or event admission control must be fenced. Tip: Parks, beaches Play structures, splash pads and trails must be made available to the public at all times unless special permission has been granted by the Town for exclusive use of these amenities. Parks, beaches, play structures, splash pads and trails must be made available to the public at all times unless special permission has been granted by the Town for exclusive use of these amenities Health and Safety Public health and safety is a priority for the Town and is regarded as a responsibility of the Event Organizer. Health and safety issues are strongly considered during the approval process and Event Organizers must meet the necessary parameters with respect to fire safety and December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 12

16 emergency services. The Event Organizer is asked to incorporate health and safety consciousness into his/her own planning (through such things as hazard assessments, volunteer orientation and training, and a site inspection before the event) Emergency Access Emergency access to parks, driveways, walkways and thoroughfares as well as parking lots must be maintained at all times during event operations at a minimum width of 4 metres and 8 metres if there s two lane traffic Accessibility Event Organizers will be provided with and encouraged to implement all of the Town s Accessibility Guidelines. Event Organizers will also be required to implement the Town s Accessible Customer Service Policy Emergency Medical Services/First Aid It is strongly recommended that the Event Organizer provide certified first aid service on site during the operating hours of the event through a qualified agency. All first aid stations should be clearly marked with appropriate signage By-law Enforcement During Special Events, officers will use as much discretion as possible and parking infraction notices will be issued for safety related issues or on a complaint basis Portable Toilets Tip: Consider the following. When determining the Quantity of portable toilets needed: No Alcohol 1 unit for every 100 People Alcohol 2 units for every 100 People As an Event Organizer, you are required to provide portable toilet(s) at your event, unless there is sufficient availability of accessible facilities in the immediate location available to the public during the event. Please consider the nature of your event, length of time and guests requirements when determining the need for this service. The Tip in the side bar is a guideline to help Event Organizers plan for their event. Flush units with wash December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 13

17 basins are recommended. Cleaning service is required daily Noise Allowance The Event Organizer must submit to the Town a letter requesting permission to be exempt from the Town s Noise By-law. The request must include the applicable dates and the time frame for the exemption. The Event Organizer must indicate the volume of the noise and must include the location of the source of the noise such as amplified music and amusement devices, on the required site plan as well as distances from surrounding sensitive land uses. In no case shall the maximum noise level exceed 95 decibels from the source of the noise. The exemption must be approved by the Town Council. The Town reserves the right to require that the Event Organizer reduce public address system levels and amplified music if these are found to be excessive (i.e., causing undue public complaint, unreasonably interfering with adjacent users, or in excess of the limits of the Noise By-law. Amplification of sound during events will be limited to between the hours of 11:00 a.m. and 11:00 p.m. The Event Organizer is expected to cooperate fully with all Town staff that may be on the site to monitor sound levels during events. Event Organizers that do not comply with a request to reduce noise levels, will have their security deposit forfeited in the amount of $10.00 per minute for amplification after the time frame outlined in the Town s Noise By-law or the time limit stipulated in the approved noise exemption. As well, Event Organizers that do not comply with a request to reduce noise levels may have the event suspended and any future approvals may be jeopardized. Tip: An event that is Playing music must Comply with the Town s Noise Bylaw. Amplification of Sound during events will be limited to between the hours of 11:00 a.m. and 11:00 p.m Amusement Devices and Inflatable Devises All Amusement Devices and Air Supported Structures must be in compliance with the provisions of the Technical Standards and Safety Act. Authority must be submitted to the Town before a Special Events final approval and the following documentation must accompany your Special December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 14

18 Event Application. For Amusement Devices, Ontario License for the current year from the company. Mechanical Fitness Permit issued by the Technical Safety Standards and Safety Authority under the Amusement Devices Act for the current year for each amusement device in operation. A certificate of insurance from the vendor in the minimum amount of $5,000,000 dollars with the Town names as additional insured on the policy for the days of the event. For more information about recycling services for your event contact: Amusement devices are not permitted on lands within an Agricultural or Residential Zone Keeping Green The Town recognizes that Special Events may have a direct or indirect effect on the local and/or regional environment. The Town therefore encourages Event Organizers to focus on sustainability and commit to green practices wherever possible. See Appendix D for Tips for Greening Your Event. After Your Event Contact Niagara Region Waste Management Department or month before the Event Take Down/Clean Up The Event Organizer is responsible for clean up during the event as well as clean up, removal of all event equipment and garbage upon completion of the event as outlined in the facility rental permit Greywater Disposal The Event Organizer is responsible to dispose of greywater. If the organizer is disposing of it within the Town it must be deposited so that it is treated by the Region s wastewater treatment plant. The Region s Special Events Recycling Request Form is found On the Region s web site at Garbage and Waste Disposal The Event Organizer is responsible for litter control and waste disposal. The Town can assist in providing December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 15

19 resources in this regard, however additional fees may apply. The Region of Niagara s Waste Management Department offers free recycling services for public community events. To participate in the Region s recycling services, submit a Special Events Recycling Request Form found on the Region s Web Site at at least 1 month prior to the event. Upon completion of a Special Event, all litter, garbage and recycling collection must be completed by the Event Organizer and the lands must be left in their original condition. The Town may impose additional fees to clean up the event space if it is not left in a state that is satisfactory to the Town. The Town reserves the right to impose additional restrictions and fees for waste removal depending on the size and nature of the Special Event. Tip: Check out the Tips on Greening Your Event (See Appendix D) for Some great ideas 5.36 Damage to Town Property A refundable security deposit may be requested at the time of application and must be paid before the permit is approved. If the event space or a recreation facility is left clean, undamaged and the Event Organizer does not conduct activities that have not been approved the deposit will be returned to the organizer once a site inspection has been made by the Town. If policies, procedures or rules are not followed the deposit may not be returned. Town property is to be protected from vandalism, crowd damage or excessive use during events. All damage costs will be the sole responsibility of the Event Organizer. Security deposits will be used to pay for any related costs and an invoice will be sent to the Event Organizer for any outstanding balance Post Event Report Where it is deemed appropriate, staff will meet following Special Events to discuss any issues or concerns that may have arose before, during or after the event. The Town may issue a letter to the Event Organizer in this regard. Tip: Town staff will outline issues concerning environmental or cultural sensitivity and provide guidance to the Event Organizer if it Will impact such areas. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 16

20 SPECIAL EVENT APPLICATION EVENT INFORMATION Appendix A Application Form TOWN OF LINCOLN 4800 South Service Road Beamsville, ON LOR 1B1 TEL (905) FAX (905) Event Name/Description Date(s) and Frequency Organization/Business Event Organizer/Contact Address Web Phone (H) Mobile (M) Fax Secondary Contact Phone (H) Mobile (M) This event is: First Time Annual If Annual, how many years has the event been held? Location(s) of Event Estimated Attendance If a Group/Organization, Is your Group/Organization Your Organization s Mandate is Non-Profit Charitable # Education Religion Community Business Other Purpose of Event EVENT DETAILS Please answer yes or no to the following and provide details where indicated: Proposed Components Yes No Details Private Property Use of Town Facility (arena, park, beach, trail, etc.) Attach Rental Agreement Open to the Public Specify Road Closures Required Attach Road Closure Request Form Alcohol at Event Dates/Times Carnival Rides or Amusements/Air Bounce Dates/Times Installation of Tents, Stage or Portable Structures Specify types and sizes Camping at Event Specify Live Entertainment Specify Use of Amplified Sound System Specify Security Required Specify Petting Zoo, Animal Show, Exhibits or Competitions Specify Use of Outdoor Cooking Equipment Specify Food Concessions Specify Parade Provide Parade Route/Map on separate sheet Tournament in conjunction with the Event Hockey Soccer Baseball Other Race, Run, Walk-a-thon Attach Road Closure Request Form if necessary Lottery, raffle, 50/50 draw, Nevada tickets Check with Corporate Services for required licenses/permits Fireworks Attach Fireworks Application Liability Insurance of $2,000,000. Attach Proof of Insurance Please review the Special Event Checklist provided to ensure your application is complete. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 17

21 SPECIAL EVENT AGREEMENT I have read the terms and conditions as outlined and have fully disclosed all details and components of the proposed event, and agree to the terms as outlined. I will abide by all conditions and regulations contained in the Town of Lincoln Special Event Guidelines and the applicable policies, procedures and responsibilities outlined. I am aware that failure to comply as outlined could lead to cancellation of event approval at any time. Event Organizer Date Department Review Initials CPS BD BL CS FD PL Comments December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 18

22 Appendix B Application Checklist Where applicable, copies of the following must be submitted to the Town. Please attempt to submit as much of the documentation as possible with the application. Final approval will not be given until all (applicable) documentation has been submitted. Completed Special Event Application Form Detailed Site Plan Schedule of Planned Events/Activities including dates/times/admissions List of Food Concessions/Vendors Temporary Road Closure Requests Town Facility Rental Agreement(s) Insurance Certificate: minimum $2,000,000 of general liability coverage Naming the Town as an additional insured Food Vendor Permit (Public Health) Special Occasion Permit (AGCO) Temporary Structure Permit Amusement Device/Air Structure Documentation Fireworks Application & Supplier Information The full amount of any outstanding amounts owed to the Town as a result of a previously permitted Special Event. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 19

23 Appendix C List of Contacts, Policies and By-laws List of Contacts Town of Lincoln Niagara Region Public Health Department Ext 7230 or Niagara Region Waste Management Department or Relevant Policies and By-laws Current copies of the following by-laws can be picked up at the Municipal Office or downloaded from the Town s website at Fees and Charges By-law Noise By-law Policies December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 20

24 Appendix D Greening Your Event Tips for Green Your Event Discuss options for greening your event with your team. Look for innovative and different ways of doing things to encourage creativity and sustainability; make it fun! Put someone in charge of your event s green program and give them the authority to make changes. Use electronic advertising, promotion, and invitations. Encourage participants to walk, ride a bike, carpool or use public transportation where available. Let guests know you are greening your event and encourage their participation. Create signage and flyers that can be reused in future events (avoid dates!). Use paper with minimum 30% post-consumer content and print on both sides. Choose recyclable supplies with minimal packaging and avoid disposable decorations. Train all of your event staff and volunteers in waste reduction and recycling. Donate or recycle unwanted giveaways decorations, and other supplies. Use cloth or sturdy plastic tablecloths that can be cleaned and reused. Choose entertainment and games that produce little or no waste. Buy Efficient LED lights where possible. Purchase seasonal/locally-grown/organic/free-range foods, fair trade coffee and tea, and local wine and beer. Offer substantial, appealing vegetarian meals, which have a lower carbon impact. Serve finger foods that aren t individually wrapped and don t require utensils (fruits, vegetables, cheese, crackers, etc.). To save energy, serve food that does not require heating or refrigeration. Have dishes delivered in returnable, recyclable, or compostable containers and/or purchase items in recyclable bulk containers. Serve condiments (sugar, salt, creamer, ketchup, jelly, etc.) in bulk containers. Use compostable serving utensils, dinnerware, napkins, etc. whenever possible. Avoid plastic coffee stirrers, straws, and toothpicks (or use compostable wooden ones or silverware if they are truly necessary). Encourage participants to bring their own water bottles and provide refill stations throughout the venue. Enlist vendors, exhibitors and caterers to be part of your Green Team and hold to the same standards as your event production team. December 2012 Draft - Town of Lincoln Guidelines for Special Events Page 21