AGENDA Municipality of Central Elgin Special Events Committee Monday, July 29th, 10:00 am. Central Elgin Lower Level Boardroom

Transcription

1 Page AGENDA Municipality of Central Elgin Special Events Committee Monday, July 29th, 10:00 am. Central Elgin Lower Level Boardroom Call to Order Discolsure of Pecuniary Interest or the General Nature Thereof Consideration of Special Events Permit Applications 1. 10:00 am - Great Lake Waterfront Trail Adventure (GWTA) 2. 10:20 am Dickens Day Parade Adjournment Page 1 of 12

2 PWAL EVENT PERMIT APPLICATION To! n 14 phorwnuftbo 6 - ILLt -20t_ Q Coll PtWe Number a' O. wo t; a- s de f lm3ltili 10:00 am - Great Lake Waterfront Trail Adventure Page 2 of 12

3 Maec Hydro : t 10:00 am - Great Lake Waterfront Trail Adventure NJ N No NIA No WA Page 3 of 12

4 IIIIIIIIIIIII 1111millp 11 giml Im; IIIIIIIIIIIIIII DOWMent been Owtaftd? Haft ained an.80cmeal $ 00ty Authority p errnit (ff required tfavo yovw., if y0c Parmft 1 ffa* yo i* a1md a Have you obtained a NIA WA No, NO QNtffl 00ding Pertnit for tants larger than NO (it req u ired 7 Flight Way occupanty of permit ( if " tared:)? If yt%: Perm,it#., 10:00 am - Great Lake Waterfront Trail Adventure WA. Page 4 of 12 No N* (& LA)

5 v PORT STANLEY SITE MAP: Waterfront Day 4, August 14 Trail Showers and Washrooms Arena Luggage Truck i Info Tent Camping Horse and Buggy Transport i Portta Potties Bike Corral Parking for Support Vehicles WIN Bike Mechanic Massage will be set up in the aye arena t+ 4 8 ' ryd K, 10:00 am - Great Lake Waterfront Trail Adventure Ice Cream will be sold in the arena Page 5 of 12

6 MINIO; of: loft Of the The O" MI O" Om MV MurdOodIft ot 00" to to an Addiumal msumd.wdor the nizer is- forewamed that an approved event may arbitrarily be altered : or wmotonwy Aptled. Page 5 10:00 am - Great Lake Waterfront Trail Adventure Of 5 Page 6 of 12

7 Date Rec.: File # Dir. Finance r. other. Dir. Physical Name/Subject: e 4 f ; 51 Agenda y C RECEIVED JUL Municipality of Central Elgin PER: TIME: SPECIAL EVENT PERMIT APPLICATION THIS FORM TO BE FILLED IN AND RETURNED TO THE MUNICIPAL OFFICE APPLICATIONS MUST BE SUBMITTED A MINIMUM OF TWELVE (12) WEEKS PRIOR TO THE EVENT NOTE: AN APPLICATION MUST BE SUBMITTED TO THE SPECIAL EVENTS COMMITTEE EVEN IF IT IS AN ANNUAL EVENT. Please refer to the Municipality of Central Elgin Special Events Policy and Procedure Manual. Determine what steps need to be taken for your specific event and adhere to all the rules indicated by the manual and the services which will be involved. Early and thorough preparation when approaching the Special Events Committee and other required services will help ensure a well planned and well run event. The Organization must meet the requirements of the Special Events Policy & Procedure Manual. I have received /reviewed the Municip ty of I Elgin Special Events Policy & Procedure Manual. 1, 4 J Signature of Individual coryfpleting this Event Name: Date(s): T Start 1 ime: i t. wr. tno i ime: Location(s): Organizing Group: Contact Name: Address: Town /City: Phone Number: Fax Number: eor I 50-7, W Es. E211` 4' 1 SANI-E %Postal Code: IQ2 -'+ 3o% Cell Phone Number: Address: Sponsorship commitments (include alcohol): Page 1 of 5 I - Std- ( Aq- 321 i f{gy( tt. rwon12 NON>: 9, DW5. CoM 10:20 am Dickens Day Parade Page 7 of 12

8 Expected Attendance: UMV14OW0 Will Alcohol be consumed at this Event? No If, you must review and meet the requirements of the Municipality' s Icohol Policy. Will you be requesting your event to be deemed a Public Event for alcohol licensing? Council approval required) 1 Are you anticipating any road closures /traffic flow changes? Ye No NOTE: A Right of Way Occupancy Permit and Council approval will be required for all road closures. If yes, describe the a separate sheet if required). Will you be requesting the installation of a banner across the street? If the event is a Parade /Run/ Walk/ Pass through Sporting Event: Route - Details ( Use a separate sheet if required) 9) Number of Event Personnel: 100+ Number of Bands in the Event: Number of Vehicles: - 3o 4 Number of Tractor Trailers: Number of Animals in the Event: U NawnNumber and Size of Tents: Number of Food Vendors : K oq C Number of other Vendors: U NKN0Wn1 NOnt{r WoNfr Do you require Municipal Support: Labour: No Site Meeting: No Water: Barricades: Ye Traffic Control: Hydro: o No Parking Signs: No Detour Signing: o Other: Has the Central Elgin Fire Rescue Service been contacted? No NIA Has the Ontario Provincial Police been contacted? No Has the Elgin -St. Thomas EMS been contacted? No U 10:20 am Dickens Day Parade Ve2of5 ALL 91EIVI C Ȳ Akfa4 C f Page 8 of 12 nl l LL l N I A( MI SiaN e NG il(kn e

9 Has the Elgin -St. Thomas Public Health been contacted? No N/ A Has the Physical Services Department been contacted? No N/ A Have you obtained an Electrical Safety Authority If yes, Permit # permit (if required)? No NIA Have you obtained a Fire Hydrant connection permit ( if required)? No N/ A If yes, Permit # Have you obtained a Building Permit for tents larger than 60m2 ( if required)? No N/ A If yes, Permit # Have you obtained a Right of Way occupancy permit (if required)? No N/ If yes, Permit # Have you submitted a location or site map with the application? No N/ A Has a privately licensed security firm been contacted /retained? No / A If yes, what company and how many security officers will be present? Have you considered providing First Aid? No N/ A If yes, how do you intend on providing that service? Will the event require docking space in Port Stanley Harbour? No / A If yes, how do you intend on providing that service? Have you considered provisions for, accessibility? i. e. parking, Describe: ' Lt i3 IZA 14Y / V µ!l lk V t C 4 washrooms Ye No Volunteers: Will you be using volunteers? No N/ A If yes, how many? 30 + Types of volunteer activities: r " I C, t, A-nin orl RouTfY 1), aal_vt =2S RA`( FtLEWao, Print name of Jndividual c ting this application) Signature of I dividual completing this application) I V L`1 2D 13 Date of Application Contacts: OFFICE USE ONLY Page 3 of 5 10:20 am Dickens Day Parade Page 9 of 12

10 Application Received: Special Events Committee Approval: Council Approval: Road Closure Community Festival Property Use Insurance: Page 4 of 5 10:20 am Dickens Day Parade Page 10 of 12

11 c ' A Certificate of Insurance is required providing proof of all applicable insurance coverages and in the amount designated by the Municipality of Central Elgin; including The Corporation of the Municipality of Central Elgin as an Additional Insured under the corresponding policies. cancellation of the event Failure to provide a Certificate of Insurance shall result in The provision of the completed and signed Statement of Indemnification below is required. The event organizer is forewarned that an approved event may arbitrarily be altered or cancelled in response to an emergency situation. The use of this authority shall not be unreasonably applied. Statement of Indemnification 6i1I OLET 9tMt4f %f+y Chgk2e Event Name and Organizing Group) Uri i11 LIONS C Ly? shall indemnify and save harmless The Corporation of the Municipality of Central Elgin and all persons for whom it is at law responsible from any and all liabilities, damages, costs, claims, suits or actions arising out of: any damage to property including loss of use thereof, and any injury to any person or persons, including death resulting at any time ere from, occasioned by any actor omissions of (Event e(' Name and Organizing Group) STRA L[`( LI on S C Lv 5 its officers, agents, servants, employees, contractors, customers, invitees or licensees, or occurring in or on the premises or any part thereof arising from or occasioned by any cause whatsoever, except where such damage or injury is due to the act, default or negligence of The Corporation of the Municipality of Central Elgin its officers, agents, servants, employees, contractors, customers, invitees or licensees. Witness: Name ( Print): Signed: Name ( Print): Address: Telephone: Date: 14 I LrwooZ do, W IF- SV e I - Vi CAvELL Iq 1g2 L+aoS zo Event Name: 1 t//c Organizing Group: Event Dates: t"or1 N4v 2g, CL- P3 Page 5 of 5 10:20 am Dickens Day Parade Page 11 of 12

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