Amphitheater Park The City Of Helena Amphitheater is owned by The City of Helena with the operation of the facility under the direction of Randall Perrin. The rules and regulations governing the operations of The City of Helena Amphitheater have been established by The City of Helena in order to provide a safe and functional operation plan for The City of Helena Amphitheater. Any variations from these rules and regulations may only occur with the authorization of The City of Helena. Written requests for variations must be submitted to Randall Perrin at least one (1) month prior to the start of the scheduled activity or event. RESERVATION INFORMATION The City Of Helena will grant reservations on a first come basis, with the exception of scheduled city events. Randall Perrin will handle all reservations and scheduling of events for The City of Helena Amphitheater. Requests for usage will be made on a priority basis. The Amphitheater is established for presentations, programs, and the arts. The Amphitheater is not a picnic shelter and will not be rented out for usage as such. The administration shall determine, based on significance of the event, the priority and usage if a conflict should exist. Amphitheater reservations may be scheduled up to one year in advance, in order to provide event coordinators adequate time for planning and promotion. Reservations or rental information for The Helena Amphitheater please contact Randall Perrin Monday thru Friday 7:00 AM 3:00 PM at (205) 283-5356 or by email at helenaamp@charter.net RENTAL/ADMINISTRATION/DEPOSIT FEES Amphitheater fees shall be paid by the event coordinator to the city of Helena Amphitheater upon approval of the proposed event. We will not reserve a date without the full payments of deposit and all fees. The administration fee will be based on the total hours of the event including setup and cleanup. The minimum is 4 hours. We cannot accept cash or credit cards for payment. Local checks only all checks will be verified. For rental fees please call Randall Perrin at 205-283-5356 for info. PAYMENT All Payments must be paid in full before the event will be scheduled. Two checks one for the rental fee and one for the refundable deposit. The deposit check will be returned only after the event has met all obligations including cleanup requirements. The administration fee: Is based on the total hours of the event including setup and clean up. If the event runs over the scheduled time agreed to by the administration and event planner the event will be required to pay the remaining balance of the administration fee at the end of the event. The administration fee is nonrefundable due to cancellation. Please make the deposit and rental check payable to: The City Of Helena Amphitheater The checks must be delivered to Randall Perrin at The City of Helena Amphitheater. Due to demand no date will be reserved without full payment.
HOURS OF OPERATION The park hours of operations are 5:00 AM - 10:00 PM. The event coordinator shall be responsible for the orderly dispersal of the crowd following completion of the event, and prior to the 10:00 PM park closing time. EVENT CHARGING ADMISSION FEES The event coordinator must indicate at the time of registration if a admission will be charged for an event and the event prices. The event coordinator will be responsible for providing a detailed plan for admission control, and will be responsible for the control of all accesses. All fencing and barriers required for admission will require prior approval per the conditions of this agreement. The Helena Amphitheater park is a public park. Restricting the public from entry is prohibited. SECURITY, PROTECTION AND PARKING. The event coordinator of the event shall be responsible for the cost of providing the necessary number of uniformed off duty Helena Police Officers. The determination of the number of officers shall be based on the recommendation of The City of Helena Police Dept. There determination after review of the type of event and anticipated attendance parking area arrangements and if any anticipated traffic control is needed on public thoroughfares in the surrounding area will determine the number of officers needed. This number of officers is non negotiable. This plan must be approved at least thirty (30) days prior to the date of the event. The City of Helena Police Department shall be notified at this time if it is Only off duty Officers of the Helena Police Department can be used. Any other arrangements must be approved in writing by the Helena Police Department and signed by the Chief Doug Jones. The City of Helena reserves the right to shut down any event that is deemed unsafe or a nuisance to the community at any time. Parking of cars must be only in areas authorized by The City of Helena or land/bussiness owner. And it must be orderly. The event coordinator shall provide adequate Helena police officers and or Helena explorers to control and regulate the parking of vehicles in designated areas. A donation to the Helena Explorers for the service is required. Service vehicles and other heavy vehicles shall be allowed only in areas as authorized by The City of Helena. LAYOUT A sketch of the layout is available to help in planning events. Park Electrical System A detailed drawing of the parks electrical system is available. The event coordinator must contact Randall Perrin at 205-283-5356 at least 30 days before to discuss power requirements. The cost of additional electrical supply beyond the permanent service in the park shall be the responsibility of the event. All necessary precautions shall be taken to protect the existing electrical service at the park from overload and damage. The City of Helena assumes no responsibility or liability for any damaged equipment.
Park Electrical System (Continued) Venders who use the parks electricity must provide their own extension cords. The extension cords must be sized appropriately for the load or demand of that vender. Any unsafe connections will be disconnected immediately and will not be allowed to reconnect until the problem is resolved. The City will not provide extension cords. STAGE SOUND AND LIGHTING Adequate electrical capacity to support the demands of the performance shall be the responsibility of the event coordinator. The Amphitheater and park have a total of 600 amps at 220 volt single phase. The stage area has 2 separate 200 Amp panels (200 amp Sound, 200 amp Lighting) using a Cam Lock System. No Pig tail hooks will be allowed. All sound and lighting companies must have the proper camlock type connectors too connect to our power system. For more information please contact The Helena Amphitheater Director Of Operations Randall Perrin. The Stage also has a separate 100 Amp service with plugs available. ALCOHOL The event coordinator where alcoholic beverages may be possessed and/or consumed by members of the group must request authorization as specified in the rental agreement. The event coordinator of an event where alcoholic beverages are intended to be sold must obtain the necessary licenses. The event coordinator will be responsible for establishing a procedure to verify the legal age of anyone being served an alcoholic beverage. This procedure shall be submitted to The City of Helena Police Department at least 30 days prior to the event for approval. No beverages shall be served in glass containers. SALE OF MERCHANDISE IN THE PARK The sale of any merchandise or products other than concession items must be disclosed at the time of registration. The vendors may be required to have a city of Helena business license and collect sales taxes. No vendors selling ob-seen material or drug paraphernalia. FOOD SERVICE The necessary permit(s) and related information for the sale of food shall be obtained from the Shelby County Health Department. GRILLS Gas Grills Only (No Charcoal Grills Allowed) Grilling is permitted in the park as long as it is carried out in a safe manner. NO COOKING OR GRILLS IN OR AROUND THE AMPHITHEATER STAGE AREA. PARK GROUNDS Absolutely No Vehicles allowed on the grass areas in front of or around the stage area. Diving vehicles on the grass will cause forfeiture the security deposit. Security cameras are watching the area. Use the loading road only, One vehicle at a time will be allowed in the stage area. Keep all vehicles in the gravel road area only around the stage area. No modification of the park grounds shall be allowed without written permission. Stakes, sign posts and any digging must be approved only by Randall Perrin before digging or driving of stakes is started. All damage caused by unauthorized digging will be the responsibility of the event coordinator and or coordinating body.
RECREATIONAL EQUIMPMENT All recreational equipment must be installed correctly by the manufactures instructions. The City of Helena reserves the right to shut down any equipment, activity or action at any time in the interest of safety of the public. The location in the park of all recreational equipment must be approved by Randall Perrin before the equipment is setup. TENTS All tents locations must be approved by Randall Perrin before the tent is setup. SIGNS-ADVERTISING-DECORATIONS No items (signs, posters, decorations) may be affixed to the Trash cans, Supports, doors, floor, walls, or ceiling of the Amphitheater by the use of nails, tape, screws, tacks, or any other items that will result in any holes, marks, paint removal or residue on any portion of the facility. Signs can be displayed only designated areas. NOISE CONTROL Any event coordinator intending to use amplification must request authorization as specified in the rental agreement. The sponsor is responsible for the noise levels of all performances associated with their rental agreement. The event coordinator of an event shall comply with all noise ordinances established by The City of Helena. If noise levels exceed those provided in the ordinance, the police shall advise the person in charge of the event that the volume is to be reduced. If the event coordinator fails to reduce the sound volume to a legal level, after being advised to do so by The City of Helena Police Department, the sponsor shall be subject to all penalties as provided in the Municipal Code, the event may be terminated, and applications for future use of the parks may be denied. TOILET FACILITIES The amphitheater has two restroom facilities on the immediate premises for a total of 5 female stalls and 3 male stalls and 2 urinals. In addition to the two restroom facilities portable toilets may be required. The additional toilet facilities will not be provided by the city of Helena. The restrooms in the stage area will be available only for large events. Below is a guideline based on the anticipated peak crowd size With alcohol on premises: One toilet facility for each 200 females in attendance. One toilet facility for each 300 males in attendance Without alcohol on premises: One toilet facility for each 300 females in attendance. One toilet facility for each 500 males in attendance. Any portable units shall be located immediately adjacent to or within the authorized area of the event. Portable toilets shall be properly enclosed, in good repair. All toilet facilities, in use for an event, shall be kept in a clean useable condition. This shall include, but not be limited to, the removal of all cigarette butts, paper cups, or other articles that may obstruct the proper function of the facility.
LIABILITY The event coordinator/renter understands that this is a outdoor park. Due to the location of the park near Buck Creek the event coordinator/renter understands that the park is in a flood zone. The presence of wild life and flowing water and the unpredictability of one or all and the coordinator/renter agrees to hold The City of Helena Alabama harmless of any or all liability and or responsibility of any injuries or damages to person(s) or property of all event employees, volunteers and all participants of this event. COMPREHENSIVE GENERAL LIABILITY- (Events) Must include Premises and Operations Liability Include Personal Injury Include Product and Completed Operations Coverage The city of Helena and its officers, council members, agents, employees, and authorized volunteers shall be additional insured. Certificate of Insurance must be on file at The City of Helena Clerk s Office at the city hall. CLEAN-UP - REFUSE If requested and authorized, The City Of Helena shall provide one garbage truck, to be operated only by The City Of Helena personnel, for use in cleaning of the park following conclusion of an event. The City Of Helena shall bill the actual cost of providing the labor and equipment associated with this service to the sponsor of the event. Cleaning of the park shall be the responsibility of the event coordinator, and all cleaning shall commence immediately after completion of the event, and shall proceed without delay with sufficient personnel to complete clean-up of the park before it opens on the following day. The park must be left in the same condition it was before the event. If cleaning is not accomplished by the event coordinator within the required time, cleaning shall be accomplished by The City of Helena personnel and the sponsor billed for the actual costs, forfeit the security deposit and future usage privileges may be revoked. WEATHER AND PUBLIC SAFTEY The park director or his representatives (if on duty) have the authority to shut down any event for the public's safety if bad weather such as lightning, wind, thunderstorms or NWS warnings are in the local area or predicted to be in a reasonable time. If the park director or his representatives not present it shall be the responsibility of the event staff. The event staff must have access and monitor a NWS certified weather radio during all events. INCLEMENT WEATHER Should inclement weather require an event to be canceled, postponed, or rescheduled, the event and or event coordinator shall be responsible for all fees and conditions of this agreement. CANCELLATION POLICY Events that are canceled at least two (4) weeks prior to the scheduled starting date for the event, will receive a refund of their registration fee and deposit. But will not receive a refund for the administration fees. Any event cancellations received less than two (4) weeks prior to the event will not receive a refund of their registration, administration fees or security deposit.
DAMAGE All Damage to any part of the park must be reported to the park director Randall Perrin immediately. Contact may be made by phone at 205-283-5356. Any damage of any kind to turf areas or any part of the park or Amphitheater, its equipment, fixtures or underground facilities, done in the course of preparation, performance, or clean-up of the event shall be repaired or replaced by The city of Helena and all costs billed to the sponsor of the event. All such costs shall be paid within thirty (30) days after billing. A security deposit shall be furnished by the event to the City of Helena in the amount indicated in the Amphitheater Fee Structure. VIOLATIONS Any violation of the above rules and regulations may subject to the event cancellation or termination by the City of Helena, without any liability to the City of Helena for any anticipated or actual damage or loss incurred. The event and or event coordinator agrees to hold the City of Helena, its employees, representatives, or agents harmless for any such damage or loss. Any violation of the above rules or code of conduct may be grounds for the denial of future requests by the event and or event coordinator for the use of the Amphitheater and park facilities. I Date (Signature of Event Coordinator) have read the above contract and agree to all of the terms listed above.