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HomeMy WebLinkAbout2012-08-01 Park Board PacketCITY of ( 2RIVYERS m MISSOURI Upstream from ordinary. PARK BOARD MEETING R IVERSIDE CITY HALL 2950 NW VIVION ROAD RIVERSIDE, SIDE, 11 ISSOU M 64150 TENTATIVE AGENDA AUGUST1 P. 1 . Call to order 2: Roll call 3. Pu W Park Update 4 . Private Rental and Special Events Policy Review 5 . Adjournment Y�' 4J� M Haul Director of Community R ATTEST: Pasted 07127/2012 at ' :0 .m. City of Riverside Private Function Rental Policy Adopted by the Board of Aldermen February 03, 2011 This document sets forth guidelines for the implementation of a Private Function Rental Policy by the City of Riverside. It defines, categorizes and sets a fee structure for Private Function Rentals. 1.0 Purpose The City of Riverside has a variety of facilities designed to serve the residents of the City of Riverside and other non - residents as time allows, by providing public areas for use for private parties, meetings or other events, as well as activities open to the general public. 2.0 Types of Events Special Event A special event is any activity that occurs upon public or private property that affects the ordinary use of parks, public streets, rights -of -ways or sidewalks. Special events may include but are not limited to such activities as festivals, fairs, tours, concerts, holiday celebrations, races and runs, parades and marches. Private Functions Private functions held on City of Riverside public property will not require a Special Event Application. However, facilities must be reserved through the Community Center using the approved Reservation Form for Small Private Functions form. Reservations are made on a first come, first serve basis. Rental fees, deposits, insurance requirements and other fees may be assessment for certain facilities or functions. 3.0 Facilities Available for Rental A. Riverside Community Center 4498 NW High Drive i. Meeting R oo ms. — T�vo : oo ^ °uch w th a cuNuc;ty f 35 NevNiOne room with a Tho rnnmc maxi ho rocor�inA n;+knr clnrdii nr In t-nmhlnatlnn ... lA /l +h C a pacit y o f 60 people. IIV V11� 7 ... ' I 11{Ar N� I<.J<I V N t.l b,r V1 I� VV�INII ILA It. . ... 1,.I V 1 VV . 1 .. 1 . con�r�to rontl fop nor rnnm 1 V 1 1 �. N 1 1 V �\.. N t. 1 1 V V 1 1 cw ii. Multipurpose Area /Gymnasium —With stage, can utilize bleachers for athletic seating or tables and chairs for banquet or meeting seating. Capacity is 350 people. iii. Kitchen — Available for heating and serving meals only. Cooking or commercial meal preparation is not allowed. May only be rented in conjunction with other space at the Community Center. Page 2 of 7 B. EH Young Park— 1001 NW Argosy Parkway i Large Shelter Houses (Shelters #3 and #4) Two large shelter houses, each with the ... . ... ... ... capacity of 100 people. Each shelter house has a number of picnic tables and electrical outlets. ;:ii. Small Shelter House (Shelter #1) - One small shelter house by the playground with the ... . ­­,""I'll, . ... ... ca acit of 20 eo le. FaciIit features 2 tables and an electrical outlet. p Y p p Y p icnic ii iii_.Amphitheater —Large amphitheater area with stage and grassy area for spectators. C. Renner Brenner Park — 2901 NW Vivion Road i. Large Shelter House — Covered park shelter house with a capacity of 100 people. Facility features several picnic tables, a large grill nearby and electrical outlets within the shelter. i_i ....................4 wa.n I I .. Z J+tea r ,_,_.....I.... n r �rx M rs � _� M h n..._ % A rt i t h.... n � .n_n n � i +n I ^,-,F ....2 � ... ra ca n_r� l � G �i � i l_i to i ._Fn n+ 1._urn c n n"n ni"o ra_i o ii. ✓i f I CA 11 ./11%., r C;A.:I L b y b \., NV " rlit ICA v I:A ta as v ri: r ' Cwtt .O to 4..v N IA.. W r " "CA y r i i "C y I C. C.1i C::J v i "ti's., Nri;1 i; 04; " ta IA�a ......a.. �1....n 1111 .... 1 o I %w 9,wl A.. a If .. A ... .�. I I%wo ".a . %A t��it..c....��ra ;I I t,�...� I 1 .�....c lvc;; ��.�.r.... \. C./A/r V, C/'Ji i1{.A it b i ... r'ii ii N � ... a.i 1 \i ... v r y G'C.i iii ai 'i v C.1t: r\.. C..7 iLi "r'rr1 I. I Ji'ri..iL ii. Small Shelter House — One small shelter house with the capacity of 20 people. Facili features 2 picnic tables and an electrical outlet. D. Briarcliff Waterfall — XX Address i This area features no ermanent facilities to utilize Rental includes exclusive access to . . the brid e and ath in front of the waterfall. Rentals must be smaller than 60 eo le. g p p p 4.0 Requesting and Reserving Use of Facilities A. The City reserves the right to deny any rental, including denying use based upon past performance of Renter(s) and /or rentals for similar purposes. B. Reservations for the use of the facilities shall be made with the Community Center. C Reservations will be made f^r C re and n� ....r°a�de�t� on a first come, first serve basis with the understanding that City use has the first priority., C.D Reservations may be made up to 12 months in advance. . . . . . . . . . . ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �-E.Telephone inquiries are not binding and do not constitute a reservation. F. A reservation will be considered firm only when a Facility Use Agreement has been received and accepted by Community Center staff, and the deposit has been turned in at City Hall. F G.All fees must be paid in full and all other required documents must be submitted no later than thirty (30) days prior to the scheduled use date. For reservations made less than 30 days prior to the Y p ......................... ............................... sched.ule.d...use...date., fees must be paid in full at the time of the reservation.. ... .. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 3 of 7 H ............ on the time and type of event, an additional staff fee or public safety fee may be charged. See Appendix A for rates. 5.0 General Facility Reservation Guidelines A. Use of the facilities shall be subject to availability and /or non - interference with City functions. All City functions and /or uses shall take precedence. B. No one under twenty -one (21) years of age may rent any City facility. There will be no exceptions to this policy. C. Facilities are not available for use on the following days: New Years Eve, New Years Day, Easter Sunday, Memorial Day, 4 of July, Labor Day, Thanksgiving, Christmas Eve and Christmas Day. Park shelters are not rented the weekend any holiday occurs (ex: Labor Day weekend). D. Park Shelters are rented for the entire day and the Community Center Facilities are available for reservations in four (4) hour blocks. See Appendix A for rental schedule. E. The rental ending time means the facility must be empty of all guests and event staff. The Renter(s) shall ensure that the Community Center is cleaned in its entirety and left in the same state as when first entered. A walk through inspection will be conducted by a City employee at the conclusion of the use of the facility or within twenty -four (24) hours. Any additional cleaning or repairs required will be deducted from the security deposit, and any remaining amount will be charged to the Renter(s). F. No keys are given out. A City employee and /or Public Safety Officer will unlock and lock doors and turn lights on and off. G. The City of Riverside facilities are Smoke -Free. H. The Renter(s) is responsible for the proper conduct of all persons present during the use of the facility. The Renter(s) must be personally present at the facility at all times during the use of the facility. I. Rental of facilities shall not include set -up or takedown of tables and chairs or emptying of trash by City staff. The Renter(s) is solely responsible for these activities. 6.0 Alcohol A. In no instance shall the consumption of alcoholic beverages be permitted on the Community Center premises. B. Alcoholic beverages are not permitted in City parks without prior city approval. A $1,000,000 liability insurance policy and Liquor Use Agreement must be submitted and approved by the Board of Aldermen. Public Safety Officers are required to be present. State and City licenses may also be required. 7.0 Categories of Use City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 4 of 7 City of Riverside facilities have thr °e four categories of use by which rates are determined: Resident, Non - Resident, Non Profit and Commercial. The resident and non - resident categories encompass private individuals using the Center for a purpose not related to a business. The Non Profit category encompasses organizations that are re as non' - profit through the Office of the Secretary of State. All businesses or individuals utilizing t "° Community °nt °rfacilities for a business - related purpose will fall under the Commercial category. Fees are provided in Appendix A. Government agencies, municipalities, and the Park Hill School District will be permitted the use of ... ... ... ... ... ... facilities withouh charge. All other policies and procedures will be enforced. 8.0 Public Safety A. Public Safety Officer(s) may be required at the event based on the type of event, estimated attendance and whether or not alcohol will be served. Hourly fees for public safety officers are provided in Appendix A. B. Community Center staff will work with the Renter(s) to schedule Public Safety Officer(s) for the reservation date. 9.0 Staff Fees Additional staff fees may be charged based on the type of event, estimated attendance and for rentals that occur when regularly scheduled activities are not occurring at the Community Center. The hourly fees for staff are provided in Appendix A. 10.0 Payment of Fees and Deposits A. A reservation will be considered firm only when a Facility Use Agreement has been received and accepted by Community Center staff, and the deposit has been turned in at City Hall. B. All fees must be paid in full and all other required documents must be submitted no later than thirty (30) days prior to the scheduled use date. C. For each Facility Use Agreement, the Renter(s) will be required to submit a refundable security deposit made payable to the City of Riverside at City Hall prior to a firm reservation date being placed on the calendar. The fee will be deposited in the City's bank account and refunded with a City check after the function has concluded (provided the condition of the facility is in the same order it was before the event). 11.0 Facility Use Agreement Procedure Facility Use Agreements can be obtained at the City of Riverside Community Center. If the date of the event is available, a Facility Use Agreement will be executed upon receipt of the facility deposit. 12.0 Cancellation Policy Individuals or groups requesting cancellation of reservations in any part of the Community Center space must do so at least twenty -one (21) days prior to the scheduled use date. Notice of cancellation shall be made in writing to the Yty r .�i�Y IQ's off ice Community Center by the Renter(s). If the cancellation request City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 5 of 7 is received less than twenty -one (21) days prior to the scheduled use date, or if the Renter(s) fails to use the facility on the scheduled use date, the Renter(s) shall forfeit a portion of the required security deposit in an amount equal to the rental fee for the scheduled use of the facility. Exceptions to this policy may be made on a case -by -case basis in the event of very severe weather or unusual emergency. 13.0 Cleaning the Facility A. General cleanup is the renter(s) responsibility. All decorations, food, gifts and rental equipment must be removed from the facility at the end of the event. B. Renters shall provide all cleaning supplies and trash bags. Trash must be taken with the renter following the event. C. A walk through inspection will be conducted by a City employee at the conclusion of the use of the facility within twenty -four (24) hours. Any additional cleaning or repairs required will be deducted from the security deposit, and any remaining amount will be charged to the Renter(s). City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 6 of 7 Appendix A Facility Schedule, Deposits and Fees Community Center Deposit and Rental Rates — Per Four (4) hour block of time EH Young Park Meeting Room Per ,Roo;; rr. Multipurpose Area / Gym Kitchen 1 Deposit Deposit Fee Deposit Fee Deposit Fee Resident & . ... Non..Profit $50 $360 $400 $200 $100 $25 Non - Resident $250100 $n590 $1,000 $500 $300200 $45 Commercial $ 25w100 $5120 $1,000 $650 $30200 $45 EH Young Park Renner Brenner Park �+ '. \kn +d un I ... .. ICn 4+1 Cko. I. - J11 ♦. 1y v 1 I l 1. c.n fFA l 1/ Res.i.dent & . ... Non .... Profit Deposit Fee a,J 1 1 \..� 1 4 #�... 1 1 Small Shelter 1 J #r. i l✓ House L ..... She . lter ... Ho . use $30 Amphitheater $25 $25 ....... ......... ......... ......... .......... ...... (per Shelter.) $40 $40 Commercial $50 Deposit Fee Deposit Fee Deposit Fee Resident &Non Profit $10050 $? 25 $100 $75 $100 $5075 Non - Resident $?5075 ... ... ... ... ... $15050 .. ... ... ... $150 $150 $150 $150 Commercial $1_;;_n7 5 $1 $150 $150 $150 $150 Renner Brenner Park Briarcliff Waterfall Large Shelter House Small Shelter House Res.i.dent & . ... Non .... Profit Deposit Fee Deposit Fee Resident & Nan Profit $30 $30 $25 $25 Non - Resident $50 $50 $40 $40 Commercial $50 $50 $40 $40 Briarcliff Waterfall Other Fees Type Rate Staff $25 /hour City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Briarcliff Waterfall Deposit Fee Res.i.dent & . ... Non .... Profit $100 $7 Non Resident $150 $150 Commercial $150 $150 Other Fees Type Rate Staff $25 /hour City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 7 of 7 Public Safety I $50 /hour per officer 1 The kitchen may only be reserved in conjunction with the meeting rooms or multipurpose area. 2 Community Center staff will determine the applicability of these fees when the facility agreement is turned in. Fees are due thirty (30) days before the event. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 This document sets forth guidelines for the implementation of a Special Events Policy by the City of Riverside. It defines, categorizes and sets a fee structure for Special Events. 1.0 Purpose It is the purpose of this policy to regulate special events held in the City of Riverside so that such events can be held with the health and safety of the participants in mind, the protection of public property considered and the impact of the events on non - participating citizens minimized. This policy, with limited exceptions, also ensures that those who benefit from an event are responsible for the costs of the event. Community festivals and special events can promote tourism, showcase local talent, and expose artists and performers to new audiences. Events can also invigorate community spirit, revitalize neighborhoods and the downtown, and contribute substantial economic and social benefits to the community. It is the policy of the City of Riverside to encourage events that promote these benefits. 2.0 Types of Events Special Event A special event is any activity that occurs upon public or private property that affects or interferes with the ordinary use of parks, public streets, rights -of -ways or sidewalks by the public. Special events may include, but are not limited to, such activities as festivals, fairs, tours, concerts, holiday celebrations, races and runs, parades and marches. Private Functions Small Private Functions held on City of Riverside public property will not require a Special Event Application. However, facilities must be reserved through the Community Center using the approved Reservation Form for Small Private Functions form. Reservations are made on a first come, first serve basis. Rental fees, deposits, insurance requirements and other fees may be assessment for certain facilities or functions. 3.0 Special Event Applications Process A. Each applicant must submit a completed package no more than 18 months in advance and at least 60 days prior to the event date to the Cm n d �X�i,1�1�� .itriato: �r � ee ... special event coordinator. B. The City reserves the right to approve or disapprove of special events based on available space, availability of resources, practicality of event proposed, frequency of same or similar events, conflict with previously approved events, public safety, or any other reason at the sole discretion of the City. Page 2 of 7 C. Upon approval of the event, the applicant must remit the determined deposit within 7 days following approval. If appropriate, the deposit may be returned pursuant to the terms of the special event contract. The rental fee and all other sums for estimated expenses associated with the event will be due 30 days prior to the event date. D. Cancellation Policy: An applicant must submit in writing to the desi nat . ge d. s . pecia . l event .. . oor d "Yo�stro�orrsYgn� a, a cancellation notice at least 30 days prior to the date of the proposed special event. The return of the deposit, if any, shall be determined by the terms of the special event contract. 4.0 Fees and Charges A. Service Fees and Charges: Special event applications will be reviewed by the Police, Fire and Public Works Departments. Upon review, the City may require police, fire, medical and /or public works personnel to be present at the event. • Event organizers must contract with the City of Riverside or a Riverside approved vendor for these services. • The City will provide a cost estimate for required services at least 60 days prior to the event and reserves the right to alter staffing needs based on actual event attendance or other factors as determined in the sole discretion of the City. • If staffing levels change during the event, a refund given or additional invoice will be provided. Additional fees will be taken from the deposit before it is returned to event organizers. Any fees, expenses, or charges above what the deposit will cover are due within 30 days following the event. B. Rental Fees: The special event rental fee will be determined based on length and type of event, and is due at least 30 days prior to the special event date. 5.0 City Facility Reservation A. All reservations for special events are coordinated through the designated special event coordinatorCity /1..r#.. . ram.. a....... rr.-.. r. rr...... ...r.rr.......m ...i........rr.. n. a......-....... ca..-....... k..... r#...... �x. a..- a.... c..... ka...........('. ..a.........r#..rrx�..�.......� .- ..n..rr......rr..... ..ca....... n..... .. ......... i`"I.AI iii 11J . v i a kA CA Ci ... i aA i u ii f:JC..I a% i I i ICA Y Ia A. ....%AA..a I b ICA kw%.o" lay li Ii: %..10. ;Y /"iiiI I III I I.7 "li CA cwa Ii v i1i C: ii IIC.. 0. %;0 C r - i - r\... B. Booking requests for specific dates will be made on a first come, first serve, and space available basis. Parks ace is available fors ecial events and rentals from A riI throu h November onl Onl two p p p g y y special events may be scheduled per month during this time frame. ... ... ... ... ... ... ... ... ... ... ... ... ... . ... ... ... ... ... ... ... ... ... ... ... ... C. The maximum time for advance scheduling is 18 months of before the proposed usage date. "" • If an event is intended to be an annual event on regularly scheduled dates, the current year's application may include the following year's requested dates. Approval of the current year's application may include information regarding the next year's proposed dates. However, the reservation will not constitute approval of the next year's event, which must have its own timely application submitted for City approval. D. A security deposit is required to officially reserve the date on the City's calendar and must be received within 7 days following approval of the special event application. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 3 of 7 E. Any cancellation notices must be in writing and delivered to the designated p event coordinatorC7y Y7m�strtr, 7 dey�geo at least 30 days before the proposed event. The return of the deposit, if any, shall be determined by the terms of the facility reservation contract. F. For park events, all dates that require any substantial set up or tear down in the park area must be reserved as well. Event organizers will be able to access the park for equipment deliveries after 2 p.m. the day prior to the beginning of the reservation and until 12 p.m. the day following the end of the reservation. Any work done in the park during this allowed time on the day prior to and day following the event must not disrupt the public's use of the park. Any equipment or other items placed in the park are the sole responsibility of the event organizer. Any use of the park by event organizers or prior to the times allowed in the event contract or by city policy shall be charged an extra rental fee for such usage. In addition, any use on the day prior to or following the event which disrupts the public use of the park shall also be charged an extra rental for such usage. 6.0 Security Deposit A. A security deposit is required to officially reserve the date on the City's calendar and must be received within 7 days following approval of the special event application. B. Event organizers will be held responsible if the area used is not left in the same condition at the end of the event as it was found to be at the beginning. The area used for the special event shall be inspected following the event. If for any reason there is damage to any part of which was reserved for the special event, or damage to another area as a direct result of the event, the extent of damage shall be determined and the dollar amount of any repair or replacement will be deducted from the deposit paid by event organizers. Damage in excess of the deposit shall be remitted to the City within 30 days. Tho r� +�iThe ... . City will schedule a time to walk through the area where the event is scheduled ... ... Y 7 'Y'C.. `t's Y Y. �'" prior to setup for the event. A walk- through after the event will take place at a predetermined time after the event concludes, but no later than 12 p.m. the following day. The walk- through after the event will not occur until event clean up is substantially completed. It is the responsibility of the event organizer to ensure a representative of the organization is present at such inspection times. All property, material and other items brought in by the event organizers or in relation to the event (trailers, tents, vendors, etc.) which are not removed by the end of the rental period or other time agreed to in writing by the City will be deemed abandoned and may be removed and destroyed or stored by City at the expense of the event organizers. The event organizer assumes all risk of loss and Iiubi JtY forliability for damage to any property as a result of the removal. C. If the amount of damage, extra cleanup required and /or costs of services furnished by the City exceeds the deposit paid, event organizers shall be billed the balance, to be paid in full no more than 30 days following the event. If payment is not received from the organizer within that time, all future special event requests will be denied until such time as payment is received. In addition, the City may take any other legal action or remedy available to recover the costs incurred by the City, including but not limited attorney fees and costs of collection. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 4 of 7 D. The security deposit may be retained by the City when it has found event organizers significantly deviated from the event plan submitted by event organizers and approved by the City, which may be determined in the sole discretion of the City. If the violation is deemed sufficiently serious, the City may refuse to allow the event organizer to hold subsequent events on City owned property. 7.0 City Facility Use A. The Organization and /or Applicant are required to setup and cleanup any facilities used unless prior arrangements have been made with the City of Riverside. B. The deposit is refundable and will be returned to the applicant's address after the event if there is no damage to the facilities used, if all applicable staffing charges have been paid in full, if garbage is picked up and removed from the facility and the property is returned clean and in compliance with all other terms of the Special Events Contract. If these terms are not complied with, the outstanding charges will be deducted from the deposit and the applicant /organization will be billed for any additional charges or costs incurred as a result of the special event. In addition, if amounts are not paid and /or are deducted from the deposit, future use of the facility may be denied. C. The City of Riverside will not be responsible for damage to property or items stolen or lost during or as part of a special event. D. The applicant /organization and special event participants shall honor all City of Riverside rules, policies and codes. 8.0 Rules and Regulations A. Adherence to City Ordinances and Rules — All applicants must adhere to all City ordinances and posted park /facility rules, with the exception of any items extended by written permission only. B. Admission Fees — All events taking place on City property must be free to the public unless explicit written permission is given by the City of Riverside. C. Alcohol — If alcohol is to be served or sold, sponsors must take those measures required for compliance with the Alcoholic Beverage Ordinance. D. Camping — Vendors, event organizers and /or event attendees will not be allowed to stay overnight in City facilities unless explicit written permission is given by the City of Riverside. E. Enforcement — City of Riverside staff may request that an event organizer or participant leave any park or public facility for violation of rules and regulations. F. Fireworks — Fireworks are not permitted without prior approval from the City of Riverside Fire Department. G. Food —Any intention to sell food must be indicated in the application. It is the responsibility of event organizers to contact the Platte County Health Department and obtain any necessary permits. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 5 of 7 H. Noise - The volume of all sound equipment for special events shall be regulated by the City of Riverside Department of Public Safety. I. Resource Estimates — The City of Riverside reserves the right to be the final authority in estimates of attendance, need for additional staff hours, and /or assignment of manpower and equipment to special events. J. Restroom Facilities — The City may require event sponsors to provide temporary toilet facilities. It is the event organizer's responsibility to make all arrangements (drop -off, pumping during the event, and pick- up) and pay any applicable fees. The City will stock supplies for permanent restroom facilities prior to the start of the event. K. Trash — The event organizer is responsible for making arrangements with an outside vendor for additional trash receptacles and an onsite dumpster and pay any applicable fees for such services. All trash receptacles should be dumped upon completion of the event into pre- determined receptacles or dumpsters and prior to the park opening the next day. Dumpster locations shall be approved or determined by the City during application review. L. Utilities — Any utility requirements beyond those which already exist at the special event site must be provided by the event organizer through a licensed contractor. The City Building Inspector and /or Fire Marshal must approve all additional electrical work on the site. Specific requirements for use of electricity must be submitted and approved at the time of application. 9.0 Facility Layout /Route Map A. Tables, chairs, stages, tents and other setup equipment are permitted on public property with prior approval. A layout of the event area, including locations of all tables, chairs, tents, stages, vendor setup, portable restrooms, road closures, parking plans and other equipment must be submitted with the application. Approval will be given prior to the event. No equipment will be provided by the City of Riverside. A final layout and /or route map must be submitted two weeks prior to the event. B. Tents with a total area of 200 sq. ft. or canopies with a total of 400 sq. ft. require an inspection by the Fire Marshal and /or City Building Inspector. C. Parking is permitted in designated areas only. Parking is not allowed on the grass at City parks without explicit written permission prior to the event. The Fire Marshal requires that all entries, exits and fire lanes be maintained. The City may require a set number of spaces be designated for Public Safety vehicles based on the size and type of event. D. Off -site parking may be required for large events. If required, the event organizer is responsible for securing such parking, paying any applicable fees and arranging transportation /shuttle routes, both of which must be approved by the City of Riverside prior to the event. E. Streets may only be closed if explicit written permission is given by the City of Riverside. The City will work with event organizers to establish a map and plan for street closures. Event organizers are responsible for all costs associated with street closures. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 6 of 7 10.0 Public Performance A. Pursuant to RSMo 143.148, event organizers are required to deduct and withhold state tax from payment to individuals, partnerships and corporations who are not residents of Missouri or that are not registered as a corporation in this state for any vocal, instrumental, musical comedy, dramatic, dance or other similar performance in this state before a live audience, if the amount of payment is in excess of $300. The amount of tax is 2 %. B. If copyrighted music will be played during the event, a license from the copyright holder or an organization like ASCAP or BMI is required. Event organizers must provide the design ated special event coordinator CYty 7mYY, r nt with a proof of copyright licensing 14 days prior to the event. 11.0 Signs and Banners A. The City of Riverside may display up to five banners that are 3' x 8' at predetermined public locations for up to two weeks prior to the event date, advertising the special event. Banners must be provided to the designated special event coordinator C,ty �dm;n,trutr, o de „bn at least 21 days before the event date. Event Organizers can pick up the banners at the Public Works Department the first work day after the event concludes. Any banners not picked up within 14 days after the event concludes will be discarded. B. In accordance with Section 400.680 of the Riverside Municipal Code, off -site signs are allowed with the following provisions: a. Signs shall not exceed four square feet in area with a maximum height of four feet. b. Signs shall only be placed on private property, provided prior permission has been obtained from the property owner. c. Signs may not be placed in any street right -of -way, median, highway interchange, public park or other publicly owned facility. d. Signs shall be limited to the days the event occurs. C. Off site directional signage may be placed in City right of way during the time in which the event is a taking place. The signage MUST be removed immediately following the conclusion of the event. 12.0 Insurance A. The applicant must provide a certificate of insurance for liability coverage in the amount of no less than $1,000,000 per occurrence naming the "City of Riverside, its officers, employees, and agents” as additional insured. Insurance coverage must be maintained for the duration of the event including setup and dismantle dates. B. A certificate of insurance is due to the designated special event coordinator * Adm'snistrut�r.. nr ...... ............................... r !e;;bnee.. no less than 14 days prior to the scheduled event. If an event is approved, it will be approved pending receipt of the insurance certificate. 13.0 Release and Indemnity City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011 Page 7 of 7 The Organization /Applicant agrees for itself and its employees, agents or volunteers associated or to be associated with the event to waive and relinquish all claims that may result in any manner against the City of Riverside, its agents, public officers, officials or employees and authorized volunteers for said event or activity, except for acts caused by gross negligence or willful misconduct by employees of the City of Riverside acting within the scope of their employment. City of Riverside Special Event Policy Adopted by the Board of Aldermen February 03, 2011