Docstoc

04_IRSP_Special_Event_App

Document Sample
04_IRSP_Special_Event_App Powered By Docstoc
					                              Martin County Parks & Recreation Department
                                        Special Event Application

Current Date:                                                                  Organization:

Name:                                                                          Phone (H):
                                                                               (B):
Address:



Activity Intended:                                     Time from: ____ to ____ (incl setup & cleanup)
                                      nd
Facility: IRSP ___1st Floor/ _ __2 Floor/ __ Both Floors                   Rate: $______ ++
               ____ pavilions (#‘s _____)
Date(s) needed:                                                    Maximum # of people: _____
                                                           * If over 250, must complete major event questionnaire*
Please check if “yes” to any of the following:
___ Admission Charge                                 ___ Advertised thru media * must complete major event questionnaire*
___ Amplifier/DJ/Live Band                           ___ Food & Beverage/Caterer
___ Crowd/Parking/Traffic Control                    ___ Exclusive Use
___ Sales                                            ___ Other, List _________________________________
___ Alcoholic Beverages- requires $1million liability policy __ open bar __ cash bar
        (selling requires a license issued by the State)
___ Signage/Banners/Markings *type & location must be approved by MCPRD
___ Dance Floor (not included in rental) size: __12x12__15x15__18x18 (Dance floor is not to be moved by renter)
X____________________________                                  Date: _____________
   Signature of Applicant
Preliminary Review: ____________________________ Date: _____________
                             MCPRD STAFF
ITEMS REQUIRED:
___    Security deposit in the amount of $____ made payable to the Martin County Board of County
       Commissioners. Checks or credit card only, no cash. This deposit does not go toward the total
       payment, but will be refunded upon approval after the park facilities are inspected.
___    $1million Insurance Liability Policy (Certificate of Insurance) naming Martin County Board of County
       Commissioners as additionally insured. *Required for all groups larger than 60 and any event with
       alcohol*
____   Liability Insurance written by Bowles & Dodd through Martin County, Class __ _. Amount $_____.

___    Kitchen use/Cleaning fee ($150.00; required for all events with food &/or beverage)

___    Overflow parking (required for all events with attendance of 185 or more)

___    Schedule of Program/Event ___ Signage/Banners/Marking approval ___Major Event Questionnaire

___    Proof of Not for Profit, Charitable or Service Status __ Dance Floor (size ____, Cost _____)

___    A/V Equipment: __screen __microphone __TV/VCR ___ podium___ projector
___    Other _______________________
          All requested information must be filed with the Parks & Recreation Department by _____
                               or the event will be removed from the schedule!
        Please review application for corrections. Remember it is your responsibility to ensure that all
                                            information is correct!
 ** Sign front & back and return (with payment, payable to MCBCC) to the Martin County Parks & Recreation
                     Department at 2401 SE Monterey Rd Stuart, Fl 34996. Attn: IRSP **
          For Indian RiverSide Park reservations call 692-7501. All other reservations call 288-5690.
                                          Martin County Parks & Recreation
                                               RULES & REGULATIONS
Rentals are subject to the following rules & regulations, as well as all regulations presently in effect as though
inserted as part of the terms of the rental. READ CAREFULLY BEFORE SIGNING BELOW. In case of a
maintenance emergency, contact 457-7427. This is a digital beeper, just punch in the number that you are
calling from and wait at that number for a return phone call.
                                                GENERAL RULES
   1.   Rental of a park facility entitles the renter to the use of a specific site or facility for the dates and times indicated
        on the special event application.
   2.   Beer or alcoholic beverages are not permitted in certain Parks and/or buildings. Florida State Law as to
        consumption applies. Alcoholic beverages, if allowed, must be consumed with group picnic/rental area.
   3.   Renter is responsible for the conduct of all persons in the group.
   4.   Smoking is prohibited: inside all buildings and pavilions, and within fifty (50) feet of any entrance or exit.
   5.   The facility reserved is subject to inspection by an authorized Martin County representative.
   6.   Renter agrees to leave the facility or site clean and orderly, and assumes personal liability for the cost of:
        excessive clean up, loss, breakage, or removal of Park property. Failure to comply will result in forfeiture of all or
        part of the security deposit and if necessary, Renter will be billed for any additional amounts deemed appropriate.
   7.   The Renter agrees to hold harmless and indemnify Martin County, its officers, agents and employees from and
        against all claims of any person for responsibility and/or liability for any damage, injury or loss sustained by
        persons or property as a result of or arising from the Renter’s (including its members, agents employees, or
        invitees) activities or negligence.
   8.   The Parks Department reserves the right to cancel all reservations with as much notice as practicable and hold the
        Renter responsible for notifying the Parks Department no less than 90 days in advance of any cancellation.
        Refunds will be given if cancellation notice is given at least 90 days in advance.

   BY AFFIXING MY SIGNATURE BELOW, I CERTIFY THE FOLLOWING:
   1. I have read and understand the terms and conditions of this rental and agree to be bound by it
   2. I am at least 21 years of age
   3. I will be present during the period stated on the contract
   4. If renting an outside pavilion the permit will be in my possession and posted during the rental.
   5. This acceptance is on behalf of all persons in the group with me. If the rules are violated this rental may be
       revoked and future permission to use Park areas may be refused to the group or me.

                                                  X____________________
                                                    Signature of Applicant



                                   RULES AND REGULATIONS FOR MARTIN COUNTY PARKS
   1.   It shall be unlawful for any person:
            a. To park vehicles in any County Park except in designated areas.
            b. To light a fire in any County Park, except in designated fixtures
            c. To set off fireworks in any County Park
            d. To drive a motor vehicle in any County Park other than on areas provided for motor vehicles.
            e. To have firearms in the park
            f. To have glass containers in any County Park
            g. To camp overnight in any County Park, except in designated camping areas
   2.   It shall be unlawful for any person to sell, or to offer for sale to any person, any product, except that of a mobile
        vendor with the proper permits from MC Health Department may sell food and nonalcoholic beverages for
        immediate consumption by person in attendance at any County Park, however no such vendor shall:
            a. Locate within twenty (20) feet of a road right-of-way or fifty (50) from the road pavement, whichever is
                 farther; and
            b. Locate within three hundred (300) feet of any road intersection in any County Park measured along the
                 centerline of the road.
   3.   Florida Statute 856.011 is hereby adopted an incorporated in this Code by reference.

   The Board of County Commissioners may waive any rules/regulations by application for a good cause.

                                            X_______________________________
                                                   Signature of Applicant
                                            Indian RiverSide Park
                                              Rental Guidelines

   PLEASE READ THE FOLLOWING INFORMATION CAREFULLY & INITIAL WHERE INDICATED

                                 IRSP FACILITY RULES & REGULATIONS

IRSP is available for rentals seven days a week from 8am – 11pm, on a first come, first paid basis.

Martin County Parks & Recreation Department staff will be on site during rental.

The renter is responsible for all damages to property resulting from inadequate supervision or carelessness on
the part of the renter and/or participants. The building/grounds will be examined prior to and after the usage
by staff and renter or his/her designee to determine condition and any potential dames charges.
DAMAGES WILL BE DEDUCTED FROM DEPOSIT.

IRSP is a public park; anyone may use green space & walkways. They can’t be blocked or reserved.

Smoking is prohibited inside the dockside pavilion and 50 ft from all entrances/exits

 Open flame is not permitted. Candles must be enclosed in a votive holder, hurricane, etc. Renter is
responsible for the costs associated with removing candle wax from carpeting, chairs, tables, etc.

Grilling/barbecuing is permitted in the grills located at Pavilions #3 & #4 only, if they are reserved.
Grilling/barbecuing is NOT permitted at IRSP’s dockside pavilion (1st & 2nd flr). Gas/propane burners are not
permitted at IRSP

CAPACITY :2ND Floor capacity is 256 (we have 175 chairs)               1st Floor capacity is 248 (we have 100 chairs)

If renter will have over 60 guests and/or alcoholic beverages served at an OPEN bar, a one time
fee of $120.00 or $145.00 applies for the REQUIRED $1million insurance liability policy. SEE BELOW FOR
ALCOHOLIC BEVERAGE POLICY
            Alcoholic beverages are permitted as long as renter has a $1million insurance liability policy with
            liquor host liability naming Martin County Board of County Commissioners as additionally insured.
            See guidelines for open bar (free drinks) & cash bar (guests pay for drinks)
        OPEN BAR: If renter or caterer has a $1million policy with liquor host liability that MCBCC can be added to, we
        need a copy prior to there event. If they need to purchase the policy it is $120.00 for up to 100 people and
        $145.00 for 101-500 for OPEN BAR only.
       CASH BAR: In order to sell alcohol in the State of Florida you must have a valid liquor license. Renters are
       required to provide proof of liquor license in addition to having a $1million insurance liability policy naming
       Martin County Board of County Commissioners as additionally insured.

Glass bottles are prohibited. Bottles may be used for serving, but may not go outside or on deck.

If renter will have a band or DJ be advised that all music must end by 10:30pm.                 ****___****

The use of tape, nails, or staples on walls, furniture, and pavilion fixtures is prohibited. You may use flora
wire and ribbon to attach decorations.

Any event signage/markings & their placement must be approved by MCPRD staff prior to event ****___****

Events with attendance greater than 185 require overflow parking.
   Costs to operate on-site overflow parking is the responsibility of the renter
    A fee of $50.00 per hour (minimum of 2 hours) will be charged for Martin County Parks & Recreation
           Dept staff to oversee overflow parking on-site.
   Shuttle service from on-site overflow parking to dockside pavilion is available for a fee of $35.00 per hour
           (minimum of 2 hours)


                                        PAYMENT INFORMATION
A security deposit of ½ of the total rental amount is required to reserve the facility for date requested.

Final payment (including cleaning fee, insurance, tax, etc) is due 30 days before rental date, an
invoice will be mailed.

The Security deposit is not applied towards total amount, but is 100% refundable if IRSP is left in the same
condition it was found in.

Cancellation policy: Renters may receive a 100% refund of security deposit by canceling 90 days prior to
event. After 90 days, rentals forfeit their security deposit.

Park hours are from 8am until 11pm. Renters must be out and cleaned up by the end time listed
on the contract (latest time 11pm). ****____**** (initial)

All rentals going past their check out time with incur a late fee of $50.00 for every 15 minutes. Payment is
due immediately or the renter and guests must vacate the premises at the time contracted, and forfeit 100%
of their security deposit. **** _____****

                                         RENTAL & EVENT TIMES
Rental time is from the moment renter enters building to begin table/chair setup, decorating etc until the
room is cleaned up, table/chairs are put away, and all persons have vacated the building **** _____****

Park hours are from 8am until 11pm. Renters must be out and cleaned up by the end time listed
on the contract (latest time 11pm).

Building is open only during the times specified in the rental agreement.

                                         EVENT SETUP & BREAK DOWN
IRSP staff does not do table/chair setup or take down. Renter is responsible for room setup & tear down.

Setup and tear down must be done within the times listed on the contract. ****_____****

The dance floor is NOT included in the room rental rate. If rented it will be moved/setup by trained IRSP
staff, it is NOT to be moved by the renter for ANY reason. Moving the dance floor will result in a dance floor
rental fee being charged, even if it is was previously rented. To have the dance floor moved on the day of
your rental contact IRSP management.

Carpet protector strips must be used at all food and beverage service areas to protect carpeting. Coolers
must be placed on carpet protector strips.

If renting IRSP’s 2nd flr, there are 22 – 60” round tables, 20 – 72”x30” rectangular tables, and 175
brown cushioned chairs for your use during the rental time indicated on the contract. 1st floor
chairs/tables are not part of your rental contract.

If renting IRSP’s 1st flr there are 20 – 72”x30” rectangular tables and 100 plastic brown folding
chairs for your use during the rental time indicated on the contract

IRSP tables & chairs do not go outside

                                           SERVICE AGENCIES
    It is imperative that your service providers are informed of your rental times and date. Service agencies are
    to deliver and/or drop off rental items only during your specified rental time, NO EXCEPTIONS. THIS APPLIES
    TO ALL ITMES USED IN THE FACILITY.

    All items that are brought into the building must be removed by the end time indicated on the contract. IRSP
    is not responsible for items left or arranging pick up times with vendors. **** _____****

    If renter will have a band or DJ be advised that all music must end by 10:30pm.

    The use of tape, nails, or staples on walls, furniture, and pavilion fixtures is prohibited. You may use flora
    wire and ribbon to attach decorations. ****_____****

                                           IRSP CLEAN-UP PROCEDURES

    All rentals with food and/or beverage require $150.00 (non-refundable) kitchen use/cleaning fee

    Clean-up must be completed by the end of the stated rental time, and the facility must be completely
    vacated. (This includes the kitchen) ****______****

    In order to have your security deposit refunded, the facility (kitchen, room & grounds) must be left in the
    same condition as they were found.

    Clean-up consists of the renter and/or designees completing the following:

    1) All debris must be placed in trash bags.
    2) All tables must be wiped down, placed on carts & returned to storage closet
    3) Chairs must be stacked & placed in chair closet or the perimeter or the room.
    4) All food and beverage products must be removed from the facility and all debris picked up from the floors
       and carpeting.
    5) All decorative items must be removed from the facility
    6) If a spill, breakage or other emergence occurs, please inform a staff member immediately.
    7) All litter resulting from the event must be picked up immediately. IRSP must be left in the same condition
       it was found in.

    FAILURE TO ADHERE TO ANY OF THESE CONDITIONS MAY RESULT IN IMMEDIATE CANCELLATION OF THE EXISTING
         RENTAL AGREEMENT, REMOVAL FROM THE PROPERTY, AND PARTIAL/FULL LOSS OF DAMAGE DEPOSIT.

                                                PRE- AND POST CHECK LIST

         A pre and post check list will be completed prior to and at the end of your event to ensure any damages
         or discrepancies are accounted for. Your failure to complete this inspection (check in/check out) will
         prevent you from negotiating any changes to your deposit.

         To lessen confusion prior to the event, please assign someone in your party to go over the pre-and-post
         checklist with an IRSP staff member. THIS IS ESSENTIAL IN DETERMINING THE RETURN OF YOUR
         SECURITY DEPOSIT.

By affixing my signature below, I certify the following:
    1) I have read & understand the rental guidelines and agree to be bound by them
    2) I will be present during the period stated on the rental agreement
    3) This acceptance is on behalf of all persons in the group with me. If the guidelines are violated, I may be charged
         additional fees & future permission to use Park areas may be refused to me or the group.


    ______________________________                      _______________
           Signature of Renter                                 Date
                                  INDIAN RIVERSIDE PARK

                              SERVICE AGENCY INFORMATION

Service staff must park in the parking lot. Roundabout is for emergency vehicle access only.
Immediate pick up/drop off permitted, but cars must park in a parking space after drop off.
The contract signee of the facility use contract or his/her designee is the sole liaison between
the management of Indian RiverSide Park.
Usage of IRSP facility is only for the arranged rental time and date indicated in the client’s
facility use contract.
IRSP staff will not be held responsible for any items stolen or left on the premises after the
scheduled time and date of event.
If renter will have a band or DJ be advised that all music must end by 10:30pm.
Service providers are responsible for all supervising all staff in their employ.
Grilling/barbecuing is permitted in the grills located at Pavilions #3 & #4 only. No
grilling/barbecuing is permitted at IRSP’s dockside pavilion (1st & 2nd flr).
Gas/propane burners are not permitted at IRSP
All litter resulting from the event must be picked up immediately. The facility and grounds
must be left in the same condition in which it was found to receive a full refund of the
security deposit.
No open flames are permitted at IRSP’s dockside pavilion (1st & 2nd flr)
Smoking is prohibited inside the dockside pavilion and 50 ft from all entrance/exits.
Alcoholic beverages are permitted as long as renter has a $1million insurance liability policy with
     liquor host liability naming Martin County Board of County Commissioners as additionally insured.
    Glass bottles are prohibited. Bottles may be used for serving, but may not go outside or on deck.
The use of tape, nails, or staples on walls, furniture, and pavilion fixtures is prohibited. You may use
flora wire and ribbon to attach decorations.
The dance floor is NOT included in the room rental rate. If rented it will be moved/setup by trained
IRSP staff, it is NOT to be moved by the renter for ANY reason. Moving the dance floor will result in a
dance floor rental fee being charged, even if it is was previously rented. To have the dance floor
moved on the day of your rental contact IRSP management.
                                        Indian RiverSide Park

                                       Additional Information

                        Please complete as applicable and return to us as early as you can.


Bride’s Name:_______________________________ Expected Attendance: _____

Groom’s Name: ______________________________

Event Date & Time: ____________________________________________
      Ceremony on site?______Where? ____________ Start Time:______ End Time: ________
      Reception? ____ Start Time: ______ End Time: ________

Catering Company: _________________________ Contact Name & #:__________________________

Rental Equip. Co:___________________________ Contact Name & #:__________________________
When will items be delivered? __________ Picked Up? ___________

Event Coordinator: _________________________ Contact Name & #:__________________________

Officiant: _________________________________ Contact Name & #:__________________________

DJ/Band: _________________________________ Contact Name & #:__________________________
Times of service: From: ______ To: _______**must end by 10:30pm**

Florist: ___________________________________ Contact Name & #:__________________________

Photographer: _____________________________ Contact Name & #:__________________________

Videographer:______________________________ Contact Name & #:__________________________

Limo/Car Service:___________________________ Contact Name & #:__________________________

Dance Floor Location if reserved & paid for: ________________________


Designated Check Sheet Person: _____________________________

We suggest that you choose someone who will be attending your event (other than yourself) for this
responsibility. This person will walk thru the facility and grounds with a staff member to note any
problems or damages, both before and after the event. This is essential in determining your security
deposit refund. This person will also be our contact on the date of the event should any concerns arise.