Penticton Outdoor Events Guide

Transcription

1 Penticton Outdoor Events Guide Provided by: Version 1: May 2012

2 Penticton Outdoor Events Guide Table of Contents List of Appendices 3 Message from the Mayor 4 Venues & Amenities 5 Parks at a Glance 5 Major Parks. 6 Minor Parks. 8 Wedding Venues.. 10 Sport Courts at a Glance. 11 Sport Fields 11 Fees & Charges 13 Equipment Available.. 15 Guidelines & Deadlines for Event Organizers 16 Policies, Requirements, Conditions of Use.. 19 Penticton Outdoor Events Guide Page 2 of 27

3 Penticton Outdoor Events Guide Appendices Outdoor Event Application Form Appendix 1 Special Events Bylaw. Appendix 2 Application for Seasonal Business License.. Appendix 3 Utility Locate Request Application Form.. Appendix 4 Electrical Permit Application Form. Appendix 5 Road Closures: Terms & Regulations for Special Events.. Appendix 6 Schedule A: Rental of Parking Lot / Spaces Appendix 7 Beer / Wine Garden License Application Regulations & Application. Appendix 8 Interior Health Temporary Food Service Guidelines... Appendix 9 Stages, Structures, and Tents Information Sheet.. Appendix 10 Building Permit Application Form... Appendix 11 Thompson Okanagan Tourism Association Festival and Event Funding... Appendix 12 Economic Impact and Profile.. Appendix 13 Outdoor Events Contact List & Links Appendix 14 Green Initiatives. Appendix 15 Penticton Fire Department Guidelines for Safety Plan. Appendix 16 Frequently Asked Questions (FAQs). Appendix 17 Site Map: Skaha Lake Park. Appendix 18 Site Map: Gyro Park. Appendix 19 Site Map: Okanagan Lake Park... Appendix 20 Site Map: Rotary Park. Appendix 21 Tent Free Zone Site Map: Skaha Pavilion.. Appendix 22 Tent Free Zone Site Map: Gyro Park. Appendix 23 Tent Free Zone Site Map: Okanagan Lake Park Appendix 24 Tent Free Zone Site Map: Rotary Park. Appendix 25 Tent Free Zone Site Map: Marina Way Appendix 26 Penticton Outdoor Events Guide Page 3 of 27

4 A Message from Our Mayor The City of Penticton is truly fortunate to be host to numerous outdoor events throughout the year and be privileged with a multitude of venues, parks, sports fields and sports courts to make these events truly enjoyable and memorable. Whether your event is personal and private such as weddings and reunions, or public and city wide involving thousands of spectators, Penticton offers the perfect site for your day or your event. To make your event as unique as you wish and its planning as uncomplicated as possible, City staff has developed an excellent Outdoor Events Guide to take you step-by-step through the planning process. Virtually every City department, from Parks, Recreation and Facilities; to Operations, Planning and Utilities has been involved in the production of this Outdoor Event Guide. The result is an invaluable and most comprehensive tool to assist you as the event organizer and provide all the information you may require, no matter what size your event is. Along with this guide, our staff is pleased and available to assist you with every step along the way in your event planning. Thank you for making Penticton your outdoor event home..a great place to stay and play forever! Penticton Outdoor Events Guide Page 4 of 27

5 Venues & Amenities Penticton Your Outdoor Playground Experience and enjoy all of the attractions and natural beauty of Wine Country. A picture perfect landscape bordered by lakes, beaches, parks, and gently sloping hills creates the backdrop for a myriad of outdoor activities. Choose one of the many venues Penticton has to offer for your next special event. Things to consider when choosing a venue for your event: Parking Available/Required Size (number of participants, area required) Power Hook-ups Water Lighting Permits (road closure, electrical, health, etc) Liquor Licence Shelters/Structures Washrooms Beach/Lake access Picnic Tables & Other Amenities Transportation Control Event Safety and Security Traffic Control Parks at a Glance Washrooms Electrical Picnic Area Picnic Table Potable Water Lighting Beach Access Concession Playground Skaha Lake Park Gyro Park Okanagan Lake Park Rotary Park Marina Way Park Lakawana Park Riverside Park Rose Garden Skaha Pavillion Munson Mountain Penticton Outdoor Events Guide Page 5 of 27

6 Major Parks Okanagan Lake Park Okanagan Lake Park, located on Lakeshore Drive, is Penticton s premier special events park, and boasts the following features and amenities: 4.0 acres Multiple power stands and water services for staging and vendors Site mood lighting options for walkways, low level and overhead Washrooms, able to increase capacity with mobile washrooms Vehicle access Beach & lake access Penticton Outdoor Events Guide Page 6 of 27

7 Skaha Lake Park Skaha Lake Park is located on Skaha Lake Road, and boasts the following features and amenities: 41 acres Rest rafts and beach slides Beach-front promenade Children's water park Playgrounds Sand volleyball courts (6) Basketball courts (4) In-line hockey court Washrooms Tennis courts (3) Concessions Softball field Marina/boat launch Fire pits Swimming areas Power stands Picnic area Gyro Park Gyro Park is Penticton s most historic event park, and is located on Lakeshore Drive, between Main Street and Martin Street. Gyro Park boasts the following features and amenities: 1.6 acres Bandshell Power and potable water available Washrooms, able to increase capacity with mobile washrooms Vehicle access Suitable for small events Penticton Outdoor Events Guide Page 7 of 27

8 Minor Parks Penticton Youth Park This skate park, targeted for youth, makes a great venue for boards, bladers, and BMXers. It is located on Lakeshore Drive, south of the SS Sicamous, and features include: 30,000 sq. ft facility, one of the largest skateparks in Western Canada Washrooms Covered bleachers Picnic tables Basketball court Please note that special conditions apply for rental of the skate park. Rotary Park Rotary Park is located on Lakeshore Drive, just west of the Lakeside Resort. Rotary Park boasts the following features and amenities: 2.5 acres Power and potable water available Washrooms Concession Beach & lake access Picnic area Vehicle access Penticton Outdoor Events Guide Page 8 of 27

9 Marina Way Park Located on Marina Way Drive, west of Okanagan Lake Park, Marina Way Park features Penticton s Xeriscape Demonstration Gardens, as well as: 2.0 acres Grass Area Picnic Tables Power Lake and mountain views Xeriscape Demonstration Gardens Lakawana Park Lakawana Park is located on Power Street at Lakeshore Drive and boasts a number of features and amenities: 2.2 acres Picnic area Washrooms Playground Tennis courts Concession Beach & lake access Splash pad Riverside Park Riverside Park is located just south of the Youth Park on Lakeshore Drive. Located next to the River Channel, it offers the following features: 3.5 acres Picnic area Washrooms nearby Penticton Rose Gardens Mini-golf Bumper cars Walking trails Access to river channel Penticton Outdoor Events Guide Page 9 of 27

10 Wedding Venues Rose Garden Penticton s beautiful Rose Garden is located on Lakeshore Drive, next to the SS Sicamous. Boasting a variety of roses, this is one of Penticton s highly sought after wedding venues. The Rose Garden features:.5 acre Roses Gazebo Limited power Munson Mountain Located on Middle Bench Road, Munson Mountain is an ecologically sensitive area featuring beautiful views of Okanagan Lake. This area s features include: 40 acre ecologically sensitive area Beautiful views of Okanagan Lake Ideal for small weddings contained to the paths and gazebo Skaha Pavilion Located on Skaha Lake Drive and Elm Street, the Skaha Pavilion is a beautiful area for your wedding ceremony. Featuring a gorgeous pavilion, this park also offers:.75 acre Power and potable water available Grass area Beach view Penticton Outdoor Events Guide Page 10 of 27

11 Sports Courts at a Glance Washrooms Picnic Area Lighting Concession Sports Fields McLaren Park Tennis/Sport Courts Skaha Lake Tennis Courts Skaha Lake Volleyball Courts Skaha Lake Sports Court Skaha Lake Basketball Courts Riverside Park Basketball Courts Penticton is home to many top quality sports fields. Soccer, baseball, slo-pitch, fastball, football, and field lacrosse all utilize these wonderful sporting fields from May until October. Kings Park Located on Eckhart Street, Kings Park features: 12.5 acres 4 high class soccer pitches Indoor facility and clubhouse Washroom and change room facilities Lights on all four fields Concession McNicoll Park McNicoll Park is located on Penticton Avenue and features: 6.9 acres Cinder running track Rugby/Football/Soccer field Baseball diamond Concession/ Washroom and change room Facilities Lights on ball diamond Penticton Outdoor Events Guide Page 11 of 27

12 Lions Park / Parkway Lions Park is located on Warren Avenue, at Quebec Street and includes: 2.6 acres 3 ball diamonds, one suitable for fastball. Concession Washroom facilities Lights on one field Skaha Park Skaha Park is located on CypressStreet and Elm Street, and features: 1 acre Slo-Pitch diamond McLaren Park McLaren Park is located on Duncan Avenue East and Church Street, and features: 2.2 acres Minor baseball diamond Tennis Courts Concession Kiwanis Park Kiwanis Park is located on Edmonton Avenue, and features: 1.9 acres Minor baseball diamond Queens Park Queens Park is located on Westminster Avenue, and features:.5 acre Minor baseball field Carmi Ball Diamond Carmi Ball Diamond is located on Carmi Avenue, and features: 2.4 acres Major baseball diamond Concession/washroom and change room facilities Penticton Outdoor Events Guide Page 12 of 27

13 Fees & Charges * Note these fees and charges exclude taxes. Effective April 2012 Definitions Major Event Parks Okanagan Lake Park Gyro Park / Bandshell Minor Event Parks Youth Park Rotary Park Skaha East Gyro Park South Lawn Rose Garden Munson Mountain Marina Way Park Sports Fields McNicoll Park Parkway Lions Park Skaha Park Carmi Queens Park McLaren Park Kiwanis Park Major Event Parks Minor Event Parks Sports Fields Kings Park Sport Courts 1. Non Profit / Local / Regular Child/Youth $5.30 $4.72 $3.31 $4.02 $2.87 Adult $15.89 $14.15 $9.93 $10.33 $ Non Profit / Local / Non-Regular Child/Youth $10.60 $9.44 $6.62 $8.07 $5.73 Adult $21.19 $18.87 $13.24 $15.52 $ Local Private $21.19 $18.87 $13.24 $15.52 $ Local Commercial $37.08 $33.02 $23.17 $27.16 $ Non-Resident $52.98 $47.18 $33.10 $38.80 $28.68 Penticton Outdoor Events Guide Page 13 of 27

14 Kings Park Soccer fields Sports Courts McLaren Tennis Skaha Lake Tennis, Volleyball, Basketball, Sport Court, Riverside Park Basketball, Park Non-Profit A non-profit organization is a club, society, or association that's organized and operated solely for: social welfare civic improvement pleasure or recreation any other purpose except profit Non Profit / Local Regular An ongoing booking that occurs over three consecutive weeks or more. Non Profit / Local Non-Regular A single booking that does not occur over a period of three consecutive weeks Private Any group whose activities are not open to the general public and there is no admission charge or fee collected. Commercial Any group whose objective is to gain profit for its owners or an admission charge or fee is collected with the majority of funds being directed to an organization other than a non-profit organization. Non-Resident Any group in which the majority of its members do not reside in, or own businesses or property in, the City of Penticton. Child/Youth Any person up to and including the age of 18. Adult Any person 19 years of age and over. Penticton Outdoor Events Guide Page 14 of 27

15 Equipment Available The City of Penticton has the following items available for use for your special event: Mobile washroom unit Five tiered bleachers- 12, 15, and 18 lengths (30-45 seats per bleacher) Ten tiered bleachers- 12 and 18 lengths (60-90 seats per bleacher) Mobile stage with or without awning Picnic tables Garbage & recycling receptacle, barricades and cones EXTRA FEE CHART (excludes HST) Per day fees Per event fees MOBILE WASHROOMS Non-Profit Local $29.99 Local Private/Commercial $69.99 Gyro Park connect and disconnect $49.99 All other parks delivery, connect Disconnect, return $ Note: Additional washroom cleaning charges are applied (when required for an event) as set by the contracted cleaning company FIVE TIERED BLEACHERS Non-Profit Local $8.99 Local Private/Commercial $19.99 Moving and Set up one time fee $ TEN TIERED BLEACHERS Non-Profit Local $19.99 Local Private/Commercial $44.99 Moving and Set up one time fee $ MOBILE STAGE Non-Profit Local $ Local Private/Commercial $ Moving and Set up one time fee $ MOBILE STAGE (with awning) Non-Profit Local $ Local Private/Commercial $ Moving and Set up one time fee $ PICNIC TABLES Self pick up and return $7.50 per table Delivered and returned $30.00 per table GARBAGE AND RECYCLING CONTAINERS Free of charge Penticton Outdoor Events Guide Page 15 of 27

16 Guidelines and Deadlines Important Contact Information Recreation Coordinator (Facility Bookings) Parks Department or City After Hours FAX Bookings Days Prior to Event Review Special Event Guide including Procedures, Requirements and Conditions of Use. Note event and vendor(s) site requirements (water source, electrical outlets, disposal methods, etc.) and select venue based on amenities available. Complete and submit Outdoor Event Application Form (Appendix 1). Review Licensing Bylaw for Special Events (Appendix 2). Apply for City of Penticton Special Events License for events with vending and/or merchandising. (Appendix 3) Create a site plan of event including all activities taking place during the event, including vendors and vendor parking and submit to Recreation Coordinator. (Site Maps Appendix 18-21). Apply for Special Occasions/Liquor License (must be approved at least 30 days prior to event). o Review Beer/Wine Garden Licence Application Regulations (Appendix 8) o Complete and submit City of Penticton Application for Public Occasion Liquor Licences (Appendix 8) o Apply for Special Occasions License through the BC Liquor Board ( Create security and safety plan (for large events and events with fencing and/or corralling people). See guidelines (Appendix 16). Confirm booking with Recreation Coordinator via phone or Days Prior to Event Carefully read the Conditions of Permit on the License to Use agreement. Sign and return to the Recreation Coordinator. Insurance Proof of $2,000,000 liability with the City of Penticton named as an additional insured must be completed by your insurance company and submitted with your License to Use agreement. Finalize and submit Site Plan. Finalize and submit Safety and Security Plan. Finalize and submit Road Closure maps, confirm traffic control people (certified flaggers) and volunteer marshals (must have safety vests). If there will be stages, structures and/or tents on-site, review Information Form (Appendix 10) and complete a Building Permit Application Form (Appendix 11) if required. If staking is required for tents, review Safe Tent Zone Site Maps (Appendix 22-26). If staking is required outside of Safe Tent Zones with pegs greater than 10, complete and submit Utility Locate Request Form. (Appendix 4) No overnight parking is allowed (City Bylaw-parks are closed from 11 pm - 6 am). One vehicle can remain on site for security if required at your event site. If parking is required, discuss required paperwork with Recreation Coordinator. Contact Visitors Information Centre with information on your event for promotion on the Penticton Outdoor Events Guide Page 16 of 27

17 Tourism website at or or 30 Days Prior to Event Ensure Special Occasions/Liquor License has been approved and permit received. Ensure all required amendments have been made on Site Plan, Safety & Security Plan, Route Maps, etc. and final changes submitted to the Recreation Coordinator. Book Porta Potties if required at your event. (see page 25 of the Event Manual for washroom requirements) Contact the Electrical Safety Officer at to determine if your event will requires an Electrical Permit (Appendix 3). Arrange for delivery and pick up of waste disposal unit on site if required. (BFI ) Ensure copies of all permits have been submitted (ie. Electrical, Liquor, Interior Health, Road Closure, Special Event, Building, etc.). 14 Days Prior to Event Ensure all payments have been submitted including any required performance bonds and damage deposits. Contact Recreation Coordinator to discuss set up arrangements. Confirm site meeting with Recreation Coordinator and Parks staff if required. Provide Event cell phone list of key on-site organizers. Notify residence/businesses of your event (if required by the City). Provide a list of all event vendors the Event Organizer is responsible to ensure all vendors have met all safety requirements and regulations (Interior Health, BC Safety Authority, BC Liquor Board, etc.) and that each vendor displays the required decals and permits. 7 Days Prior to Event Pick up venue keys if required. ($20 refundable deposit required). Attend site meeting with Recreation Coordinator and Parks staff if required. Event Set Up - At Your Event Site A parks representative will meet you at a prearranged time to assist in organizing set up. Remind all volunteers that no staking with pegs greater than 10 is permitted outside of the Safe Zone. IF permission has been obtained, ensure all stakes are kept a minimum of one metre away from all markings. Remind all volunteers and vendors that at no times are vehicles allowed to be parked or driven under or near a tree within 15 ( 4.5m) A licensed contractor is responsible for setup of electrical equipment. All electrical wires, cords, hoses must be covered to prevent tripping hazard. Ensure all vendors display the required decals and permits. Follow site plan approved by the Recreation Coordinator ensuring due regard for health, sanitation, vehicular and traffic control, dog control, public safety and protection of private and public property. Assign a person to monitor on-site traffic. Limit or prevent public access to the site while vehicles are entering or leaving. Use vehicle gates only to enter park area and remain on hard surfaces where practicable. Vehicles in parks shall be restricted to event organizers or vendor vehicles only, for the purposes of set-up or take down only. No parking is permitted on site. Assign vendors with a time for their set up. Allow 30 minutes for them to drive in, unload Penticton Outdoor Events Guide Page 17 of 27

18 their equipment and remove the tow vehicle. Continue one or two at a time until all vendors are situated. Ensure adequate garbage disposal and recycling units are in place. Event Set up For Events using Roadways Adhere to Road Closure Permit regulations. Contact the Engineering Department for questions at During Your Event Bring contact information for all vendors and volunteers. Bring emergency phone numbers to contact city staff. Control any site changes or, if approved, in ground staking that may be necessary. Ensure vendors use proper disposal methods for waste (such as cooking oil). Nothing should be poured on park ground or into drainage basins or washroom facilities. Confirm that all volunteers are performing their duties and at the correct location. Ensure sound bylaws are conformed to (maximum of 105 dba-cweight as measured from the edge of the event area within the park). Record on form provided for you. Ensure exits are well marked/well lit at all times. Ensure the safety and security of the event at all times. Have a fun and safe event! After Your Event Move the vendors off the site in the same manner as they were moved in. Each vendor should be assigned a time when they will actually be moving out. Ensure that they exit one or two at a time, and again, an assigned traffic control person should be used. Event organizers are responsible for leaving venues clean pick up all waste and remove all garbage from event site. If site is not clean, charges may be applied for clean up. All structures/signage must be removed. Drop off all equipment back to the City Yards or leave on site Return gate/lock box keys to the Community Centre (325 Power St.). Damage Deposit will be refunded within 7 days providing no damage occurred during your event. Fill Out Event Economic Impact and Profile Form (Appendix 13) Penticton Outdoor Events Guide Page 18 of 27

19 Policies, Requirements, and Conditions of Use The use of any recreation facility, park or open space shall not be granted without first obtaining a Licence to Use Agreement. License to Use Agreements, Changes, Cancellations 1. License to Use Agreement - a booking is not confirmed until the License to Use Agreement has been signed by both the Applicant and City of Penticton and all appropriate paperwork has been submitted. Organizations provided with an In-Kind Grant or fee usage must sign the Agreement in the usual manner. The Recreation Coordinator will implement journal entry through the Finance Department to cover the costs outlined in the In-Kind Grant. 2. Changes to User Agreements - must be made in writing and a License to Use or Occupy amendment signed by both the Licensee and a signatory on behalf of the City. Any trading of booked time must be authorized by the General Manager Recreation Services or designate. 3. Cancellation of Bookings by the Licensee - all cancellation requests must be made with the City and will result in the following refunds: Full refund if cancellation is 14 days prior to the first rental booking. Twenty percent (25%) administration fee applied for cancellations within 14 days of the booking. Fifty percent (50%) administration fee applied for cancellations within 7 days of the booking. Cancellations not made at least 48 hours in advance of the event will result in the total amount of the rental fee being charged. Rain-outs must be immediately communicated to the City within 24 hours of rainout. Rescheduling or credits will be applied as applicable. 4. Cancellation of bookings by the City - Cancellations by the City will cancel the contract and the City will fully refund fees or reschedule in another suitable facility. 5. Cancellation by City for Agreement holders Breach - Without limiting other remedies available to the City, The City may cancel the User Agreement, prevent the Licensee from holding the event, or remove the Licensee from the facility during the event, and in each of these cases keep the damage deposit if the Licensee breaches any term or condition of the User Agreement. The City retains the right to reschedule any or all unused recreational facilities arising from a cancellation. Penticton Outdoor Events Guide Page 19 of 27

20 Payment, Establishing Credit, and Deposits 1. Payment a. Payment for bookings must be made at the time of confirmation of the User Agreement, except when credit is established prior to the event; b. The City of Penticton reserves the right to demand prior payment of any charges at the time the User Agreement is signed; c. Associations with established credit will have a schedule of payments as outlined on their User Agreement. Statements are issued monthly and payments must be received within thirty (30) days of scheduled payment date; d. Interest is charged at the rate of two percent (2%) per month on all overdue accounts. 2. Establishing Credit - All applications for credit should be made in writing to the Management or Supervisory staff of the Parks, Recreation or Culture departments who shall have the authority to approve. 3. Performance Bonds/Damage Deposits - The City of Penticton reserves the right to determine the amount and to require the posting of a performance bond and/or damage deposit based on the nature, level of risk and location of the event. The damage deposit will be returned, less any costs incurred for damages, within seven (7) days of the event. If damages exceed the amount of the deposit, the Licensee will pay all additional amounts owed. Although the City may keep the deposit, the City is still entitled to pursue other legal remedies against the Licensee. Performance bonds and damage deposits must be paid by cash or certified cheque fourteen (14) days prior to the event. Legal and Liability 1. Liability Insurance a.) All Licensees are required to hold a commercial general liability policy for a minimum of $2,000,000 (bodily injury and property damage coverage) listing the City of Penticton as additional insured. Those Licensees not able to provide proof of liability issuance coverage within 48 hours of the event (90 days for Outdoor Event Contracts), the City may cancel this contract, prevent the licensee from holding its event and retain the deposit. b.) Each term of liability insurance coverage must cover the term of the Contract. c.) Proof of Insurance must be provided prior to the first use of a recreation facility. Failure to provide proof of insurance will result in cancellation of the booking request. 2. User Group Insurance Licensees not able to provide proof of insurance will be required to purchase insurance through the City with the issuance of its Contract. If the City has accepted insurance for the Contract Licensee, it is understood that the City is not an agent or broker of insurance and makes no representations, warranties with respect to the appropriateness of such insurance whatsoever. Licensees are strongly encouraged to consult a licensed insurance broker and/or legal advisor regarding insurance for their activities related to this contract. The City s acceptance of insurance as meeting the requirements set out above, in no way limits the liability of the Licensee. Penticton Outdoor Events Guide Page 20 of 27

21 Conditions of Use 1. General Conditions a.) All Licensees are responsible for the conduct and action of its participants and spectators in any part of the park or facility being used. b.) The Licensee is entitled to use only the facilities or parks listed on the agreement, for the event, date and time set out if the agreement. c.) The licensee must not construct, erect, or attach any device, fixture or decoration to any part of the facility without the prior consent of the City. Ground Penetration is strictly prohibited without written consent of the Recreation Coordinator. If locates are approved, the licensee is responsible for contacting BC One call and paying for all City costs associated with this request. d.) The Licensee must leave the park or facility in a clean, neat and tidy condition when the event is over so that the facility is returned to the condition it was at the beginning of the agreement. If the facility is indoors, the Licensee must clean the floors, clean and store any of the City s chairs, tables or other equipment the licensee holder was permitted to use. 2. Revenue Generation Event organizers may be given permission by the City to generate revenues to offset organizational costs and/or raise funds. Revenue generating activities include admission or registration fees, sponsorship opportunities, the sale of goods and food as well as special occasion licenses. Permission to generate revenue from event is primarily limited to events sponsored by non-profit associations. In general, revenue generating activities must: Focus on event participants and not the general public Be ancillary to a larger event Revenue generating activities are subject to any applicable government regulations (e.g. licensing requirements, gaming legislation, etc.). Commercial activities which are not a part of a larger event and are not within the City s mandate are generally not approved by the City although they will be considered on a case by case basis. Event organizers wishing to charge a registration or admission fee for an event are required to include an event budget with their event application for the current year and (if applicable) a financial statement from the previous year. If the event raises funds for charity, the organizer must disclose the proceeds forwarded to the designated charity. The City of Penticton reserves the right to negotiate a rate outside of Fees and Charges when a business, organization or agency, has ticketed admission or revenues generation and the proceeds are not 100% directed to a registered Not-For-Profit. This may include profit share arrangements as determined by the General Manager Recreation Services. Revenue sharing for large scale events is 5% for non-profit and 10% commercial up to $25,000 per day or based on the appropriate rental rate whichever is greater. (Bylaw Division 12) 3. Access - Gated Events As a general principle, special events should be open to the general public. They should not restrict the public s access to park space; either through physical or financial barriers. However, the City does recognize that under certain circumstances, the diversity of special event programming can be increased through permitting gated events with admission fees. Penticton Outdoor Events Guide Page 21 of 27

22 Gated events are primarily only permitted in large, destination parks. This ensures that the majority of the park remains open to the public. In addition, gates events cannot interfere with the park s circulation network (pathways, bikeways, etc.). To ensure public access, the frequency of allowing gated events at a particular site may be restricted especially on smaller destination parks. Gated events must go through an inspection from the Fire Department. 4. Event Sponsorship - Signage and On-Site Promotions It is recognized that most large special events have at least one major sponsor. Event sponsorship usually centers on event promotion, supply of product or general financial support. In return for their financial or in-kind contributions, events sponsors request significant profile on event promotion material as well as at the event site. The City is concerned with on-site sponsorship and promotions and needs to balance the sponsor s on-site profile with the preservation of the non-commercial nature of parks. All sponsorship signage must be pre-approved by staff prior to installation. The signage must be limited to event area and be directed at event participants and not the general public. Signage should be discreet and kept to a minimal level. 5. Sale of Goods/Services and Food Services at Events A list of all vending services must be provided in to the Recreation Coordinator a minimum of 14 days in advance of the event. The Event Organizer is responsible to ensure all vendors have met all safety requirements and regulations (Interior Health, BC Safety Authority, BC Liquor Board, etc.) and that each vendor displays the required decals and permits. Sales must be directed at event participants and not the general public. Merchandise and services must be event related and compatible with a public park event related items and souvenirs. Festivals are permitted to sell a wider range of arts and cultural items providing that they are an integral part of the event. 6. Special Event Seasonal Business Licence Event organizers must purchase a City of Penticton Special Event Business Licence as per the Special Events Bylaw for events with vendors and or merchandising (Appendix 2). See Appendix 3 for the Application Form. 7. Special Occasion License Permission for the serving of alcohol may be obtained depending on the nature and location of the event. Special occasion licensed areas will only be considered for adult oriented events in larger parks. The scale of the service area must be in relation to the event s attendance and service is restricted to event participants only. An assessment will be made regarding the impact of the special occasion license on adjacent neighbours. Applications for a Special Occasions License require: a.) Approval by the City of Penticton Application For Public Occasion Liquor Licenses. (Appendix 8) b.) Apply for Special Occasions License through the BC Liquor Board. ( c.) Liquor Permit (To be posted at your event along with liquor purchase receipts) d.) Security plan (The LCLB will require a security plan if the event has more than 500 persons or the type of event requires security. Security Plans are to be reviewed by the local Liquor Inspector before the SOL is approved) Penticton Outdoor Events Guide Page 22 of 27

23 Compliance with Laws The Licensee must comply with all applicable laws, regulations and bylaws in its use of the Facility. Failure to do so will result in denial of future rental privileges. Smoking a.) The Licensee will not permit anyone to smoke in the facility except in the designated smoking areas. b.) According to the School Act, smoking is strictly prohibited on all School District #67 properties. Fire Regulations The renter shall not permit over-crowding by spectators and/or participants in excess of the limits set by the Fire Commissioner, and shall not permit blocking of hallways, exits, etc. with equipment. Park Preservation In most instances, the programming of activities in parks will have some impact on others use of the park and/or has the potential to cause damage to the condition of a park including its natural environment or infrastructure. To minimize the impact event have on parks, the City applies a variety of measures such as site monitoring, restricting activities, controlling amplified sound, limiting vehicle access and collecting security (damage) deposits. By ensuring that the park preservation measures are in place and adhered to, event organizers and the City are ensuring the site s continued use for hosting special events. Failure to do so will result in denial of future rental privileges. 1. Park Protection Measures Event organizers are responsible for implementing measures to protect park condition and infrastructure. Such measures include fencing of landscaped areas, placing plywood under parked vehicles restricting vehicle movement to hard surfaces, locating and protecting sprinklers, valve boxes and utilizing traffic control for protection of both property and the public. Protection measures required will reflect the potential damage to the park. Any property damage which occurs as a result of the event, its set-up and take down will be the responsibility of the event organizers (including second and third party actions). In some cases, the City may request a security deposit from the event organizers. 2. Site Monitoring Events which have the potential to significantly impact park conditions, other park users or park neighbours are charged a fee for staff monitoring. City Monitors primary responsibilities are to ensure that the event s conditions for use are followed. In addition, site monitors are empowered to make on site/day of decisions due to changing park or weather conditions or requests from event organizers. It is recognized that failure to adhere to the conditions of use not only impacts a specific event s continued use of the site but may also impact the use of the site for other events. Level of monitoring required for an event varies based on the potential impact the event could have on the park, its users and neighbours. In addition, new events are more closely monitored than more established events. The level of monitoring required for an event is determined during the event approval process. Penticton Outdoor Events Guide Page 23 of 27

24 3. Activity Restrictions The City reserves the right to restrict specific activities in parks. Reasons for restricting activities relate to potential damage to the park, the impact the activity will have on other s enjoyment of the park as well as risk management and/or public safety considerations. IN addition, any activities which are prohibited by law are not permitted in parks. 4. Noise Abatement Guidelines Noise from an event probably has the greatest impact on other s use of the park as well as on park neighbours. While it is recognized that most activities generate noise, it is the responsibility of the City and event organizers to invoke measures to mitigate its impact, namely: Event organizers and audio companies using City of Penticton Event Parks must keep noise and music levels under control and to a maximum of 105 dba-cweight as measured from the edge of the event area within the park. This is considered an appropriate sound level for concerts. Event organizers and/or the audio company on site should have an accurate sound measuring device at their disposal to record and monitor sound levels. Should sound levels be measured above 105 dba-cweight, the event organizer or audio company will adjust the sound volume to follow the guideline. It is understood that there may be intermittent noises that exceed the guideline. These should be kept to a minimum. 5. Community Notification An event organizer may be required to notify residents of their upcoming community event including a description of activities, set-up requirements, etc. Included in the notification will be the identification of a site contact and phone number residents can contact if they have concerns with the event s operation. City staff to review the notice prior to its delivery to residents. 6. Food and Vending Services There must be a plan for disposal of garbage, recycling and other products from food preparation. Pouring grease or any other liquid in or on the park is strictly prohibited. 7. Event Site clean-up Parks are used regularly during the summer season. In order to coordinate the reconditioning of the park, it is critical for event supplies and vendors to be out of the parks at the designated time. Site and Service Requirements 1. Site Plan Organizers are required to provide a detailed site plan for their events. The plan will include the sitting of the event s major components. The impact an event has on park conditions/infrastructure as well as on other park users can greatly be reduced through the sitting of an events major components. Site meetings with Parks staff may be necessary for complex events. Any changes to the site plan must be pre-approved by staff. Penticton Outdoor Events Guide Page 24 of 27

25 2. Vehicle Access Organizers may be given permission to use pathways and service roads during the set-up and take down of their events. Vehicles are not permitted to be parked on parks, pathways or sidewalks unless they are in essential vehicle for the event and approved in advance. Event organizers, volunteers and sponsor vehicles must be parked in parking areas (streets or lots) and not in the park. At no time are vehicles permitted to drive near or to be parked under a tree. 3. Power If you require power on site a review with the Electrical Safety Officer is required to determine if you will need an Electrical permit from the BC Safety Authority. Keys will only be issued once an approval for your event has been granted. Please contact BC Safety Authority at (250) Structures & Staking Structures include tents, stages, fencing, bleachers, etc. must be included in Site Plan and may require advance permission. Review Information Form (Appendix 10) and complete a Building Permit Application Form (Appendix 11) if required. All tents must conform with British Columbia Building Code and meet NFP 96 Fire Suppression Regulations. If staking is required for tents, review Safe Tent Zone Site Maps. Pegs less than 10 are permitted anywhere on grass utility locates are not required. Pegs greater than 10 INSIDE Safe Tent Zone utility locates are not required. Pegs greater than 10 OUTSIDE Safe Tent Zone utility locates are required and thus a Utility Locate Request Form (Appendix 4) is required to be completed. 5. Garbage Disposal If the garbage accumulation after the event is above and beyond the on-site garbage receptacles, the organizer can either take responsibility to dispose of the refuse off site or make arrangements with the Parks Dept. for extra bins and pick up at the organizers expense. The City strongly encourages all event organizers to recycle. Larger events may be required to provide a recycling plan for their event; especially if food and beverages are provided. 6. Washrooms Depending upon the nature and scope of the event, event organizers may be responsible for providing washroom facilities for their participants. The requirement to provide washroom facilities is dependent on: a.) expected attendance and duration of the event; b.) the provision of food and beverage services; c.) the availability of onsite washroom facilities. The following ratios serve as a guideline for washroom requirements: a.) two water closets for every 40 participants up to 400 participants; b.) two water closets for every 50 participants over 400 participants. 7. Event Notification and Directional Signage Event organizers are responsible for the provision and installation of any directional signage related to their events. The signs and installation location(s) should be included in the Site Map Penticton Outdoor Events Guide Page 25 of 27

26 and must be approved by staff prior to installation. Directional signage should only be in place during the event. Events requiring road closures or have a significant impact on a park are required to provide and install event notification signage. The purpose of these signs is to inform park users that a significant change in use will be occurring in the park. The signs, installation dates and location(s) must be approved by staff. Under no circumstances should any signs be attached to trees or utility poles. 8. Transportation Plan Organizers of larger special events are required to develop a transportation plan with the goal to reduce impact of automobile traffic on park and surrounding neighbourhood. This may be a requirement to contact the Ministry of Transport for their approval. It is an objective of the City to encourage and promote the public s use of alternate forms of transportation to and from parks walking, biking, blading as well as public transportation. Most parks have limited parking opportunities and a major source of complaint is event participants parking in adjacent residential neighbourhoods. If traffic control is required, the RCMP and the City must be consulted. In addition, the event organizer may also be responsible for managing automobile traffic within a park monitoring parking lots, moving barricades and ensuring participants do not park on the grass, etc. Safety and Security The event organizer is responsible for having a risk management plan and ensuring that the assigned area is appropriate for the event. The organizer is also responsible to ensure that the event is conducted in a safe, orderly manner and that the activities do not adversely interfere with other park users. The event organizer is responsible for the site from set-up to take down. Safety and security measures include site security and emergency access plans, traffic management and the provision of comprehensive liability insurance. 1. Site Security Depending upon the nature and scope of the event, organizers may be required to provide staff with a site security plan. The objectives for a security plan are to ensure event patrons are safe and secure as well as to protect public property. A site security plan is required if: a.) public access is restricted b.) crowding on the site is expected c.) the event includes a Special Occasions License d.) an admission fee is charged e.) the event occurs at night The security plan will include one or more of the following components: a.) public access is restricted b.) police presence on site c.) communications plan (walkie talkies, cellular phones, etc.) d.) fencing of restricted areas Penticton Outdoor Events Guide Page 26 of 27

27 e.) provision of first aid services f.) access plan for emergency vehicles The city will evaluate site security plans for large events. If required, event organizers are responsible for extra policing costs associated with their event. 2. Traffic Management Traffic management refers to management of pedestrian, wheeled and motorized traffic. A Traffic Management Plan is required if an event: a.) impacts pathways or bikeways b.) involves road closures c.) creates parking concern The Traffic Management Plan should include: a.) notification of restrictions signage (ie. Road Closures) b.) on- site marshals to control pedestrian and wheeled traffic or parking concerns c.) police presence if required d.) traffic control people (certified flaggers) and volunteer marshals (must have safety vests) e.) route map Thank you for considering the City of Penticton for your event; we wish you continued success and look forward to working with you! Penticton Outdoor Events Guide Page 27 of 27