HomeMy WebLinkAboutEvents Manual.pdf
City of Maple Ridge, Parks, Recreation
& Culture Community Events
Resource Manual
Festivals and Volunteer Office
www.mapleridge.ca/parksandrec
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Table of Contents
Introduction ...............................................................................................................................................................5
Fundamentals of Special Event Planning ..................................................................................................................6
Getting Started .......................................................................................................................................................6
Creating yo ur Vision and Purpose .........................................................................................................................6
Building a Co mmittee ............................................................................................................................................6
Sample Co mmittee Roles ......................................................................................................................................7
Scheduling Planning Meetings ..............................................................................................................................8
Considering Acce ssibility ......................................................................................................................................8
Insurance ................................................................................................................................................................9
Selecting and Booking a Location .........................................................................................................................9
Fundraising and Grant Applications ....................................................................................................................10
Advertising and Promotions ................................................................................................................................10
Special Events Application Process .....................................................................................................................11
Safety Planning ....................................................................................................................................................11
Prepare the Safety Plan: .......................................................................................................................................11
Road Closures:.....................................................................................................................................................11
Lost or Missing Child ..........................................................................................................................................12
Site and Electrical Plans: .....................................................................................................................................13
Your Craft T ent: Weigh it down .........................................................................................................................17
First Aid Attendants .................................................................................................................................................19
Active Events and Parades .......................................................................................................................................20
Participant Infor mation Packages ........................................................................................................................20
Active Event and Parade Etiquette Information for Participants ..........................................................................20
Volunteers .............................................................................................................................................................21
Safety Standards for Volunteers Near Road ways or Barricades:..........................................................................22
Parade Components ............................................................................................................................................23
Equip ment Lo gistics ............................................................................................................................................24
T raffic Control .....................................................................................................................................................24
T rains, Train Crossings, Buses ............................................................................................................................25
Registration Area .................................................................................................................................................25
Spectator Areas and Enjo yment ...........................................................................................................................25
Route Walkabout .................................................................................................................................................25
Route Review and Selection ................................................................................................................................26
Preparing Site and Route Plans .................................................................................................................................26
Event Proposal Map .............................................................................................................................................26
Route Map for Active /Parade Participants .........................................................................................................26
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T raffic Map ..........................................................................................................................................................27
Route Map for E mergency Services ....................................................................................................................27
Equip ment and Event Activities ..............................................................................................................................27
Equip ment and Supplies ......................................................................................................................................27
Event Trailer ........................................................................................................................................................28
Helpful Links: ..........................................................................................................................................................28
Entertainment.......................................................................................................................................................28
SOCAN Music Tariffs .........................................................................................................................................29
Re-Sound Licence Fees........................................................................................................................................29
Helpful Links: ..........................................................................................................................................................29
Food Vendors ......................................................................................................................................................30
Food Vendor Certification ...................................................................................................................................30
Environmentally Friendly Food Service Providers ..............................................................................................30
Beer Gardens at Events ........................................................................................................................................30
Step 1: Sub mit a Special Event application .........................................................................................................30
Step 2: Obtain a Liq uor Licence ..........................................................................................................................31
Step 3: Insurance Coverage .................................................................................................................................31
Other Beer Garden Considerat ions: .....................................................................................................................31
Getting Rid of Waste ...........................................................................................................................................32
Planning an Environmentally Friendly Event ..........................................................................................................32
Making Yo ur Event Green ...................................................................................................................................32
Setting Up for Success .........................................................................................................................................32
Ideas for Green Events: .......................................................................................................................................33
Working with Food Vendors ...............................................................................................................................34
Fire Prevention Bulletin .......................................................................................................................................35
Volunteers.................................................................................................................................................................37
Criminal Record Searches ...................................................................................................................................37
Recruiting Volunteers ..........................................................................................................................................38
Volunteer Maple Ridge …………………. ..........................................................................................................38
Working with Volunteers ....................................................................................................................................39
Volunteer Appreciation .......................................................................................................................................39
T he Rights and Responsibilities of Volunteers ....................................................................................................39
Effective Media Relations for Community Groups .................................................................................................41
Co mmunity Event Planning Checklist .....................................................................................................................53
Festival Planning Contacts ..................................................................................................................................55
SAMPLE FORMS ...................................................................................................................................................57
Special Event Safety Plan ....................................................................................................................................58
Event Planning Worksheet ..................................................................................................................................62
Food Vendor Info & Declaration Form
................................................................................................................64
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Introduction
Festivals and events enhance citizen’s quality of life and are an essential element in creating
complete communities. The experiences and benefits derived from festivals and events have
significant value by citizens and visitors and are a vital ingredient in the municipality’s on -going
development as an active and vibrant City.
Benefits to the community includes:
Encouraging community identity and spirit
Providing opportunities for economic development
Building community involvement
Demonstrating a sense of responsibility to the community
Events build the capacity of local residents and the power of local associations and institutions
which contributes to a stronger, more sustainable community for the future.
To contribute to developing increased vibrancy and community sustainability in Maple Ridge, Parks,
Recreation & Culture is committed to supporting:
A vibrant and diverse range of festivals and events
Opportunities to celebrate history, living heritage and diverse cultural character
Growth of volunteerism
Growth of tourism and attracting businesses and people interested in active and vibrant
communities
Safe communities
We extend our sincere appreciation to event organizers who donate their time to plan events for the
community. Their hard work and dedication to events creates invaluable, enduring relationships
and memories for many of the citizens of Maple Ridge. You may also go online to see the most up
to date version of this manual. City of Maple Ridge Parks, Recreation & Culture Community Events
Resource Manual
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Fundamentals of Special Event Planning
Getting Started
New organizations often begin as small committees of like-minded people with a vision for a
common project or an event. After getting to know each other and sharing ideas, they begin to
collaborate on a purpose and objectives for the project.
Creating your Vision and Purpose
Before you start to plan your special event you need to make sure you have a clear idea about what
you want your event to become. The over-arching goal is important and provides a focal point from
which the work plan, budget, deliverables and other outcomes will flow.
Before you move forward in the planning stage you should have clear goals, a vision statement, and
be able to answer questions like:
Why is the event being held?
Who will the stakeholders (those who are interested or involved in the event) be?
When will the event be held?
Where will the event be staged?
What is the event content or product?
Building a Committee
Now that you know what you want to accomplish you can build a committee to help you plan and put
on your special event. A special event takes a lot of time and work to produce so having a team
made of dedicated, like-minded people will help make your vision for the special event a reality.
When considering who might be valuable on your committee, event planners recommend making a
list of all stakeholders who would have an interest in your event, and may be interested in helping.
Some possible stake holders might be:
Local businesses
Other non-profit groups with similar goals
Students, seniors, and youth groups
Politicians
Advocates for similar causes
Emergency services representatives
Local media
Friends, neighbours, and family members
Practicum students
New residents
While the exact size of your committee is not important, it is crucial that every person understands
that they are part of team and that they play an important role.
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Sample Committee Roles
Now that you have a group of committed people, you and your team are ready to begin planning.
Depending on the size of the event or project, work may be divided according to needs. For example:
Chair: Organizes the meetings, sets the agendas, leads the discussion , and provides
leadership to the committee, also researches and purchases insurance for the event.
Completes the Special Event Application and sends to the District/City at least 30 days prior
to the event
Parade Chair: If you are planning a parade, this person coordinates all aspects of the parade.
They will work with the Chair and Safety Chair to determine what the conditions of parade
entries will be. They are also the final authority on the day of the parade (excluding the
RCMP, Fire Department, and City Staff)
Media Chair: this person is in charge of engaging and informing the media. They will be in
charge of writing and sending press releases to newspapers. They should also set up pages
or advertisements on social media outlets such as Facebook, and can even set up a website
for your event. This person is the primary contact for the media if they have any questions
regarding your event. Finally, if you are planning a parade, this person is in charge of sending
a map of the parade route and public notices regarding road closures to the media.
Safety Chair: This person is in charge of working with the committee to complete a Safety
Plan for the event. They should also work with the co mmittee to organize first aid attendants
for the event. If you are planning a parade they are also in charge of working with the Parade
Chair to determine the safety regulations of the event, and they should notify the Chair if
there are any violations to these regulations.
Treasurer: Establishes the budget with the committee and maintains the financial records.
Collects invoices and pays bills. Makes bank deposits .
Secretary: Maintains contact information for the committee and manages the email
distribution list for group communication. Attends meetings and takes minutes.
Fundraising/Sponsorship Coordinator: Compiles a list of possible sponsors and designs a
donation letter. Mails/drops-off letters and does follow up calls to possible funders. Thanks
sponsors after the event.
Volunteer Coordinator: Creates a volunteer registration package and promotes the
opportunities to the community. Calls volunteers to confirm interest and provides addi tional
information. At the event, coordinates a volunteer registration area.
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Food Coordinator: Establishes a fee for vendors and researches self-sufficient, health-unit
approved vendors. Contacts vendors about event and sends a letter or email to confirm
details. Maps out locations for vendors with access to power and water.
Equipment and Logistics Coordinator: Designs the site map for the event and creates a list of
equipment needs (e.g. tables, chairs, tents, garbage cans, stage equipment, water unit,
extension cords, etc.) Arranges for equipment to be set up and taken down.
Scheduling Planning Meetings
Once everyone knows and understands their role in the team you should schedule meetings to
further plan your special event. Meetings can occur as often as required and will need to be more
frequent as the event draws closer. By following some basic guidelines, meetings can be efficient
and productive. Here are some tips to help make your meetings as successful as possible:
Arrive on time
Stay focused on topic being discussed
Listen to each other and support one person speaking
Make decisions and take a stand on issues
Be responsible for what you agree to and do not agree to regarding what you plan to
accomplish
Remember to develop a clear purpose/theme to your event
Encourage everyone to participate, to share ideas and to be creative
As your plans develop it is important to communicate to Parks, Recreation & Culture to ensure your
park or facility of choice is available. To get started visit Planning a Special Event
Considering Accessibility
It is important to make sure that all members of the community will have the same opportunity to
attend and enjoy your special event. Review the needs of those who might attend to ensure that
everyone has complete access to all the facilities. Take into consideration people who are hearing
impaired, visually impaired, in wheelchairs and those who need assistance from guide-dogs or
caregivers.
These tips will help you to create a barrier-free event
Have wheelchair accessible buildings/washrooms/parks
Designate parking marked with cones and signs
Cover cords and hoses with specialized ramps
Have pre-trained volunteers to assist persons in wheelchairs
Helpful Links:
Special Event Application
Festival Information Handout
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Insurance
Every organization hosting an event must have adequate liability insurance coverage, and this
requirement should be noted and researched early in the planning stages for your special event. This
coverage will protect the insured against damages and defence costs for liability (resulting from
injury to others), or property damage arising out of the activities of the insured. The coverage must
include volunteers, directors and the event itself. Additionally, Party Alcohol Liability (PAL) insurance
is required at events that are serving alcohol.
When booking a facility or park with Park, Recreation & Culture, the City of Maple Ridge needs
to be listed as additional insured:
Selecting and Booking a Location
Now that you have an idea, a committee and a
plan it is time to pick the best place to hold your
special event. When you are considering
locations for your event, make sure you consider
cost, the people who you want to attract, the
people who will be attending, as well as the time
of day and year that your event will be taking
place. There are a number of different venues to
consider, and Maple Ridge has several amazing
venues for special events including:
Community halls
Outdoor parks and park shelters
Ice arenas
Meeting rooms
Gymnasiums
Sports fields
Fairgrounds
Greg Moore Youth Centre
The ACT Theatre
Churches
Schools
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Please note that many facilities are booked months (or years) in advance.
To book a room or facility for your event please contact booking staff at 604-467-7325 prior to
completing your Special Event Application
Fundraising and Grant Applications
Fundraising and generating funds for your event is an important part of your event being a success.
Before you begin to fundraise make a clear and accurate budget for your event so you are aware of
how much money you need to raise. You can then begin to approach local businesses/business
owners to be sponsors for your event. It is a good idea to contact the ma nager or owner of the
business so you can speak to them personally about sponsoring your event. Most businesses will
require that you draft an official letter asking for their sponsorship, so make sure you have a letter
drafted and ready to send after speaking to the owner or manager of the business .
It is also a good idea to target businesses that m ight have a stake in your event. It is possible that
the same people who you are targeting to come to your event are the business’ target clientele as
well. Businesses are more likely to sponsor your event if it is a win -win situation for both you and
them.
Maple Ridge Parks, Recreation & Culture may be able to assist you in funding your special event
in the way of grant money. Be sure to fill out the grant application forms and submit them by the
deadline noted so that you are as likely as possible to be successful in your request.
Helpful Links:
Festival Support Policy
The Festival Grant Application Package
The Festival Seed Grant Application
Advertising and Promotions
Advertising is a very important aspect of the special event planning process, and there are several
avenues you may choose to advertise your event. When choosing what advertising method to use
keep your target audience in mind and try to select the most effective and efficient ways to reach
them. If you are holding a family event for example, you may want to place an ad in the local paper,
and post event posters up in family-oriented environments such as the Library, Leisure Centre, or
the Arena . Also be sure to submit your event electronically to be shown on the Events Calendars on
the City of Maple Ridge website. When you submit your event, click “show on community reader
board” to gain extra exposure!
Helpful Links:
Parks, Recreation & Culture Festivals & Events Online Calendar Submissions
Special Events Application Process
Applying for your special event is now available
online at www.mapleridge.ca/parksandrec. Begin
with step 1 on the page titled “Planning a Special
Event” under the Community Section and fill out the
online Special Event Application. If you have any
questions
call the Festivals Office (604-467-7325) at any
point and we can assist you with filling out the
forms. Additional information and resources are
available on the Festival Planning page. Please
consult our handy FAQ handout for answers to
common questions.
Special Event Application
Safety Planning
Brainstorm with the committee about planning for the safety of spectators, participants and
volunteers. The safety plan will be sent in with your Special Event Application which will be reviewed
by safety personnel. To help ensure that your Safety Plan is effective, repeat it as often as possible
to participants and volunteers. Make sure that the plan you create is communicated in a diverse set
of ways (posters, registration forms, orientation meetings and verbal communication ).
Prepare the Safety Plan:
Assemble all the maps that have been prepared.
Based on the information in the maps, create a Safety Plan that should include the following
details:
Traffic safety procedures
Radio and communication procedures
Flow of traffic
Locations of RCMP vehicles
Locations of barricades & cones
First Aid location(s)
Ensure a detailed plan is provided describing how flow of traffic will be separated from
participants. Remember to utilize sidewalks whenever possible.
Ensure that safety information is clearly communicated to participants and volunteers at their
respective orientation meetings.
Manage how often and how consistently the safety message is delivered
Road Closures:
Road Closure and Road Use Permits are required from the City of Maple Ridge Engineering
Department for use on streets. www.mapleridge.ca
The City of Maple Ridge is reviewing a more streamlined approach – groups will be notified
when this has been finalized.
Lost or Missing Child
In the event of a child going missing there are three main priorities :
Make sure the safety of everyone else on site is not compromised
Gather preliminary information as quick as possible and get the word out to staff and
volunteers as soon as possible in order to start an immediate search
Verify the details on the incident and gather additional information
To assist in locating the lost or missing child:
Ensure notification does not panic staff or general public
An immediate search must be started
Indoor venue – ensure someone is at each exit or entrance and has child’s
description
Outdoor venue – ensure someone is covering as many exit routes as possible
Redeploy staff and volunteers from their regular duties to help cover exits and to search the
site but do not compromise the safety of others.
Issue copies of the site plan to searchers if available
If the child is located ensure that the Event Chair/Safety Coordinator is immediately notified
If the child is not located within a suitable amount of time ensure police are notified - call
911. When making the call police will be dispatched, don’t hang-up! The caller taker will
require additional information. Be prepared to answer the following questions.
Where you are (address of venue/site)
Your call back number ( in case you get disconnected)
The next of kin of the child
A detailed description of the child, including: age, sex, clothing description (start from
the head to toe and include as much clothing description as possible)
The circumstance of the incident, including anything that may have triggered the
incident, how long have they been missing, where were they last scene, was there an
argument (older child)
Who is looking for the child, where are they, cell phone numbers?
Safety Coordinator, Event Chair and any other involved volunteers should document the
incident.
Staff and volunteers should continue to search until advised by police
Once the child is found have a list ready of who will need to be notified
Debrief all staff and volunteers
Developed by Mark Smitton, Maple Ridge Fire Department
In collaboration with Ridge Meadows RCMP and Parks, Recreation & Culture
Site and Electrical Plan s:
Once you have chosen and booked the location for your special event it is important to draft a Site
and Electrical Plan.
The Site Plan will clearly show where the tents or activities will be located during your event as well
as showing where first aid, lost and found, and the volunteer meeting place will be located.
The Site Plan should also show where electrical panels
(distribution panels with multiple outlets) and portable
hand-wash stations (if you require them) will be placed.
This will ensure that City staff are aware of where to set
these up, as well as enabling them to make sure that
there is adequate infrastructure and equipment to set
these items up as you have planned.
An Electrical Plan should show how much power each of
your tents or activities will require and where these will be
plugged in. This will make it easy to ensure that you will
have enough power where you need it to allow your event
to run as smoothly as possible. Parks, Recreation &
Culture staff have developed an electrical plan template
as well as a document showing the wattage draw of
common event equipment to make it easier to develop an
electrical plan for your event.
For more information or for assistance with these plans please contact the Festival and Volunteer
Office.
Helpful Links:
Memorial Peace Park Template
Memorial Peace Park Sample Site Plan
Electrical Plan
Wattage Use
Larger special events may require an Electrical Operating Permit for temporary set-ups. For
information about this permit, please visit the operating permits section on the BC Safety Authourity
website.
The listed wattages below are based on basic items and are not specific to individual manufactures
or brands. Wattage use/needs may vary depending on the types of equipment used. Please ensure
wattages have been accurately accounted for to avoid any shorta ges or surges that may occur
during the event. Research equipment manufacturing labels and if unsure research products
online to account for Wattage needs of the equipment your event will require.
WATTAGE NEEDED
Basic PA System (2 speakers, 8 channel
mixer & wired microphone)
Depending on the system, take the total Watts of your
speakers multiplied by 2. This gets you the best
projection Wattage necessary for your P.A.
Example #1 - two, 150Watt speakers 300Watts X 2 = 600Watts needed
Event Kit PA System – two 250Watt
speakers
500Watts X 2 = 1000Watts needed
Example #2 – two, 300Watt speakers 600Watts X 2 = 1800Watts needed
Commercial Popcorn Machine
4oz. 930 Watts
6oz. 1130 Watts
8oz. 1180 Watts
14oz. 1760 Watts
Commercial Cotton Candy Machine 1370 Watts
Commercial Hot Dog Machine
50 Hotdog steamer 700 Watts
75 Hotdog steamer 785 Watts
160 Hotdog steamer 1000 Watts
12 Hotdog griller 1000 Watts
24 Hotdog griller 1800 Watts
30 Hotdog griller 2200 Watts
LED Christmas Lights
1 strand 4 watts
10 strands 48 Watts
30 strands 144Watts
Tent Lights (commercial light strands)
unknown Watts per bulb X number of bulbs
24 light strand X 5 Watts per bulb 120 Watts
15 light strand X 11 Watts per bulb 165 Watts
Fridges
Kitchen size 500-750 Watts
Mini
Freezers
Chest freezer 600 Watts
Hot Plate 750 – 1000 Watts
Microwave 1000 – 2000 Watts
Coffee Machine
Basic home coffee machine 600-1200 Watts
Keurig 1500 max.
100 cup coffee urn 150volts (need to convert to Watts)
Computers/Stereos
iPad/tablet 20 Watts
laptop 85 Watts
Stereos 30 – 100 Watts
Electrical Plan
Electrical Panel 1
Item Wattage Use
Total Wattage
Electrical Panel 2
Item Wattage Use
Total Wattage
W eights that consist of cement plates, which are
Your Craft Tent: Weigh it down
T he tent you use at an y event is comm on place. W hat is not k nown is that even a sm all am ount of wind
can send a tent sailing across the landscape or even across the road. Most accidents at Festivals and
other events involve wind-blown tents, canopies and um brellas. Each leg of the tent needs to be correctly
and evenl y weighted in order to avoid dam age to the tent or your product and other problem s such as
personnel injur y.
ACCEPT ABL E TYPES OF TENT WEIGHTS (Minim um of 40 pounds per leg)
SUSPENDED VS. SECURED TO BASE OF LEG
Canopy weights can be either suspended from the top corners of
the tent or secured to the base of each leg.
It is ver y im portant to secure the weights around each leg with a
bungee cord or rope so that it will not be able to swing lik e a
pendulum .
STORE BOUGHT WEIGHT S
Store bought weights can be purchased in a
m yriad of types; that you suspend from the top
corners of your craft tent; weights that you
secure to the base of each tent leg; fillable
weights m ay be em ptied and filled with sand
and/or water;
secured to the base of your tent leg, require no
filling.
Homemade Weights:
Man y professional craft artists use their own hom em ade s ystem s for weighting tents. Hom em ade canop y
weights are typicall y slightly less expensive than store bought weights, and the y can be custom m ade to
specifically m eet your particular needs. Store bought weights, on the other hand, are extrem ely
convenient, and the y are t ypicall y not that m uch m ore expensive to buy when com pared with the cost of
m ak ing your own tent weights.
M ake Your Ow n Weights:
If you plan to m ak e your own tent weights, there are a few solutions that people have used
PVC PIPE WEIGHT S PVC pipes filled with concrete (or som etim es sand), are used b y m any craft artists.
T o m ak e your own PVC pipe tent weights you will need: 1. PVC pipe (preferably white) 2. Concrete, such
as Quik rete 3. End caps. 4. Eye bolts
To make your own PVC pipe weights, s imply fill a length of 3-4 inch PVC pipe with concrete (Quikrete is a
popular brand and is available at many home building supply stores). Look for white PVC pipe, which will
blend in with your white craft tent better than other colors. The length and diameter of the pipe you
choose will depend on how much you want the pipe to weigh. Although many people aim for 40 pounds of
weight on each leg, you may want to create 8 pipes that weigh 20 pounds each (i.e. two weights for each
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leg) instead of 4 pipes that weigh 40 pounds because the 20 pound weights will be easier to manage. If
you go to a home building supply store that prov ides good customer service, they will be able to help you
do the math on the amount of concrete (and, therefore, the size of PVC pipe) you will need to create the
amount of weight you want. Secure end caps onto one end of each PVC tube. Mix the concrete according
to directions, and pour into the PVC pipes. After you pour the mixed concrete in the pipe, and before it
sets, insert a ring bolt into each weight, which will allow you to hang the weights from the corners of your
tent. Many people use bungee cords to hang their weights. You need to ensure they are secured well,
especially around the base of each leg so as not to allow the PVC tube to ever swing like a pendulum.
Canopy Safety 101: Your Guide to Canopy Safety
Canopy weights m ust be attached to vendor canopies at all tim es. In certain inclem ent weather conditions
even properl y secured canopies can be precarious. If canopies need to be tak en down in the m iddle of
the festival due to inclem ent weather, vendors should direct custom ers to m ove out of the wa y so they are
not injured. W eights should be secured in a m anner that does not create its own s afety hazard. W eights
should not cause a tripping hazard and should be tethered with lines that are clearly visible. W eights
should have soft edges to avoid caus ing cuts and scrapes, all weights m ust be securely attached and
weights should be on the ground, or m idwa y to the canopy leg (NOT above people’s heads).
Alw ays b e prepared You should alwa ys have your canop y secured to the ground. It is not enough to
have the tools necessar y to secure your canopy on hand if you do not em plo y them . Strong gusts can
com e up without warning anywhere, at any tim e. After your canop y takes flight and causes dam age it is
too late to decide to secure your canop y. You should assum e winds will com e. Indeed, the y often do.
Alwa ys secure canopies. During setup and break down periods canopies are vulnerable to wind. Stay
alert. During the peak business hours of m ark ets, the m ere presence of hundreds of shoppers, along with
the tight configuration of all the vendors, creates a disruption in the flow of wind, reducing its force
through the festival area. But at setup and break down tim es, the shoppers are gone, the solid block of
vendors is disrupted, and you are at som e point in the process of setting up or taking down your canopy.
You m ust be sure to com pletel y secure your canop y as soon as you set it up, and take down your canopy
as soon as you rem ove its weights at the end of the day. Do NOT let yourself be interrupted b y
ANYTHING in the m iddle of this process, as a half -secured canop y is as dangerous, if not m ore
dangerous, than an unsecured canopy. Examples of good canopy weights • Filling an em pty bucket
(2.5 gallon work s great) with cem ent and tying this to each corner of the tent with a rope or bungee. It is
NOT sufficient to place the buck et on the feet of the canop y. • Filling buck ets/containers with sand/cem ent
that can be anchored or secured with a rope or bungee; these include canvas bags or plastic
buck ets/containers that have a handle through which a rope or bungee can be secured.
• Sandbag weights that ar e speciall y m ade for securing canopies and weigh at least 40 pounds. These
sandbag weights are vertical and can be strapped the legs of the canopy.
• PVC pipe capped and filled with cem ent can be hung on the inside of canop y poles as long as it is
secured so that it does not collide with custom ers, nor swing around lik e a pendulum . The best weights
are strapped to the bottom of each leg, and then tethered via a bungee to the top corner of the canop y,
thus lowering the center of gravity of the canop y. In a strong gust of wind, even canopies secured
w ith enough w eight, can be broken if the w eights are not suspended from the top corners of th e
canop y.
Exa mples of Bad Canopy Weights • Gallon water jugs are not heavy enough for large gusts of wind. One gallon of
water weighs 8 pounds. One gallon o f water on each corner would be the equivalent of a 3 year old child trying to
hold do wn a 100 square foot parachute.
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• T ying tents, canopies or um brellas to tables, coolers or vehicles provides tripping hazards and
frequentl y does not provide adequate weight. Vendor s afety is just as im portant as custom er safety.
• Sandbags that cannot be placed upright and securely tied to the tent or canop y should not be used.
• In addition to not providing enough grip to prevent a canop y from tak ing flight in a strong gust of wind,
tent stak es are barel y visible to shoppers and can cause a serious tripping hazard to an unsuspecting
custom er.
• Never use cement blocks! The y are hard, eas y to trip over, and are ver y effective toe and shin
break ers.
• At all costs, avoid stretched out cords and lines. Custom ers and their children will get them wrapped
around their arm s or legs, causing them to trip and fall, and perhaps pull over your displa ys in the process
First Aid Attendants
It is important to ensure that for the entire duration of your event you have clearly identified,
designated and have qualified person(s) to provide first aid care in the event that someone is
injured. The amount of people who are staffed as first aid attendants should be proportionate to the
level of risk at your event as well as public
attendance. Make sure you have a fully stocked first
aid kit, as well as a clearly identified area for people
to go if they are in need of first aid attention.
Safety Plan information will be collected as part of
your Event Application. Ensure that all members of
your committee are aware of what steps to take
incase an emergency happens during your event.
For more information on Safety Planning please
contact the Festivals and Volunteer Office.
Helpful Links:
St. John’s Ambulance Community Services Event Booking Inquiry
MedVents First Aid Request Form
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You may also want to approach local businesses to see if they are willing to have a poster or flyers
left in their store (a good time to ask this would be when canvassing for sponsorship or in-kind
items).
Useful Local Media Contacts:
Maple Ridge News 604-467-1122
Maple Ridge Times 604 -463-2281
Active Events and Parades
Active events and parades bring excitement for people of all ages. They allow the community to
come together and celebrate, participate in something exciting and be a spectator to something new
and different. Active events and parades both engage the crowd and simultaneously energizes the
event and parade participants themselves.
Active events and parades that happen in the evening bring a special level of excitement to the
community, but special considerations must be taken.
Plan to have your registration, staging and disbursement areas where there are adequate street
lights and trained road safety personnel.
Have adequate numbers of flashlights and batteries for volunteers.
Use high visibility vests (jackets). See Festival Office to assist in arranging.
Make sure participant entries are brightly lit or attired so they are visible to all event spectators.
Participant Information Packages
Consider promoting your event in local media and inviting participants to enter at least three months
in advance. Send out registration information to event participants well ahead of time by e-mail.
Reinforce this information and guidelines through on-site communications during registration and
through signage before they enter the route. If you outline guidelines for acceptance, be clear so
participants understand how much time is necessary to create an acceptable entry. For example,
when hosting a parade event you could state that a vehicle must be 75% decorated, clearly identify
what that means.
Active Event and Parade Etiquette Information for Participants
Consider how you will communicate the following guidelines to the public:
The golden rule during a parade is "bums on the curb, feet in the gutter". The event needs the
full roadway.
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Do not cross the event route after the event has started. If you must cross the street, ask a
Parade Marshal to escort you.
Keep a close eye on children during the event. Children can cheer and wave, but it is dangerous
for them to run onto the street for handshakes, autographs or hugs.
Dress for the weather – and anticipate changes.
Volunteers
An active event is a major community event and will
need adequate numbers of volunteers in order to go
ahead. Plan a safety and information meeting
approximately one week before the event so volunteers
are informed of their rights and responsibilities, have
timelines for the event and contact information. At the
safety meeting, include training on:
Incident reporting
Importance of wearing safety vests
Limitations on their role in reference to traffic:
Traffic can only be directed by a certified
traffic control person. Volunteers without
this two day training can only man barricades but not direct traffic. They should stand
safely to the side of the roadway and can give out information to drivers and open
barricades to authorized vehicles only.
Be sure to coach new volunteers, or share roles to help make things manageable for new volunteers.
Take care of your volunteers during the event, and show appreciation immediately after their shifts
and again at a follow-up meeting after the event. Start early to locate barricade volunteers who can
deal with potentially difficult people, such as drivers who become upset when they can’t understand
how to avoid the event closures.
Station a barricade volunteer beside each barricade where a street will be closed, to ensure that the
barricade remains in place and the volunteer is protected from traffic. Identify locations for
barricade volunteers, and give each volunteer a map that identifies the locations.
Reference:
Work Safe Traffic guidelines, for volunteers
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Safety Standards for Volunteers Near Roadways or Barricades:
Any volunteers assisting at barricades need to wear a high visibility safety vest. Some vests
are available with the rental of the Special Event Kit. If more vests are required (above what
is in the kit) Parks, Recreation & Culture have some vests available.
Volunteers at barricades must be aware for these safety procedures:
Position yourself for maximum visibility
Stand where you can see and be seen by approaching drivers.
Stand where the background will make you stand out as much as possible.
Draw attention to your position by using a cone situated n ear you.
Be confident: Be firm, clear, repetitive and correct.
Look around, and know where your escape routes are.
When dealing with anger, remain calm, be respectful, do not engage in altercation or
discussion – call for help if you need it. Find assistance by calling 911 or connecting
with safety personnel or Parks, Recreation & Culture staff on site.
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Parade Component s
When planning a parade event, additional safety steps must be taken in organizing and planning
your event and route map. All parade events must include these additional details in the planning
process:
Registration Area
In the case of a Parade event, ample space must be provided for parade floats
to park when arriving for the event. Ensure that this area is designated with lots
of room especially when running a parade as you want to ensure there is space
to allow the floats to drive in, register and pull out easily.
Staging Area for Parades
Side streets along the beginning of the
route are used for the staging area. This is
where floats are parked prior to the event
in the sequence they will participate in.
Parade Disbursement Area
After the event, parade floats need a
designated area where they can remove
decorations and prepare their float or
vehicle for the drive home. To avoid
congestion, organizers should plan a large
parking area clear of the parade route. Contact the Engineering Department at the
City of Maple Ridge for information and procedures regarding parade liability.
Marshalling for a Parade
The amount of time and space used for marshalling will be at least twice that of the
parade time. Remember that large floats can create blind spots – it is a good idea to
have a spotter designated for large floats
Parade Participants Orientation Meeting
Plan a procedure and safety meeting with parade participants to take place three to
five days before the event. Require that at least one representative from each entry
attends the meeting and signs off on the safety and procedural guidelines.
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Equipment Logistics
Ensure that committees are assigned to
arrange for the equipment and supplies that
will be needed. For example:
Port-a-potties
Garbage Cans/Recycling Bins
Vendors (refreshments, bottled water)
Tow trucks
Portable radios
Cars (convertibles) for dignitaries
Security
First Aid
Authorizations, permissions, facilities access, and so on
Signs: No Parking & parade numbers
Line markers
Directional cones and signs
Tables, Chairs, tents for water stations, first aid
Safety vests, cones and barricades
Traffic Control
Prepare for the impact on local traffic well in advance of the event:
Be aware that you may be required to hire Traffic Control Personnel
Ensure that there are plenty of barricades and cones
(cones placed approx. 100ft apart along active route).
Ensure that enough portable radios will be on hand at
the event for communicating with the Event Chair, the
traffic control company (if applicable), Volunteer
Coordinator, First Aid, and others as needed.
Publish maps for the public as described in the Events
Maps section of this guide
Be sure to contact others who may be affected by the
road closures, including businesses or residents along
the closure route.
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Trains, Train Crossings, Buses
Communicate your schedule and route to transit services so they can re-route their buses if
necessary. Transit will post temporary signs to the bus stops that are impacted by the road closure.
This is also essential incase your event is scheduled to go through a train crossing. Keep in mind that
even if your event does not interfere with transit services, gatherings of spect ators might affect
routes or might dictate an increased need for public transit services on that day. The Engineering
Department may be able to assist with the notifications.
Registration Area
Provide a registration area for participant groups, teams and individuals to gather when they arrive
for the event. Ensure there is enough room for participants, spectators and supporters to gather in
this area during the event registration process.
Spectator Areas and Enjoyment
Identify safe areas for spectators who are getting to and leaving the event area, to do this consider
their flow before, during, and after the event. When planning the route, consider the availability of
spectator seating space and vantage points, a properly designed route will assist planners in
protecting the public from unnecessary risk
Route Walkabout
To choose the best possible route, walk the route or routes that you are considering, together with
the entire committee. When planning Active Events try to use routes that include sidewalks whenever
possible. Take a camera, map, and clipboard along on this walkabout. As you walk, record the
committee's observations, including:
Where sidewalks are located
Where barricades should be set up
Where flag persons should be stationed to direct event participants
What businesses or apartment buildings might be affected
Any traffic or road condition concerns you may observe
Any traffic intersections, 4 way stops or cross streets that may be impacted
Consider if the route is near or crosses a railway
Any other areas of concern that committee members identify along the route
Any actions that will need to be taken for any areas of concern
Adequate locations for marshalling and disbursement
Suitable locations for dropping off and picking up entries and participants
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Consider if the route is near or crosses a public transit route
If possible, choose a circular route where participants can return t o the original staging area.
If this is not possible plan on how entrants will get back to the marshalling area if required.
Wherever possible, ensure the event stays on one side of the road to permit safety vehicles to
pass if necessary.
Route Review and Selection
Very soon after the walkabout, hold a brainstorming session with your committee to review the notes
that you have gathered. The purpose of this meeting is to discuss any concerns identified on the
walkabout and to confirm the route that you will propose in youth Special Events Application . By
ensuring stakeholders are at this meeting, the ability of the committee to brainstorm solutions with
safety personnel will greatly increase the viability of the route.
The number of people who attend this meeting
depends on the scale of the event and should
include:
The people who conducted the walkabout
The event organizers (planning committee)
The event's safety committee
Preparing Site and Route Plans
Different versions of your site and route map will
be needed at several stages of the event
planning process.
Event Proposal Map
The first maps that you prepare summarize the outcome of the walkabout review meeting. This can
include any or all of the maps that are described here, and which can be further refined after review
throught the Special Event Application Process.
Route Map for Active /Parade Participants
The route map will clearly show the direction of traffic between the staging and disbursement areas.
See maps near the end of the manual for site plans.
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Traffic Map
Create a site map to distribute to barricade volunteers or traffic personnel, with secondary routes
highlighted. Provide as many options as possible, to reduce driver frustration. Include maps as part
of the communication plan, letting the public know where to view the event, where to park and how
to avoid traffic delays.
Publish maps that clearly show the road closures and alternative routes in such media as:
newspapers
Websites
radio and/or television
posters
Route Map for Emergency Services
It will be helpful to have a back-up map that emergency services personnel will utilize in the
event of an emergency while the event is in motion.
RCMP, Fire Department and BC Ambulance may need to access the route and or site during your
event. Consider these important steps when planning your site.
If park or road closures are in effect, ensure there is a trained volunteer ready to ensure access
for emergency personnel.
Equipment and Event Activities
Equipment and Supplies
You will not only need a location for your special event, you will also need equipment and services to
help make your event a success. Parks, Recreation & Culture has some equipment that may be
available for you to borrow for your event. Please be aware that there may be a charge for staff time
to assist with the set-up and take-down of equipment. Also, if the equipment you require is not
available from Parks, Recreation & Culture you may need to rent these items from an event supply
company.
Tables
Chairs
Safety Vests
Portable hand-wash stations (for hand-washing only, not for drinking or food preparation)
Electrical Distribution Panels
Barricades
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Event Trailer
Maple Ridge Park, Recreation & Culture, in
partnership with Ridge Meadows Association for
Community Living, is pleased to share an Event
Trailer. This trailer is available to non-profit special
event committees for use in Maple Ridge.
For a nominal fee, the trailer is delivered by the Ridge
Meadows Association for Community Living, and their clients will assist the event volunteers with
unpacking equipment and then returning the items to the trailer when the event is over.
The Event Trailer can be requested when you complete your Special Event Application or after your
application is submitted by completing the Event Trailer Request Form
For a complete list of all the items in the Community Event Trailer, click on the link below.
Helpful Links:
Event Trailer Brochure
Entertainment
Entertainment at special events makes the experience more enjoyable and fun for all those who
attend, it is also your chance to add flair and personality to your event. The first step in choosing and
booking entertainment is deciding what type will best suit your target audience. Keep in mind that
you will likely need to hire a sound production company if you plan on having a live band or
performer at your event.
Design an event schedule that varies the entertainment throughout the course of the event to
prevent time periods where there is little happening.
Ensure that you have booked all the equipment necessary for the entertainers. Do they require
equipment such as staging, sound equipment, tables or chairs? These are all items you would want
to make note of and book beforehand.
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It is useful to make entertainers aware of where and who they are suppo sed to check-in with on
event day. Let them know in advance of what time they need to arrive.
SOCAN Music Tariffs
SOCAN is a society that ensures music creators and their publishers get paid for the communication
to the public and public performance of their music. As an event producer you require a Performing
Rights Licence when you use copyright-protected music in your facility or during your event.
SOCAN will grant such a licence, allowing you access to virtually the world’s entire repertoire of
copyright-protected music, when the applicable licence fees are paid. These fees are based on tariff
rates set by the Copyright Board of Canada.
Click on the link below to visit the SOCAN website and to find out more.
Helpful Links:
SOCAN Website
Re-Sound Licence Fees
This licence covers the use of recorded music used as part of a circus, ice show, firework display,
sound and light show,or any similar event. This covers all music use before, during, and after the
event.
How the Licence Fee is Calculated
The licence fee is 0.8% of the gross receipts from ticket sales (exclusive of taxes), subject to a
minimum fee of $61.85 per event.
Examples
A Victoria Day fireworks show uses recorded music as people show up and as they are
leaving. They charge no admission: Minimum licensing fee of $61.85 plus tax applies.
The Vanilla Ice Skating Club holds three shows over the course of a weekend. The Friday
night show grosses $2,400.00 in ticket sales, the Saturday matinee grosses another
$8,800.00, and by Saturday night the show achieves gross ticket sales of $11,256.00:
$61.85 ($2,400.00 x 0.8%, less than minimum fee) +$70.80 ($8,800.00 x 0.8%) + $90.05
($11,256.00 x 0.8%) =licence fee of $222.30 plus tax for all three shows.
Helpful Links:
Re-sound Website
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Food Vendors
Depending on the time and length of your event people may get hungry or thirsty. Having food
vendors or caterers at your event allows people to stay at your event and eat there instead of
having to leave. There are many local businesses that can be contacted to cater or provide food at
your event. It is the responsibility of the food vendor to apply for a food permit and to meet the
requirements as outlined by the Public Health Services Office. Refer to the Fraser Health Package
link below for more information on permits and on how to serve food at a community event.
Helpful Links:
Fraser Health Food Permit
Food Vendor Certification
Mobile outdoor food service units require a BC Safety Authourity certification and must bear an
approval decal from BCSA or must be certified and labeled by a certification organization
accredited by the Standards Council of Canada. If a unit has none of these, then it must go through
and complete a permit process with a licenced gas contractor before it is operated in BC.
Environmentally Friendly Food Service Providers
A large source of energy consumption and waste production at special events is food. The type
of food you select to serve and the method you serve it in are only a few of the many ways to
incorporate environmentally friendly food service providers into your upcoming event.
For more information on how to make your special event as environmentally friendly as
possible, read the “Planning a Green Event” section of this Guide.
Beer Gardens at Event s
While many people may enjoy a beer garden at your event, hosting a successful and safe
beer garden takes careful planning and preparation.
Step 1: Submit a Special Event application
Visit the Community section on the Parks,
Recreation & Culture website and go to the Festivals
and Special Events page. Under Planning a Special
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Event, fill out the Special event application (under step 1). Include a site map of your event
showing the placement of your beer garden and other activities.
www.mrpmparksandleisure.ca
RCMP and others on IMEC review the application and provide feedback, if applicable. Please
allow two weeks for this to be processed.
Check out our festivals information handout for more information and FAQ
Step 2: Obtain a Liquor Licence
Ask for a letter of permission from Parks, Recreation & Culture staff and bring it with you to a
BC Liquor Store to obtain a Liquor Licence. You may also apply online at
https://solo.bcldb.com/ and attach the Parks, Recreation & Culture letter to the application.
Take your Liquor Licence and permission letter from Parks, Recreation & Culture Staff to the
RCMP. If you applied online it will automatically be sent to them.
Upon approval, the RCMP will provide guidelines depending on location, size of event, and
potential risk factors.
The person taking out the licence must be certified with Serving it Right. More information is
available at: www.servingitright.com
If you need assistance with your event application, please call the Festival Office at 604 -467-
7325.
Step 3: Insurance Coverage
Serving alcohol at an event requires additional insurance. The additional insurance cost for a beer
garden ranges depending on the size of the event. Check with your event insurance company for
further information. You will be required to add additionally named insured to your event insurance.
See page 10 of this manual for more details.
Other Beer Garden Considerations:
Refrigeration & related electrical requirements
Seating
Fencing
Post Event Clean-Up
You are required to ensure that the Park or facility
you use for your event is in the same condition after
your event as it was before your event started.
Ensure that you have enough volunteers to help with
clean-up and garbage pick-up after your event is
over. Parks, Recreation & Culture have garbage pick
up equipment available for volunteers to use while
they clean-up.
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Getting Rid of Waste
When organic waste and biodegradable utensils are used, disposing of these wastes in regular
garbage bags slows the break down process. These materials are best disposed of in biodegradable
garbage bags.
Planning an Environmentally Friendly Event
Making Your Event Green
Now that you know the basics of how to put on a successful event here are some ways to make your
special event as environmentally friendly as possible. With increasing demands on finite resources
and growing green initiatives there is a growing demand on minimizing the negative environmental
impact that events often produce.
Setting Up for Success
One of the best ways to ensure that your event is as green as possible is to plan for a gree n event
from the very beginning
Delegate the task of implementing green initiatives at your special event to someone on your
committee or create a position for the Green Leader
Be sure to allocate some time and resources to your green initiatives
Set goals so you can measure your success and aim higher next time
Ensure that your green initiative is a priority and make sure that all committee members are on
board
Develop an Environmental Statement that communicates your efforts and goals to
stakeholders and possible participants/vendors at your event (see link below for an example of
an Environmental Statement)
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Ideas for Green Events:
Transportation
Encourage participants to walk, cycle, take public transit or carpool to your event
Include transit and bike route information on your website, Facebook page or other advertising
material
Provide an on-site lock up for bikes
Equipment/Facilities
Whenever possible use natural light
Promotion/Merchandise
Print all advertising on post-consumer recycled paper
Use the internet to promote as much as possible
Consider purchasing souvenir items that are made from renewable resources or that are bio -
degradable
Waste Reduction/Recycling
Avoid paper whenever possible, use dry erase boards, flip chart paper or power point
presentations instead of handouts
Compost food waste, make sure a compost bin is near food vendors and is clearly marked
Learn what types of materials can be recycled
Ensure that labelled recycling bins are present at your event. Place them next to garbage bins
to prevent recycled materials being placed in garbage bins and to make recycling easy for
participants
Consider approaching your local recycling station for help with signage and bins
Ask a local sports team to collect cash value recyclables as an easy fundraiser to reduce the
amount of cans and bottles in garbage bins
Remind participants to recycle, promote recycling whenever possible, during the opening
ceremony, announcements, and as people begin to leave the event.
Invest in signage that can be used every year
Print event programs on large signs that are placed in high traffic areas and easily visible
locations rather that printing hundreds of paper programs
Helpful Links:
Ridge Meadows Recycling Society
David Suzuki “How To Host A Sustainable Carbon Neutral Conference or Other Event
A Greener Festival
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Food and Beverages
Food Vendors and beverage cups are likely to be the highest contributor to waste at your event. Pay
special attention to trying to make these aspects of your special event as green as possible.
Meet with possible vendors well in advance to communicate your events green policy to them
to see if they meet your requirements
Ask vendors to purchase compostable, biodegradable food service products
Avoid bottled water whenever possible
Encourage participants to bring their own mug for beverages
Sell or provide reusable festival mugs, these can be a souvenir or act as a promotional or
fundraising item
For more information on how to be as environmentally friendly as possible contact The R idge
Meadows Recycling Society at 604-463-5545.
Working with Food Vendors
All food vendors are to be registered with their home authority and will comply with the requirements
of Fraser Health and their safety inspectors. Temporary Food Permits must be issued to all food
vendors. Vendors must contact Fraser Health to obtain the permit; their phone number is 604-476-
7000
Vendors are discouraged from bringing gas generators, generators may not be necessary as some
sites have an extensive network of power hook-ups that have been specifically designed for events.
Vendors needing power (gas or electricity) for any purpose will carry relevant firefighting equipment.
All vendors using Liquefied Petroleum Gas/Propane (LPG) will comply with current gas safety
legislation and all gas appliances brought on site will have been inspected by a GAS SAFE registe red
fitter within the last 12 months. Vendors will only be permitted to store enough LPG for a 24 -hour
period or 200kg, whichever is least.
All food vendors that have fire suppression systems will need to ensure these systems have current
certification (within 6 months) and also have a portable Type “K” Fire Extinguisher, in addition to a 5
Pound ABC Dry Chemical Fire Extinguisher.
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Refueling
Do not refuel the portable generator when the unit is running. Any spark could ignite the vapors,
causing a fire or explosion. Always have a fire extinguisher nearby when the unit is running. Parts of
the generator get very hot; take care to not get burned. Ensure that children are kept away from the
unit at all times.
Always read the safety manual before usin g the unit.
Proper Power Cords:
Always use the proper power cords. Vendors and event organizers should only use heavy, nominal air
cables free with high enough indicators to control the electric current. Small lamp cords, and
household extension cords etc. are not heavy enough. Small cords can overheat and cause a fire. Do
not use damaged cords or wire ropes as these may cause a fire or electric shock. When running
cords, try to keep them in the soil, or around the edge of tents/vendor trucks, so pedestrians do not
travel over them.
Fire Prevention Bulletin
Food vendors servicing Special Events within the city of Maple Ridge are required to adhere to the
guidelines set forth in this bulletin effective January 1, 2015. Event organizers are responsible for
ensuring compliance of food vendors attending their events. Non -compliance will result in
permission to operate being revoked without notice.
COOKING INDOORS
o Stand-alone portable appliances which use solids, liquid or gas as a fuel source are
NOT permitted to be used for cooking indoors under any circumstances, with the
exception for the use of Sterno™ for the warming of food.
o Stand-alone portable appliances which use electricity as a source of heat are
permitted to be used for cooking indoors provided:
Appliance(s) rest on a non-combustible base. Collapsible table legs must be
secured in the deployed position.
Appliance has certification seal from a recognized testing agency (i.e. CSA,
UL/ULC, etc.), and is in good repair.
No cooking of products which generate grease laden vapours.
Non-combustible barrier installed to keep general public from interfering with
appliance(s).
o 5 lb (3A:40BC) ABC dry chemical fire extinguisher must be provided for indoor
cooking operations.
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COOKING OUTDOORS
o Stand-alone portable appliances which use solids, liquid, gas or electricity as a fuel
source are permitted to be used for cooking outdoors provided:
Appliance(s) rest on a non-combustible base. Collapsible table legs must be
secured in the deployed position.
Appliance has certification seal from a recognized testing agency (i.e. CSA,
UL/ULC, etc.) and are in good repair, OR, the appliance has been approved
for use by the BC Safety Authority.
Portable appliances to be positioned 1.2m, or as stated on appliance label,
from any combustibles, tent, canopy or structure and the general public.
5 lb (3A:40BC) ABC dry chemical fire extinguisher is provided.
Grease laden vapour cooking operations require a K class extinguisher in
addition to dry chemical fire extinguisher.
o In addition to the above requirements, stand-alone portable appliances are permitted
to be used for cooking outdoors under a tent, awning or canopy provided:
Tent, canopy or awning is constructed of materials that meet or exceed the
requirements of either (documentation required):
NPFA 701 – Standard Methods of Fire Tests for Flame Propagation of
Textiles and Films
NPFA 705 - Recommended Practice for a Field Flame Test for Textiles
and Films
CAN/ULC S-109-M – Flame Tests of Flame-Resistant Fabrics and
Films.
No assembly of the general public permitted beneath a tent, canopy or
awning that is also being used for cooking.
i. Fryers used under a tent, awning or canopy must have a non-combustible
weather shield installed at least 1m above the fryer.
Excessive smoke or fumes generated as result of cooking will result in permission to operate being
revoked.
b. Multiple appliances plumbed together are permitted provided a gas/electrical permit
is acquired from the city of Maple Ridge building department, in addition to the
requirements specified in: B (a) and (b).
B. MOBILE FOOD VENDORS
a. Food vendors offering services from a mobile unit such as, but not limited to, truck,
trailer, cart, wagon, etc., which use liquid, gas or electricity as an appliance fuel
source, are permitted provided:
i. The mobile unit is in good repair and has been inspected/ approved by the
BC Safety Authority with the acceptance label clearly visible.
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ii. Mobile units are to be positioned 3m from any combustibles, tent, awning,
canopy, structure or another mobile unit.
iii. Any cooking which generates grease laden vapour permitted provided the
appliance is beneath a NFPA 96 compliant hood fitted with a ULC300
compliant suppression system certified within the past 6 months.
iv. Integrated internal combustion generators on mobile units to have exhaust
directed away from general public while in use.
v. Mobile units equipped with commercial hood systems are not permitted to
operate within buildings or under structures of any kind.
vi. 5 lb (3A:40BC) ABC dry chemical fire extinguisher is provided.
vii. Grease laden vapour cooking operations require a K class extinguisher in
addition to dry chemical fire extinguisher.
C. PORTABLE GENERATORS
a. Portable internal combustion generators/inverters are permitted provided:
i. Unit is positioned 1.2m, or as stated on appliance label, from any
combustibles, tent, canopy or structure and the gene ral public.
ii. Extension cords are grounded and are of appropriate gauge for the load and
length.
iii. 5 lb (3A:40BC) ABC dry chemical fire extinguisher is provided.
D. GENERAL PRECAUTIONS
a. All food vendors to have on site no more than one day’s supply of liquid or ga s fuel.
Storage of extra fuel containers not permitted in the vicinity of appliance(s).
Preferred size of propane cylinders to accommodate a day’s use without interruption.
b. Propane cylinder(s) to be secured upright while in use or being stored.
c. Exercise caution when refueling internal combustion generators that are hot from
running.
d. Fire extinguishers require proof of certification within the past 12 months.
e. Required fire extinguishers to be positioned so as to be accessible without exposing
the operator to undue risk.
Volunteers
Special events and festivals do not happen without the help of many dedicated and generous
volunteers. Developing and maintaining a system of recruitment, orientation and training, evaluation
and recognition will establish and build a strong volunteer base for your event.
Criminal Record Searches
Where volunteers may be in contact with minors or vulnerable populations the volunteer should be
asked to consent to a criminal record search. This will protect the publ ic and the committee
organizing the event. Contact the Festivals Office for more information on Criminal Record Checks.
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Recruiting Volunteers
Volunteer Maple Ridge
Contact the community volunteer centre with volunteer
opportunities for further promotion.
Volunteer Maple Ridge Pitt Meadows
11907 228 Street
Maple Ridge, BC V2X 8G8. 604-467-6911
Helpful Links:
My Volunteer Page
Maple Ridge/Pitt Meadows Community Services – Volunteering
Volunteer Information at the Maple Ridge Leisure Centre
Designated area in the facilities are available to display posters, pamphlets and registration forms for
community event volunteer opportunities. Materials can be dropped off at the front desk addressed
to the Festivals and Volunteer Office for posting.
Community Bulletin Boards
There are a number of community bulletin boards that may be used for posting your volunteer
information. Try the public library, Leisure Centre, local malls, coffee shops, and bookstores.
High School Students
High school students require community service hours as part of their curriculum, and high school
teachers provide students with a list of volunteer opportunities on a regular basis. Prepare a short
description of your event, with a contact name and number, and forward this information to
Volunteer Centre with a request that it be included on the Volunteer Opportunities list. This list is
regularly forwarded to the school board and directed to the teachers.
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Working with Volunteers
Safety Guidelines
As an event organizer you should provide a logbook that may be used for volunteers to sign in and
out at the beginning and end of their shift, in addition to being use to record any incidents or
accidents that or occur during your special event. Volunteers should be trained to promptly log as
much information as possible after an accident or incident happens, as they may overlook or forget
important details if they wait until the end of their shift.
Orientation and Training
Provide as much information as possible about the event to the volunteers prior to event day. Create
a schedule for all aspects of the event and ask committee members how many volunteers they will
need for their area. Ensure that all committee members are present so that they can introduce
themselves and describe their roles. Have refreshments available and make sure it’s a fun and
social time.
Ask for volunteers to arrive 10 or 15 minutes prior to their shift so there is time to show them to their
area and introduce them to others they will be working with.
Refer to the Parks, Recreation & Culture Volunteer Handbook for more information on managing,
training and working with volunteers. Contact the Festivals and Volunteer Office for more
information.
Helpful Links:
Volunteer Handbook
Volunteer Appreciation
Thank the volunteers for their time by following up with a phone call. Create thank you letters or fun
certificates and hand them out at a volunteer appreciation or recognition event.
The Rights and Responsibilities of Volunteers
Volunteering should always be a rewarding experience for the volunteer, the agency to whom they
are responsible, and the people they meet during their placement. Mutual respect and
understanding are the keys to effective volunteering. The following guidelines should help promote
understanding between volunteers and those with whom they work. Make sure as an organizer that
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you give your volunteers identification, as well as clear understandings of their job duties, their start
and finish times, and safety and emergency procedures.
Volunteers Have the Right to:
Opportunities for growth and
development
An orientation, training,
continued support and
supervision
Respect
Safe and healthy working
conditions
A variety of activities
A challenging job
Regular evaluations and
feedback
Responsibilities of the Volunteer:
Be committed to the job – dependability, punctuality and reliability are important
Inform their supervisor if they will not be at work
Enforce and follow safety procedures and rules
Tell their supervisor if you are not happy in their placement
Assist the leader wherever possible
Never report to work under the influences of alcohol or drugs
Leave the area they used as they found it
Be a good role model
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Effective Media Relations for Community Groups
It’s easy to make yourself or your organization, sports group or community event
newsworthy! Editors and writers have a tremendous challenge coming up with interesting
new stories to fill the pages of our newspapers. In doing something of interest, observing a
trend, hosting a special event, or telling a story, you become their greatest ally. Your press
release will have a good chance of being printed and a reporter may even run an in depth
story.
Editors will be delighted to hear from you, provided you are articulate and organized and
present yourself as serving the community – not just seeking free publicity or a way to make
a profit. Below are a few tips for getting the press on your side.
Writing Press Releases:
Do: know your target newspapers and read them. Be aware of the kind of stories they
are interested in running.
Do: address your press release to the appropriate staff person and update your list
regularly. Mail sent to someone who has not worked for the newspaper for ten years
or who has departed this Earth altogether will end up being tossed!
Do: know your reporter before making the first contact.
Do: use subject headers that are interesting. Avoid a heading that looks like spam.
Do: include a signature that includes full contact information.
Do: avoid calling reporters on deadline day. If you’re not sure of these days, it is
better to email or send a fax.
Do: avoid using jargon in your press release.
Do: write just the facts and remember “less is more”. Just the facts are needed and
keep the press release interesting. Generally a one page press release is lengthy
enough.
Do: Include: “Who, What, Where, When, and Why?” Also, contact information (and a
web address, if possible).
Do: Editors receive more press releases than they can use. However poss ible, help
the reporter write the story without needing to contact you. It is fine to include a
quote with your press release.
Don’t: follow up with a phone call to ask if the reporter received your email.
Newspapers receive hundreds of press releases ever y day and won’t remember your
email. After a few days, it is fine to call and ask if the reporter has any questions.
Briefly outline your press release as they might not remember reading it.
Don’t: send a press release to your full media contact list. It w ill be assumed that the
story will be covered by someone else. Writers like to know they have a unique story
to cover.
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Don’t: ask to see the article before it appears in the publication. This is an absolute
no-no.
How to Create News for your Organization, Event, or Committee:
Tie it in with current news events.
Conduct a poll or survey.
Arrange an interview with a celebrity.
Make a prediction.
Announce names for a committee.
Hold an election.
Celebrate an anniversary.
Issue a list of facts.
Present an award.
Hold a contest.
Appear before public figures or run for office.
Write a letter to the editor.
Organize a special event.
Release a letter you received.
Issue a protest.
Stage a debate.
Honour an institution.
Organize a tour.
Adapt national reports and surveys for local use.
From : Wilcox, Ault, and Agee, Public Relations: Strategies & Tactics, 3 rd ed. (1992)
What if the story is inaccurate?
Send an email to the writer with a cc to the editor and ask for an error correction to
appear in print as soon as possible.
As objectively as possible, explain the errors or omissions and cite the facts. Don’t let
anger get in the way but approach the situation with an attitude that there has been
a misunderstanding that can be corrected. Politeness goes a long wa y during this
process.
Effective Interviews with Reporters:
When you have a request from a reporter for an interview and agree to talk to the reporter,
the following are some t ips for success (from Public Affairs Specialist, Linda Thielke ):
Talk about what you know. Don't discuss issues outside your area of expertise.
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Treat the reporter with respect and trust. In most cases a reporter is not trying to trick
you or get you to say something you don't want to say. They are just professionals trying
to do their job.
Realize that stories are written for the 5th to 8th grade reading level. Avoid jargon
and too many details during an interview.
Understand the importance of a reporter's deadlines, and do your best to meet them.
Be prepared. Ask the reporter who else has been interviewed, ask about the focus of
the story, and find out when the deadline is for the story.
Know two or three messages that you want to communicate to the reporter and
structure your answers around these key points. Don’t worry about be ing repetitious
because only a few of your comments will be included in the story.
Practise your answers to tough questions before calling the reporter back for the
interview.
Be concise and have examples to support your claims where appropriate.
Don’t fear silence. It’s okay to think quietly about your answer before replying. As
well, when you finish talking there may be a silence while the writer is making notes.
If you don’t know an answer to a question, just say so. If you can, offer to do some
research and get back to the reporter with the necessary information.
If you can’t answer a question, tell the reporter that the information is private but
avoid saying “no comment” as this tends to sound suspicious to reporters.
Keep the relationship professional and remember everything is on record. Don’t say
anything you wouldn’t want to read later -- even when the reporter is friendly and easy to
have a talk to.
Be as natural and relaxed as you can be during the interview.
Always think about your audience (e.g. your volunteers, your sponsors, your clients,
your employees, etc.). Remember that the reporter is only a conduit to your true
audience.
Memorial Peace
Park
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Albion Fairgrounds
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Community Event Planning Checklist
At Least 5 Months Before the Event
□ Form an event planning com mittee
□ Establish a regular meeting location and dates (e.g. every two weeks)
□ Determine the purpose of the event and brainstorm activities
□ Choose a tentative date and location
□ Check availability of event venue and consider restrictions (e.g. seating capacity)
□ Identify the intended audience
□ Determine possible event sponsors & grant funders
□ Create sponsor levels and amounts
4 Months Before the Event
□ Decide on a theme and title of the event
□ Decide on activities (e.g. performers, speakers, displays, food vendors, crafts, parade)
□ Hold auditions for entertainers
□ Determine roles and responsibilities for committee members (e.g. promotions, food, speakers, stage,
equipment & logistics)
□ Establish an initial budget
□ Research insurance requirements
□ Apply for special permits, licences, insurance, etc. (e.g. food vendor and road closure permits)
□ Create a fund raising plan and begin contacting possible funders
□ Book the Community Event Kit Trailer
□ Decide on a rain plan if the event is outdoors
3 Months Before the Event
□ Develop an advertising and publicity plan
□ Gather cost estimates and finalize the budget
□ Request logos from c orporate sponsors
□ Design a site map of your event. Include power sources, water hook up, activity and stage locations,
parking, volunteer & general information booth
□ Plan for first aid, security, electrical, water equipm ent, recycling, porta -potties
□ Contract entertainment and sound production
□ Create a food vendors’ application form and post on-line
□ Consider accessibility to event (e.g. wheelchair accessible parking)
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2 Months Before the Event
□ Submit a Special Event Applicaiton
□ Submit food vendor information to Health Unit
□ Prepare ads, posters, Faceb ook pages and other promotions
□ Design a volunteer application form
□ Contact the Community Volunteer Centre with volunteer information
□ Begin advertising volunteer positions
□ Design a safety plan. Consider first aid, lost and found centre, traffic plan, security, fire lanes
□ Develop a green plan (e.g. bike parking, advertise bus routes, recycling plan)
1 Month Before the Event
□ Notify emergency and transit services of any road closures. Advertise road closure in local newspaper
□ Design press releases
□ Prepare signage for event (e.g. stage schedule)
□ Finalize entertainment schedule and contracts
□ Submit safety and site plan for municipal approval
3 Weeks Before the Event
□ Design a volunteer schedule and list of tas ks
□ Begin to schedule volunteers for 2 or 4 hours shifts
□ Plan volunteer refreshments and appreciation
□ Prepare volunteers’ ID (e.g. t -shirts, aprons or name tags)
2 Weeks Before the Event
□ Submit press releases to local media, radio stations, public service announcers
□ Host a site walk-through of event with committee members
□ Host a volunteer information and training session
1 Week Before the Event
□ Confirm number of volunteers, entertainers, sounds production and other staff
□ Schedule pick up/delivery of any r ented or loaned equipment
□ Write cheques for payments to be made on event day
□ Prepare speaking notes for emcee
Day of Event
□ Set up registration and volunteer centre area
□ Register volunteers and assign tasks
□ Meet with key organizers for a communication session (pre-event)
□ Make sure tents are weighed down
□ Reserve parking for loading zone, VIPs, accessible parking, Event Kit Trailer
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□ Check entrances to ensure clear, safe and unobstructed access to facility
□ Set up equipment (e.g. tents, traffic cones, barricades, signage)
□ Set up stage and sound equipment
□ Decorate
□ Implement traffic and safety plan
□ Greet entertainers and vendors, assist with set up
□ After event, take down decorations, clean up garbage, tear down stage and other equipment
□ Return supplies to source locations
Week After the Event
□ Send thank you notes
□ Reconcile all invoices
□ Meet with the event planning committee to evaluate the event
Festival Planning Contacts
Festivals and Volunteer Office
11925 Haney Place
Maple Ridge, BC
V2X 6G2
Phone: 604-467-7235
Email: festival@mapleridge.ca
Maple Ridge Leisure Centre
11925 Haney Place,
Maple Ridge, BC
V2X 6G2
Phone: 604-467-7322
Ridge Meadows RCMP
11990 Haney Place,
Maple Ridge, BC
V2X 9B8
Phone: 604-463-6251
Fax: 604-467-7633
Maple Ridge Fire Department
22705 Brown Avenue,
Maple Ridge, BC V2X 9A2
Phone: 604-463-5880
Fax: 604-476-3069
Email: fire@mapleridge.ca
Maple Ridge Engineering
11995 Haney Place,
Maple Ridge, BC
V2X 6A9
Phone: 604-467-7339
The ACT Theatre
11944 Haney Place,
Maple Ridge, BC,
V2X 6G1
Phone 604-476-2787
Fax: 604-476-2187 Email: info@mract.org
Volunteer Centre
11907 228 Street,
Maple Ridge, BC
V2X 8G8
Phone: 604-467-6911
Fax: 604-463-2988
Westridge Security
22470 Dewdney Trunk Road,
Maple Ridge, BC
V2X 5Z6
Phone: 604-463-8933
St. John’s Ambulance
Ridge Meadows Branch
#306-22230 North Avenue,
Maple Ridge, BC
Phone: 604-467-1490
Maple Ridge News
22328 119 Avenue,
Maple Ridge, BC
V4X 2Z3
Phone: 604-467-1122
Website: www.mapleridgenews.com
Maple Ridge Times
#2-22345 North Avenue,
Maple Ridge, BC
Phone: 604-463-2281
Fax: 604-453-9943
Website: www.mrtimes.com
Ridge Meadows Recycling Society
10092 – 236 Street,
Maple Ridge, BC
V2X 7G2
Phone: 604-463-5545
Fax: 604-467-6100
Email: info@rmrecycling.org Website: www.rmrecycling.org
Fraser Health Authority
400-22470 Dewdney Trunk Road,
Maple Ridge, BC
V2X 5Z6
Phone: 604-476-7100
Website: www.fraserhealth.ca
Coast Mountain Buses/Community Buses
Office: 778-375-7500
Fax: 788-593-5785
Email: special.events@coastmountainbus.com
MTV Handy Dart
Office: 604-575-6610
Fax: 778-452-2875
Email: sandie.beerar@mvtcanada.com
Ambulance Services B.C.
Office: 604-660-6897
Fax: 604-660-6702
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SAMPLE FORMS
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Special Event Safety Plan
Potentially hundreds or thousands of people of all ages, abilities and backgrounds will visit
your event and they will trust the event organizers to provide a safety environment for young
children, seniors, persons with disabilities and others.
Fire hydrants and fire connections must be kept clear for easy access in the event of
an emergency.
Have a central “event central” station for lost children, first aid, information, and a
central communication centre with radio or phone access to 911.
Include a First Aid centre – if an ambulance/first aid vehicle is present, place this
vehicle where it can easily exit the festival site if need be.
Power cords and hoses pose tripping hazards for people. Avoid placing cords in front
of facility entrances and across roads and walkways. If this is unavoidable, place
safety covers over the cords.
****Please submit one month prior to your event****
Group Name:
Main Contact:
Onsite person in charge
c/w cell phone number
Phone Number:
Location:
Anticipated Attendance:
Event Itinerary including
set up and tear down
time
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Electrical Needs
The Distribution Panel
requires Parks,
Recreation & Culture
staff to plug into
electrical source.
Please plan with staff
to ensure adequate
resources for event.
List Equipment being Used, and voltage and amperage:
Please make note of
any High Risk Activities:
Propane use: yes no
Fireworks: yes no
Open flame: yes no
Other:
Will Alcohol be Served?
Will Alcohol be Served
Outdoors?
If yes,
a) Special Occasion Permit Required and
b) Liability Insurance (see Facility Booking staff for
specifications).
If yes,
a) Letter of Permission from Parks, Recreation &
Culture, b) Special Occasion Permit Required – see
Liquor Store
Representative for information
c) must follow Beer Garden Requirements
d) Liability Insurance (see Facility Booking staff for
specifications).
# Safety Officers/Level
of First Aid
Will event be gated?
If yes, what procedures will be followed?
Food Safety Food servers should have Food -Safe Certificate.
Submit “Application to Use Kitchen / Concession “ form
to Fraser Health Authority 4 weeks in advance of event.
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Fire extinguisher (to be at each concession if cooking)
whether using electricity or propane. Minimum 5lb ABC
commercial type fire extinguisher.
No propane is to be used or stored within 3 metres (10
feet) or any door or open window of any building.
Site Plan Submitt ed
Submit area site plan for approval showing location of
where activites will be located, where “event central” will
be located (ie first aid, information station), where food
vendors will be located, and the power demand for all
activities, entertainment, and vendors. ***Templates are
available from Parks, Recreation & Culture.***
Road Use
Please submit road use and closure forms to the
Engineering Department 8 weeks prior for approval.
Barricades must be manned by a person in a high visibility
vest and shown on the site plan.
Evacuation Plan
In the event of a medical emergency or a fire, emergency
vehicles will need access to the event site and surrounding
facilities. Emergency vehicles require 20’ clearance.
Discuss plan to evacuate or clear site for emergency
personnel:
Site diagram (can be attached as another document)
o Locations of specific events/tents
o Fire Hydrants/connections or No Parking Zones
o Electrical Plans
o First Aid Station
o Parking and loading/unloading zones
o Washrooms
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Risk Mitigation: What steps will be taken if the following incidents take place
there is a lost child
there is a theft that occurs
there is a medical emergency
there is a fire emergency
What is the default access route for emergency
vehicles?
Where is the default response centre for
emergency personnel?
o Food Service
o Any specific or unique activities relevant to your event
o Location of barricades if used
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Event Planning Worksheet
Name of event:
Date:
Location:
Booking #:
Contact name:
Phone and email:
Purpose of event:
Objectives:
Activities at event: (including food, arts vendors, entertainment)
Background information:
Event schedule:
Stakeholders:
Task Responsibility Timeline Notes Status
Insurance
Bookings
ESS/Business/Transit
/residents notification
Tents
Electrical needs: p o wer
spools, extension cords
Tables/chairs
Equip ment
First Aid
Water needs: water unit,
grey water disposal
Garbage cans/ recycling
bins/ dumpster
Barricades
Signage
Promotion
Washroo ms/porta potties
Security
Traffic vests
Volunteers
Volunteer Registration
Park Closure
Road Closure
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Food Vendor Info & Declaration Form
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