HomeMy WebLinkAboutSpecial Event Information & FAQ.pdfMaple Ridge Parks, Recreation & Culture
Special Event Guidelines & Frequently Asked
Questions
This form must be read prior to submitting a Special Event
Application.
If I have a question at any point in the planning or application process, who should I contact?
Please call the Festival and Volunteer Office at 604-467-7325 or email
festival@mapleridge.ca. We will be pleased to help you!
We host a monthly workshop, usually on the second Wednesday of each month if
you would like assistance filling in the form or need feedback.
We are pleased to provide assistance, and look forward to discussing youre vent and
any enquiries that you may have.
1.When should I send in my Special Event Application?
Submit a complete application 60 days prior to your event .
Go to www.mapleridge.ca/parksandrec for the application. Please make sure your
application is complete so that your there are no delays in receiving your preliminary
approval.
2.What happens after I send in my application?
Your application will be electronically distributed and reviewed by to the event
approval committee consisting of representatives from Engineering, Parks, RCMP,
Fire and Festivals. Please allow up to three weeks for your application to be
processed and time for you to follow up on feedback and comments for
changes/revisions before preliminary approval can be granted. We recognize
everyone’s time is valuable and limited and appreciate your cooperation to work with
us.
Any changes to your initial plan must be resubmitted for approval.
3.When do I send in my Insurance Certificate?
Send a copy of your insurance certificate to the Festival and Volunteer office at least
2 weeks prior to your event .
Your insurance policy must include four additional insured groups for your event(s),
specifically:
i.The City of Maple Ridge
If you are planning a road closure, the final permit will not be granted until the
insurance is received.
4.Parks have some special services underground, what are the guidelines for using
parks for festivals or events?
A deposit of $200 may be charged to your account for each park booking. If
equipment and park services are in good condition after your event, the damage
deposit will be returned by cheque or credit card, or can remain on file if you host an
annual event.
No spiking in any park grounds. This means that tents and equipment are secured to
the ground with weights or similar securing mechanisms. There are water and
electrical services underground – any spiking creates a safety and maintenance
issue. Any damage to park surfaces will be reviewed and may be billed back to
groups damaging them.
To keep our parks in good condition and reduce maintenance, vehicles or trucks are
not permitted to drive on grass areas
Tree plug outlets have very limited electrical, it is best to plan on using standard
outlet areas or request use of an electrical panel.
Any stage or structure on grass needs to be discussed, planned and approved ahead
of time with Parks, Recreation & Culture staff.
Washroom facilities are limited and you may need to arrange for portable toilets at
your expense. When portable toilets are required, please discuss placement, drop-off
and pick-up with staff ahead of time during the application process.
Parks are for the enjoyment of everyone, posting bills is not permitted in any park
facility or grounds.
It is your responsibility to provide a waste and recycling plan for your event(s) and to
empty garbage bins during your event.
It is your responsibility to clean up from your event and to leave the site in the original
condition it was found or better.
5.How do I plan for road safety?
All fire access roads must maintain a 20’ clearance at all times.
Sidewalks must be kept clear for pedestrians at all times.
All cords must be covered with cord covers.
Pay parking is in effect at some facilities and parks. We do not have the authority to
waive parking fees. Parking is strictly enforced. You will be responsible for informing
your group, guests, volunteers, vendors, contractors etc. and take care of any tickets
for non-compliance.
For use of any roadways please obtain a Highway Use Permit. The Engineering
Department in Maple Ridge will contact you to complete this highway use permit.
For use of roadways please build event budgets to cover your use of professional
traffic control personnel (TCP) as a condition of your event approval. Each event will
be assessed individually for number of TCP’s required. Having the right ratio of
trained personnel and volunteers at your event is important for safety planning.
Auxiliary police will not direct or manage traffic and their availability to attend
community events is very limited.
6.How do I schedule and plan for Loading and Unloading at the Event?
Include any unloading and loading requirements with your application. You are
responsible for communicating the final loading and unloading plan with vendors and
volunteers etc at least 5 days or more prior to your event.
To decrease congestion and to ensure fire lanes are kept open at all times, please
plan for a staggered set-up and take-down before and after your event.
You are responsible for monitoring and keeping fire lanes clear at all times of your
event.
Please identify all loading and no parking zones with signs.
There are online resources to help with this on the Festival Page.
7.How do I plan for Electrical Safety?
All cords must be covered at all times to reduce tripping hazards.
Electrical cables must be grounded, in good repair, and of appropriate gauge /design
for intended use. You are responsible for checking that cables work. You will make
efforts to limit pedestrian traffic over exposed cables and limit trip hazards.
Do not block emergency vehicle access points from the parking lot into the park.
Food vendors are required to have the following:
a. propane supply for single days use only – preferred in a cylinder size capable
of not having to be changed out while operating.
b.the ability to change propane cylinders away from the presence of the public.
c.A 10 lb ABC fire extinguisher.
d.BC Gas Safety Authority approved equipment.
e.Wet Suppression system for any grease laden cooking operations along with
a K class extinguisher. System must be tagged in service by certified
technician.
8.Does Parks , Recreation & Culture have equipment that our group can borrow?
Parks, Recreation & Culture has some event equipment for loan on a first come,
first serve basis so we encourage you to book early. Approved applicants can
access most event equipment without charge for the approved event only.
All event volunteers need to wear and use appropriate safety equipment.
Reflective vests are available for use through staff or by renting the Community
Event Trailer.
Equipment set-up and take-down may be charged to offset staff time should this
service be required by the organizer.
Please arrange to pick up keys to access buildings/equipment, if required, from
staff at least a day prior to your event.
9.Contract
If your application receives preliminary approval, you will be emailed by staff. If you are
using a City of Maple Ridge park or facility, a facility use contract will be drafted and
send to you. You will need to sign the contract, provide insurance, and follow any
requirements provided by safety personnel.
10.I have questions about Fund rais ing and Committees, do you have other resources
where I could learn more?
Yes, we have many great resources for building a committee, developing volunteer job
descriptions, map templates, fundraising and more in our Event Resource Guide on our
website: www.mapleridge.ca/parksandrec
Our role is to support you in planning a successful and safe event. We are happy to answer
your questions and discuss information about planning – the most inter-active way to get
involved is to come to one of our monthly workshops where you will often meet up with other
volunteers – networking with other volunteers is a very important way to create vibrant and
sustainable events. Just check our website for the schedule of workshops or call our office
at 604-467-7325.