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HomeMy WebLinkAboutSpecial Event Application fillable.pdf Maple Ridge Parks, Recreation & Culture SPECIAL EVENTS APPLICATION This application is to be completed, signed at least 60 days prior to the first day of the event and forwarded to: Maple Ridge Leisure Centre, Festival and Volunteer Office 11995 Haney Place, Maple Ridge, BC 604-467-7325 Email: festival@mapleridge.ca I have read the Special Event Information Form* ( ) Yes ( ) No Organizers are encouraged to not advertise the event until preliminary approval is obtained from the City of Maple Ridge. It is the responsibility of the applicant to provide any and all permits, licenses and certificates that are required for this special event to the appropriate address provided above. SPECIAL EVENT INFORMATION Event Name: Event Date(s): ____________________ Time(s): _______________ Event Type: □ Parade □ Festival □ Athletic Event □ Fundraiser □ Beer Garden □ Fair or Exhibit □ Fireworks □ Music / Concert □ Other (please specify) ______________________________ Event Location: Event to take place in: □ Maple Ridge □ Pitt Meadows (if Pitt Meadows is checked, please complete application form with the City of Pitt Meadows at www.cityofpittmeadows.ca) Facilities to be used: □ Park □ Street □ Sidewalk □ Indoor Facility Purpose of Event: _________________________________________________________ Event Crowd Size: Participants: Spectators: Volunteers/staff __ Please fill out details on the Event Application and additional details as applicable to your event. If you have any questions about the application form, or require assistance filling out the form, please call the Recreation Coordinator - Events and Volunteers at 604-467-7459 or the Festival Office Programmer at 604- 467-7325. We would be pleased to provide you with information and support with your event planning. Organizers are encouraged to not advertise their event until this preliminary approval is obtained and your facility or park space is booked. * Please note: It is the responsibility of the applicant to obtain any and all permits, licenses and certificates that are required for this special event and to provide copies to the City of Maple Ridge prior to the event. Has the event been produced previously: Yes □ No □ Any changes from previous events? Yes □ If yes please, list changes No □ APPLICANT’S INFORMATION: Organization Name: Mailing Address: Applicants Name: Phone Number: Email: ACTIVITY PERMITS AND ADDITIONAL INFORMATION: Food Service: If you plan on selling or serving any food or beverages to the public at your event, please contact Fraser Health Authority at 604-476-7000 for a Temporary Food Permit. Beer Garden: If you plan to have a beer garden at your event, a Special Occasion License Application Form must be completed, reviewed and approved by the RCMP and Liquor Control. Forms are available by visiting a BC Liquor Store nearest you. Fireworks: Contact Maple Ridge Fire Department at 604-476-3053 Portable Washrooms: Event organizers must make arrangements for portable washroom facilities, if required. Event organizers should not rely solely on any adjacent washroom facilities. Electricity and Water Requirements: Please list any activities requiring electrical power and water: Special Event Trailer: Maple Ridge Parks, Recreation & Culture may be able to provide equipment for your event depending on availability. Additional charges for use of Parks, Recreation & Culture equipment and staff time may apply. The Public Relations: Have local neighbourhood groups/businesses approved of your event concept? Yes □ No □ Community Event Kit Trailer is available for a nominal fee to local non-profit groups. A link to the form can be found at www.mapleridge.ca/1535/Planning-a-Special-Event Parade/March/Run/Walk/Cycle/Gathering/Festival A Highway Use Permit is required for event hosted on public space (street or sidewalk). Provide a site map showing how you propose to manage the event and control the traffic. Contact the Engineering Department for a Highway Use Permit application. Additional Information: ______ Site Map: A site map is required for event approval. Please attach a site or route map with the following indicated:  North, indicated by directional arrow  Names of surrounding streets  Number and placement of traffic control personnel and barricades  Location of event central which is first aid, communication, information and lost child  Parking for participants and spectators  Activities, including food vendors, stage entertainment, arts and crafts, children’s activities, inflatables, carnival rides, animal displays, activities with open flame, and any other details that will assist with the approval process. Public Safety: What are your plans for security/event monitors/crowd & traffic control? Please attach your Safety Plan. active event, indicate your route map and detail your plan to keep participants and vehicles safe on roadways or trails. Contact Festivals Staff if you have any questions about safety planning. Insurance Information: As a condition of being granted permission to hold a special event, applicants are required to s how proof of liability insurance coverage, which meets the following requirements:  Minimum limit of $5,000,000 against third party bodily injury and property damage losses;  Additionally named insured: The City of Maple Ridge.  Events involving the sale or consumption of liquor also require host liquor liability insurance coverage. A copy of your “Certificate of Insurance” is required 14 days in advance of the planned event. If you do not have a safety plan, a template can be found on the festivals webpage. If you are planning an Litter and Recycling Plan: Please attach your litter and recycling plan for the event. This is to include your waste control and disposal plan during and after your event. Fees and Proceeds: Admission Fee: Yes □ If yes, how much:_____________ No □ Vending Sales: Yes □ No □ Indemnification: On behalf of the above-named event organization, I hereby agree to indemnify and save harmless the City of Maple Ridge against claims or demands arising from the event described in this application and I agree to obtain liability insurance that is satisfactory to the City of Maple Ridge. Applicants Signature Print Applicant’s Name Today’s Date NOTICE: Personal information requested on this Special Events Application is collected under the authority of the Freedom of Information and Privacy Act, R.S.B.C. 1996, c. 165, as amended. Unless otherwise specified, the information gathered will be used by Maple Ridge Parks, Recreation & Culture for processing the event approval. Questions about the collection, use, and disclosure of this information should be directed to the FOI Head, Clerks Department, City of Maple Ridge, 11995 Haney Place, Maple Ridge, BC V2X 6A9, 604-467-7482.