HomeMy WebLinkAboutAgreement for Use with Brewforia Beer Market for Kleiner Park Special EventAGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT
This AGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT (hereinafter
"Agreement") is made this 13th day of August, 2013 (the "Effective Date"), by and between the City
of Meridian, a municipal corporation organized under the laws of the State of Idaho (hereinafter
"City"), and Rick Boyd, on behalf of Brewforia Beer Market, a corporation organized under the laws
of the State of Idaho whose address is 3030 E. Overland Road, Suite 100, Meridian, Idaho (hereinafter
"Organizer").
WHEREAS, the respective governing bodies of City and Organizer are mutually interested in
enhancing the Meridian community's quality of life by providing and supporting special event
opportunities for members of the Meridian and greater communities;
WHEREAS, City and Organizer recognize that publicly-held facilities are resources requiring
heightened stewardship and protection;
WHEREAS, Organizer has agreed to be responsible for any costs incurred by City in the
course of the large-scale special event hosted by Organizer at Julius M. HIeiner Memorial Park
("Park"), located at 1900 N. Records Avenue, in Meridian, Idaho, on August 24 and 25, 2013; and
WHEREAS, the Meridian City Council finds that it is fiscally responsible and in the best
interest of the community to enter into a contractual agreement establishing the terms and conditions of
Organizer's use of Pazk;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged and agreed, and in consideration of the mutual promises and covenants
herein contained, and in consideration of the recitals above, which are incorporated herein, City and
Organizer agree as follows:
L PERMISSION GRANTED.
Subject to the terms and conditions set forth herein, City hereby grants to Organizer permission to
utilize Park at the time, place, and manner set forth in this Agreement and in City of Meridian
Temporary Use Permit no. TUP-13-0056 for alarge-scale special event known as "Barley Brothers
Traveling Beer Show" ("Event").
H. OBLIGATIONS OF ORGANIZER.
A. Reasonable use. Organizer shall employ best efforts to ensure that its use of Pazk and Park
facilities, amenities, infrastructure, and/or vegetation is appropriate and reasonable. Where
Organizer's use of Park and Park facilities, infrastructure, and/or vegetation causes
disproportionately excessive damage to same, Organizer shall reimburse City for the cost or
proportionate cost of necessary repairs and/or replacement. Organizer shall exercise best efforts to
see that any and all use of Park, to the extent reserved by Organizer, is in compliance with all laws
and with City's policies regarding use of City parks and/or facilities, including, but not limited to,
policies be adopted or enacted by the Director of the Meridian Parks and Recreation Department.
AGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT PAGE 1 OF $
B. Permitting. In addition to compliance with all terms and provisions of this Agreement, Organizer
shall separately obtain and comply with each and all of the following permits, as required by law:
1. City of Meridian Temporary Use Permit for Special Event;
2. Any and all applicable licenses, permits, inspections, and/or certifications from the Central
District Health Department;
3. Any and all licenses, permits, inspections, and/or certifications required by the City of Meridian
Community Development Department, Building Services Division, including, without
limitation, permitting and inspection for all tents, generators, etc.;
4. Any and all licenses, permits, inspections, and/or certifications required by the City of Meridian
Fire Department;
5. Any and all licenses, permits, inspections, and/or certifications required by the Meridian Parks
and Recreation Department;
6. Alcohol Server Training certification; and
7. City of Meridian liquor catering permit.
C. Fees, costs.
1. By noon (12:00 p.m.) on Friday, August 23, 2013, Organizer shall remit to City all applicable
application, permit, and reservation fees, as adopted by fee schedule and/or as required herein.
2. By noon (12:00 p.m.) on Friday, August 23, 2013, Organizer shall remit to City $4,780.00,
which includes the fee for reserving Park for two days ($1,590/day x 2 days = $3,180.00) and
to reimburse City for the cost of providing Meridian Parks and Recreation personnel to staff
Park during the Event and provide facility maintenance and janitorial services before and after
the Event (August 24: 2 staff from 7:00 a.m. to 3:30 p.m., 1 staff from 11:00 a.m. to 7:30 p.m.,
and 2 staff from 12:30 p.m. to 9:00 p.m. = 40 staff hours; August 25: 1 staff from 7:00 a.m. to
3:30 p.m., 4 staff from 12:30 p.m. to 9:00 p.m. = 40 staff hours; 40 + 40 = 80 staff hours x
$20/hour = $1,600.)
3. By noon (12:00 p.m.) on Friday, August 23, 2013, Organizer shall remit to City $2,640.00, to
reimburse City for the cost of providing three (3) extra-duty Meridian Police Department
officers and one (1) supervisor during the Event. (Officers: 8 hours on August 24 + 8 hours on
August 25 = 16 hours x $40/hour = $640 x 3 officers = $1,920; Supervisor: 8 hours on August
24 + 8 hours on August 25 = 16 hours x $45/hour = $720; $1,920 + $720 = $2,640 total.)
If additional staffing or extended hours are required for the protection of public safety or
maintenance of Park, Organizer shall reimburse City for all staffing costs within fourteen (14) days
of City's invoice for such costs. If Organizer fails to timely reimburse City pursuant to such
invoice, the City may decline to provide extra-duty personnel staffing, decline to reserve City
facilities, release existing reservations of City facilities, or decline to allow the subsequent use of
City facilities for Event or any iteration thereof,
D. Time and place. The permission extended under this Agreement shall apply to the areas of Park
detailed on the event site plan approved by City under City of Meridian Temporary Use Permit no.
TUP-13-0056 from 7:00 a.m. to 9:00 p.m. on Saturday, August 24, 2013 and 7:00 a.m. to 9:00 p.m.
on Sunday, August 25, 2013. Pursuant to City Code, Park shall be closed between dusk and dawn.
E. Manner. The permission extended under this Agreement shall be subject to all terms and
conditions as set forth in this Agreement, in City of Meridian Temporary Use Permit no. TUP-13-
0056, and in any applicable laws and policies, including, without limitation, the Meridian Parks
and Recreation Event Planners' Handbook, attached hereto as Exhibit A. Such terms and
conditions shall include, but shall not be limited to, the following:
AGREEMENT FOR USE OP KLEINER PARK FOR SPECIAL EVENT PAGE 2 OF 8
1. The public must have general access to all areas of Park at all times, so long as such access
does not unduly interfere with Organizer's use of Park for Event. Signs reading "Free
Admission" must be clearly posted at each entrance to Event.
2. Organizer must provide at least thirty (30) portable toilets during Event, at least three (3) of
which must be handicapped accessible.
3. Driving or parking vehicles on non-designated driving or parking surfaces shall be prohibited,
with the limited exception of vehicles driven short distances on non-designated driving surfaces
for the purpose of transporting, loading, or unloading equipment and supplies during set-up or
tear-down. Vehicles maybe driven on turf only at the direction of Meridian Parks &
Recreation Department staff.
4. Organizer shall obtain at least one (1) 30-yard roll-off container from Republic Services and
utilize same to collect solid waste generated by Event activities. Such container shall be
located in the park maintenance service yard located on the east side of the park.
5. Where activities or equipment related to Event damage or destroy turf, landscaping, sprinklers,
or other Park infrastructure or facilities, or otherwise require City to incur additional expenses,
Organizer shall reimburse City for all costs of repair, rep acement, or expense within fourteen
(14) days of City's invoice for such costs.
6. Organizer shall make every effort to provide and maintain access to Event for persons with
disabilities.
7. No smoking shall be allowed in Park, except in designated parking areas.
8. Used water, grease, charcoal, and other materials and supplies must be carried out of Park at
the conclusion of Event, and may not be disposed of at Park.
9. Organizer is authorized to post signs for the purpose of identifying, promoting, advertising, or
directing patrons to Event as represented and approved in City of Meridian Temporary Use
Permit no. TUP-13-0056. Organizer acknowledges that the permission extended by City under
this Agreement to post signs shall extend only to the locations approved in City of Meridian
Temporary Use Permit no. TUP-13-0056, and that it is unlawful to post a sign identifying,
promoting, advertising, or directing patrons to Event without the permission of the owner of
such property. Organizer shall remove all signs identifying, promoting, advertising, or
directing patrons to Event by 5:00 p.m. on Monday, August 26, 2013.
F. Alcohol. Alcohol maybe sold to and/or consumed by the public attending the Event, under the
following conditions:
1. Event may not be promoted as an "all you can drink" event. Promotional materials shall not
contain the terms "unlimited," "bottomless," or other like synonyms to describe the amounts of
alcohol to be served at Event.
2. Alcoholic beverages may be sold for a set price for one (1) 4.5-ounce cup. Cups may not
exceed 4.5 ounces in volume. No patron may purchase more than one (1) cup during the Event.
If cups run out, no new Event patrons may be allowed to purchase or consume alcohol. Cups
may be sold at a ratio of one per patron per order; no person may be allowed to purchase more
than one beverage at a time. Cups may be plastic only; glass is not allowed in Park. No
individual alcoholic beverages may be sold.
3. Event attendees who are twenty-one (21) years of age or older and who wish to consume
alcohol must be issued a distinctive, nontransferable wrist band, to be displayed on the right
wrist. All persons seeking to obtain a wrist band must be required to produce photo
identification demonstrating proof that such person is at least twenty-one (21) years of age.
Wrist bands may not be issued to any person who does not produce such photo identification.
Alcoholic beverages may not be served to any person not wearing such wrist band. If wrist
AGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT PAGE 3 OF 8
bands run out, no new Event patrons maybe allowed to purchase or consume alcohol. Event
staff issuing wrist bands may not consume alcohol during Event.
4. The area where alcohol is served must be fenced using fencing six feet (6') in height.
5. Signs reading "No alcohol beyond this point" must be clearly posted at all exits. Due care must
be taken to prohibit the removal of alcoholic beverages from the alcohol consumption area.
6. Persons serving alcohol must comply with the requirements of Title 3, Chapter 7, Meridian
City Code (alcohol server training), and may not consume alcohol during Event.
7. Any alcohol-related violations of law or policy occurring during Event shall result in the
immediate suspension of the Event's liquor catering permit. Such violations shall include,
without limitation: illegal consumption or possession of alcohol by a minor and providing
alcohol to persons who are not wearing a designated wristband. The Meridian Parks and
Recreation Department or Police Chief or designee may suspend the Event's liquor catering
permit where there is a high incidence of Event patrons transferring wristbands to minors or
other non-wristbanded persons, or where there is a high incidence of alcohol consumption or
possession elsewhere in Park, i.e., outside of the Event's designated Event alcohol consumption
area.
8. All kegs and other containers holding liquid or ice shall be placed on pathways or other paved
surfaces, not on turf.
G. Security. Event security personnel shall be provided at the Event, as follows:
1. Organizer shall provide adequate event security personnel at Event, to include two (2) at each
entrance to the Event.
2. It is understood and agreed that Organizer will hire Intermountain Security, whose address is
730 W. Elmgrove Court, Coeur d'Alene, Idaho, for event security services at Event.
Documentation of this engagement is attached hereto as Exhibit B.
3. Event security personnel must be clearly identifiable as such with shirts clearly marked with the
word "Security."
4. Event security personnel may not consume alcohol during the Event.
5. Organizer shall engage at least three (3) extra-duty Meridian Police Department officers and
one (1) supervisor during the Event to staff the event at Organizer's sole expense, pursuant to
policies established by the Meridian Police Department and at the rate established by fee
schedule.
6. Organizer agrees that in the event the Chief of Police or his designee deems this level of
security to be insufficient to protect the health and safety of Event attendees or Park users,
extra-duty Meridian Police Department personnel shall staff the event at Organizer's sole
expense, pursuant to policies established by the Meridian Police Department and at the rate
established by fee schedule. Organizer shall reimburse City for all costs of extra-duty
personnel staffing by MPD within fourteen (14) days of City's invoice for such costs. In the
event of Organizer's failure to timely reimburse City pursuant to such invoice, the City may
decline to provide extra-duty personnel staffing, decline to reserve City facilities, release
existing reservations of City facilities, or decline to allow the subsequent use of City facilities
for Event or any iteration thereof.
H. Emergency medical services. Organizer shall engage Ada County Paramedics to establish a
medical services station at Event. Documentation of this engagement is attached hereto as Exhibit
C. Such station shall be staffed by at least two (2) personnel trained and certified at a minimum
level of EMT-Basic, and shall be fully equipped, including, but not limited to, equipment to secure
an airway and at least one (1) AED (automatic external defibrillator). Such station shall be
AGREEMENT FOR USE OF KLEiNER PARK FOR SPECIAL EVENT PAGE 4 OP 8
established at the entrance of the event, and shall be clearly marked and visible and accessible to all
Event participants.
I. Parking. Organizer shall make arrangements to provide at least four hundred (400) off-site parking
stalls, in accordance with the parking plan attached hereto as Exhibit D.
J. Insurance. As required by Meridian City Code, Organizer shall submit to City proof of an
insurance policy issued by an insurance company licensed to do business in Idaho protecting
Organizer, Organizer's employees, and Organizer's agents from all claims for damages to property
and bodily injury, including death, which may arise during or in connection with Event, including
Event set-up and tear-down. Such insurance shall name City as additional insured, and shall afford
at least one million dollars ($1,000,000.00) per person bodily injury, one million dollars
($1,000,000.00) per occurrence bodily injury, and one million dollars ($1,000,000.00) per
occurrence property damage. The limits of insurance shall not be deemed a limitation of the
covenants to indemnify and save and hold harmless City as set forth in this Agreement or any
permit. If City becomes liable for an amount in excess of the insurance limits herein provided due
to the actions or omissions of Organizer or any Organizer employee, agent, contractor, official,
officer, servant, guest, and/or invitee, or any participant in or observer of Event or related activities,
Organizer covenants and agrees to indemnify and save and hold harmless City from and for all
such losses, claims, actions, or judgments for damages or liability to persons or property.
K. Post-Event review. On Monday, August 26, 2013, at 8:30 a.m., Organizer shall meet with the
City Contact to survey the Event area and provide input regarding successes and challenges related
to Event.
III. OBLIGATIONS OF CITY.
A. Facility operation. Except as otherwise set forth herein, City shall provide general maintenance,
mowing, irrigation, and custodial services with regard to Park facilities, infrastructure, and
vegetation. City shall provide all necessary utilities and services to Park facilities, including, but
not limited to, electricity, potable water, sewage service, and/or typical waste and refuse removal.
City shall cause the repair and/or replacement of any and all Park facilities, infrastructure, and/or
vegetation that are physically damaged by acts of nature. To the extent that the cause of damage is
attributable to Event activities, Organizer shall be responsible for the cost of repair or replacement.
B. Primary Source of Contact for City. City shall provide Organizer the name, a-mail address, and
telephone number of specific City personnel (hereinafter "City Contact") who shall serve as City's
primary contact between City and Organizer for all day-to-day matters regarding set-up, operation,
and tear-down of in Park. City Contact for Event shall be:
City Contact: Colin Moss, Recreation Coordinator
Meridian Parks and Recreation Department
E-mail: cmoss@meridiancity.org
Cell Phone: 208-866-9987
Office Phone: 208-888-3579
IV. GENERAL PROVISIONS.
AGREEMENT FOR USE OF IiLEINER PARK FOR SPECIAL EVENT PAGE $ OF 8
A. Notice. Communication between Organizer and the City Contact regarding day-to-day matters
shall occur via a-mail or telephone. All other notices required to be given by either of the parties
hereto shall be in writing and be deemed communicated when personally served, or mailed in the
United States mail, or via a-mail, addressed as follows:
City: Organizer:
City of Meridian Rick D. Boyd
Attn: Parks and Recreation Director Brewforia Beer Market, Inc.
33 E. Idaho Avenue 3030 E. Overland Road, Suite 100
Meridian, Idaho 83642 Meridian, Idaho 83642
ssiddoway@meridiancity.org tatiana@brewforia.com
B. Public park. The parties hereto expressly acknowledge that Park is a public space, the
management and scheduling of which shall at all times be within the sole purview of City. City
shall have the right to allow the use of Park, and close all or any portion of Park, for any and all
purposes and under any and all conditions.
C. No right to exclude conveyed. Any exclusive use granted to Organizer by this Agreement shall
include neither the right to exclude any law-abiding person from Park where such person is not
interfering with Organizer's use thereof, nor the right to interfere with any person's concurrent,
lawful use of Park where such concurrent use does not conflict or interfere with Organizer's use.
At all times Organizer shall be on an equal footing with the general public regarding its use of
Park. Organizer shall exercise any exclusive use granted by this Agreement only in accordance
with the terms of this Agreement and in accordance with any and all applicable laws and City
policies.
D. Assignment. Organizer shall not assign or sublet all or any portion of Organizer's interest in this
Agreement or any privilege or right hereunder, either voluntarily or involuntarily, without the prior
written consent of City. This Agreement and each and all of the terms and conditions hereof shall
apply to and are binding upon the respective organizations, legal representative, successors, and
assigns of the parties.
E. No agency. Neither Organizer nor Organizer's employees, agents, contractors, officials, officers,
servants, guests, and/or invitees shall be considered agents of City in any manner or for any
purpose whatsoever in their use and occupancy of Park.
F. Indemnification. Organizer and each and all of Organizer's employees, agents, contractors,
officials, officers, servants, guests, and/or invitees, including any and all participants in Event or
related activities, shall indemnify and save and hold harmless City from and for any and all losses,
claims, actions, judgments for damages, or injury to persons or property and losses and expenses
caused or incurred by Organizer or any Organizer employee, agent, contractor, official, officer,
servant, guest, and/or invitee, or any participant in or observer of Organizer programming, at or in
its use of Park or any lack of maintenance or repair thereon and not caused by or arising out of the
tortious conduct of City.
G. No warranty. City makes no warranty or promise as to the condition, safety, usefulness, or
habitability of the premises; Organizer accepts Park for use as is, both at the Effective Date of this
Agreement and throughout the course of Event and all related activities.
AGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT PAGE 6 OF 8
H. Compliance with laws. In performing the scope of services required hereunder, City and
Organizer shall comply with all applicable laws, ordinances, and codes of Federal, State, and local
governments.
I. Attorney Fees. Should any litigation be commenced between the parties hereto concerning this
Agreement, the prevailing party shall be entitled, in addition to any other relief as maybe granted,
to court costs and reasonable attorneys' fees as determined by a court of competent jurisdiction.
This provision shall be deemed to be a separate contract between the parties and shall survive any
default, termination or forfeiture of this Agreement.
J. Time of the essence. The parties shall fulfill obligations described in this Agreement in a timely
manner, as set forth herein. The parties acknowledge and agree that time is strictly of the essence
with respect to this Agreement, and that the failure to timely perform any of the obligations
hereunder shall constitute a default of this Agreement.
K. Termination.
Grounds. Grounds for termination of this Agreement shall include, but shall not be limited to:
an actor omission by either party which breaches any term of this Agreement; an act of nature
or other unforeseeable event which precludes or makes impossible the performance of the
terms of this Agreement by either party; or a change in or occurrence of circumstances that
renders the performance by either party a detriment to the public health, safety, or welfare.
2. Process. Either party may terminate this Agreement by providing twenty-four (24) hours
notice of intention to terminate. Such notice shall include a description of the breach or
circumstances providing grounds for termination. A twenty-four (24) hour cure period shall
commence upon provision of the notice of intention to terminate. If, upon the expiration of
such cure period, cure of the breach or circumstances providing grounds for termination has not
occurred, this Agreement shall be terminated upon mailing or e-mailing of notice of
termination.
L. Breach. Any act or omission by either party which breaches any term of this Agreement may
provide grounds for termination. In the event of breach, the City may also decline to provide extra-
dutypersonnel staffing, decline to reserve City facilities, release existing reservations of City
facilities, or decline to allow the subsequent use of City facilities for Event or any iteration thereof.
M. Construction and severability. If any part of this Agreement is held to be invalid or
unenforceable, such holding will not affect the validity or enforceability of any other part of this
Agreement so long as the remainder of the Agreement is reasonably capable of completion.
N. Exhibits. All exhibits to this Agreement are incorporated by reference and made a part of this
Agreement as if the exhibits were set forth in their entirety in this Agreement.
O. Entire Agreement. This Agreement contains the entire agreement of the parties and supersedes
any and all other agreements or understandings, oral or written, whether previous to the execution
hereof or contemporaneous herewith.
AGRP.EMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT PAGE 7 OF $
P. Non-waiver. Failure of either party to promptly enforce the strict performance of any term of this
Agreement shall not constitute a waiver or relinquishment of any party's right to thereafter enforce
such term, and any right or remedy hereunder may be asserted at any time after the governing body
of either party becomes entitled to the benefit thereof, notwithstanding delay in enforcement.
Q. Applicable law. This Agreement shall be governed by and construed and enforced in accordance
with the laws of the State of Idaho.
R. Warranty of authority. Organizer expressly warrants that, to the extent set forth herein, she is
duly authorized to act as the representative and agent of Fermentation Events, Inc. Organizer
further warrants that she is authorized to bind Fermentation Events, Inc. and its principals to the
obligations set forth herein, and to accept the liabilities as established herein on behalf of
Fermentation Events, Inc. and its principals.
S. Approval required. This Agreement shall not become effective or binding until approved by both
Organizer and by Meridian City Council.
IN WITNESS WHEREOF, the parties shall cause this Agreement to be executed by their
duly authorized officers to~,e effective as of the day and year first above written.
BREWFORIA ARKS'
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CITY OF MERIDIAN:
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AGREEMENT FOR USE OF KLEINER PARK FOR SPECIAL EVENT PAGE 8 OF S
EXHIBIT A
MERIDIAN PARKS AND RECREATION EVENT PLANNERS° HANDBOOK
~w~%~ ~~~~,, Meridian Parks and Recreation
l ~ ~ ~ ~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
Introduction
Thank you for your interest in hosting an event in a Meridian City park! Well-run community
events play a large role in making the City of Meridian a premier place to live, work and raise a
family. This handbook has been developed to guide event organizers in planning and hosting an
event in a Meridian park. Meridian City Code provisions regarding special events do apply.
For your reference, the Meridian City Code is available online by visiting the City of Meridian
website at www.tneridiancity.org and clicking on "City Code" under the "City Government" tab
at the top of the page. Special Events are addressed in Meridian City Code section 3-4-3.
Meridian Parks and Recreation Department staff will assist you in any way they can through the
permitting process and answer questions as quickly as possible to help ensure your event is a
success. If you do have questions regarding anything in this handbook or would like to start
talking about your event, please contact us!
Sincerely,
Colin Moss
Recreation Coordinator
Meridian Parks and Recreation
33 E. Broadway Ave.
Meridian, ID 83642
Phone: 888-3579
Fax: 898-SOl
E-Mail: cmoss@meridiancity.ora
www.meridiancity.org/parks rec
www.facebook.com/meridianparksandrecreation
PAGE 1 OF 17
EVENT PLANNER'S HANDBOOK -OCCOBER 2012
~~~~~ ~~3~~.~,;- Meridian Parks and Recreation
r ~ ~ 1~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Pax: 898-5501
Table of Contents
Page
Special Event Approval Process ........................................................... ..................3
Parks Available for Special Events ........................................................ ..................4
Admission Charges for Events ................................................................... ..................4
Alcohol Sales and Consumption ........................................................... ..................4
Americans with Disabilities Act (ADA) .................................................. ..................5
Amplified Sound ............................................................................. ..................6
Cancellation and Refund Policy ............................................................ ..................6
Fees ............................................................................................ ..................6
Field/Layout Marking ....................................................................... ..................8
Insurance ...................................................................................... ..................9
Overnight RV Camping ..................................................................... ..................9
Pazk Hours .................................................................................... ..................9
Park Scheduling ............................................................................... .................9
Parking and Security ........................................................................... ...............10
Restrooms ...................................................................................... ...............10
Signage .......................................................................................... ...............10
Site Plan and Schedule of Event Activities ................................................ ............... l l
Smoke Free Parks ............................................................................. ...............11
Sponsors ........................................................................................ ...............11
Tents, Stages, Fencing, and Other Temporazy Structures ............................... ...............12
Trash Receptacles and Dumpsters ....................................:..................... ...............12
Trees ............................................................................................. ...............13
Utilities and Generators ...................................................................... ...............13
Vehicle Restrictions ........................................................................... ...............13
Vendors and Concessionaires ............................................................... ...............13
Relevant Contact Information ............................................................... ...............14
Attachment A: Sponsorship of Privately-Organized Events in City Parks Policy .... ..................15
Attachment B: Approved Server Training Programs .................................... ................17
PAGE 2 OF 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
~~ f~~, ~~I~,. Meridian Parks and Recreation
l ~ ~ +~+ ~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
1. Special Event Aanroval Process
Step 1: Contact Meridian Parks and Recreation to tentatively reserve facility while
waiting for approval for your event.
Recreation Coordinator -Special Events
Phone: 888-3579
Fax: 898-5501
E-Mail: cmoss@meridiancity.org
Step 2: Submit a completed Temporary Use Permit application and all required
application materials to the City of Meridian Clerk's Office at least thirty
(30) days before the event start date. Required documents include:
• Completed Temporary Use Permit application.
• Event site plan.
• Proof of liability insurance policy with the City of Meridian named
as additionally insured.
• List of all event vendors and concessionaires.
• Central District Health Department written approval and/or permits
if food or drink will be sold or given away.
• Schedule of events.
• $150 application fee or proof of 501(c)(3) status.
If public rights-of-way such as sidewalks or roads will be used for the
event in addition to a park, a Citizen's Use Permit will also be required,
with the necessary additional documentation including:
• Completed Citizen's Use Permit.
• Event route map.
• Proof of liability insurance policy with the Ada County Highway
District named as additionally insured.
• $50 application fee or proof of 501(c)(3) status.
Both the Temporary Use Permit and Citizen's Use Permit should be
submitted to:
City of Meridian Clerk's Office
33 E. Broadway Ave.
Phone: 888-3579
Fax: 888-4218
PAGE 3 or 17
EVENT PLANNER'S HANDBOOK-OCTOBER 2012
~i~ ~~~.A~~, Meridian Parks and Recreation
l ~ ~ ~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
Step 3: Pay park reservation fees for your event to Meridian Parks and Recreation,
work with staff to meet all you permit's conditions of approval and host a
great event!
2. Parks Available far Special Events
A. Regional Parks Settlers Park 51 acres
3245 N. Meridian Rd
Julius M. Kleiner Memorial Park 60 acres
1900 N. Records Ave.
B. Community Parks Storey Park 15 acres
205 E. Franklin Rd.
Bear Creek Park 19 acres
2400 S. Stoddard Rd.
Tully Park 19 acres
2500 N. Linder Rd.
Heroes Park 30 acres
3064 W. Malta Dr.
C. Special Use Parks Generations Plaza 0.3 acres
804 N. Main St.
Other sites may be available by special request and approval.
3. Admission Charees for Events
Event organizers may set up a perimeter for their event, and may establish designated
entrance and exit points, but may not charge admission for anyone to enter a public park
or other facility. Further, no fee can be charged to park in aCity-owned parking lot.
4. Alcohol Sales and Consumption
A. Events Featuring Alcohol Sales
Each business selling alcohol must apply for and be approved for a Liquor
Catering Permit through the City of Meridian Clerk's Office.
If alcohol is being sold at an event, there must be a fenced perimeter around
the area in which alcohol is being sold and consumed. The fenced area may
include the entire event area (so [hat those who have purchased alcohol can
PAGE40F 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
~iE ~~l.c~,~,`'~- Meridian Parks and Recreation
l ~ ~l c~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
take it elsewhere within the event), or it may also consist of a beer garden with
the rest of the event area being unfenced.
• Event patrons who may lawfully purchase alcohol during an event must be
identified with a nontransferable wrist band on the right wrist. The event
organizer is responsible for ensuring that age is confirmed by picture
identification prior to wrist banding. It is the event organizer's responsibility
to have enough wrist bands. If the wrist bands run out, no new event patrons
maybe served alcohol.
• No alcohol sold within the fenced alcohol area may leave and no outside
alcohol may be brought into the fenced alcohol area. Every entrance/exit
point must be staffed to enforce this policy. At each exit point from the
alcohol area, a sign must be posted with notice of "No alcohol beyond this
point."
• All staff or volunteers serving alcohol must have completed a server training
program. See Attachment B for approved server training program information,
• "All you can drink" tickets or coupons are not permitted unless written
approval is given by Meridian Parks and Recreation.
B. Events Allowing Patrons to Bring Their Own Alcohol
• The event organizer must apply for and be approved for a Park Alcoholic
Beverage Permit through the Meridian Parks and Recreation Department.
• The event area does not need to fenced, but signs must be posted prominently
around the event perimeter with notice of "No alcohol beyond this point" or
"No open containers beyond this point."
C. Alcohol sales and consumption shall be from sunrise until sunset only. Alcohol
may not be consumed during times when the pazk is closed, even when overnight
RV parking has been approved.
D. Glass beverage containers are prohibited in all Meridian parks.
E. Alcohol sales and consumption regulations may be modified depending on the
size, scope, location and/or time of the event.
F. Any alcohol violations that take place during the event including illegal
consumption, possession of alcohol by any minor, taking alcohol to others areas
of the park besides those designated for alcohol, or any other violation of sections
A-D above will result in the immediate suspension of any Park Alcoholic
Beverage Permit and/or Liquor Catering Permit approved for the event.
5. Americans With Disabilities Act (ADA)
ADA legislation directs the City of Meridian to provide equal access for people with
disabilities. Event organizers must make every effort to follow ADA guidelines and
provide and maintain access for people with disabilities. This includes maintaining
access for sidewalks and curb cuts, and maintaining designated parking spaces for people
with disabilities. If the event calls for additional parking, then appropriate parking for
PACE 5 or 17
EVENT PLANNER'S HANDBOOK-OCTOBER 2012
~~~%E ~~~~~ Meridian Parks and Recreation
Event Planners Handbook
Meridian Pazks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
people with disabilities must be provided. ADA compliant restrooms must be made
available (see Restrooms).
6. Amplified Sound
An approved Temporary Use Permit allows for the use of amplified sound such as bands,
DJs, radio, etc. The level of the amplified sound may not exceed sixty-two (62) decibels
measured at the perimeter of the park.
7. Cancellation and Refund Policy
A $5.00 processing fee is charged on all reservation cancellations. A refund will not be
issued when the cancellation is made less than ten (10) calendar days before the event. If
weather conditions force the cancellation of an event, a refund will be processed to the
payers account with Meridian Parks and Recreation. That money will then be available
to use at a later date or the following year. Cash refunds are not given when the
cancellation is made less than ten (10) days before the event, regardless of the reason for
cancellation.
8. Fees
Meridian City Clerk permit fees are due with the permit application at least thirty (30)
days before the event. These fees are eligible to be waived with a proof of SOl (c)(3)
status. Please note that the organization's name must be the same on the proof of
501(c)(3) status, permit application, and insurance policy.
Descri tion Per Fee
Tem orar Use Permit Per Event $150
Citizens Use Permit (only needed when the event
includes public right of ways such as roads and/or Per Event $50
sidewalks)
All Meridian Parks and Recreation fees must be paid prior to the event. Fees are listed
below. Picnic shelter time blocks are: 9:00 a.m. to 2:00 p.m. and 4:00 p.m. to 9:00 p.m.
Description Per Fee (tax not
included)
Picnic Shelters
Settlers Park Shelter #1 (Capacity 200) $30.00 up to
Settlers Park Shelter #2 (Capacity 100) 50 people
Settlers Park Shelter #3 (Capacity SO) per Time Block
Storey Pazk Blue Shelters (Capacity 200) $15.00 each
Storey Park Green Shelter (Capacity 200) additional 50
Bear Creek Park Shelter (Capacity 100) people
Heroes Park Shelter (Ca acit 300)
PAGE 6 OF 17
EVENT PLANNER'S HANDBOOK-OCTOBER 2012
~ ~~~~~,,, Meridian Parks and Recreation
1 ~ ~ al ~ Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
$60.00 up to
150 people
Tully Park Shelter (Capacity 300) Per Time Block $15.00 each
additiona150
eople
$100.00 up to
Julius M. Kleiner Memorial Park Shelter A 1 200 people
(Capacity 400) Per Time Block
Julius M. Kleiner Memorial Park Shelter B1 $50.00 each
(Capacity 500) additional
100 people
$50.00 up to
Julius M. Kleiner Memorial Park Shelter A2, A3
Per Time Block 50 people
and A4 (Capacity 100 each) $75.00 up to
.100 eo le
Softball/Baseball Fields
Settlers Park Per Hour $10.00
Bear Creek Park Per Day $75.00
Storey Park
Tull Park
Multi-Use Grass Fields
Settlers Park (Five Fields Available) Per Hour $10.00
Heroes Park (Five Fields Available) Per Day $75.00
Bear Creek Park (One Field Available)
Tull Park (One Field Available)
Basketball Courts Per Hour $10.00
Heroes Park (Three Courts Available) Per Da $75.00
Bandshells
Julius M. Kleiner Memorial Park Bandshell (1-500 $300
people) Per Day
Julius M. Kleiner Memorial Park Bandshell (500+ $500
eople. Tem orar Use Permit re aired)
Park Packa¢es
Settlers Park East Half #1 (Includes Shelter #1 $300.00
and Multi-Use Fields A-E. Required for events
over 1,000 people.) Per Day
Settlers Park East Half #1-3 (lncludes Shelters $400.00
#1, #2 and #3 and Multi-Use Fields A-E.
Required for events over 1,500)
Heroes Park (Includes Shelter and all rass fields) $300.00
PAGE 7 OF 17
EVENT PLANNER'S HANDBOOK- OCTOBER 2012
~~ ~ ~'~I~~~~ , Meridian Parks and Recreation
- ' 1 >~ ~ l~ ~ Event Planners Handbook
Meridian Parks and Recreation • 331?.Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
Storey Park (Includes Blue Shelter and grass area) $200.00
Julius M. Kleiner Memorial Park Al (Includes $500.00
Shelter Al and adjacent grass area. Up to 1,000
people.)
Julius M. Kleiner Memorial Park Al-A2 $750.00
(Includes Shelter Al, A2 and adjacent grass
area. 1,000-2,000 people.)
Julius M. Kleiner Memorial Park Al-A4 1,000.00
(Includes Shelter Al, A2, A3 and A4 and
adjacent grass area. 2,000-3,000 people.)
Julius M. Kleiner Memorial Park X11 Park
(Includes Shelter Al, A2, A3, A4, B-1, 1,500.00
bandshell, and grass area. 3,000+ peo le.)
Park Alcoholic Beverage/Liquor Catering Permit Per Day Per
Vendor
$20.00
Baseball/Softball Field Prep Per Field Per
Occurrence $12.50
Field Lights
Storey Park Herald Cox Softball Field Lights per Hour $15.00
Heritage Middle School Ballfield Lights $15.00
Store Park Mo Brooks Baseball Field Li hts $25.00
Meridian Parks and Recreation On-Site Staff
MPR staff will be available during regular staff
hours (7:OOam-3:30pm daily) at no additional
Per Hour Per
charge. For events over 750 people, the event
Staff $20.00
organizer will be required to pay for 1 staff to stay
past 3:30pm until [he event's conclusion. For
events over 1,500 people, 2 staff will be required.
Event organizer will also be responsible for reimbursing the Meridian Parks and
Recreation Department for any cleanup beyond routine maintenance, loss or damage to
City property resulting from the event.
9. Field/Lavout Marking
With prior consent by the Meridian Parks and Recreation Department, the event
organizer may be permitted to paint on the grass to identify the location for vendors,
stages, athletic fields, etc. Permission may be withheld or conditioned depending on the
event location, time of year and field condition. The painting cannot take place more
than three days prior to the event. The type and color of paint must be approved by the
Meridian Parks and Recreation Department. Painting on any surface besides grass is
prohibited.
PAGE S OF 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
E ~~~~,,; Meridian Parks and Recreation
1 I~ ~ l~ ~ Event Planners Handbook
Meridian Pazks and Recreafion •33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax; 898-5501
10. Insurance
All event organizers are required to maintain an event insurance policy containing:
• The City of Meridian named as additionally insured,
• A minimum of $500,000 per person bodily injury,
• A minimum of $500,000 per occurrence bodily injury,
• A minimum of $500,000 per occurrence property damage.
Proof of insurance coverage must be submitted with the Temporary Use Pernut at least
thirty (30) days before the event. The name on the insurance policy must match the name
of the Temporary Use Permit applicant. If applying to have the Temporary Use Permit
fee waived, the organization name on the insurance policy must also match the
organization name on the proof of 501(c)(3) status.
11. Overnight RV Campine
Staying overnight in a park will be allowed only by written order of the Department
Director. Overnight stays will be permitted only in recreational vehicles or campers in
the parking lot. Tent camping is not permitted. Approval will only be given in
conjunction with an approved Temporary Use Permit. The following conditions will
apply when approval has been given to stay in the park overnight:
• Staying overnight will be limited to individuals who have a need to stay on-site
throughout the night for the successful operation of the event.
• No other vehicles besides the RVs or campers approved for overnight parking
will be allowed to stay in the park overnight.
• City of Meridian quiet hours are from 11:00 p.m. to 6:00 a.m, as established by
Meridian City Code section 6-3-6.
• Alcohol consumption is prohibited during overnight hours, even in association
with events that have alcohol permits. Any and all alcohol consumption must
cease at the end of the event for the day or at sunset, whichever is earlier.
• The location within the park where overnight camping will take place must be
approved by the Meridian Parks and Recreation Department.
12. Park Hours
All City of Meridian parks are open from sunrise until sunset. Events may not operate
outside these times unless written permission is given by the Meridian Parks and
Recreation Department.
13. Park Scheduling
Meridian Parks and Recreation is a public agency and, therefore, exclusive use of a park
facility cannot be granted. Public access to non-reservable park amenities such as
playgrounds must be maintained at all times. An event organizer may choose to restrict
public access to an event, but may only restrict access to reserved facilities, such as
PAGE 9 OF 17
EVENT PLANNER'S HANDBOOK- OCTOBER 2012
~~ f;~ ~~T.~~ Meridian Parks and Recreation
1~~
Meridian Parks and Recreation • 33 E. Broadway Ave.
Event Planners Handbook
Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
picnic shelters. Meridian Parks and Recreation also cannot grant any kind of "buffer
time" around an event in which similar events are not allowed to be scheduled.
Annual events are given first priority in the event scheduling process and can be
tentatively scheduled up to two years in advance. All other events can be tentatively
scheduled up to one year prior to the event start date.
The event organizer should notify Meridian Parks and Recreation as soon as possible if a
tentatively scheduled event needs to be cancelled. A tentative park reservation will be
automatically cancelled if the Temporary Use Permit application is not submitted to the
Meridian City Clerks Department the required 30 days before the event start date.
14. Parkins & Security
Parking is limited to designated areas and is available on a first come, first served basis.
All roadways and parking lot drive aisles are fire lanes and cannot be blocked.
Depending on the size and scope of the event, the event organizers may be required to
submit written traffic control, security, off-site parking and/or shuttle service plans at
least thirty (30) days prior to the event start date.
If the event organizer wishes to have an on-site police presence during their event, on-
duty officers can be requested through the Meridian Police Department. Contact Lt.
Scott Colaianni with the Meridian Police Department at 888-6678 or
scolaianni @meridiancity org far availability and information regarding this service.
15. Restrooms
One restroom for each gender is required for every two hundred (200) people attending
an event. If there are not enough on-site restrooms to accommodate the size of the event,
the Central District Health Department requires that portable restrooms and hand washing
stations be provided and removed at the expense of the event organizer so this standard is
met.
If additional restrooms are needed, at least one ADA restroom must be included in each
group. All portable restrooms must be placed on hard surfaces and be accessible from the
roadway. Portable restroom supply and service companies may drive on pavement only.
Location(s) of portable restroom must be approved by Meridian Parks and Recreation.
These units should be serviced as needed. All portable restrooms must be removed from
the park at the end of the event.
16. SiQna e
Special events taking place within the City of Meridian are restricted by code to a
maximum of two hundred (200) signs no larger than six (6) square feet each and a
PAGE 10 OF 17
EVENT PLANNER'S HANDBOOK- OCTODER 2012
~~~~ ~~~~~~,,, Meridian Parks and Recreation
1 ~ ~ ~ ~ Event Planners Handbook
Meridian Pazks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
maximum of twelve (12) signs no larger than thirty-two (32) square feet each. These
maximums include on-site and off-site signs. Event organizers must get property owner
permission to erect any off-site signs. No off-site signs may be erected at other Meridian
park sites. On-site signs are limited to the day of the event and may only be located in
the event area with the one exception detailed in the following paragraph. On-site signs
may not be erected in other areas of the park unless approved by Meridian Parks and
Recreation.
An event organizer maybe authorized to erect one on-site sign, up to thirty-two (32)
square feet in size, no more than five (5) days prior to the event start day. The location of
the sign must be approved by Meridian Parks and Recreation.
17. Site Plan and Schedule of Event Activities
An event site plan must be submitted with the Temporary Use Permit at least thirty (30)
days before the event. The site plan must include:
• Event name, date and location
• Proposed location of temporary structures including tents, fencing, stages, etc.
• Proposed locations of goods, vendors, and displays
• Proposed locations of first aid stations, portable restrooms, and hand washing
stations
• Proposed locations of temporary signs
• Proposed location of generators
• Any other major service needed or activity planned
Park maps are available upon request or can be downloaded from the Meridian Parks and
Recreation's website at www.meridiancity.orglparks rec on the "Current Parks" page.
Meridian Parks and Recreation reserves the right to adjust the proposed event layout
based on weather, turf conditions, maintenance or public safety issues.
A schedule of event activities must also be submitted with the Temporary Use Permit at
least thirty (30) days before the event. The schedule must include:
• Set up and take down times
• Event start and end times
• List of the times for all event activities
18. Smoke-Free Parks
All Meridian parks are smoke-free zones with the exception of the parking lots. The
event organizer will be expected to help uphold this policy by notifying event patrons as
necessary.
19. Sponsors
All event sponsors must be listed on the Temporary Use Permit application, which is due
30 days before the event start date. The event organizer may not invite any business or
PAGE 11 of 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
~~~~'~ ~~~.~~`'~,- Meridian Parks and Recreation
` l ~ ~ +l Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
organization to sponsor their event that violates Meridian Parks and Recreation's
"Sponsorship of Privately-Organized Events in City Parks" Policy. Please see
Attachment A on page 15 to view the complete policy.
20. Tents, Stases. Fencins and Other Temnorarv Structures
The size and location of all tents, stages, fencing and other temporary structures are
required to be provided with the event site plan.
Each event's proposed site plan will be reviewed by the Meridian Fire Department and
the Meridian Building Department for compliance with Fire and Building Codes. Several
factors including tent side-walls, size and location of tents, and others will go into the
conditions of approval or basis for denial of one or more tent(s) or other temporary
structure(s).
As a general rule, an individual tent or group of tents put together may not exceed seven
hundred (700) square feet. Every seven hundred (700) square foot or less tent or group of
tents must have a minimum clearance distance of twelve (12) feet from other tents or
temporary structures. Example: If an event is using multiple 10' x 10' (100 square foot)
tents, seven (7) of those tents may be placed side-by-side or in a group at which point
there must be a twelve (12) foot break before the next group of seven (7) tents. As this is
a general rule, though, tents smaller or larger than seven hundred (700) square feet may
be approved, maybe subject to additional conditions of approval, or may be denied on a
case-by-case basis.
To avoid damage to turf and underground utility lines, Meridian Parks and Recreation
prefers all temporary structures to be secured with water barrels or sandbags instead of
stakes. If stakes must be used, the location of such stakes must be approved by the
Meridian Parks and Recreation Department. Stakes less than eight inches (8") long do
not need approval.
21. Trash Receptacles and Dumusters
The Meridian Parks and Recreation Department can provide up to ten (10) extra trash
cans at no additional chazge when necessary. Depending on the size and scope of the
event, additional trash cans and/or dumpsters may be required beyond what the Meridian
Parks and Recreation Department can provide. In that case, the event organizer will be
responsible to contact the City's waste collection franchisee and arrange for sufficient
trash receptacles and/or dumpsters to be available at the event and pay any associated
fees for that service.
Currently, Settlers Park is the only City park that has permanent recycling containers.
For events taking place at other parks, the use of temporary recycling containers is
encouraged.
PAGH 12 or 17
EVENT PLANNER'S HANDBOOK-OCl'OHER 2012
~``i~ ~~~~~,,- Meridian Parks and Recreation
l ~ ~ to Event Planners Handbook
Meridian Parks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
22. Trees
No person in any City park shall damage, cut, carve, transplant, or remove any tree or
plant or injure the bark, or pick the flowers or seeds, of any tree or plant. Trees also may
not be used to hang any kind of sign using rope, wire, staples, tacks, glue, or anything
else that could potentially be of harm to the tree.
23. Utilities and Generators
Electricity and water utilities are available for event use at no additional charge.
Meridian Parks and Recreation staff will notify the event organizer of where these
utilities are available, but will not be able to provide extension cords, hoses, etc to access
them. If additional power is needed for an event beyond what is available at the park, it
will be the event organizer's responsibility to provide generators.
All generators must be UL-approved and may not be operated between 11:00 p.m, and
6:00 a.m. per City of Meridian noise ordinance. Generators must be located a minimum
of twenty feet (20') from all tents or structures. Fuel must be kept in an approved safety
container and kept in a secure area away from the generator. Generators must be shut off
before being refueled.
24. Vehicle Restrictions
Any unapproved vehicles left in the park after sunset will be towed at the owner's
expense.
Due to possible turf and sprinkler head damage, vehicles are restricted to paved roads or
parking azeas unless when specific vehicles are approved to drive on the turf. In such
cases, Meridian Parks and Recreation will work with the event organizer to delineate
approved entrance and exit routes, which specific vehicles will be allowed to drive on the
turf, and which specific vehicles/trailers may remain on the turf for the duration of the
event. When avehicle/trailer has been approved to remain on the turf throughout an
event, that vehicle/trailer must have plywood pillows under the wheels and tongue jack.
25. Vendors and Concessionaires
Event organizers may engage food, craft and other service and product vendors as part of
their special event. A list of all event vendors must be submitted with the Temporary Use
Permit at least thirty (30) days before the event start date. All vendor vehicles and
trailers are subject to the same restrictions as other vehicles as detailed in the "Vehicle
Restrictions" section. For any vendor selling or giving away food or drink, the following
conditions will apply:
• Each vendor who is selling or giving away food and/or drink must be listed in the
permit application to the Central District Health Department. A copy of the
Central District Health Department's written approval and/or permit must be
included with the event organizer's Temporary Use Permit.
PAGE 13 of 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
~ ~~~~~ Meridian Parks and Recreation
~? Event Planners Handbook
Meridian Pazks and Recreation • 33 E. Broadway Ave. • Meridian, ID 83642 • Phone: 888-3579 • Fax: 898-5501
• If vendor is operating an enclosed concessions vehicle or trailer, they must have
completed a fire inspection prior to the event. Contact the Meridian Fire
Department at 888-1234 to schedule an inspection.
• Glass beverage containers are prohibited in all Meridian parks.
• Vendors must carry out used water, grease, and charcoal.
• Any vehicles/trailers used for cooking on-site will be required to be separated
from all other vendors or tents by a minimum of twenty feet (20' ).
• Cooking equipment must be located a minimum of ten feet (10') from any tent or
combustible material.
• If any vendor wishes to sell, demonstrate, or use any type. of fireazm rifle or pistol
including air powered; any type of archery bow including but not limited to long
bows, compound bows, and crossbows; or any type of edged weapon including
but not limited to knives, machetes, and swords, the event organizer must submit
an attachment with the Temporary Use Permit that includes the vendor name, the
type of weapon that will be sold, demonstrated, or used, and an operational plan
for the successful, safe execution of the proposed sales, demonstration or use.
26. Relevant Contact Information
Here are some helpful contact numbers to get your event questions answered:
A enc Phone Number Fax Number
Meridian Parks and Recreation 888.3579 898-5501
33 E. Broadwa Ave.
Meridian City Clerks Office ggg-4433 888-4218
33 E. Broadwa Ave.
Meridian Fire Department ggg-1234 895-0390
33 E. Broadwa Ave.
Meridian Police Department 888.6678 846-7366
1401 E. WatertowerAve.
Meridian Building Department 887.2211 887-1297
33 E. Broadwa Ave.
Ada County Highway District 387-6140 345-7650
3775 Adams St. -Boise
Central District Health Department
Environmental Health 327-7499 327-8553
707 N. Armstron Pl. -Boise
Republic Services 888-3999 888-5052
2130 W. Franklin Rd.
PAGE 14 OF 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2012
Attachment A
~~E IDIAN~
IDAHO
Meridian Parks and Recreation Department
ADMINISTRATIVE POLICY
SUBJECT: SPONSORSHIP OF PRIVATELY-ORGANIZED EVENTS IN CITY PARKS
PURPOSE: To provide a written policy describing acceptable sponsors for events and
activities that are sponsored by private parties and that are held in City Parks and
facilities.
POLICY: A. All sponsors of events held in City Parks and facilities shall adhere in
every respect to all applicable federal, state and local laws, regulations
and City policies.
B. Any sponsor which promotes or endorses any of the following content may
not sponsor any event or activity held in a City Park or facility:
1. Content that is deemed in violation of this policy or any other applicable
City policy;
2. Profane, obscene, indecent, violent, or pornographic content and/or
language;
3. Content that promotes, fosters or perpetuates discrimination on the basis
of race, creed, color, age, religion, gender, sexual orientation, or national
origin;
4. Defamatory or personal attacks;
5. Threats to any person or organization;
6. Content that promotes, fosters or perpetuates conduct in violation of any
federal, state or local law;
PACE 15 or 17
EVENT PLANNER'S HANDBOOK-OCTOBER 2012
7. Content that encourages or incites illegal activity;
8. Information that may tend to compromise the safety or security of the
public or public systems;
9. Content that violates a known legal ownership interest, such as a
copyright, of any party; or
10. Any content that contains or perpetuates a message that the Director of the
Parks & Recreation Department deems to be inappropriate and not in the
best interest of the City of Meridian.
C. If the City becomes aware that any engaged or potential sponsor of an event or
activity held in a City Park or facility promotes or endorses such content, the
City may deny or revoke any permit, reservation, or other permission allowing
the event or activity to be held in such Park or facility; disallow the event or
activity within that or other City Parks or facilities; and/or restrict or remove
any content that is deemed in violation of this policy or any applicable law.
AUTHORTTY: The Director or his designee will monitor evenUactivity sponsors to ensure
adherence to this policy and consistency with the interest and goals of the City of
Meridian.
PAGE 16 OF 17
EVENT PLANNER'S HANDBOOK -OCTOBER 2OI2
Attachment B
C~,.~VL E IDR IAN--
IDAHO
Police DeparGient
SUn.rECTt APCIIOVED SERVEItTRAININC PROGRAMS
PORPOSE: To enumerate Approved ServerTraining Programs, the wmpletion of
which shall qualify a Server for certification pursuant to the requirements of Title 3,
Chapter 7, Meridian City Codo.
POLICY: These server training programs are found by the Chief of Police to meet khe
requirements of Meridian City Code section 3-7-2(B) and are therefore deemed to tie
Approved Server Training Programs for the purposes of Title 3, Chapter 7, Meridian
City Code:
1. ServSafe Alcohol Responsible AlcohotServiee Training program
National Restaurant Association Educational Eoundafion
175 West Jackson Boulevard; Suite 1500
Chicago, Illinois 50604-2702
(800)755.2122
http://wwwservsafe:com
2, TIPS (Training for Intervention Procedures)
]-lealth Communications, Inc.
I lOl Wilson Boulevard, Saito 1700
Arlington, Virginia 22209
(800)'438'-8477
http;//www.gettips;com
3. Learn2Serve Alcohol Seller and Server CertlBcation
360[raining.com, Inc:
13801 N. Mo-Pao, Suite 1.00
Austin, Texas 78727
888-360-8764
http://www.l earn2serve.com
4. Gem State Justice Alcohof Certification & Education (ACE)
208 Louisa Street
Boise; ID 83712
208-949-6679
http://www:gemstatojustl ce.com
PAGE 17 OF 17
EVENT PLANNER'S HANDBOOK-OCTOBER 2012
EXHIBIT B
SECURITY AGREEMENT
Intermountain Security and Investigations LLC
CONTRACT AGREEMENT
This agreement entered into by and between Brewforia Beer Market, hereinafter
referred to as "Owner", and Intermountain Security and Investigations LLC (ISI),
hereinafter referred to as "Contractor".
Contractor. agrees to upply to the Owner certain services and duties which are to be
performed in connection with t;he event known as he Barley Bros. Traveling Beer Show
Jocated at Kleiner Park in Meridian, Idaho.
TERMS AND CONDITIONS
1. DUTIES: Contractor shall furnish all labor and supervision required to perform in
a thorough and competent manner the described services in Exhibit "A",
attached hereto and incorporated herein. Services shall be performed in a
manner and at times that will not interfere with the conduct of business of any
tenant or occupant of the premises.
2. TERM: This agreement shall be in effect beginning on July 10, 2013:
3. TERMINATION:: Either party may terminate this Agreement by giving 30 days
written notice to the other.
4. PRICE: The price for services shall be per schedule on Exhibit "A". Any additional
services required shallbe invoiced separately and on a negotiated basis.
Statements for services rendered shall be submitted within five (S) days and
shall be due and payable within thirty (30) days of statement date.
5. REQUIREMENTS: Contractor shall maintain liability insurance in the amount of
$1,000,000.00 and. workman's compensation insurance.
6. kANGUAGE: Where language differs between the "Contract Agreement" and
Exhibit "A"attached hereto, the language in the "Contract Agreement" shall
prevail. The language of Exhibit."A" is subordinate to that of the "Contact
Agreement".
Brewforia Be arket
By:
-Rick Boyd:
Owner Date 7-12-13
Contractor Date
EXHIBIT C
EMERGENCY MEDICAL SERVICES AGREEMENT
AGREEMENT NO.
ADA COUNTY EMERGENCY MEDICAL SERVICES DISTRICT
EMERGENCY MEDICAL STANDBY SERVICES AGREEMENT
THIS AGREEMENT is made and entered into on this day of ,
2013, by and between the Ada County Emergency Medical Services District, a duly formed and
existing ambulance service district pursuant to the laws of the State of Idaho (hereinafter "District"),
and Brewforia Beer Mazket (hereinafter "Agency").
WHEREAS, the Agency is in need of Emergency Medical Standby Services at the Barley
Brothers Traveling Beer Show, on Saturday, August 24 and Sunday, August 25, 2013, from 10:45
a.m, to 7:00 p.m., at Kleinger Park-Meridian (hereinafter "Event"); and
WHEREAS, District can provide Emergency Medical Standby Services during this Event;
and
WHEREAS, the parties wish to enter into the following Agreement;
WHEREAS, the parties mutually agree as follows:
I.
DUTIES OF AGENCY
A. Agency agrees to hold harmless, defend, and indemnify District and Ada County, and
their officers, agents, and employees, from all claims, losses, actions, or judgments for damages or
injury to persons or property arising out of or in connection with any activities of Agency and its
employees, or representatives under this Agreement.
B. Should District or Ada County, which is providing standby emergency medical
services to the Agency pursuant to this Agreement, or any of their officers, agents, employees,
insurers, or indemnitors have any claims, demand, suit or judgment brought against them which
arises from such services, the Agency will defend, at its expense, and indemnify District and Ada
County, including their officers, agents, employees, insurers, and indemnitors, and hold them
harmless in the premises. Agency shall defend such allegations through counsel chosen by the
District and Ada County and Agency shall bear all costs, fees, and expenses of such defense,
including, but not limited to, all attorney fees and expenses, court costs, and expert witness fees and
expenses.
ADA COUNTY EMERGENCY MEDICAL SERVTCES DISTRICT EMERGENCY MEDICAL STANDBY
SERVICES AGREEMENT - 1
C. Agency shall pay District after the Standby Emergency Medical Services at the Event
have been rendered at the Event, and upon District's submission of an invoice with the amount due
and owing. Payment, as reflected on the invoice, is due in thirty (30) days.
D. During the Event, Agency shall comply with, and abide by any reasonable and lawful
directives issued by authorized representatives of the District.
II.
DUTIES OF THE DISTRICT
A. District shall provide Standby Emergency Medical Services at the Event.
B. District will provide the following equipment and staffing:
• One paramedic standby service with medically equipped ambulance at
the rate of $45.00 per hour.
0 ea. Additional paramedics at a rate of $35.00 per hour.
0 ea. Paramedic supervisor at a rate of $40.00 per hour.
C. An additional hour will be added to the total for travel to and from said event. All
prices include planning and preparation time, and the minimum duration for standby service is one
hour. Time is billed to the quarter hour.
HI.
MISCELLANEOUS PROVISIONS
IT IS FURTHER UNDERSTOOD THAT:
A. District and its officers, employees, and agents shall not be considered employees of
Agency.
B. There shall be no deductions from the payment made to District for taxes, either state
or federal, and District shall be solely responsible for the payment of any wages, taxes, or insurance
as may be required based on the payment received.
ADA COUNTY EMERGENCY MEDICAL SERVICES DISTRICT EMERGENCY MEDICAL STANDBY
SERVICES AGREEMENT - 2
C. District personnel are tasked with rendering emergency medical services at the scene
of the medical emergency, or injury, or onset of acute illness to which they have been dispatched or
summoned and shall be deemed to have complete medical and technical rescue authority until arrival
at the hospital, and the patient is released to hospital staff.
D. Any other first aid medical personnel will relinquish all patient responsibility to
District personnel including transportation procedures. The only exception will be when an attending
physician agrees to assume all medical responsibility and authority including traveling with the
patient to the hospital.
E. The rates stated in this Agreement are for reimbursement of the costs incurred for
providing equipment and personnel for standby purposes. All patients treated and/or transported will
be individually billed for services rendered.
F. In the event of a dispute or litigation involving the meaning of the terms contained
within this Agreement, the customary meaning as used within the medical profession will control.
G. This Agreement shall be governed and interpreted pursuant to the laws of the State of
Idaho.
H. In the event of any litigation arising under or as a result of this Agreement, the
prevailing party shall recover its costs and reasonable attorney fees.
I. In the event any provision or section of the Agreement conflicts with applicable law or
is otherwise held to be unenforceable, the remaining provisions shall nevertheless be enforceable and
shall be carried into effect.
J. The failure of a party hereto to insist upon a strict performance of this Agreement
shall not be a waiver of any breach or of any terms or conditions of this Agreement by any other party.
K. This Agreement may be modified or amended by a writing duly executed by both
parties.
L. This writing embodies the whole Agreement of the parties. There are no promises,
terms, conditions, or obligations other than those contained in this Agreement. All previous and
contemporaneous communications, representations, or agreements, either verbal or written, between
the parties are superseded by this Agreement.
ADA COUNTY EMERGENCY MEDICAL SERVICES DISTRICT EMERGENCY MEDICAL STANDBY
SERViCESAGREEMENT-3
DATED this day of , 20
Board of the Ada County Emergency Medical Services District
BY~ Chairman
ATTEST:
Christopher D. Rich, Ada County Clerk
Brewforia Beer Market
Signed name of Authorizing Agent
Print Name of Authorizing Agent
Title:
3030 E. Overland Rd., Ste 100, Meridian, ID 83642
(208)888-7668
STATE OF IDAHO )
ss.
County of Ada )
On this day of 20 ,before me, a Notary Public, personally
appeared ,known or identified to me to be the person whose name is
subscribed to the instrument, and acknowledged to me that he executed the same on behalf of Agency.
Notary Public for Idaho
Commission Expires
ADA COUNTY EMERGENCY MEDICAL SERVICES DISTRICT EMERGENCY MEDICAL STANDBY
SERVICES AGREEMENT - 4
EXHIBIT D
PARKING PLAN
Emily Kane
From: Tanana Martz <tatiana@brewforia.com>
Sent: Wednesday, July 31, 2013 2:18 PM
To: Emily Kane
Cc: Nancy Radford
Subject: BBTBS Parking Email Approvals
SOCKEYE BREWING
On Ju126, 2013, at 8:41 AM, Sockeye wrote:
Sockeye Brewing is giving Barley Bros Traveling Beer Show permission to us our pazking lot for over flow
parking for their event on August 24-25th. There aze about 75 spaces.
Tylar Bell
Director of Sales
Sockeye Brewing
(208)891-7817
Tylarbell@ sockeyebrew.com
BIG AL'S PARKING
On Ju120, 2013, at 12:59 PM, Hugh Crawford wrote:
Tatiana - We can provide you with conditional approval to utilize 130 parking space at The Village at Meridian.
The parking spaces we can make available are adjacent to Big AI's and very near the main entrance to Kleiner
Park. Please see the attached site plan showing the proposed parking location. The conditions for our approval
are as follows:
• Provide us with written approval from other venues/property owners showing evidence that you have
secured the additionally required off-site parking spaces.
• Provide us with a Certificate of Insurance evidencing $2,000,000 in general liability coverage listing all
the additional insured as shown on the attached Exhibit G document.
• Provide us with a written plan on how you are going to secure and manage the parking area we are
providing to ensure we won't experience any property damage to landscaping, buildings, fencing, etc..
Simply put, will you have a security officer stationed in this parking lot to oversee and manage the
conduct of your event attendees as they are coming and going from the event. Also, how will you
control access to the lot; barricades, fencing, etc..
• Provide us with a signage plan that explain how you will direct cars to this lot and mitigating event
attendees from parking in other areas of our parking lot; Event Parking and No Event Parking signs
strategically placed around the property.
We look forward to working with you. Please let me know if you have any questions or concerns regarding the
above.
Hugh S. Crawford, SCSM
General Manager
C E N T E R C A L PROPERTIES , I. L. C I Cresting Ualare,forXeuiilers and Conrrmmibes
The Village at Meridian
3600 E. Fairview Avenue
Meridian, Idaho 83642
Y_~5' (office) 208.888.1701
hcrawford @centercal.com
http://centercal.com
LAKE HARBOR PARKING
From: Mary Hurja <maryC~arowlocalusa.com>
Date: July 26, 2013 1:17:47 PM MDT
To: Tatiana Martz <tatianaCc~brewforia.com>, Rick Boyd <rickC~brewforia.com>
Subject: Parking
Tatiana,
we are holding 100 parking spots at Lake Harbor for Brewforia. If more is needed we have an additional 100
spaces for them..
Mary Hurja
Managing Director
Grow Local USA
T: (760)861-7015
('lick on liuk to learn. about Grocr Local USA, Idaho
www.youtube.com/watch?v=u8fibcI+K7.7s
Tatiana Martz
Brewforia Beer Market
3030 E. Overland Rd. Ste 100
Meridian, ID 83642
(208) 888-7668
www.Brewforia.com
z