City Grounds, Streets and Premises

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application-form-corporation-premises-2011.pdf

RENTAL OR USAGE OF CORPORATION PREMISES
TERMS AND CONDITIONS

1. RENTAL FEES

A rental/usage fee of $200 per hour, or any part thereof, may be charged for the rental/usage of any of the above-listed City properties except for Bull’s Head Car Park.
A rental/usage fee of $1,000 per day/night, or any part thereof, will be charged for Bull’s Head Car Park.
A Corporation Custodian(s) is required to be on duty and a fee of $85 per hour/per man will be charged. The Corporation Electrician is required for all electrical connections and requirements and there will be a charge of $100 per hour. Logistical requirements should be clarified at least two weeks prior to the event date including a site visit when necessary.
Where a Traffic Order has to be published (for street closures, parking lot closures, etc), the organizer will be charged by the Corporation for the cost of media insertions and the organizer MUST hire police to man the road closure.
Event organizers will be required to reimburse the City for lost parking revenue if applicable.
Rental fees are inclusive of electrical power and toilet facilities where they are available.
In cases where a rental/usage fee is not charged, the City reserves the right to charge a damage deposit which is refundable if the property in question is left in good condition.
Each application will be considered on its own merit, and past bookings do not set a precedent for future

requests.

The City charges a delivery and return fee of $200 for the use of Corporation barricades, in addition to rental fee of $5 per barricade.

2. OPENING HOURS

Some of the above premises are subject to opening and closing hours, while others are not. These will be determined upon receipt of the application.

3. PROCEDURES

Upon application, the Event Project Manager of the City will ascertain the availability of the requested premises on the requested date.
Assuming it is available, the user must then complete this application form, and submit together with the rental fee (if applicable), to the City at the earliest possible time. All applications must be approved in advance by the Corporation.
Bookings will not be confirmed until the items in No. 3.2 above are received by the City. Written confirmation may be supplied by the City upon request.
Additional charges, if any, will be billed after the function.
In the case of any activity that takes place in the City streets, prior approval in the form of a permitmust be sought from, and granted by, the Commissioner of Police, and copied to the Corporation of Hamilton.
Also in the case of any activity that takes place in the City streets or car parks (races, walks, marches, rallies, street festivals, etc.), the Corporation has to publish a Traffic Order to authorize the closure of the streets or car park in question. Organizers will be billed for the cost of insertions in the newspapers.

4. OTHER INFORMATION

A tent(s) may be erected during the day of the rental, and other equipment, such as staging, sound equipment, tables and chairs,may be brought in. No permanent fixtures should be installed nor affixed to or on City property without consent from the City Engineer – this includes drilling into streets and buildings to secure rental equipment such as tenting. Nothingmay be set up before the day of the rental without prior permission from the Event Project Manager. Using the services of a rental agency is recommended. All equipmentmust be removed by noon of the day following the function. In the case of functions/events in the streets, nothing that obstructs the traffic may be set up until the street has been formally closed as per the Traffic Order, and everythingmust be removed immediately after the event before the street re-opens. The City of Hamilton reserves the right to remove any items left overtime, and to dispose of the items or charge the renters accordingly.
Amplification, if used,must be kept to the lowest possible level. Some power sources are available, upon advance notice to the City Engineer. A Police “noise” permit is required for any noisy function that may extend after midnight.
No admission fees may be charged for any function held on City property without written permission.
Religious services may not be held on the grounds/steps of City Hall without permission.

5. RESPONSIBILITIES OF RENTERS

Those renting or using Corporation property will be responsible for any personal or property damage that may result from the gathering.
Those renting or using City property will be responsible for leaving the premises in a clean and tidy condition. In some cases, users will be responsible for garbage removal; in other cases, arrangements must be made with the City’s Sanitation Department for a special trash pick-up, or to provide additional trash receptacles.
If, in the opinion of the City, the event is large enough, the organizers will be required to provide security services for their function or event, and details of such security arrangements must be provided on the attached Information Sheet.
If organizers or sponsors have hired caterers, rental companies, technical companies, etc, the organizer or sponsor is responsible for ensuring that those they hire or those that work with them are fully informed of these Terms and Conditions, and all such ancillary services will be required to sign the Agreement along with the organizer or sponsor.
Applicants for a street event must satisfy the City in writing that the residents and businesses in the area surrounding the event have no objections to the event and that the Bermuda Police Service has no objections.

6. FOOD VENDORS

All food vendors are required to obtain a permit from the City of Hamilton before they set up on any City street or property. Peddlers permits required to sell on the roadsides outside the City of Hamilton are NOT valid within City limits.
The preparation and/or sale of food and beverages is not permitted at any City property, including on the streets, without first applying to the Corporation for, and receiving, a special vendor’s permit. Food vendors also require a Health Department permit. No barbecues are permitted, except by prior approval of the Corporation of Hamilton.
Alcohol (consumption/sale) is not permitted without prior consent and provision of a liquor license.

7. POSTPONEMENTS, CANCELLATIONS

If an event is cancelled up to 4 weeks prior to the scheduled date, the fee (if applicable) will be refunded. If an event is cancelled less than 4 weeks prior to the scheduled date, no refunds will be made. If an event is postponed and re-scheduled for a later date within 4 weeks, the fee (if applicable) will be credited toward the payment of the event when it takes place. (Note: if weather forces a last-minute cancellation, a refundmay be considered, upon application by the renter).

8. INCLEMENT WEATHER OPTION

If those renting an outdoor City premises wish to secure the No. 6 Passenger Terminal to use as an alternative location in case of inclement weather, a non-refundable deposit, together with a letter of request, must be submitted to the Asst. Port Operations Manager, in care of the Corporation of Hamilton. If the space is actually used, the deposit will be applied towards the full rental cost.

9. SAFETY PROCEDURES

For activities where large numbers may be expected to attend, special health, safety and security precautions must be put in place. These may include, but not be limited to, the following: St. John Ambulance Brigade or other EMT’s on stand-by in the area; security services; fire service presence; additional police presence; marshals at road junctions to guide traffic etc.
For events such as motorized races and pedal cycles, evidence of safety procedures to an international standard must be provided, such as crash barriers, approved race routes, etc. Event organizers will be responsible for providing the Corporation with evidence of all safety precautions taken, andmust agree to implement additional safety procedures as required.
In some cases where large numbers are expected to attend, an emergency evacuation plan must also be filed (e.g. for Bull’s Head car park).
Organizers may be asked to provide evidence of public liability insurance to an amount that the City deems adequate for the size and type of event planned.