Parks Rental Application Form

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parks-rental-application-form-2011.pdf

Terms and Conditions for Rental of City Parks

The City of Hamilton is extremely proud of its parks. They are beautifully planted and maintained in a highly professional manner by the City’s own horticulturists and gardeners. These employees take considerable pride in the appearance of “their” parks. The City urges all users of City parks to respect the environmental integrity of these carefully tended green areas and to respect everybody else around them, so that each park becomes a true oasis of peace and beauty in the heart of a busy City.

1. RENTAL FEES

1. Non-Commercial and non-Corporate Entities: The rental fee is $200 per hour, or any part thereof, for the use of any City park. This fee is charged from the start of the function until the end of the event. If the setup or cleanup is likely to impinge on the public’s ability to utilize the park, then the rental fee will include this time also.
2. Commercial and Corporate Entities: The rental fee is $400 per hour, or any part thereof, for the use of any City park. This fee is charged from the start of the function until the end of the event. If the setup or cleanup is likely to impinge on the public’s ability to utilize the park, then the rental fee will include this time also.
3. Custodian Fee: In both cases above, an additional fee of $85 per hour will be charged for each Corporation Custodian whose presence will be required before, during and after the function or event. A Custodian is required to open and close the gates in the case of the gated parks. The renter must confirm at least two weeks in advance with the Event Project Manager what hours staff are being requested. At least one Custodian is required on site for the entirety of the event. The Custodian(s) will have a time sheet to be signed by the last person to leave the park or an event organizer.
4. Electrician Fee: An additional fee of $100 per hour will be charged for the Corporation electrician if he is required before, during or after the function or event. The Electrician is required any time a electrical connection is requested and he will have a time sheet to be signed by an event organizer.
5. Barricades: For events in the City barricades are available for rent at $5 each. Delivery and collection is required by Corporation staff, and there will be a flat fee of $200 added. This does not include the set up of the barricades.
6. Damage Deposit: A refundable damage deposit will be charged for each event at the time the application is submitted. This deposit is refundable only if the renters leave the park in the same condition they found it. If the Corporation has to cleanup a park after a function, replace or repair any damage incurred, the entire deposit will be kept, and the renters will be charged any costs in excess of the deposit paid. For events catering to less than 200 people the deposit is $500; over 200 people it is $1000
7. The rental fee is inclusive of electrical power and toilet facilities in those parks that have them.

2. OPENING HOURS

1. Fort Hamilton, Par-la-Ville Park and Victoria Park are open to the public between 8:00 a.m. and sunset (varies from about 5:00 p.m. in winter to 8 pm in summer). Jubilee Park, Barr’s Bay Park, Cedars Garden and Point Pleasant Park at Albuoy’s Point are always open to the public.

3. PROCEDURES

1. Upon application, the Event Project Manager of the Corporation will ascertain the availability of the park on the requested date.
2. Assuming it is available; the user must then complete an application form, and submit that, together with a signed rental/usage agreement, damage deposit and the full amount of the rental fees, to the Corporation.
3. In addition, and if applicable, a copy of the Liquor License application must be submitted to the Corporation.
4. No booking will be confirmed and entered in the diary until the items in Nos. 3.2 and 3.3 above have beenreceivedbytheCity. Written confirmation will be supplied by the Corporation upon request.
5. Additional charges, if any, will be billed at the end of the month.

4. CONDITIONS OF USE

1. Admission Fees: No admission fees may be charged at the gate for any function held in a City park. Private functions for which admission is sold in advance are best held in one of the gated parks, while free public events or functions are best held in the un-gated parks.
2. Wedding Receptions: Wedding receptions are limited in any City Park on a first come, first serve basis.
3. Maximum Capacity in Parks: (a) Barr’s Bay Park – 1000; (b) Fort Hamilton – 300; (c) Victoria Park – 2500; (d) Par-la-Ville Park – 1200; (e) Point Pleasant Park at Albouy’s Point – 1000.
4. Concerts: The City is concerned at all times with issues of public safety and ensuring that residents and businesses in the vicinity of each park are not inconvenienced or unreasonably disturbed by events that take place in a park. Therefore, concerts or any other large events that are likely to attract in excess of 300 people and/or which will be loud due to the type of music and/or amplification will be restricted to Barr’s Bay Park and Victoria Park only.
   Note: Any function that extends beyond midnight, where any noise may be heard from outside the park, must be approved by the Police in advance, and a “noise” permit issued.
5. Private Functions: It should be noted that the un-gated parks (Cedars Garden, Jubilee and Point Pleasant Park at Albuoy’s Point) are open to the public 24 hours a day. Persons wishing to stage a private function in any of those parks cannot stop any member of the public from entering the park. The gated parks (Victoria, Fort Hamilton, Barr’s Bay, and Par-la-Ville) are more suitable for private functions after the gates are closed each evening.
6. On the day of the Event or Function:
1. A tent(s) and other equipment, such as staging, tables and chairs, sound and lighting equipment, bouncy castles, and catering items, may be set up in the park at any time on the day of the event or function. Nothing may be put in the park before the day of the rental without prior permission of the Event Project Manager and/or the Parks Superintendent. Using the services of a rental agency is recommended.
2. All equipment must be removed by no later than noon of the day following the function or as directed by the Corporation. The City of Hamilton reserves the right to remove any items left overtime, and to charge the renters accordingly or dispose of the items.
3. Amplification, if used, must be kept to the lowest possible level. Power sources are available in Fort Hamilton, Victoria Park, Par-la-Ville Park, Point Pleasant Park and Barr’s Bay Park, upon advance notice to the City’s Parks Superintendent.
7. The following restrictions apply:
1. No vehicles are allowed on the grass in any of the City Parks for any reason. This includes trucks belonging to tent rental firms, caterers, sound, lighting and staging technicians, private cars, and motorized cycles. This ban is to protect the environmental integrity of the park. Persons bringing equipment and catering items into the park must be prepared to carry whatever they bringoruse a trolley.
2. The City does not permit gaming or games of chance in any form to be undertaken at any City premises, even for charitable purposes.
3. The City does not permit team sports in the parks, e.g. football, softball, children’s sports days, etc. Such games are intrusive on other park users and can be environmentally damaging. Ball-throwing, whether by individuals or teams, is also prohibited.
4. Only domestic pets are permitted in the City Parks and they must be leashed at all times. Animal droppings must be picked up and disposed of by the owner.
5. Candlelight vigils will not be permitted in any of the City’s parks unless the City is satisfied that the candles are held in containers so the wax does not drip onto the grass or walkways. Wax kills grass and is extremely difficult to clean off the walkways. Organizers of candlelight vigils who do not enforce this requirement will be charged for the cost of cleaning up the wax after the event.
6. Recurring Events: The City is unlikely to grant approval for recurring events of a commercial nature over a period of time, e.g. once or twice a week for a month or more. Also the Corporation is concerned about the environmental impact that recurring events and large numbers of people will have on the City parks.
7. Persons planning events that involve children will be responsible for ensuring that there is adequate adult supervision of the children (e.g. 1 adult for every 10 children), in order to minimize damage to the gardens and other plantings. Running through the flower gardens and pulling branches off trees and shrubs is not acceptable behavior.

5. RESPONSIBILITIES OF RENTERS

1. There are public toilet facilities in Victoria Park and at Fort Hamilton. The public toilets on Point Pleasant Road are convenient for users of Point Pleasant Park. Special arrangements can be made in advancewith theCorporationofHamiltontousetheLemonTreetoiletsforfunctionsinPar-la-Ville Park. None of the other parks have public toilet facilities. Persons wishing to hold functions in any park that may attract 50 people or more must provide portable toilets at their own expense. (Note: only the small single portable toilet units can be brought into Fort Hamilton; larger units are too big to go over the bridge).
2. Renters must meet with the City’s Parks Superintendent and/or the Event Project Manager early on in the planning stages to discuss electricity and water requirements. Although there are power sources in most of the parks, the amount of electricity is finite and it may not be possible to provide sufficient power for the renters’ needs. Water is not available as a general rule, so if there is a need, this also must be discussed in advance.
3. Function organizers are responsible for ensuring that caterers, rental companies and staging, sound and lighting technicians are informed of, and agree to abide by, the Terms and Conditions. The sponsor or organizer, as well as those assisting with the function or event, must sign the rental agreement to signify their understanding of these Terms and Conditions.
4. Those renting the park will be responsible for any personal or property damage that may result from the gathering.
5. Tent rental companies MUST remove all tent pegs when taking down tents. Rental companies will be charged for any damage to Corporation equipment (e.g. lawn mowers) that results from tent pegs being left in the ground after a function.
6. Those renting any park will be responsible for leaving the park in a clean and tidy condition. All garbage must be bagged and placed at the nearest sidewalk or dumpster for collection.
7. Function organizers must provide details of security services for any function or event attended by 100 people or more, or where alcoholic beverages are available regardless of the number of people. Security guards are needed to monitor crowd control and traffic and parking issues. The Corporation’s Custodians are NOT security guards.
8. Function organizers will be asked to submit an emergency evacuation plan for any event that may attract more than 100 people.

6 FOOD AND ALCOHOL POLICY

1. The renter is responsible for obtaining the requisite Health Permits for all food served in the City’s parks. This includes food vendors who may be located on the street outside the park, but who are there as part of an event in a park. Food vendors also require a permit from the Corporation of Hamilton.
2. The sale of food or any other items is not permitted inside any of the City parks except when the vendor holds a valid City of Hamilton permit.
3. Food preparation (for receptions and dinners) must be approved by the City in advance. Barbecues (coal or wood) are not permitted; however, gas barbecues may be considered for approval. Caterers must obtain the requisite Health Permits
4. Alcohol Policy – see attached. It should be noted that cash bars are not permitted in any City park, for safety and security reasons. Organizers may sell drink tickets, or wrist bands at a location removed (as far as possible) from the bar so that bar tenders do not have to handle cash.

7. POSTPONEMENTS, CANCELLATIONS

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

8.INCLEMENT WEATHER OPTION

1. If those renting a park 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 Events & Marketing Coordinator (tel. 292-1234). If the space is actually used, the deposit will be applied towards the full rental cost.

9. ADDITIONAL CONDITIONS PERTAINING TO FORT HAMILTON ONLY

1. Absolutely no parking by persons attending the function, or persons organizing the function (e.g. caterers, tent rentals, sound and lighting technicians, etc.) is permitted in the adjacent Elizabeth Hills Housing Estate, the parking lots for Marshall’s Cleaning Services, Pitt & Company and the apartments across the road from the entrance to Fort Hamilton, or in Fort Hamilton Drive, or in the Park itself. It is recommended that those attending functions at Fort Hamilton park in the King Street parking lot next to the Fire Station, and walk up the hill to the park.
2. Function organizers must agree to have commercial security guards and/or extra-duty police officers on duty for any event likely to attract 50 people or more. The purpose is (a) to ensure a safe and orderly event and (b) to ensure that there is no illegal parking outside the Fort (see 9.1 above).
3. Noise levels must be kept especially low at Fort Hamilton, so as not to inconvenience the many residents in the surrounding neighborhood. All music (amplified or not) must stop by 11 p.m. and the event or function must be over by midnight.
4. All trash must be securely bagged and taken to the entrance to the parking lot just off Fort Hamilton Drive for collection.
5. Fort Hamilton is not suitable for young children’s parties or any other functions (including school
6. functions such as sports days) likely to involve children. Children under the age of 12 years must have close adult supervision at all times; older children must also be supervised.
7. The premises of Fort Hamilton are fenced, but serious injury may result if visitors do not maintain a proper distance from the ramparts or other unfenced walls or edges. Persons renting Fort Hamilton must agree (by signing the attached contract and returning it to the Corporation, together with the rental fee and the information form) to absolve the City of Hamilton of any and all liability for any injury arising out of either the condition of the premises or any activities taking place therein.

ALCOHOL POLICY CONSUMPTION AND SALE ON CORPORATION PROPERTY

The sale of alcohol is permitted for registered charitable organizations or bona fide sporting or cultural organizations only. A letter from the charitable organization, on their letterhead, signed by a representative from that organization and the person holding the function, must be sent to the Corporation, together with a copy of the occasional liquor license, prior to the event.

Guidelines for Occasional Liquor License:

1. An occasional liquor license is required if admission is charged (even if drinks are free), or if there is a bar charge (even if admission is free).
2. Application must be made to the Liquor Licensing Authority no later than two weeks prior to the event.
3. An occasional liquor license will only be considered for (i) a charitable organization, (ii) a sporting organization, or (iii) a cultural organization.
4. The liquor license application should be submitted by the charitable organization, and the bar should be manned by the charitable organization to which the bar proceeds will be donated.
5. Full proceeds of the bar must go to the charity, or to the sporting or cultural organization that applied for the license.
6. The liquor license applicant and function organizers are responsible for ensuring that no alcoholic beverages are sold, served to, or consumed by minors under the age of 18.

Occasional Liquor License Not Required Under the Following Circumstance:

1. If there is no admission and no bar charge, and the function is not open to the general public, then an occasional liquor license is not required.
2. Examples of such functions are staff parties, corporation functions, private parties, private receptions, etc.
3. The function organizers are responsible for ensuring that no alcoholic beverages are served to, or consumed by minors under the age of 18.