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1 Community Medium (101-999) Event Application City of Eagle Community Event Application Each year the City of Eagle receives requests from individuals and groups to conduct special events on property owned or controlled by the City of Eagle. The City of Eagle is a growing community with growing community events. Individuals or groups proposing new events will be required to schedule a consulting meeting with the Parks and Recreation Director. The consultation requirement may be waived at the discretion of the Parks and Recreation Department. To set up a briefing meeting you reach the Parks and Recreation Administrative Assistant at [PHONE REDACTED] or [EMAIL REDACTED]. The City of Eagle recognizes community events as an important part of Eagle’s quality of life. They enhance tourism, provide an economic benefit to businesses, promote cultural diversity and provide affordable entertainment. A community event is defined as any organized activity involving the use of, or having impact upon public property, sidewalks, parks or streets in a manner that varies from its current land use or requires a permit. Community Events Applications must be received by the Eagle’s Parks and Recreation Department a minim of thirty (30) days prior to the scheduled date of the event and may be submitted as early as twelve (12) months before the event. The City of Eagle Parks and Recreation Department is committed to working with event organizers to help them produce a successful and safe event which has minimal impact on the environment, surrounding neighborhoods and businesses. We believe this is achieved through responsible leadership, careful planning, good organization and teamwork. The following application is designed to help community event organizers effectively navigate the planning and execution of their event. If you are returning the form electronically, please submit it to [EMAIL REDACTED]. If you wish to turn in a hard copy, please detach the completed forms from this packet, and return them to the City of Eagle Parks and Recreation Department- 660 Civic Lane – Eagle, ID 83616. City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org Each year the City of Eagle receives requests from individuals and groups to conduct special events on property owned or controlled by the City of Eagle. The City of Eagle is a growing community with growing community events. Individuals or groups proposing new events will be required to schedule a consulting meeting with the Parks and Recreation Director. The consultation requirement may be waived at the discretion of the Parks and Recreation Department. To set up a briefing meeting you reach the Parks and Recreation Administrative Assistant at [PHONE REDACTED] or [EMAIL REDACTED]. The City of Eagle recognizes community events as an important part of Eagle’s quality of life. They enhance tourism, provide an economic benefit to businesses, promote cultural diversity and provide affordable entertainment. A community event is defined as any organized activity involving the use of, or having impact upon public property, sidewalks, parks or streets in a manner that varies from its current land use or requires a permit. Community Events Applications must be received by the Eagle’s Parks and Recreation Department a minim of thirty (30) days prior to the scheduled date of the event and may be submitted as early as twelve (12) months before the event. The City of Eagle Parks and Recreation Department is committed to working with event organizers to help them produce a successful and safe event which has minimal impact on the environment, surrounding neighborhoods and businesses. We believe this is achieved through responsible leadership, careful planning, good organization and teamwork. The following application is designed to help community event organizers effectively navigate the planning and execution of their event. If you are returning the form electronically, please submit it to [EMAIL REDACTED]. If you wish to turn in a hard copy, please detach the completed forms from this packet, and return them to the City of Eagle Parks and Recreation Department- 660 Civic Lane – Eagle, ID 83616. ---PAGE BREAK--- 2 Community Medium (101-999) Event Application COMMUNITY EVENT APPLICATION Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 ATTENDANCE AND PARTICIPANT GOOD FAITH ESTIMATE I.EVENT INFORMATION Name of the Event: Description of Event: Location of Event: Good Faith Estimate of Attendees: Basis Statement for Estimate: New Event: Yes No Annual Event: Yes No Years Operating: Print name of organizer or company of the event: Non-Profit: Yes No *provide proof of 501 3 status Applicant’s Name: Title: Mailing Address: Zip Code: Street Address: City: State: Day Telephone: Evening Telephone: Mobile Telephone: City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org ---PAGE BREAK--- 3 Community Medium (101-999) Event Application FAX Number: E-Mail Address: Day of event contact information: Name: Phone number: Mobile phone number: II. LOGISTICS INFORMATION Will food/beverage be served? Yes No Explain food/beverage plan: Is this event open to the public? Yes No Parking Plan: (attach additional sheets if needed) Medical Plan: (attach additional sheets if needed) Waste Plan: (attach additional sheets if needed) Security Plan: (attach additional sheets if needed) Restroom Plan: (attach additional sheets if needed) Route (attach additional sheets if needed) Area(s) closed for Set-up, Stages, Tents, etc.: Date: Time: Area(s) to be closed: *All information about street route and closures must be submitted to Idaho Transportation Department (ITD) and Ada County Highway Department (ACHD) Additional Details: City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org ---PAGE BREAK--- 4 Community Medium (101-999) Event Application III. EVENT SCHEDULE Special Events are limited to five days, including set-up and tear-down days. Additional days may be considered on a “per request” basis. Please submit your modification requests in writing and attach them to your application. Noise waivers are required and will need to be approved by Council for any event continuing after 10:00 PM. IV. FEES Security Deposit $100 Non-Profit Business, Set Up Day $75 Non-Profit Business, Tear Down Day Non-Profit Business, per day $150 # of *Additional shelter use may be available for an additional $150 flat rate Security Deposit $100 (refundable) For Profit Business, Set up $150 For Profit Business, Tear Down $150 For Profit Business, per day $300 # of *Additional shelter use may be available for an additional $300 flat rate TOTAL DUE Date(s) of Event Hours Start Time: End Time: Start Time: End Time: Start Time: End Time: Date of Set-Up Hours Start Time: End Time: Date of Tear Down Hours Start Time: End Time: City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org ---PAGE BREAK--- 5 Community Medium (101-999) Event Application VII. INSURANCE REQUIREMENTS It is the responsibility of your Special Event organizers to maintain a COMPREHENSIVE GENERAL LIABILITY insurance policy with coverage of not less than $1,000,000.00 combined single limit per occurrence. Each policy shall be written as a primary policy, not contributing with or in excess of any coverage which the City may carry. A certificate naming the City of Eagle, Ada County, Idaho, as an additional insured shall be delivered to the City of Eagle with this application. The adequacy of all insurance required by these provisions shall be subject to approval by the office of the City Clerk. Failure to maintain any insurance coverage required by this agreement shall be cause for immediate termination of the application. Insurance Company: Agent Name: Address: Phone: VIII. EXTRAORDINARY RESOURCES AGREEMENT & REFUND POLICY Special event applicants, promoters and sponsors whose special events require the use of extraordinary City resources as a result of their anticipated attendance or heightened security concerns shall be required to pay for those extraordinary resources, as determined by the City’s Parks and Recreation Department. Full cost recovery for extraordinary resources shall be required no later than sixty (60) days following the conclusion of the special event. Any extraordinary resources for which there are additional costs shall be solely dedicated to the special event. If payment is not received within that sixty (60) days the applicant will be sent to collections. The City of Eagle’s refund policy is as followed. Any event cancelled ten (10) days prior to the event will receive a full refund. Any event cancelled within ten (10) days or less will receive a 50% refund. By my signature, I hereby acknowledge my understanding of the aforementioned requirement concerning the payment for extraordinary resources and application fee and the City of Eagle’s refund policy. THIS APPLICATION SHALL NOT BE CONSIDERED COMPLETE UNTIL THE PARKS AND RECREATION DEPARTMENT HAS RECEIVED ALL REQUIRED INFORMATION. Applicant name (print): Applicant signature: Date: AUTHORIZATION AND INDEMNITY I, , hereby agree to indemnify, save and hold harmless, and defend the City of Eagle and the Ada County Highway District from the expenses of and against any and all suits, actions, claims, and/or losses of every kind, nature, and description, including costs, expenses, and attorney fees that may be incurred by reason of any act, omission, neglect, or misconduct of myself, the organizers or operators of the use(s), activities, or events described or depicted in this application and/or the supporting documents, or any participant therein. Applicant name (print): Applicant signature: Date: I, , hereby certify that damage to the properties, locations, and/or routes at or upon which the use(s), activities, or events described or depicted in this application and/or the supporting documents is not foreseeable, and that, if damaged, I alone shall incur any and all costs of restoring such properties, locations, and/or routes to their original condition. Applicant name (print): Applicant signature: Date: City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org SIGN SIGN SIGN ---PAGE BREAK--- 6 Community Medium (101-999) Event Application APPLICATION REQUIREMENTS This page is for your information. You do not need to include it with your application. □Contact Eagle’s Parks & Recreation to schedule park use event date and schedule meeting with Parks and Recreation Director. *meeting for recurring events may be waived. □Complete application from Park and Recreation Department (due 30 days prior to event date) □All permits submitted to The City of Eagle, ACHD, and ITD □Amplified Sound Application (30 days prior to event date) □Noise Waiver for after 10PM events (30 days prior to event date) □Alcohol Application-Open Container Permit, Catering Permit (if applicable) (30 days prior to event date) □Proof of Insurance Certificate (10 days prior to event date) □Submit Security, Parking, Shuttle, Traffic and Emergency Plans with application City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org ---PAGE BREAK--- 7 Community Medium (101-999) Event Application CONTACT INFORMATION This page is for your information. You do not need to include it with your application. City of Eagle Parks and Recreation 660 E Civic Lane Eagle, ID 83616 P [PHONE REDACTED] F [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org City of Eagle Fire Department Fire Chief, Mike Winkle 966 E Iron Eagle Dr. Eagle, ID 83616 P [PHONE REDACTED] www.eaglefire.org Idaho Transportation Department (ITD) 3311 w. State Street P.O. Box 7129 Boise, ID 83707 P [PHONE REDACTED] http://itd.idaho.gov/ City of Eagle Clerk’s Office 660 E Civic Lane Eagle, ID 83616 P [PHONE REDACTED] F [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org Idaho State Tax Commission PO Box 36 Eagle, ID 83722-0410 P [PHONE REDACTED] P [PHONE REDACTED] http://tax.idaho.gov/ Ada County Sheriff 7200 Barrister Dr. Eagle, ID P [PHONE REDACTED] www.adasheriff.org City of Eagle Planning and Zoning Department 660 E Civic Lane Eagle, ID 83616 P [PHONE REDACTED] F [PHONE REDACTED] www.cityofeagle.org Central District Health 707 N Arm Boise, ID 83704-0825 P [PHONE REDACTED] www.cdhd.org Ada County Highway District -ACHD 3775 Adams Street Garden City, ID 83714 P [PHONE REDACTED] www.achdidaho.org City of Eagle Police Department Chief of Police, Patrick Calley 1121 E State St, St 101 Eagle, ID 83616 P [PHONE REDACTED] P [PHONE REDACTED] http://www.adasheriff.org/AboutUs/CityofEaglePolice.aspx State Electrical Inspector Idaho Div of Bldg Safety 1090 E Watertower St Meridian, ID 83642 P [PHONE REDACTED] http://dbs.idaho.gov/ Ada County Paramedics 5870 Glenwood Eagle, ID 83714 P [PHONE REDACTED] http://www.adaweb.net/Paramedics Allied Waste 11101 W Executive Dr. Boise, ID 83713 P [PHONE REDACTED] F [PHONE REDACTED] www.alliedwasteidaho.com City of Eagle Parks and Recreation Department 660 Civic Lane Eagle, Idaho 83616 [PHONE REDACTED] [EMAIL REDACTED] www.cityofeagle.org