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Event Request Form (As of 1-09-12) This Event Request Form must be completed and returned to the City of Hoover thirty (30) days prior to event to allow for the City approval and planning process to be accomplished. Event contact will be notified of status following internal review. Return request to Erin Colbaugh, Events Coordinator, [EMAIL REDACTED] or call 205- 444-7732. Today’s date EVENT DETAILS Name of event Date(s) of event Time of event Location of event Description of event EVENT ORGANIZER Event contact name Organization Mailing address Email address Business phone Mobile phone ATTENDANCE Estimated attendance Tickets required – YES NO Ticket price(s) Parking location ---PAGE BREAK--- 2 City of Hoover Event Services Depending on the projected event attendance and the nature of the event, the City reserves the right to require that City personnel be on site during an event for public health and safety reasons. When such personnel are required by the City, the following fees will apply. POLICE One police officer $35 per hour per officer Four hour minimum EMERGENCY MEDICAL SERVICES Minimum of two fire-medics $35 per hour per fire-medic Four hour minimum PUBLIC WORKS Two public works employees $25 per hour per employee Four hour minimum EQUIPMENT (Rental based on availability) Steel barricades - $1 each Orange traffic cones - $0.50 each Portable bleachers - $50 per set (rental fee dependent on location) Generator - $25 each Trolley $125 per day (8 hours) per trolley Maximum $250 per trolley for multi-day event (rental based on availability) Trolley driver $20 per hour Four hour minimum (Approved City of Hoover trolley driver is required. Should trolley driver be cancelled prior to or during event, fees must still be paid.) ---PAGE BREAK--- 3 INSURANCE Organization must provide adequate insurance for event and list City of Hoover as an additional insured. Proof of insurance must be provided fourteen (14) days prior to start of event. In some cases additional entities may require insurance certificates. (EX: Events on Regions Park property must name Birmingham Barons and J&S Concessions on insurance certificates.) The following is a summary of City of Hoover minimum insurance requirements for necessary event coverage: Commercial General Liability $300,000 Commercial Automobile Liability $300,000 CSL (if no vehicles are owned, then CGL should include coverage for non-owned & hired) Worker’s Compensation Statutory Worker’s Comp Coverage B (Employer’s Liability) $100,000 (if no worker’s compensation coverage, then a release should be provided) Umbrella (if available, show limits) Events involving unique exposures such as water (fishing, boating, swimming, etc.), participant driving activities (test driving, driving an obstacle course, test & tune, etc.), pyrotechnics, or other unusual exposures require higher limits. Please contact Risk Management for assistance. Insurance certificates must be submitted fourteen (14) days prior to event date for review. Participant Waiver If an event involves an athletic activity such as walking, jogging, running, etc., or requires a participant to pay a fee such as an entry fee, ticket fee, etc., the event organization must provide to the City copies of signed waiver forms for each participant which include the City of Hoover and Parks and Recreation Department. Waiver forms may be organized to allow multiple signatures per page. RENTAL FEES & PAYMENT OF SERVICES Deposits must be received by the City along with this Event Request Form. Deposit fee must be received before event date is secured. Submit deposit check separately. All deposit checks should be payable to City of Hoover. All rental and staffing fees must be received at least seven days prior to event date. All rental and staffing fees should be payable to City of Hoover. Please return this Form along with any deposits, rental fees and staffing fees to the Events Coordinator: Erin Colbaugh Events Coordinator Hoover City Hall 100 Municipal Lane Hoover, AL 35216 [PHONE REDACTED] ---PAGE BREAK--- 4 Trolley drivers must be paid directly by event organizer the day of the event. Driver names and appropriate paperwork will be provided to event organizer prior to event in order to process payment. WALKING & RUNNING EVENTS Due to safety concerns, management of traffic and staffing requirements, no walking or running events will be approved to be held on any of City of Hoover public roadways. Veterans Park on Valleydale is a beautiful facility with a 5K cross country course. Organizations are encouraged to host walking and running events at Veterans Park on Valleydale. The course routes may be modified to accommodate other distances for events. For any run or walk held at Veterans Park on Valleydale, event organizer must include City of Hoover and Parks and Recreation Department on participant waiver forms. Event organizer must submit a copy of the participant waiver with deposit. VETERANS PARK ON VALLEYDALE HOURS AND RESTRICTIONS Veterans Park on Valleydale is open daily from dawn until dusk. Reservations will not be accepted for events to be held after dark/closing hours. Veterans Park on Valleydale will remain open to the public during all events. BLACKOUT DATES: Reservations for Veterans Park on Valleydale will not be accepted for Saturday, November 24, 2012; Sunday, November 25, 2012 or the entire month of December, 2012. VETERANS PARK ON VALLEYDALE EVENTS You must be a Hoover or Shelby County resident and at least twenty-one (21) years of age or older to rent a facility at Veterans Park on Valleydale. Please provide resident name, address and telephone number. Note: The event contact may be different from resident listed and fees may be provided from the organization and not the resident. Name: Telephone number: The renter is granted exclusive use only of the specific area reserved, for the designated time. Restrooms, drinking fountains, playgrounds, parking lots and ponds and other portions of Veterans Park on Valleydale will remain open to the public throughout any event date requested. Please be aware that residents utilize many of the amenities of the park each day prohibiting the closing of the park for any event. The following are rental fees for events to be held at Veterans Park on Valleydale based on a four hour maximum use. Cross country course/park - $250 Barn pavilion (near sand volleyball courts) - $80 ---PAGE BREAK--- 5 Modern pavilion (brick structure) - $80 Both barn and modern pavilions - $150 Volleyball courts - $25 per hour The following are rental fees for events to be held at Veterans Park that will last longer than four hours, but no longer than eight hours. Cross country course/park - $500 Barn pavilion (near sand volleyball courts) - $150 Modern pavilion (brick structure) - $150 Both barn and modern pavilions - $290 A $250 deposit for a four-hour event or $500 deposit for an eight-hour event is required to secure the event date at Veterans Park on Valleydale. Following the event, an inspection will be conducted to determine if all rules have been adhered to and that the facility is properly cleaned. If so, the deposit check will be returned. If not, security deposit and future reservation privileges will be forfeited. Please issue the deposit check separate from the rental and staffing fees. Following receipt by the City, this Event Request Form will be evaluated by City of Hoover staff to determine whether appropriate city staff will be necessary and therefore required for public health and safety reasons. The City reserves the right to require that City personnel be on site during an event depending on the projected event attendance, the nature of the event and/or other event considerations. It is the City’s sole responsibility to determine the appropriate staff required to cover an event. When such personnel are required by the City, the fees set forth on page 2 of this Form will apply and shall be paid at least seven days prior to the event date. It should be noted that, when needed, Staff is required for a minimum of four hours. City of Hoover ordinances set forth in the Municipal Code of the City of Hoover (including, but not limited to, Chapter 11.5 relating to Parks and Recreation) and Hoover Parks and Recreation Rules and Regulations must be adhered to for each event held at Veterans Park on Valleydale. No outside organization will be permitted access to the permanent concession area at Veterans Park on Valleydale. Please list additional event details and special requests: ---PAGE BREAK--- 6 By my signature hereon, I declare that I: agree to ensure that Chapter 11.5 of the Municipal Code of the City of Hoover and Hoover Parks and Recreation Rules and Regulations relative to the event herein requested will be adhered to by myself, my guests and/or my organization; understand that the failure to follow Chapter 11.5 and Hoover Parks and Recreation Rules and Regulations at the event herein requested may result in forfeiture of the security deposit given, cancellation of the event and/or loss of future reservation privileges of Hoover public facilities; and certify that all parts of this application have been read and understood and that all information submitted thereon is true and correct. Applicant’s printed name: Applicant’s signature: ---PAGE BREAK--- 7 SUMMARY OF RENTAL & STAFFING FEES Fees & Rentals Cost/Item Hours Quantity TOTAL Deposit $250.00 4 Deposit $500.00 8 Veterans Park Course $250.00 4 Veterans Park Course $500.00 8 Barn Pavilion $80.00 4 Modern Pavilion $80.00 4 Both Pavilions $150.00 4 Barn Pavilion $150.00 8 Modern Pavilion $150.00 8 Both Pavilions $290.00 8 Volleyball Court $25.00 Police Officer $35.00 Fire-Medic $35.00 Public Works Employee $25.00 Trolley $125.00 Steel Barricade $1.00 Orange Traffic Cone $0.50 Portable Bleacher $50.00 Generator $25.00 GRAND TOTAL Deposit fee must be received before event date is secured. Submit deposit check separately. All deposit checks should be payable to City of Hoover. Rental and staffing fees must be received seven days prior to event date. All rental and staffing fees should be payable to City of Hoover. Trolley drivers must be paid directly by event organizer the day of the event. Fees Cost Hours No. of staff TOTAL Trolley Driver $20.00 Event Organizer Checklist: Event Request Form completed & submitted Deposit check submitted with Event Request Form Participant Waiver submitted with Event Request Form (if required) Insurance Certificate submitted (14 days prior to event date) Rental and staffing fees submitted (7 days prior to event date) ---PAGE BREAK--- 8 CITY OF HOOVER USE ONLY Departmental approval: Fire department (Chief Chuck Wingate) Date Parks & Recreation department (Craig Moss) Date Police department (Chief Nick Derzis) Date Public Works department (Tommy Daniel) Date Revenue department (Frank Lopez) Date Executive Director (Allen Pate) Date Event checklist: Deposit (Returned Participant waiver Fees & rentals (Date to revenue Facility inspection post-event Insurance certificate Staff assignments and details Event notes: