Document Kennewick_doc_7ebf78cf4f

1 2025 SPECIAL EVENT PERMIT GUIDE Step 1 •Review Special Event Permit Guide thoroughly. •Submit Special Event Permit Application and initial fees. •Note: Do not advertise until conditional approval has been granted. Step 2 •Receive conditional approval. •Attend initial planning meeting with City's Special Events Team. Step 3 •Review, sign & return contract. Step 4 •Submit required documents. •Submit event fees. Step 5 •Attend final •Receive final Special Event Permit. ---PAGE BREAK--- 2 CONTENTS OF THIS GUIDE: Changes: Summary of Special Event Process Changes Introduction: General Information and Special Event Permit Application Section A: Fee’s Section B: Hold Harmless / Insurance Requirements Section C: Site Map / Route Map / Parking Plan Section D: Alcohol Section E: High Risk Activities Section F: Food Sales / Food Consumption Section G: Portable Toilets Section H: Garbage, Waste Water, Grease Disposal, & Recycling Section I: Public Safety & Event Management Plan Section J: Street/Pathway Closure Guidelines Section K: Music / PA Systems / Noise Ordinance Section L: Camping Section M: Run of Show Section N: Vendors Section O: Softball / Baseball Tournaments Section P: Commercial Filming Section Q: Vehicle Policy SUMMARY OF CHANGES Special Event Permit Application Process (Introduction): The 2025 application and coordinating process will not change. However, the City has adjusted the process for returning groups and new groups booking City facilities and parks in 2026 and beyond. Returning groups will now be able to book their next year’s event at the conclusion of their 2025 event. They will not have to wait until the end of the calendar year to apply. New Events (events not hosted at the City in the last 12 months) will be able to book ten (10) months in advance for open dates, as approved by the City. Additional details on process, date holds, and applications can be found in the Introduction section. Event Fees (Section The City conducted a comprehensive fee study of all Parks & Recreation event spaces and fees. Adjustments are based on cost recovery goals, Consumer Price Index, market comparison, and demand.  Event Fees have been updated to meet market equivalency  Listed fees within this guide are valid* in 2025 and 2026 - *Prices set by other City departments, outside entities, or based on hourly staffing rates are subject to change.  Security deposit amounts have increased for Tier 1 & 2 events  The Vendor Fee has increased to $50/event Insurance Due Dates and Fees (Section The City now requires all event insurance to be submitted no later than 60 days in advance of the event. The City increased the fees for late insurance submissions and highly recommends event organizers familiarize themselves with Section B Tournament Field Maintenance and Services: UPDATE: Dirt softball and baseball fields are prepared and lined every third game. Tournament Directors can choose from the following field prep options at a price of $20/game. Artificial turf fields are priced separately.  Championship Games  All Games ---PAGE BREAK--- 3 INTRODUCTION: GENERAL INFORMATION SPECIAL EVENT PERMIT APPLICATION Events or gatherings in a public park or facility that meet any of the following guidelines are required to obtain a Special Event Permit:  More than 100 attendees expected  Includes a high-risk activity (such as bounce house, alcohol, drones, petting zoo, fireworks, etc.)  Includes commercial filming  Uses amplified sound in a public park or facility  Requesting exclusive use of a public space The following guide will help answer questions as you plan your event. Please be sure to review the entire guide thoroughly, as agreement to abide by the contents of this guide will be a part of the Application and required event agreement. There is additional information available on the Special Events Website: Special Events & Tournaments I Kennewick, WA (go2kennewick.com). By applying for a Special Event Permit, you and your representatives agree to take sole responsibility for being knowledgeable about, fully understanding, and adhering to all local, state, and federal laws, policies, and regulations associated with the proposed event and its related activities. This includes, but is not limited to, compliance with the provisions of the Kennewick Municipal Code/Ordinances, Special Events Application, Special Event Permit Guide, and other City documents, permits, requirements, or correspondence. Providing complete and detailed information about the activities, performances, services, and other elements in your event plans helps the Special Events Team collaborate with you effectively to develop plans that ensure the safety of all participants and attendees SPECIAL EVENT APPLICATION SUBMISSIONS: Returning Groups - As defined as a group or event which has hosted at a City of Kennewick Venue, Facility, or Park within the last Calendar Year: • Returning Events and Tournaments will be supplied an application link for their next years event following the current years event conclusion by their assigned Event Coordiantor. • 2026 & Future Events: Upon completion of the current years events a Courtesy Future Date Hold will be applied to the next years dates/day pattern. This is a First Right of Refusal Hold (FROR), meaning, if a date is refused by the group or a booking deadline is missed, the date is released and made available to other groups. Immediately following the conclusion of an event, a courtesy First Right of Refusal (FROR) hold will be placed by City Event Staff for returning groups' next year's event date range*. Returning event organizers MUST submit a new application within 60 days of the current year’s event completion to maintain the date hold. o If the application is not submitted within the 60-day period, the FROR hold will be removed, and the date(s) will be released. o Organizers will be notified of the application acceptance/denial within 21 days. ---PAGE BREAK--- 4 * The Event Organizer may request a change of date, or to hold two dates, as applicable and allowed by City Event Staff. City Event Staff have final say in date holds based on other contracted events, anticipated events, and other factors. If the same event date is requested by multiple event organizers, priority will be given to the event which has most recently hosted on that date/weekend. The City reserves the right to make the final decision on event dates. • Initial Planning Meeting: Once the application is submitted and conditional approval granted, the City of Kennewick Events Team will contact the organizer to schedule an initial planning meeting. This meeting must take place within one month (30 calendar days) of the application submission date. • Following the Initial Planning Meeting: Within 30 days of the initial planning meeting the organizer will receive an Event Agreement to be signed. • Event Agreement Signatures: Agreements must be signed and returned by the event organizers no later than 21 days following receipt. New and First Time Groups • New event booking applications are made available 10 months (roughly 300 days) prior to their event date. Acceptance of new events is based on date availability, staff resources, and other logistical considerations. The City reserves the right to accept or deny any group as it sees fit. • If the event is accepted by the COK Events Team o Initial Planning Meeting: Once the application is submitted and accepted, the City of Kennewick Events Team will contact the organizer to schedule an initial planning meeting. This meeting must take place within one month (30 calendar days) of the application submission date. o Following the Initial Planning Meeting: Within 30 days of the initial planning the organizer will receive an Event Agreement to be signed. o Event agreement Signatures: Agreements must be signed and returned by the event organizers no later than 21 days following receipt. All additional event due dates will be clearly defined in the signed Event Agreement with references to the Event Terms, Regulations, and Obligations document and this Event Guide. 2026 APPLICATION PRE-PLANNING: FOR RETURNING GROUPS, THE 2026 APPLICATION WILL BE MADE AVAILABLE IMMEDIATELY FOLLOWING THEIR 2025 EVENT. Figure 1 - Workflow for Returning and New Events ---PAGE BREAK--- 5 APPLICATION DEADLINES • Returning Groups: o If a returning group misses either of the FROR hold date windows, they may still attempt to book their event dates, yet acceptance will be subject to availability. o Booking window is 365 - 200 days prior to their event date.  Applications made less than 200 days before the event date will be reviewed on a case by case basis o Agreement Signatures are required at a minimum 120 days prior to the event. • New Groups: o New organizers can submit applications between 300 - 200 days prior to their event date.  Applications made less than 200 days before the event date will be reviewed on a case by case basis o Agreement Signatures are required at a minimum 120 days prior to the event. • Application Fee’s for All Groups o Both returning and new groups must submit a non-refundable application fee and contract administration fee at the time of application, as outlined in Section A of this Special Events Guide. o Additional Fee’s and due dates will be outlined in the signed Event Agreement. Activities not included in your Event Agreement are not authorized to take place at your event and can be curtailed by the Kennewick Police Department and/or result in cancellation of your event. Please ensure all activities are detailed in the permit application for inclusion in the Event Agreement. Applications can be submitted in person, in the mail, or via email, or on our website: City of Kennewick Attn: Special Events Team 2901 Southridge Blvd. Kennewick, WA 99338 [EMAIL REDACTED] PLANNING MEETING Once we have received your Special Event Permit Application, it will be routed to the applicable City departments. As noted, an initial planning meeting will be required. Planning meetings will take place at the Numerical Pavilion during regular business hours only. APPROVAL OF SPECIAL EVENT PERMIT The City may condition the issuance of a Special Event Permit by imposing reasonable requirements concerning time, place, and manner of the event; such requirements may be determined to be necessary to protect the safety, property, and the rights of persons and control of traffic. You will be required to sign the Event Agreement prior to your event. Event Agreements must be signed within 21 days of receipt. ---PAGE BREAK--- 6 A Special Event Permit may be denied or approved with certain requirements based on a determination that: 1. The event as proposed would seriously endanger public safety; or the event will substantially interfere with the safe and orderly movement of pedestrians and vehicular traffic in the area; 2. The event as proposed would conflict with another proximate event or interfere with construction or maintenance work in the immediate vicinity; 3. There is not sufficient safety personnel or other necessary City staff to accommodate the event; 4. The applicant fails to complete the application form after being notified of the additional information or documentation required; 5. The applicant cannot meet, or is unwilling to meet, all of the requirements of this guide or any special conditions imposed by any of the reviewing agencies; or 6. Failure to pre-pay fees/deposits. A Special Event Permit will not be approved until all parties have signed the Event Agreement, all necessary permits have been applied for, fees have been paid, and any additional requirements are met. All conditions must be met no later than 30 days prior to the event date. Certificates of Insurance with the additional insured endorsements are required to be submitted to the Kennewick Special Events Team no later than 60 days prior to the event date. It is recommended that organizers submit necessary documentation prior to the due date, to allow for review and re-submittal if documentation does not meet requirement. OTHER PERMITS REQUIRED Depending on the components of your event, you may be required to obtain other permits from such agencies as the United States Coast Guard, Washington State Liquor and Cannabis Board the Benton-Franklin County Health District, and the City of Kennewick Fire Department/Fire Marshal. Information on these additional permit requirements is listed in the sections that follow. You may be required to provide the City of Kennewick with other permits obtained prior to the approval of your Special Event Permit, as indicated in each section. Additional permit requirements will also be listed in your event agreement. Depending on the scope of the event, other City of Kennewick departments may require submissions such as Public Safety & Event Management Plans, Parking Plans, and others. The due dates for each will be outlined in the Event Agreement. OTHER REQUIREMENTS, REGUALTIONS, AND OBLIGATIONS  Are outlined and/or located in the following:  Signed Event Agreement: (Individualized, Event Specific Due Date Schedule)  2025 Event Agreement Terms, Regulations, and Obligations document – Sent with associated Signed Event Agreement(s)  This 2025 Special Event Guide  2025/2026 Fee Schedule FINAL All events will require a final of the event site approximately 7 days prior to the event. This must be scheduled with the Special Events Team at least 14 days prior to the event. The final must be conducted during regular business hours. ---PAGE BREAK--- 7 CANCELLATION POLICY Cancellation of an approved event must be received in writing at the Special Events Office.  A refund of event fees and the security deposit, less the application fee and contract administration fee, will be issued if the event is cancelled at least 30 days prior to an event.  Events canceled within 30 days of the event, forfeit all fees, including the security deposit, usage fees, and the application and contract administration fees. Events that are cancelled within 30 days are not given first right of refusal on their corresponding event date(s) the following year.  Tournament cancellation must be made in writing at least 21 days prior to the tournament date. Failure to do so will result in forfeiture of your application fee, contract administration fee, and security deposit for all reserved complexes. o If City staff have to close the fields for a safety reason or your tournament is rained out before it begins, as determined by City personnel, umpires and Tournament Director, a refund of the security deposit for all impacted complexes will be issued. Once a tournament begins, however, Tournament Directors are responsible for all applicable fees up to the time of closure. It may become necessary for the City to terminate a contract at any time in response to emergency proclamations at the federal, state, or city level imposing limitations on social gatherings or in response to public health restrictions. If an event is terminated by the City for these reasons, all fees other than the application and contract administration fees will be returned to the Event Organizer. Refunds may take up to thirty (30) days to process. SECTION A: EVENT FEES AND FEES SCHEDULE To provide a system for cost recovery to City taxpayers, fees are charged to host activities in City parks and facilities. Fees help cover the costs of application review, administration, maintenance, utilities, space and/or facility usage, police, fire, public works, and any other miscellaneous expenses related to hosting an event on City property. Please see the complete list of potential fees on the following page. ---PAGE BREAK--- 8 POSSIBLE SPECIAL EVENT FEES Main Category Category Fee Notes Application Special Event Application Fee - Non Refundable $50 Due at time of application Administration Fees Contract Administration Fee (Tier 3) - Non Refundable $200 Low-profile, low-risk event, <300 attendees Contract Administration Fee (Tier 2) - Non Refundable $300 Medium-profile, medium--risk event, 300-1,000 attendees Contract Administration Fee (Tier 1) - Non Refundable $ 400 High-profile, high-risk event, >1,000 attendees Deposits and Security Security Deposit (Low Impact) $100 No ground penetration, no vehicles on turf Security Deposit (Medium Impact) $700 Vehicles on turf, >300 attendees Security Deposit (High Impact) $1,300 >1,000 attendees, ground penetration/vehicles on turf Tournament Deposit $250 Additional Fees Vendor Fee $50 For events with vendors selling/advertising Gate Admission Fee $50 / day / complex For sporting events with admission fees Event Marketing Fee $300 Highway 395/240 electronic sign marketing Penalties and Late Fees Late Payment Fee (First) $50 If balances unpaid by due date Late Payment Fee (Second) $100 Delinquent penalty after final due date Expedited Review Fees Expedited Review Fee $ 100 / Document Non-insurance documentation Late Insurance 45-59 days before event $50 Insurance due 60 days before event Late Insurance 21-44 days before event $ 500 Late Insurance 0-20 days before event Event Cancellation Special Event Services Special Considerations Fee $50 (non-refundable) Minor change requiring only Special Events Team Special Considerations Fee $250 (non- refundable) If requiring other City Department review Site Map Assistance Fee $40/hour Site map creation by Special Events Team Grounding Rod Locate Fee (Locate) $30/locate For grounding generator Grounding Rod Locate Fee (Rod/New Install) $30/rod New grounding rod installation Event Support Staff $23/hour; $35/hour on holidays Per hour per person Maintenance & Facility Setup/Tear Down $29/hour, $58/hour on holidays Per hour per person additional mowing) Permits and Licenses Right of Way Permit $5 Submit to Public Works City of Kennewick Permit to Consume Liquor (30+ days before event) $10/activity Events 10,000 attendees plus If paid 30+ days before to event City of Kennewick Permit to Consume Liquor (<30 days before event) $250/activity Events 10,000 attendees plus If paid <30 days before event Fireworks Display Permit Free Through Kennewick Fire Department Banquet Permit $10/day Through WA State Liquor Board Business Liquor License TBD Through WA State Liquor Board DHS Coast Guard Permit TBD Department of Homeland Security Support Services Police Support (Patrol Officer) $102.20/hour Hourly, contact KPD Police Support (Police Vehicle) $50/hour Hourly, contact KPD ---PAGE BREAK--- 9 **All tournament and facility/sport complex related fees and prices can be found in the associated Special Events Fee Schedule** EXPLANATION OF POSSIBLE SPECIAL EVENT FEES Application Fee: Every special event is assessed a non-refundable $50 application fee, due at the time of application and is submitted to the Special Events Team. Contract Administration Fee: Every special event is assessed a non-refundable Contract Administration Fee, due after conditional approval has been granted and is submitted to the Special Events Team. This fee helps cover the cost to identify the specific requirements for your event, and drafting them into contract. This fee also supports the cost to collect, review, and approve the documentation needed prior to issuing a Special Event Permit. The City of Kennewick utilizes a tiering structure to assess the amount due for a Contract and Administration Fee, which takes into consideration the scope and scale of the event, administrative coordination time, and any additional staffing requirements.  Contract Administration Fee Tiering:  $ 200: Tier 3 – Low profile, low risk, & under 300 attendees  $ 300: Tier 2 – Medium profile, and/or mid-level risk activities, and/or 300-1,000 attendees  $ 400: Tier 1 – High profile, and/or High-risk activities, and/or over 1,000 attendees Security Deposit: A refundable security deposit is collected one-hundred and twenty (120) days before all event types.  Special Events:  $100 for low impact: No ground penetration & no vehicles on turf.  $700 for medium impact: no ground penetration, vehicles permitted on turf, event attendance between 300-1,000  $1,300 for high impact: Events with over 1,000 in attendance, ground penetration and/or vehicles permitted on turf, and/or use of two or more areas; and/or permitted use of alcohol.  Tournaments  $250 per Complex The Security Deposit will be returned, in full, unless it is forfeited in the following situations:  Event Damage: If any damage occurs during the event, the security deposit will be forfeited, equivalent to the extent and cost of the damage. If damages exceed the deposit amount, the organizer may be responsible for covering additional costs.  Cleanup: Costs incurred by the City due to the failure of a Complex being returned to pre-event condition post-tournament, will be deducted from the security deposit on file. ---PAGE BREAK--- 10 A pre-event inspection will be conducted by the applicant and appropriate City personnel, during the final walk through, to determine existing conditions and evaluate potential safety concerns, if any. The security deposit, or a notification of partial or non-refund of the security deposit, is typically issued within 10 working days after the event if all conditions are met; public property is left in as good condition or better and without damage and all City invoices paid. All damages as a result of special use, including excessive turf damage, will be deducted from the security deposit. In addition, the Event Organizer will be responsible even if damages exceed the security deposit. Events held in Columbia Park may take longer to refund depending on the type of repair, damage, and whether approval to make repairs is required by the Corps of Engineers. If keys are issued for an event, the Event Organizer accepts sole responsibility for all keys issued and shall return the keys within 48 hours after the event. Any keys not returned, will be assessed a $100 lost key fee per key and will be deducted from the security deposit. The security deposit will not be returned until all keys have been either returned, or reported lost and the fee deducted from the security deposit. Usage Fees: Usage fees for all areas reserved will be assessed for the entire length of the reservation, to include set-up and teardown time. All delivery and pick up of portable restrooms, large tents, generators, or dumpsters must be completed within the reserved times, unless prior approval has been received from the City. Insurance coverage must be in effect for the entirety of the reservation period to include any time that event equipment is in the park before/after the event. (Note: Items not removed by the Event Organizer by the date specified in the permit may be removed and/or discarded at the Event Organizer’s expense. Any damages/injuries caused by event items left in park/facility are the responsibility of the Event Organizer.) Usage Fees are based on two categories of events: commercial events and community events. Community Event: Events produced and organized for the intended purpose of providing an educational, philanthropic, or entertainment experience, or events that further the mission of the City by creating a higher quality of life for the Kennewick community. Events not open to the public (such as but not limited to weddings, family reunions, church services, family/company picnics) will be assessed at the community rate. Commercial Event: Events where the direct sale of a product or service is made between a customer and the event organization, and where the sale of a product or service is the primary purpose of the event. All fees are reviewed annually and adjusted as necessary to meet cost recovery goals. Although an estimate of fees can be obtained early in the process, the final determination of fees may vary from initial estimates and will only be available once all aspects of the event have been identified. Payment of fees is due 30 days prior to your event. A final permit will not be issued until full payment has been received. Vendor Fee: This $50 fee will be charged to any Event Organizer who invites one or more vendors to participate in the event, where they will advertise or sell any products or services. Gate Admission Fee: For organizations hosting sporting events where an admission fee will be collected, a $50 fee, per day (per complex for softball/baseball tournaments), will be due to the City. ---PAGE BREAK--- 11 Admissions Tax: All events collecting an admission fee for their event must pay admissions tax, with the exception of those hosted by a non-profit organization. Event Organizers subject to the admissions tax shall complete the Admissions Tax form and remit payment to the City of Kennewick immediately following the final event date. Event Marketing Fee: The City accepts applications for use of the Highway 395 or the Highway 240 electronic message signs to market special events hosted on City property. Applications are due at least 4 weeks prior to the proposed date of messaging. Approved messages typically run for two consecutive weeks, for a fee of $300. The Event Organizer is responsible for supplying the image to be used on the sign. Images must meet the size and quality standards listed on the application and are subject to review and approval. Late Payment Fees: If balances are not paid by the due date listed on the invoice, a late payment fee of $50 will be assessed. A second invoice for the past due balance will be sent with a final payment date. If the balance due is not received by the final payment date, a delinquent penalty of $100 will be assessed. Expedited Review Fees: All non-insurance required paperwork related to the issuance of a special event permit must be approved by the City 30 days prior to the event. Organizers will be charged $100 per document for all non-insurance required paperwork received after the deadline. The City recommends starting the insurance process at least 60 days in advance so paperwork can be submitted early. This way there is time before the deadline to make any necessary adjustments. Insurance related fees can be found in Section B. Field Painting Fees: For sporting events and other activities, the City of Kennewick offers a field painting service. Field painting services must be requested at least 30 days prior to the requested date. Prices vary, based on scope and scale of field, labor costs, and cost for paint supplies. A quote can be obtained by contacting the Special Events Team. Special Consideration Fee: A Special Consideration Fee will be charged for any changes to the approved application-details that trigger an addendum to the contract or requires additional processing/review/approval from the City within 30 days of the scheduled event. Requests must be received in writing, and are not guaranteed. A $50 non-refundable fee will be invoiced for each minor change that only requires review/approval from the Special Events Team, or a $250 non- refundable fee will be charged for each change that requires review/approval from other City Departments. The City is not liable for non-issuances of requested permits/approvals. Site Map Assistance Fee: The Special Events Team may be able to assist with the creation/updating of an event site map. Assistance should be requested in writing at least 60 days prior to the event to ensure there is sufficient time to accommodate the request. Requests will be considered on a case by case basis with consideration of staff availability and current work load. The fee for this service is $40 per hour. Grounding Rod Locate Fee: For events needing to ground a large generator, the City offers a grounding rod locate service. Parks Crews will locate and mark existing grounding rods in the area where the generator will be needed. This fee is $30 per locate. If no grounding rods exist in the area needed; the City will need to review and approve a location for a new grounding rod to be installed. There is an additional $30 fee per grounding rod for new grounding rod installs. ---PAGE BREAK--- 12 Grounding Rod Locate Fee Cont. Note: The City does not provide the grounding rod or perform the install. Typically, the certified electrician hired to wire the generator is able to provide the grounding rod and install in the approved location prior to wiring the generator. Miscellaneous Fees: In addition to the initial fees, usage fees, and security deposit, other fees may apply based on equipment supplied, janitorial fees, etc. After the event, a reconciled invoice will be sent to reflect any changes that took place after the final payment. Potential changes may include usage fees for adding additional space, equipment rentals for items not identified during the application process, etc. Invoice payment options:  Mail (check only, made payable to City of Kennewick)  Over the phone (debit/credit card): Call [PHONE REDACTED] or [PHONE REDACTED]  Online (debit/credit card): Invoice sent from CIVIC Rec software that includes link to pay online  In-person (cash, check or debit/credit card): Southridge Sports & Events Complex 2901 Southridge Blvd Kennewick, WA 99338 SECTION B: HOLD HARMLESS / INSURANCE REQUIREMENTS The Event Organizer must agree to defend, indemnify, and hold the City of Kennewick harmless from all liability resulting from the use of the property. In addition, the Event Organizer must provide insurance and will be responsible for any damage to the event-site property, City facilities and equipment, even if damages exceed the insurance coverage required. Insurance documents evidencing all types, amounts, and dates of coverage must be submitted to the City 60 days before your event/tournament and approval no later than 45 days before the event/tournament. The City recommends submitting all required insurance documents associated with your event/tournament as much in advance of your event date as possible to avoid expedited review fees for rejected or incomplete paperwork. • ALL INSURANCES (as outlined in the signed Special Event Agreement) must be submitted, covering the City of Kennewick, no later than 60 days before the event with City approval made no later than 45 days before the event. Failure to submit these insurance(s) on time will be subject to the below Tiered Late Fee Structure: o $50 – Received 60-46 days in advance o $500 – Received 45 -22 days prior to event o EVENT CANCELLATION – If not received 21 days in advance Submission of timely insurance forms is the duty of the Event Organizer. It is HIGHLY Suggested that Event Organizers submit the proper insurances alongside their signed agreements. It is highly suggested that organizers submit to account for any time required to fix, update, or process the insurance. ---PAGE BREAK--- 13 Event Organizers will be made aware of all due dates in the following ways: o Listed in Signed Event Agreement Due Date Table o Email Notice 120 days before your event o Insurance(s): 10 Business days before they are due  If Insurance is late: 10 Business days before potential event cancellation Proof of insurance: An ACORD Certificate of Liability Insurance or its equivalent, evidencing the types and amounts of insurance required, accompanied by the additional insured endorsement(s) specified in your signed Event Agreement is required. Your liability insurance must be in effect during all set-up and teardown dates and times in addition to the dates of the event. This includes all dates that any event related equipment will be onsite. It may be helpful to extend coverage dates by an extra day or two on both ends of the reservation in case equipment cannot be delivered/picked up during the specified timeframe. Certificate Holder must reflect: City of Kennewick 210 W 6th Ave Kennewick, WA 99336 Please note that depending on the features of your event, additional types of insurance and/or higher limits may be required. The Event Agreement will contain the specific insurance requirements and limits for your event. All events: All events held on City property will have commercial general liability coverage with a minimum of $1 million per occurrence, $2 million general aggregate and $1 million in products and completed operations coverage. The following is a non-exhaustive list of some of the additional types of insurance that may be required depending on the details of your event. Events with sporting activities: If your event involves a sporting activity, Participant Legal Liability insurance is required in the amount of $1 million. Please note many commercial general liability policies exclude participant legal liability coverage for sporting activities and therefore this may need to be purchased separately. Participant Legal Liability insurance covers potential suits arising out of injuries to athletes, spectators, etc. Each participant should sign a participant waiver which advises of the inherent risks of the sporting activity and protects the Event Organizer. If the participants are minors, a parent or legal guardian should sign a waiver for any loss the parent incurs arising out of injury to the minor. Private Events with alcohol: If your event will include alcohol service, host liquor liability insurance must be obtained by the Event Organizer or if a caterer will be providing/serving the alcohol, the caterer must provide liquor liability insurance; in the minimum amount of $1 million (this amount could be greater depending on the scope of the event). The liquor liability policy must name the City, and if a caterer is used for service, the Event Organizer must also be added as an additional insured on the caterer’s policy. ---PAGE BREAK--- 14 Private Events with alcohol cont.: All events with alcohol are required to hire licensed and bonded security to monitor alcohol service and consumption. The security company must provide and maintain commercial general liability insurance in the amount of $1 million per occurrence, $2 million aggregate naming the City of Kennewick and the Event Organizer as additional insureds. Vendors participating in your event: The Event Organizer shall require all vendors and organizations contracted with to provide activities, services, or events not otherwise identified within this section to provide proof of Commercial General Liability Insurance, in the minimum amount of $1 million per occurrence, $2 million general aggregate, for any liability related to the event or activity. If the vendor will be selling/providing food and/or souvenir items, they must have Products and Completed Operations Liability Insurance in the minimum amount of $1 million, and any vendors bringing commercial vehicles onto City property must have automobile liability insurance in the minimum amount of $1 million. The City and Event Organizer shall be named as additional insureds on each vendors’ policy. The Event Organizer is solely responsible for verification of vendors’ insurance and shall furnish proof of such insurance and required endorsement if requested by the City. Vehicles involved with your event: Commercial automobile liability insurance in the amount of $1 million is required on the ACORD certificate if vehicles owned by the event sponsoring organization will be driven onto City property. All personal vehicles associated with your event, which will be driving onto City property, must have personal auto liability insurance as required by law. As the Event Organizer, it is your responsibility to ensure that all vehicles associated with your event are compliant with these insurance requirements. Watercraft involved with your event: If you will have watercraft involved in your event, you must require the organization providing the watercraft to provide Liability insurance written with limits no less than $1 million in coverage. The City and Event Organizer shall be named as additional insureds. Aircraft involved with your event: Aircraft insurance requirements shall be established by the City and may vary depending on the nature of each activity or combination of activities including the number of aircraft, the size, and the scope/scale. The City and Event Organizer shall be named as additional insureds. Drones involved with your event: For events utilizing up to three drones, Aviation Liability, Aircraft Liability, or Unmanned Aircraft Systems Liability insurance shall be written with limits no less than $1 million each occurrence and $2 million in general aggregate. Higher limits may apply if using more than three drones at an event. The City and Event Organizer shall be named as additional insureds. Events with a Rock-Climbing Wall: If your event involves a rock-climbing wall, the vendor providing the wall shall provide commercial general liability insurance and shall be written with limits no less than $1 million each occurrence and $2 million in general aggregate. The City and Event Organizer shall be named as the additional insured. Events with Security / Crowd Control: The Security/Crowd Control Company’s Commercial General Liability insurance coverage shall be written with limits no less than $1 million per occurrence and $2 million general aggregate and shall name the City and Event Organizer as additional insureds. ---PAGE BREAK--- 15 Purchasing event insurance: You are encouraged to contact your insurance provider to arrange coverage for your Special Event. Your provider may email the electronic version of the required certificate and accompanying ISO Forms directly to the Special Events Team at [EMAIL REDACTED]. Depending on the features of your event, you may be able to purchase event insurance through GatherGuard. GatherGuard has no deductible, and offers up to $2 million in general liability coverage. The total coverage is determined by the type of event, the number of attendees, number of days, policy limits, and optional coverage selected. There are many exemptions to GatherGuard, including any type of ride/inflatable, involvement of water, events over 5,000 attendees, etc. More information can be found at SECTION C: SITE MAP / ROUTE MAP / PARKING PLAN A site map is required for all events and must be submitted and approved at least 45 days prior to the event. A site map is a visual representation of all the infrastructure and operational elements that you describe throughout the application and should include any stationary elements such as fencing, booths, tents, canopies, stages, inflatables, equipment (tables, chairs, etc.), first aid stations, portable restrooms, vehicles which remain on site, beverage gardens, food vendors, parking, etc. For tents, canopies, and beer gardens, please indicate the size of each on the map. This will allow the Fire Department to review for compliance with ADA laws, ingress/egress requirements, etc. If your event is a walk/run event, a route map is also required. This route map should outline the route(s) used, street closures (please include names of streets on map), water stations, portable restrooms, etc. If streets will be closed a City of Kennewick Parade, Demonstration or Street Closure Event Permit must be obtained at least 30 days prior to the event (see Section If you are submitting a map similar to a previous year’s event, please be sure it is properly updated. Please do not submit an illegible copy of another map. If you need a template for your event space, one may be obtained from the Special Events Office. If you need assistance creating or updating your site map, the Special Events Team may be able to assist. The fee for this service is included in the fee schedule and can be found on the City’s website. Decorations: All decorations, drapes, curtains, hangings, items such as carpeting, turf used in a vertical position, combustibles, etc. must be flame retardant. Painted back-drops/signage utilizing oil based or water based paints, if provided with backing materials, must be accompanied by a Certificate of Flame Resistance indicating the item is flame retardant or it must be removed. Combustible Storage: Repacking material, etc. is prohibited throughout the event area. This includes areas in and behind individual booth spaces. Large Tents: If your event includes a tent size over 400 square feet, you may be required to meet additional safety regulations per the Fire Department. The tent must be fire resistant and labeled with that information. Large tents need to be 20 feet from other tents, lot lines, combustibles, etc. Temporary Structures: Tents/Booths/Canopies may be erected and shall conform to the provisions of KMC Chapters 18.30. Heights of Buildings and Structures, 15.08 – Building Code, and 18.69 – Overlay Districts, and conform to all City of Kennewick Planning Department, Building Safety, and Fire Department requirements. No ground disturbance is permitted without prior authorization. ---PAGE BREAK--- 16 Locates: Event Organizers must call 811 ([PHONE REDACTED]) or make an online request at least 2-3 business days prior to event set-up if disturbing the ground fence posts, tent stakes, etc.). You will need to know the address including the county and nearest cross street, as well as the type of project you are completing and the exact area on the property where you are planning to dig or drive in stakes. Whether you call 811 or make your request online, you will need the same info. A “meet onsite” meeting with the locators is recommended since park addresses are not established. Generators: The location of each generator must be identified on the site map. Portable generators over 5kw must be properly grounded by a certified electrician and inspected by L&I prior to event start. Some event spaces already have grounding rods installed in various locations. Event Organizers shall inform the Special Events Team a minimum of 14 days prior to the event if a grounding rod is needed. The City will determine if a grounding rod is available in the area, and if not, the City will review and approve an appropriate location for a new grounding rod to be install. (See Section A) Grounding Rod Locate/Install Fees) Indoor Vehicle Displays: If your event includes an indoor vehicle display, vehicle batteries must be rendered inoperable. Vehicle fuel tanks shall contain no more than one quarter of the tank capacity or 5 gallons of fuel, whichever is less. Parking Plan: If your event will include parking on turf or in other undesignated parking areas, an approved parking plan must be utilized. The City of Kennewick has created approved parking plans for various areas within Columbia Park. If additional parking plans are needed the Event Organizer is responsible for contacting and paying for the creation of a new parking plan by a certified traffic management company; subject to approval by the City of Kennewick Traffic Engineers. The parking plan must be submitted to the Special Events Office at least 30 days prior to the event. SECTION D: ALCOHOL The consumption of alcoholic beverages is not permitted in City parks or buildings, unless the Event Organizer of either a public or a private event is granted written approval from the City of Kennewick and has obtained the appropriate permits or permissions from the Washington State Liquor and Cannabis Board Special Occasion License: A special occasion license allows a bona fide nonprofit organization to sell liquor at a specific time, date and place. Examples of events include fundraising dinners, gala events, auctions, and wine tastings. No one working at the event may consume alcohol. This includes all volunteers or employees of the nonprofit, manufacturers, or distributors. Banquet Permit: A Banquet Permit is a permit you apply for that allows the service and consumption of liquor at a private, invitation-only banquet or gathering held in a public place or business. Examples include: weddings, company banquets, and retirement parties. Your event may require a different type of permit. Please visit the website: www.liq.wa.gov for additional information. ---PAGE BREAK--- 17 Banquet Permit Cont.: If approved, Event Organizers will: • Supervise and be responsible for the distribution and consumption of alcoholic beverages in compliance with the laws of the State of Washington and the ordinances of the City including, but not limited to the prohibition of service to, or consumption of alcoholic beverages by persons less than twenty-one (21) years of age. • Refrain from distributing or serving alcoholic beverages to any intoxicated person or to any member of the public not invited to the activity. • Comply with and fulfill the following special conditions: o Security – Arrangements must be made for professional, licensed and bonded security to be present during the event. Level of security staffing shall be sufficient to ensure compliance with state and local laws and shall require that every exit/entry be staffed to ensure that no alcoholic beverages are removed from or brought into the event. KPD will assist with final determination of staffing levels needed. o Alcohol Servers - Servers must be licensed or have a current Mandatory Alcohol Service Training card. No self-service of any type is allowed. Personal use of privately provided alcohol is not allowed, including flasks or travelers. o Alcohol service shall not start before the stated start time of the event and shall end at least thirty (30 minutes) prior to the stated end time of the event. o All areas where alcohol will be served and consumed must be enclosed by walls or fencing that is at least 42” in height. o Consumption of alcohol by minors is prohibited by State Law and this law will be strictly enforced; the event may be terminated immediately if consumption of alcohol by minors is allowed. o No minors are allowed within the alcohol-designated area unless indicated on the permit. o All attendees consuming alcohol must remain in designated secured areas. o Sufficient lighting must be maintained so that identification may be checked and patrons may be observed for the enforcement of liquor laws. o When admitting entrants, security staff shall ensure that all persons present valid identification attesting they are at least 21 years old. If minors will be present, wrist bands shall be issued to those over 21 years old. o Servers shall not consume alcohol prior to their shift or while on duty. o The Event Organizer expressly assumes legal responsibility for any person’s consumption of alcohol, inclusive of all potential consequences thereof. o Additional conditions may be required at the discretion of the City. Non-compliance with any of the conditions stated in this section or associated conditions required by the City of Kennewick and/or the will be cause for immediate permit revocation and cancellation of the event. Liquor Liability Insurance: See Section B. Site Map: See Section C. SECTION E: HIGH RISK ACTIVITIES A higher level of insurance and/or alternative types of insurance, other than those outlined in the guide, may be required if your event includes any of the activities listed in this section, or any similar activities. Additional insurance may also be required for activities not on this list, as it is not intended to be exhaustive. Please ensure ---PAGE BREAK--- 18 you list all planned activities on the application so the City may make an informed determination of required insurance at the time of the application review. Amusement Rides and Inflatables: An amusement ride includes any type of inflatable (i.e. jumpers, obstacle courses, décor elements, inflatable games, mechanical bull, etc.), or any other type of ride / portable play apparatus, all of which are hereinafter referred to as “ride”, both on City property, and outside City property as a part of a Special Event. If you are planning to have a ride on City property, you must obtain a Special Event Permit and meet the following requirements: 1. The ride itself must be licensed through L&I and marked with the appropriate L&I inspection decal. 2. The vendor supplying the ride must be an L&I certified amusement ride operator (L&I website has a list of approved vendors). 3. The ride operator must be an employee of the vendor supplying the ride. This means that you cannot rent a ride from a vendor and have adult volunteers operate the ride. The ride must be setup, operated by, and torn down by the vendor’s staff member. Fireworks and Pyrotechnic Displays: If your event will include fireworks/pyrotechnics display, an additional permit is required from the City of Kennewick Fire Department for a fee outlined in the Master Fee Schedule. You must remit payment of this fee and obtain the necessary permit from the Fire Department prior to approval of your Special Event Permit. As listed in Section B, the professional pyrotechnics company will be required to provide general liability insurance that will cover their operations. Unmanned Aircraft Systems “Drones”: If approved by the City, a maximum of three drones, operated by a professional and commercial vendor, may be utilized at the event in conformance with all Federal Aviation Administration (FAA) regulations. See Section B for insurance requirements. Watercraft involved with your event: If your event includes watercraft both in the river and in the pit areas, you shall comply with all provisions of KMC Chapter 11.88, Watercraft and any U.S. Coast Guard, City Parks and Recreation Department, or Kennewick Fire Department stipulations and Section B. A permit from the U.S. Coast Guard may be required and should be submitted at least 135 days prior to the event. Other High Risk Activities: Other activities may be deemed “high-risk” and will potentially require additional insurance. Some examples may be animal acts and shows, wall climbing, large mechanical equipment or display vehicles, aircraft events, and events greater than 5,000 people. Additional requirements for high-risk activities will be outlined in the contract. See Section B for additional insurance that may be required. Prohibited Activities: The following activities have been deemed high risk or pose a significant threat of damage to City turf/property and therefore are prohibited in City parks and facilities: • Water Slides • Dunk Tanks (prohibited on turf) ---PAGE BREAK--- 19 SECTION F: FOOD SALES / FOOD CONSUMPTION The service of food at a public event involves various permitting, licensing, and insurance requirements. The following information will assist you with ensuring that your food vendors are compliant for your event. All mobile food vendors are required to have an annual fire inspection prior to participating in an event. Mobile food vendors should contact the Kennewick Fire Prevention Office at [PHONE REDACTED], at least 30 days prior to the event to schedule the inspection. You, the event organizer, are responsible to account for all the required documentation from your food vendors, including but not limited to; food service permits or exemption certificates; food worker card(s); L&I licensing documentation; current fire inspection documentation; and evidence of liability insurance, with products/completed operations coverage listing the City of Kennewick and Event Organizer as additional insureds. Event Organizers must submit a temporary event application to the Benton-Franklin Health District, listing participating food vendors. Your vendors may be inspected by Benton-Franklin Health District and by the City of Kennewick Fire Department. If your event does not have food vendors but you are selling concessions or otherwise providing food to the public, you still must obtain the necessary permits. Mats must be placed under any cooking and grilling areas for spills, and should completely cover the entire cooking and grilling area. You will be billed for any stains, damages, or cleaning needs. For links to information on temporary mobile food vendor regulations please visit the Benton-Franklin Health District Environmental Health page at http://bentonfranklinhd.hosted.civiclive.com/programs_services/food_safety For information on food worker cards, please visit Washington State Department of Health at For information on food truck and mobile food vendor licensing, please visit Washington State Department of Labor and Industries at http://www.lni.wa.gov/TradesLicensing/FAS/FoodTruckTrailer/. SECTION G: PORTABLE TOILETS The provision of restroom facilities at any event is governed by the Americans with Disabilities Act. If you are adding portable toilets/handwashing stations to an area with existing restroom facilities, or placing them in an area where there are no regular facilities, you must comply with the ADA requirements for the number of handicap accessible toilets. The ADA requires at least 1 accessible unit per cluster up to 20 units, or 5% of the total number of units with at least 1 per cluster. If your event will have only one unit, it must be ADA accessible. The pedestrian path to the ADA unit(s) must be continuous and unobstructed. You will be required to provide a site map with the location of your portable toilets/handwashing stations, see Section C. The delivery and pickup details for the portable restrooms/handwashing stations must be included on the run of show (see Section the dates must pre-approved by the City, and the Event Organizer’s insurance policy must be in effect for all dates the equipment will be onsite (see Section For guidance on the number of units for your event, contact the Benton-Franklin Health District. ---PAGE BREAK--- 20 SECTION H: GARBAGE, WASTE WATER, GREASE DISPOSAL, & RECYCLING The City of Kennewick will provide a limited number of trash receptacles for your event. The City of Kennewick has an exclusive agreement with Waste Management of Kennewick. If additional trash receptacles are needed, the Event Organizer must contact Waste Management to arrange for the disposal of excess garbage or other waste directly related to the event, and pay for additional trash cans and disposal of waste, unless service is being donated or Waste Management does not have enough garbage containers in inventory to support the request. The Event Organizer is responsible for procuring the use of specific “grease disposal containers” for use during an event and for pickup and disposal of same post-event. Disposal of excess waste, or any damage which occurs as a result of improper disposal, will be deducted from the security deposit. Recycling must be available at public events where beverages are served in plastic or glass bottles or aluminum cans. The law (RCW 70.93.093) states that in communities where there is an established curbside service and where recycling service is available to businesses, a recycling program must be provided at every official gathering and at every sport facility by the vendors who sell beverages in single-use aluminum, glass, or plastic bottles or cans. As the Event Organizer, you are responsible for the coordination of this service. The Department of Ecology has put together a fact sheet (PDF) about Washington State’s recycling at public events law. The delivery and pickup details for any additional garbage, waste water, grease disposal, or recycling containers must be included on the run of show (see Section the dates must pre-approved by the City, the Event Organizer’s insurance policy must be in effect for all dates the equipment will be onsite (see Section and the equipment shall be included on the site map (see Section SECTION I: PUBLIC SAFETY & EVENT MANAGEMENT PLAN As an Event Organizer, you must provide a safe and secure environment for your event. This is accomplished through sound pre-planning, which includes anticipating potential problems and concerns related to the event activities and the surrounding environment, and by being prepared to react during the event to any unanticipated problems. Emergency planning questions can be submitted in writing to the Fire Marshal’s Office at [EMAIL REDACTED]. Events with an expected attendance of 1,000 or more people at one location at any given time, and some smaller events with higher risk activities (such as alcohol) may be subject to completing a Public Safety and Event Management Plan if deemed necessary by Kennewick Police Department or Kennewick Fire Department. Areas to consider when developing your public safety and event management plan are: • Nature of the events and the participants and attendees • Access and egress movement, including crowd density problems • Active Shooter • Medical emergencies • Fire hazards and/or fire protection equipment provided • Severe weather conditions • Earthquakes • Civil or other disturbances • Hazardous materials incidents within and near the facility ---PAGE BREAK--- 21 • Acts of terrorism within and near the facility • Relationships among facility management, event participants, emergency response agencies, and others having a role in the special event. The Kennewick Police Department and the Kennewick Fire Department have final authority to require a minimum number of licensed private security guards, and/or volunteer and staff positions as well as police officers and traffic controllers necessary to staff your proposed event. Crowd Managers: Indoor events with 500+ attendees (at one time) and outdoor events with 1,000+ attendees (at one time) are required to have one trained crowd manager for every 250 attendees. Online training for crowd managers is available at Parking Plan: Parking is not allowed on bike paths, footpaths, roadways and bridges or in limited access areas. The Event Organizer is responsible for providing adequate personnel for crowd control, vehicle travel, and parking as well as signage to direct event attendees to designated parking areas. Approved Columbia Park parking plans for Riverfront East, Riverfront West, Cardone 10 Acres (adjacent west to the 20-Acres), and the Multi-Use 20 Acres are provided by the City. Organizers wishing to deviate from an approved parking plan are responsible for obtaining a new parking plan from a professional traffic management company. These plans must be submitted to the Special Events Team at least 30 days prior to the event date for review and approval. First Amendment AND/OR Religious Activities: Special events sometimes attract First Amendment, or free speech activity such as protests, petition gathering and leafleting. The Kennewick Police Department is responsible for managing protest activity. Generally, protestors have the right to be within sight and sound of an event. If your event is free and open to the public, the Police Department will not remove an attendee, even if the attendee is associated with a protest group, unless the individual is disrupting the event or engaging in other illegal conduct. When First Amendment activity is anticipated at your event, the Police Department will discuss handling of the activity with you and may make suggestions to ensure the safety and rights of all are protected. SECTION J: STREET/PATHWAY CLOSURE GUIDELINES If your event will include a street/path closure, a City of Kennewick Parade, Demonstration or Street Closure Event Permit Application will need to be submitted and approved 45 days prior to the event. The Event Organizer shall comply with the provisions of the Public Works Department and the terms and conditions related to the City of Kennewick Parade, Demonstration or Street Closure Event Permit Application. In addition to other terms and conditions outlined in the City of Kennewick Parade, Demonstration or Street Closure Event Permit Application, all landowners, businesses, residents and transit service having direct or sole access to the street(s) to be closed must be notified prior to the event by the Event Organizer and an acceptable means of access must be maintained for those landowners, businesses, and residents requesting access during the event. ---PAGE BREAK--- 22 SECTION K: MUSIC / PA SYSTEMS / NOISE ORDINANCE Amplified sound must be monitored and must comply with KMC Chapter 9.52 Noise. Amplified sound before 7 a.m. or after 8 p.m. is not allowed unless otherwise approved. A noise waiver may be available with City Manager approval and will be considered on a case by case basis. When music or a public address system is necessary for a special event, City of Kennewick approval is required. The Event Organizer must minimize the noise impact on the adjacent properties by angling the speakers towards the ground. SECTION L: CAMPING Camping in City parks is prohibited without prior authorization. Event Organizers are authorized up to 2 security trailers during their reservation period (at no charge). Camping for event staff, volunteers, or participants may be requested on the Special Event Application and will be considered on a case by case basis. Camping fee for approved campers is $24 per night per camper for spaces without water/power access, and $30 per night per camper for spaces with water/power access. Event Organizers, who are approved for camping, must submit a completed Camping Fee Assessment Form with payment within 48 hours post event. All Camp/RV sites for event security and/or event staff, volunteers or participants must be individually marked on the site map (see Section C) and clearly labeled on site for emergency response purposes. SECTION M: RUN OF SHOW All events must provide a “Run of Show” schedule document that outlines the expected timing and flow of all activities related to the event, beginning with any set up, including any major time points within the event and concluding with the event tear down and clean up. If your initial application includes a tentative Run of Show, you will need to send a final update to the Special Events Office as details are finalized and at least 45 days prior to the event. SECTION N: VENDORS Vendors are individuals, organizations and businesses that may sell or advertise products and/or services as part of your event. Depending on the type of vendor, additional requirements may be necessary. The Event Organizer is solely responsible for ensuring that all vendors participating in the event comply with all necessary requirements outlined in this guide. Vendor Fee: See Section A. Food Vendors: See Section F. Insurance Requirements: See Section B. ---PAGE BREAK--- 23 SECTION O: SOFTBALL / BASEBALL TOURNAMENTS Definitions:  Tournament Director – is defined as the event organizer, promoter, or representative responsible for coordinating the public or private use activity within any City of Kennewick park, sports complex and/or facility. In order to apply for a City of Kennewick Special Event Permit, the Tournament Director must be at least 18 years of age or older.  Site Director – is defined as the individual designated by the Tournament Director to be onsite and responsible for tournament operations at a specific site. Multiple Site Directors will be needed if multiple sites are used during a tournament. Priority for Scheduling: Preference for scheduling shall be given in the following order:  1st Priority: City of Kennewick sponsored leagues, events, and programs  2nd Priority: Returning successful tournaments  3rd Priority: Kennewick School District sanctioned tournaments and games  4th Priority: New tournaments and/or previously scheduled, unsuccessful tournaments An unsuccessful tournament is defined as a tournament that is either cancelled, or is unable to secure enough teams to justify blocking an entire complex for the designated weekend. Tournaments must use a minimum of 3 fields per rented complex for 8 consecutive hours. A tournament may also be classified as unsuccessful if the Tournament Director is unable to meet the requirements of the contracted event. Laws, Rules and Regulations: Tournament Directors and users will comply with all Federal and State laws, City Ordinances, and regulations governing the use of the Kennewick park system for public and private special uses. Tournament Directors are responsible for any damage done to person(s) or property when equipment leaves the complex. For example, but not limited to, a homerun ball flying over the outfield fence and hits a car breaking the windshield or causing a dent. If the individual who caused the damage does not take responsibility, the Tournament Director will be responsible for the damage. Changes, alterations, or defacement of property to any facility, its furnishings, or equipment will not be permitted. Any person or group causing damage to property or equipment will be required to pay for current cost or repair, including labor, or replacement to restore furnishings or equipment. Costs will be deducted from the security deposit. Charges exceeding the security deposit on file will be invoiced and must be paid in full within 7 days of invoice date. The City of Kennewick reserves the right to deny future applications without any stated cause until full payment for damages has been received. - Left Blank, see following page for Tournament Fees - ---PAGE BREAK--- 24 Tournament Fees: Softball/Baseball Tournaments Fees due at time of application Fee Application fee (non-refundable) $50 per application Contract administration fee $200-$400 based on Tier Security deposit $250 per complex requested Fees due after tournament Fee Softball tournament, Dirt Infield Includes: Lights, mounds, every third game grooming/base movement as pre requested Turf Infield Includes: Lights, mounds, every third game base movement as pre requested Dirt Infield: $30 per game Turf Infield: $50 per game Baseball tournament, Dirt Infield Includes: Lights, mounds, every third game grooming/base movement as pre requested Turf Infield Includes: Lights, mounds, every third game base movement as pre requested Dirt Infield: $40 per game Turf Infield: $60 per game Additional Dirt Infield Grooming Per Game Options 1. Championship Games 2. All Games $20/game Other fees (if applicable) Gate admission fee $50 per/day/complex Inner fencing fee $85 per field Turface $20 per bag Soccer / Lacrosse / Football Fees due at time of application Fee Application fee (non-refundable) $50 per application Contract administration fee $200-$400 based on Tier Security deposit $250 per complex requested Fees due after tournament Fee Soccer, full maintenance (Lights, Day one line painting included)) Standard per hour field rental rate Field Painting Fee Lacrosse / Soccer GPS $ 200.00 (one-time fee/weekend)) Field Painting Fee Lacrosse / Soccer NON GPS $ 275.00 (one-time fee/tournament) Field Painting Fee Football GPS $ 225.00 (one-time fee/tournament Field Painting Fee Football Non GPS $ 300.00 (one-time fee/tournament) Other fees (if applicable) Gate admission fee $50 per/day/complex ---PAGE BREAK--- 25 Pickleball Tournaments Fees due at time of application Fee Application fee (non-refundable) $50 per application Contract administration fee $200-$400 based on Tier Security deposit $250 Usage fees (due 30 days prior to event) Fee Pickleball court $7/hour per court Gate Admission Fee $50/day/complex Large Picnic Shelter * $15/hour (**reduced rate) Tournament Cancellation Policy: Tournament cancellation must be made in writing at least 21 days prior to the first date of the tournament. Failure to do so will result in forfeiture of your application fee, contract administration fee, and security deposit for all reserved complexes. Security Deposit(s) will only be refunded if the City has to close the fields for a safety reason or your tournament is rained out before it begins, as determined by Park Maintenance Personnel, Umpires, and Tournament Director. Park Maintenance Personnel have the final say on tournament cancellations and/or postponing games but will try to work out the best plan for everyone. Once a tournament begins, however, you are responsible for the payment for all game fees and games that were completed before the rainout or closure. Field Maintenance and Services: UPDATE: Dirt softball and baseball fields are prepared and lined every third game. Event organizers can choose from the following field prep options at a price of $20/game. Artificial turf fields are priced separately.  Championship Games  All Games Park Maintenance Personnel will be onsite or available by call as needed. If additional field prep is requested, staggered starts are preferred to help accommodate the maintenance schedule of the fields. If staggered starts are not possible, the field crew will work in whatever they can but you might not receive a full groom, water, etc. The lead City staff member will consult with the Site Director and the Umpire-in-Chief regarding the play-ability of the fields during inclement weather. When innings are in progress, the umpire will make the decision to continue or stop play. Mounds are included with full maintenance service. No metal spikes on portable mounds allowed. Only City mounds will be allowed. Players and coaches must stay off the infields when Park Maintenance Personnel are performing infield maintenance. Failure to vacate the infield will result in a delay of the game. The Tournament/Site Director is responsible for assisting Park Maintenance Personnel if a problem arises with a team during the tournament. Field maintenance standards include, but are not limited to dragging the infield, raking around the bases, watering the infield and chalking lines and boxes. The Special Events Team will coordinate with the Tournament Director in regards to gate setup (if needed) at each location used for the tournament. ---PAGE BREAK--- 26 Tournament Schedules: A preliminary tournament schedule must be submitted in writing in a spreadsheet matrix seven business days before the tournament or earlier if possible. A final schedule must be submitted four business days before the tournament, or earlier if possible. An expedited review fee of $50 will be assessed for tournament schedules submitted after the deadline. Base / Mound Distance Adjustments: Must correspond with every third game or the organizer will be charged a per game $20/game fee. Games shall not start before 8 a.m., and all games shall be completed by 10 p.m. on weeknights and 11 p.m. on weekends. If inner outfield fencing is requested, the fencing will be setup and taken down by Park Maintenance Personnel pre and post tournament. Inclement Weather: Turface will be applied to keep/get the fields playable if it rains. If games are unable to continue/start after four bags of Turface have been used Park Maintenance Personnel will determine the best course of action. Excessive Heat When the heat index is forecasted to rise above 103 degrees, the City of Kennewick Parks and Recreation Department reserves the right to cancel Events (contracted and non-contracted). Outdoor events may also be canceled if the weather makes for unsafe driving conditions as determined by the City Manager or Parks, Recreation, and Facilities Director. The City reserves the right to make the final decision on cancelation of programs at City-owned facilities based on the age of participants and activity stress level. Hazardous Air Quality The Washington Air Quality Index (WAQA) as monitored by the Washington State Department of Ecology is used to determine when recreation programs and events require cancelation, as suggested in the Washington State Department of Health “Guidance on cancelling events or activities, and closing schools,” published in 2019 Recognizing the general public may access national weather services, the Air Quality Index (AQI) established by the U.S. Environmental Protection Agency, will also be referenced in the event of cancelations. Tournament/Site Director Responsibilities: The Tournament Director (and/or designated individual) is required to attend a pre-tournament walk through for their first tournament held in the year with the City of Kennewick. A Site Director must be identified for each complex used. The Site Director must be on the premises at all times during the tournament. The Site Director is required to meet with Park Maintenance Personnel each morning of the tournament prior to the start of the first games. This 5-10 minute meeting takes place at the fields to discuss any changes that were made after the final walk-through, confirm Park Maintenance Personnel knows the person that will be onsite at all times, and ensure the Site Director meets the Park Maintenance Personnel caring for the fields that day. Cleanup: Site Directors are responsible for ensuring the complex(s) is free of litter each day prior to leaving the facility. At the end of the tournament, the Tournament Director/Umpire meeting space must be cleaned prior to the Site Director leaving the facility. Costs incurred by the City due to the failure of a complex being returned to pre-event ---PAGE BREAK--- 27 condition, will be deducted from the security deposit on file. Tournament Director(s) are responsible for any cleanup costs that exceed the security deposit on file. See below list for cleanup checklist. • All items brought in by tournament shall be removed. • Refrigerator shall be emptied and cleaned. • Floors shall be swept. • Garbage cans shall be emptied. • Tables, counters, and other surfaces shall be wiped down. • Toilets shall be flushed. Concessions/Vendors: Vendors are individuals, organizations, and businesses that may sell or advertise products and/or services as part of your event. Depending on the type of vendor, additional requirements may be necessary. The Event Organizer bears the responsibility of ensuring that all participating vendors adhere to the outlined requirements in this guide. Notably, food vendors are restricted from operating at the Southridge Sports and Events Complex sports fields, given the presence of a concessionaire within the HUB building. Smoking or Tobacco Use: Smoking, vaping and tobacco use are prohibited in all City of Kennewick facilities and must be at least 20 feet from any playground structure. Banners: All banners, flyers, announcements, advertisers and/or ads to be posted in the facility or used and/or promoted with your event requires approval of the City of Kennewick and must abide by the following KMC codes; Ch. 13.12, Ch. 13.20, Ch. 15.24 and Ch. 18.65. Please note that City parks may have exclusive contracts in certain business classes that you are required to abide by at all times. Pets: Pet leash laws are enforced, and pet waste is to be removed from grounds by owner, per Park Rules KAC 9-44. SECTION P: COMMERCIAL FILMING Commercial filming in City Parks/Facilities is broken down into 3 categories: low-impact, moderate-impact, and high-impact. Commercial filming projects may not interfere with park operations and staff and may not disrupt wildlife or disturb/damage facilities or the natural, cultural, or historic resources. If all the items listed below are satisfied, your project is considered low-impact • No exclusive use of park/facility, • No generator, • 10 cast/crew members or less, • No special effects, • No pedestrian area closure, • No moving vehicle filming, • No City services required. ---PAGE BREAK--- 28 If any of the items listed below are required, it involves moderate-impact filming: • Traffic control, • Builds, or • Off-hours work If any of the items listed below are required or used, the production involves high-impact filming: • Exclusive use of park/facility, • Large builds, • Drones*, • Stunts*, or Pyrotechnics* *These items are considered high-risk and may require additional insurance requirements. (See Section Low and Moderate-Impact filming will be required to provide the basic insurance requirements (see Section A) and will be required to provide a low-moderate level security deposit (see Section High-Impact filming may be required to provide up to $5 million per occurrence and $5 million general aggregate CGL coverage, and may require a high-impact Security Deposit (see Section SECTION Q: VEHICLE POLICY The Event Organizer is responsible for verifying that all vehicles driving onto City property are properly insured prior to allowing access onto the property. Vehicles driving onto City Property must drive no more than five mph and use emergency flashers at all times, for public safety. Additional information is outlined on the Special Events website. Insurance requirements: See Section B. - End -