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Revised 9-11-12 Comprehensive Form for Facility Reservations This form is for all types of facility reservations including those that require open container permits, electricity, amplified noise variance, vendors, special events, public events and more. Note: If you require power at a shelter that is wired for electricity, please note item #11. The electricity will not be turned on unless it is requested. Amplified noise always requires a temporary noise permit (see application for details.) ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 2 of 7 City of Laramie Parks & Recreation Department Laramie Community Ice & Event Center Laramie Community Recreation Center 3510 Garfield Drive 920 Boulder Drive Laramie, WY 82073 Laramie, WY 82073 [PHONE REDACTED] [PHONE REDACTED] Laramie Parks Division P.O. Box C/1052 N. 5th Street Laramie, WY 82073 [PHONE REDACTED] Facility/Special Event Reservation Comprehensive Form The name, address, email address, and telephone number of the person seeking to conduct event and an alternative contact person; Name Email Address Phone Cell Phone Fax Alternate Contact Phone Event Name 1) If the event is to be conducted by an organization, please provide the name, address and telephone number of the headquarters of the organization and/or of the responsible heads of such organization. Organizations are not eligible for “member” rates; 2) 3) If the event is designed to be held by, and on behalf of or for, any person other than the applicant, the applicant for such shall file with Parks & Recreation staff or designee a communication in writing from the person proposing to hold the event, authorizing the applicant to apply for the permit on his behalf; Received_____Initials_____Date_________ 4) The name and telephone number of the person who will be present and in charge of the event on the day of the event; 5) Location of the Facility/Special Second 6) The date and time (starting and ending) when the event is to be conducted; Day of Start Time___________am/pm End Time___________am/pm 7) Estimated number of participants in the 8) The nature/purpose of the event; ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 3 of 7 9) Estimated number of spectators and vehicles expected; 10) Description of the type and number of vehicles, equipment, animals and/or structures which will be used at the event; 11) Description of any equipment* which will be used at the event including, but not limited to, sound-amplifying systems; (*Pyrotechnics strictly prohibited) If you would like the electricity turned on in the shelter for the use of crock pots and other similar items, please describe here: Will the event include any amplified sound that may affect adjacent properties? YES / NO *Note: Temporary relief noise permits are only allowed/permitted between the hours of 11:00 a.m. and 7:00 p.m. for a time period not to exceed two hours. Applications for temporary relief noise permits must be submitted a minimum of 48 hours prior to the date/time of the event to the Parks & Recreation Director. This request must be in the form of a letter or email explaining what the electricity will be used for and the timeframe you would like to have the electricity. Temporary relief noise permits will not be issued if there are reasonable alternative locations for the event available to the applicant. Laramie Municipal Code, Chapter 8.40.005 states that amplified noise within a residential area above 55db which is clearly audible from a distance of 50’, is illegal. The power outlets at the Washington Park Bandshell will not be energized unless a temporary noise permit has been issued or a city authorized or sponsored event is approved. Most park facilities are located within residential areas where a certain level of peace and quiet is expected and will be enforced. The Police Department will receive a copy of the facility reservation along with the temporary relief noise permit and will routinely monitor the noise levels on all temporary relief noise permits. If complaints are received, the Parks & Recreation Department or the Police Department shall notify the applicant of the complaint and shall ask the permit holder to turn down or refrain from any further amplified noise. If you are notified to turn down the amplified noise, you fail to comply, and additional complaints are received, you will be subject to possible citation and forfeiture of your facility reservation damage deposit. The Police Department and the Parks & Recreation Department retain the right to revoke the facility reservation permit, along with the temporary relief noise permit, and may require the permit holder to immediately refrain from any further amplified noise. If a reservation permit is revoked for failure to comply with these temporary noise guidelines, the Parks & Recreation Department will not issue a refund for the unused reservation permit and will retain the applicant’s damage deposit. 12) **Will any vendors be at the event? (Circle one) YES / NO If so, the type of items to be sold; **Note: Laramie Municipal Code, Chapter 5.76.020 states that no person shall vend, sell, or otherwise exchange for value and goods or services in any park in the city without a license obtained under this chapter (see vending permit application). Note: The Ice & Event Center and/or Recreation Center provide concessions that take priority over event vendors unless otherwise negotiated in writing below. 13) Will monitors and/or security be employed at the event? (Circle one) YES / NO of Security Attached____________ ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 4 of 7 14) Parking requirements for the 15) Any additional information which the Parks & Recreation staff or designee shall find reasonably necessary to make a fair determination as to whether an event is within community standards. 16) The Parks & Recreation staff or designee, where good cause is shown therefore, shall have the authority to consider any application hereunder which is filed less than fourteen (14) days before the date such event permit is proposed to be conducted. 17) If any participant in the event intends to make a request for an malt beverage or catering alcohol permit pursuant to Laramie Municipal Code, Chapter 5.09.350 and Chapter 5.09.355 the applicant for such event permit shall file with the City Clerk’s office as to the issuance of any malt beverage or catering alcohol permit for the event. Compliance is expected with any relevant law and in obtaining any legally required permit or license, including, without limitation, alcohol permits or vendor licenses. Note: A catering permit may be obtained for special events authorizing the sale of alcoholic and malt beverages to any person holding a retail or resort retail liquor license. This permit authorizes the off-premises sale of both alcoholic and malt beverages, for sale at special events not capable of being held within the licensee's licensed premises. ‘Malt beverage’ means any fluid, substance or compound intended for beverage purposes manufactured from malt, wholly or in part, or from any substitute thereof, containing at least one-half of one percent of alcohol by volume. ‘Alcoholic liquor’ means any spirituous or fermented fluid, substance or compound other than malt beverage intended for beverage purposes which contains at least one-half of one percent of alcohol by volume. 18) ***Open Container Permit Requested (Circle one) YES / NO ***Note: “open container permit” means a permit as required by Laramie Municipal Code Chapter 12.60 for the consumption of alcoholic beverages at a special event in or upon a street, alley, sidewalk, public building, public park or parking lot open to unrestricted use by the public. 19) If a catering permit, malt beverage permit or open container permit is requested by the applicant, Laramie Municipal Code, Chapter 12.60 requires that the applicant and authorized officer of the sponsoring organization, if any, possess or obtain public liability insurance and/or liquor liability endorsement to protect against loss from liability imposed by law for damages on account of bodily injury and property damage arising from the event. Insurance coverage is required as a condition of an event, and the Parks & Recreation staff shall determine the amount of insurance required, with a minimum of $500,000 in public liability insurance for reservations or events that include the consumption of alcoholic beverages that are not open to the public (invited guests only) with less than fifty (50) participants, based upon the considerations routinely taken into account by the city in evaluating loss exposures, including, but not limited to, whether the event poses a substantial risk of damage or injury due to the anticipated number of participants, the nature of the event and activities involved and the physical characteristics of the proposed site. If the event or reservation that includes the consumption of alcoholic beverages and is open to the public with more than fifty (50) participants the minimum public liability insurance required is 1 million per occurrence, 2 million aggregate. Such insurance shall name on the policy or by endorsement as additional insureds, the city, its officers, employees and agents. A certificate of insurance coverage must be filed with the Parks & Recreation staff no less than five days before the date of the event unless the Parks & Recreation staff or designee changes the filing deadline, in which event such documents shall be provided prior to the event; Proof of Insurance Attached__________ 20) Pursuant to Laramie Municipal Code, Chapter 12.52.010 Damaging Vegetation – No person (other than authorized city employees) shall damage, cut, carve, transplant or remove any tree or plant or injure the bark, or pick the flower or seeds of any tree or plant. Nor shall any such person attach any rope, wire or other contrivance to any tree or plant, dig in or otherwise disturb grass areas, or in any other way injure or impair the natural beauty of usefulness of any area in the park. (Parking on the turf is not allowed in City Parks without prior permission from Parks & Recreation Staff. To make such a request, contact the Parks Manager at 721-5264 at least 5 days before the scheduled event.) ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 5 of 7 21) This serves as an agreement that the applicant and authorized officer of the sponsoring organization, if any, agree to reimburse the city for any costs incurred by the City in repairing damage to city property occurring in connection with the event proximately caused by the actions of the event holder, its officers, volunteers, employees or agents, or any person who was under the event holder’s control. Agreement also provides that the event holder shall defend the city against, and indemnify and hold harmless, the city, its officers, employees, volunteers and agents from all causes of action, claims or liabilities occurring in connection with the event, except those which occur due to the city’s sole negligence. Initials___________ 22) All advertising copy including the words, “Laramie Community Ice & Event Center,” or “Laramie Community Recreation Center,” or any combination thereof, must be approved by Parks & Recreation Staff prior to use. This includes, but is not exclusive to, live or recorded radio or television broadcasts, and print materials including newspaper, flyers, tickets or brochures. 23) Photographs may be taken by Laramie City Parks & Recreation staff, or agents thereof, and will become the sole property of the City of Laramie and may be used for promotional purposes. 24) Pursuant to Laramie Municipal Code, Chapter 8.04.010 if food is being served to the public and there is a charge, a proper food license is required. Contact the Environmental Health Specialist at 721-5283. 25) Laramie Community Ice & Event Center and Laramie Community Recreation Center agrees to furnish general lighting and electricity from the permanent fixtures and outlets in the building, water for normal usage as now installed in the building, existing garbage containers and dumpsters, and normal janitorial services prior to occupancy. However, a failure to furnish any of the foregoing because of circumstances beyond the Parks & Recreation Department control shall not be considered a breach of reservation agreement. All concession equipment is the sole property of the City of Laramie, and will not be used by event holder unless expressly agreed in writing below. An additional fee may accompany use of concession equipment or kitchen use. If the facility/event holder requires additional picnic tables at a park facility, an additional fee may be required. If you would like to request the use of City equipment or additional picnic tables, please list below. Agents, volunteers, assistants, or employees of Parks & Recreation and the City of Laramie reserve the right to have free and unfiltered access to all areas of the parks, buildings and grounds at all times. Parks & Recreation also reserves the right to set occupancy limits for events as required by approved building and fire codes for the City of Laramie. Fire lanes and exits must remain clear at all times. A walk-through with the Laramie Fire Department and Police Department prior to the event may be required. No long-distance phone calls or internet connections to the City’s internal internet will be made from any Parks & Recreation phone or data lines, and no one will be permitted in Parks & Recreation offices without expressed consent of the Parks & Recreation staff. Please be prepared for your event. Reservation fees do not cover charges for faxes, copies, etc. Refusal of a facility use park permit: Pursuant to Laramie Municipal Code, Chapter 12.48.080; Within fifteen days after receipt of an application, the director of the city parks and recreation or designee shall issue the facility use park permit or shall apprise the applicant in writing of his reasons for denying a facility use park permit, and any aggrieved person shall have the right to appeal in writing to the city manager or designee, within fifteen days after the date of such refusal, who shall consider the application under the standards set forth in Section 12.48.040 and sustain or overrule the director of the city parks and recreation or designee decision within fifteen days after receipt of the notice of appeal. The decision of the city manager or designee shall be final. Every effort will be made to accommodate your reservation, however scheduling conflicts may occur. Consider your reservation finalized only after you receive a confirmation via mail or email. This usually takes about 5 business days. Refunds will be issued for reservations that the City cannot accommodate. ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 6 of 7 Non- Public Events - Fee Information Open Container Permit Fee $25/per event/facility for a 24 hr period Parks Facility Reservation Permit Fees 1st Street Plaza (rental of the gas fire pit is an additional charge) $45 per hour for the first two hours $10 per hour for every additional hour $20 per hour for the gas fire pit (rental of the 1st Street Plaza is required for all fire pit rentals) Damage Deposit for the fire pit: $150 (in addition to the damage deposit for the rental of the Plaza) Undine Splash Pad (only available outside the normal hours of operation) $40 per hour for the first two hours $10 per hour for every additional hour Athletic Facilities $40 per Athletic facility for the first two hours $10 per Athletic facility for every additional hour All Other Park Facilities $25 per park facility for the first two hours $5 per facility for every additional hour Damage Deposit: *up to 25 participants: $50 *26 to 50 participants: $100 *over 50 participants: $150 Damage Deposit for more than one facility or attendance of 200 or more participants: $300 Ice & Event Center Rental Fee – Without Alcohol: Complete Area: (off-season only) $500/day $40/hr (8am-11pm) $75/hr (11pm-12am) Meeting Room, Lobby, Concession, Catering Area: $200/day $20/hr (8am-10pm only) Meeting Room: $15/hr (8am-10pm only) Damage Deposit: $300/rental Ice & Event Center Rental Fee – With Alcohol (open container permit required): Complete Area:(off-season only) $600/day $50/hr (8am-11pm) $85/hr (11pm-12am) Meeting Room, Lobby, Concession, Catering Area: $300/day $30/hr (8am-11pm only) Deposit: $400/rental Ice Party Packages Party Package #1 $75 (includes room rental for 2 hrs and 10 skate passes with skate rental) Party Package #2 $110 (includes room rental for 2 hrs, 10 skate passes with skate rental, hot dogs and drinks for 10) Party Package #3 $150 (includes a PARTY HOST, room rental for 2 hrs, 10 skate passes with skate rental, 2 pizzas and drinks for 10) Recreation Center Rental Fee: Conference room – (alcohol permitted in this room only, with open container permit) $40/hr $35/hr Members $10/hr Kitchen Multi-purpose room #1 or #2(by pool) $40/hr $35/hr Members Full Multi-purpose room (both #1 & $65/hr $75/hr Full gym $70/hr $60/hr Members One Court $35/hr $30/hr Members Full facility (not including aquatics) $420/hr $380/hr Members Damage Deposit: $300/rental 50% reduction of conference room and multi-purpose rooms available for not-for-profit organizations (no alcohol). Bounce House rental $40/hr $35/hr Members Recreation Center Pools (indoor/outdoor & 8 lane) Fee: 0-75 persons $185/hr $165/hr Members 76-100 persons $215/hr $193/hr Members 101-150 persons $245/hr $220/hr Members Iceberg rental (includes entire 8 lane pool rental due to space 0-75 persons $225/hr $200/hr Members 76-100 persons $255/hr $228/hr Members ---PAGE BREAK--- Approved 1-2011 – Revised 9-11-12 Page 7 of 7 101-150 persons $285/hr $255/hr Members Fun Run rental by the hour with additional pool rental hourly fees (see above) $88/hr $75/hr Members Recreation Center Party Packages Party Package #1 $85 $75 Members (includes room rental for 1 hr and 10 Recreation Center admissions) Party Package #2 $120 $110 Members Circle one: POOL PACKAGE SPORTS PACKAGE (includes room rental for 2 hrs, ½ gym rental for 2 hours, bounce house rental for 1 hour, a party host,10 Recreation Center admissions, up to 3 pizzas and drinks) Party Package #3 $160 $150 Members (includes your own birthday party host, personalized party theme, room rental for 2 hours, ½ of the gym and the Bounce House for 30 minutes, 10 Recreation Center admissions, 2 pizzas and drinks for all) IF THIS OPTION IS CHOSEN, A STAFF MEMBER WILL BE CONTACTING YOU IN ORDER TO CUSTOMIZE YOUR PARTY THEME AND SCHEDULE WITHIN ONE WEEK. PLEASE INSURE YOUR CONTACT INFORMATION CONTAINED WITHIN THIS APPLICATION IS UP TO DATE, SO WE MAY GET IN TOUCH WITH YOU. Public Events - Fee Information Whereas the Laramie Community Ice & Event Center and Laramie Community Recreation Center are available as a public venues, and whereas such events charge a ticket price or per-person fee of any kind, remittance shall be the greater of the above rental fees or 20% of the adjusted gross receipts from the event, or 10% for non-profit events. Adjusted gross receipts shall mean the proceeds from the sale of admission tickets, net of any applicable taxes or facility fees. Both the event holder and Parks & Recreation staff retain the right to be present when event is completed and receipts are tallied. Both parties retain the right to oversee ticket sales and cash registers, if applicable. Tickets unaccounted for will be charged as full price sales. If you would like your receipt emailed in addition to being mailed please provide your email address here: Payment Information NONREFUNDABLE: Facility Charges: Open Container Permit Fee: REFUNDABLE: Damage Deposit: Check (cash or check only) (Any checks or vouchers left as a damage deposit will be destroyed if not picked up within 10 business days following the scheduled event.) [ ] Cash [ ] Check # payable to “City of Laramie” Signature of Print For Employee Use Only: Reservation Received