Fillable Facility and Park Use Questionnaire (Charlotte County BCC)

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Facility and Park Use Questionnaire (Charlotte County BCC)

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BROWSE CHARLOTTE COUNTY BCC (FL) FORMS

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1 06/25/2020
1120 Centennial Blvd Port
Charlotte, FL 33953
www.charlottecountyfl.gov
Facility and Park Use Questionnaire
The County encourages use of its public p
a
r
k
s and facilities for events
a
n
d
gatherings
of all sizes.
In s
ome
cases, fees may apply. In order to ensure t
h
e
appropriate provisions
are in place to
provide you with t
h
e best service possible, please complete all required sections of this questionnaire
.
Contact Information (Section 1 - required)
Please provide the information for the person presenting the event and signing the questionnaire below:
Gro
u
p/
Organ
iz
at
i
on
(i
f
app
licabl
e
):
__
Tax Exempt organization? YES NO If yes, please attach a copy of your tax exempt certificate.
If Tax Exempt and charging fees or admission, please explain what revenue will be used for: _________________________________
Name
of
In
di
v
id
u
al Resp
on
sibl
e
:
P
hone
#
:_
A
dd
re
ss:
________________________________________________________________________Date of Birth:_________________
E
mai
l:
Secon
d
ary
P
hone
#
:_
Event Information (Section 2 - required)
E
ven
t
Name:
Typ
e
of
E
ven
t:
Date
of
Pro
p
ose
d E
ven
t:
When requesting the time of your event, please include your set-up/breakdown time along with the time of the event from start to finish.
H
ours
of
Pro
p
osed
E
ven
t:
_________to:___________
Expected Attendance:___________
Please check the facility desired below:
Facility Rooms
Max Capacity
Size
(sq. ft.)
Ann & Chuck Dever Regional Park Pool – Meeting Room
40
600
Ann & Chuck Dever Regional Park Recreation Center-Small Multi-Purpose Room
130
2034
Ann & Chuck Dever Regional Park Recreation Center-Large Multi-Purpose Room
155
2435
Ann & Chuck Dever Regional Park Recreation Center-Large-Multi-Purpose
Room A – (rear of building)
77 1217
Ann & Chuck Dever Regional Park Recreation Center-Large-Multi-Purpose
Room B – (front of building)
77 1217
Carmalita Park – Meeting Room
60 1063
Centennial Park - Small Multi-Purpose Room
83
1245
Centennial Park - Large Multi-Purpose Room
107
1602
Harold Avenue Recreation Center – Meeting Room A
80
1225
Harold Avenue Recreation Center – Meeting Room B
80
1225
Port Charlotte Beach Recreation Center – Room A
65
975
Port Charlotte Beach Recreation Center – Room B
222
3607
Port Charlotte Beach Recreation Center– Room A & B
287 4582
Port Charlotte Beach Recreation Center – Deck
200
3477
South County Regional Park Recreation Center – Large Meeting Room
70 1052
South County Regional Park Recreation Center – Small Meeting Room
35
524
Tringali Park Recreation Center – Arts & Crafts Room
25
500
Permit #____________
Office Use Only
2 06/25/2020
Tringali Park Community Center – Multi Purpose Room
160
2580
Tringali Park Community Center – Meeting Room
25
500
Gymnasiums
Max Capacity
Size
(sq. ft.)
Ann & Chuck Dever Regional Park Recreation Center - Gym
355
9460
Centennial Park – Gym
355
Harold Avenue Regional Park – Gym A
480
8262
Harold Avenue Regional Park – Gym B
533 8262
South County Regional Park – Gym
500
8320
Tringali Park – Gym
510
Pavilions/Picnic Shelters
Max Capacity
Bayshore Park – Amphitheater Shelter
48
Bayshore Park – Fireplace Pavilion
100
Bissett Park
64
Englewood Beach – Pavilion 1 (Peninsula)
128
Englewood Beach – Pavilion 2
48
Englewood Beach – Pavilion 3
48
Franz Ross Park
60
Harbor Heights Park – Large
72
Hathaway Park
80
Kiwanis Park – Gazebo and Pavilion (2)
32
Lake Betty Park – Pavilion 1
16
Lake Betty Park – Pavilion 2
16
McGuire Park – Pavilion 1
20
Port Charlotte Beach – Pavilion 1
48
Port Charlotte Beach – Pavilion 2
48
Randy Spence Park
32
Rotonda Park
72
South Gulf Cove Park
48
Open Spaces
Amberjack Environmental Park
Ann & Chuck Dever Environmental Park
Ann & Chuck Dever Regional Park
Bay Heights Park
Bayshore Park – North End Open Space
Bayshore Park – South End Open Space
Bissett Park
Cape Haze Pioneer Trail Park
Carmalita Park
Cedar Point Environmental Park
Centennial Park
Charlotte Sports Park
Englewood Beach
Franz Ross Park
Harbor Walk
Harbor Heights Park
Harold Avenue Regional Park
Hathaway Park
Higgs Park
Kiwanis Park
Lake Betty Park
Maracaibo Park
McGuire Park
3 06/25/2020
Port Charlotte Beach Park
Port Charlotte Beach Park – Deck
Randy Spence Park
Rotonda Park
South County Regional Park
Tippecanoe Environmental Park
FACILITY RENTAL FEES
Amenities and meeting rooms are available to the public on a first come, first served basis, as available. There are rental
fees to users for reserved exclusive use based on the following categories:
Category 1: Any individual renting facilities for a private function or a recreational class or a not-for-profit organization
renting facilities for an organizational function, to raise funds for charity, or for the maintenance of an organization.
Category 2: Commercial, business, or individual renting facilities for the purpose of publicity, advertising, sales, or any other
for-profit purposes.
Rental Type 1: Outdoor Buildings
Outdoor building rentals encompass group picnic shelters, gazebos and the outdoor classroom/amphitheater. Rental rates
are determined based on the following square footage:
Category 1 Category 2
Size 1 400-1500 square feet (4-hour minimum) $10.00/hour $20.00/hour
Size 2 1600-2500 square feet (4-hour minimum) $20.00/hour $40.00/hour
100% of payment is required with contract. Two (2) weeks (14 days) advanced notice is required for all outdoor rental
contracts.
Rental Type 2: Open Space/Parking Lot
Open Space rentals encompass parking lots, decks, and large space festivals for events or activities.
Open Space Fees
Category 1 Category 2
100 or less people (2-hour minimum) $15.00/hour $30.00/hour
101 – 500 people (2- hour minimum) $30.00/hour $60.00/hour
501 – 2000 people (2-hour minimum) $65.00/hour $130.00/hour
2001 – 5000 people (2-hour minimum) $100.00/hour $200.00/hour
Parking Lot Fees
Parking Lot (if part of a facility rental) $150.00/day
Parking Lot (if use is the entire rental) $450.00/day
Renter will be instructed to contact Parks & Natural Resources (PNR) a minimum of two (2) weeks in advance if requesting
PNR staff support for Open Space rental such park access through locked gates or for support to move equipment/supplies
to location within park (staff labor fees may apply).
4 06/25/2020
Ren
tal Type 3: Building Rental
Excluding rental of gymnasiums, Charlotte Sports Park, or Charlotte Harbor Event and Conference Center. Rental rates are
determined based on the following square footage:
Category 1 Category 2
Room Size 1: 0-600 square feet $9.50/hour $18.75/hour
Room Size 2: 601-1500 square feet $25.00/hour $50.00/hour
Room Size 3: 1501-2800 square feet $47.00/hour $93.75/hour
Room Size 4: 2801 square feet or more $62.50/hour $125.00/hour
Damage Deposit - $100.00 per one-time event rentals (over 30 people and/or use of alcohol)
A damage deposit will be required and must accompany the returned contract. This deposit is refundable after facility
inspection.
Room Set-up/Clean-up (Category 1 and 2)
Room 1 $15.00 Room 2 $30.00 Room 3 $45.00 Room 4 $60.00
Rental Type 4: Gymnasium
Gymnasiums are multipurpose facilities and may be used for a variety of activities. Two different rates are charged for the
gymnasium usage. A gymnasium used for a purpose other than an athletic activity (for example an Auditorium, Banquet
Room, or Meeting Room) is charged the special rate listed below when compared to a gymnasium used for athletic activities.
Category 1 Category 2
Gym/Athletics Activity $24.00/hour $49.00/hour
Gym/Special Activity other than athletic $35.00/hour $70.00/hour
Note: Additional staff labor fees of $20.00 per hour with a four (4) hour minimum and $30 per hour for overtime with a four
(4) hour minimum may apply based upon the nature and size of the event. These labor fees will be solely determined by
Community Services and based upon current staffing levels. Set-up/Clean-up Fees may apply.
5 06/25/2020
Event Features (Section 3 - required)
Please circle or write in the appropriate answer below:
1) Will you or any company or individual hired by you:
a. Require lighting?
b. Require electricity?
2) Do you require assistance from Parks staff (i.e. gates opened, moving equipment/supplies)?
a. If yes, specify any assistance your event may require from Community Services personnel (staff labor fees may apply).
3) Would you like to request any additional equipment?
a. If yes, specify any additional equipment/needs your event may require from Community
Serv
i
ces.
4) Will you be charging admissions or soliciting donations for your event?
5) Will you or any company or individual hired by you:
a. Sell food or beverages
b. Provide live music or large scale entertainment?
c. Provide or erect mechanical or inflatable structures during the event?
d. Erect tents, canopies or other temporary structures during the event?
e. Require street or public property closings, or additional traffic control?
f. Require additional safety and security personnel? (Fire or Police officers?)
g. Require Emergency medical personnel onsite?
h. Consume alcoholic beverages at your event?
i. Sell alcoholic beverages at your event?
6) Will you have animals or livestock (other than dogs on leash or service animals)?
Rental Details (Section 4 - required)
Please read and initial each of the following acknowledging understanding:
______All Rentals must be booked and paid for no less than 14 days prior to booking date. Payment not made 14 days prior to reserved
date may result in cancellation of event.
______
A certificate of liability insurance policy for no less than $2,000,000 aggregate/$1,000,000 per occurrence is required for rentals
including, but not limited to, the use of the following: bounce house, climbing wall, presence of animals (e.g. petting zoo), and
consumption of alcohol (liquor liability required). Proof of liability coverage must be furnished at least 14 days prior to the reservation
date or all rental payments are forfeited. (see page 5 and 6 for the exact verbiage required on certificate and example).
______
The client is responsible for putting trash inside the trash cans, taking any decorations down, and any equipment brought in must be
taken out. End time on contract is time client needs to be OUT OF RENTED PARK FACILITY.
______Organizers are aware that they are not to distribute any type of marketing/promotional materials related to the requested facility rental
until full payment has been made, a certificate of insurance has been provided (if required), and a completed rental permit with
authorized signatures has been obtained.
______Requests to cancel a reservation inside of 14 days will result in the forfeiture of rental fees paid.
Pavilion/Open Space Rentals (Section 5 – required for this type of rental)
Please read and initial each of the following acknowledging understanding:
_______
100% payment is required at the time of booking to secure a rental date for any outdoor facility.
_______Under certain circumstances, rentals may be subject to a damage deposit.
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
6 06/25/2020
______T
he minimum rental time for Pavilions is four (4) hours and the minimum rental time for Open Space is two (2) hours.
______
If deemed necessary, I will meet with Parks personnel at least 14 days prior to my event.
_______P
ark staff resources are limited and outdoor park facilities are open to the public during normal p
ark
hours. Charlotte County
Community Services cleans and removes trash prior to a facility reservation, but does not guarantee the cleanliness/condition of any
reserved pavilion or open space.
_______I
f I arrive at a facility I have reserved and find it is being used by another group, I will need to p
resen
t my signed permit and
request the group relinquish the facility. In the event the group refuses, I understand I am to contact the Charlotte County
Sheriff’s Office at (941) 639-2101.
_______
N
o Refunds will be issued due to lack of pavilion cleanliness, inclement weather, or failure on the
part of the renter to use the
pavilion on the date reserved.
Facility Room Rentals (Section 6 – required for this type of rental)
Please read and initial each of the following acknowledging understanding:
_______
Due up front is 25% of the total rental (set-up fee included) and $100 refundable damage deposit.
_______
Equipment owned by our facility CAN ONLY BE SET-UP BY OUR STAFF. If you are requesting changes to the set-up, please
inform the staff available for assistance. Set up must meet fire codes.
_______
The start time paid for is the time client and anyone associated with your event will have access to the facility.
There is no grace
period before or after.
_______
The County does not provide decorations, linens, table settings, dinnerware or silverware.
_______
Candles are allowed with appropriate heat shield. No open flame, pyrotechnics, or Asian sky lanterns.
_______
Client must supply your own step ladders and step stools. You will not be allowed to use the facility’s ladders or stand on county
property.
_______
When decorating for event; no nails allowed. A minimum number of thumb tacks or push pins is preferred. Please check with
staff for anything that will put holes in the wall. No Duct Tape, Fog Machine, or Dry Ice devices allowed. (Acceptable items for
decorating: Thumb Tack/Push Pin, Paper Clips, Zip ties, Damage free hanging
hooks i.e. Command).
_______
I understand that I am obligated to notify the rented park facility if I will be renting or bringing in outside equipment (furniture, flowers,
cake, DJ equipment...) and what the drop off and pick up arrangements are. When setting up the drop off and pick up of rental
equipment, make sure the rental company understands that specific times must be scheduled within your contract beginning and
end time; as we have limited office hours and other events may be scheduled at the facility. Please consider our facilities have
limited storage and there may be an event the day before or the day following your event. Rental equipment must be out of building
at the end of your event. Client is responsible for rental equipment and making arrangements for pick up and drop off and also
must inform facility staff on site of such arrangements. Staff at facility will not sign for deliveries. Someone associated with your
party must be here to sign for deliveries.
Signature (Section 7 - required)
The information contained in this questionnaire will be used to prepare a cost estimate. I have read and completed all required sections of
the Rental Questionnaire in its entirety. I understand the information given in the rental details section of this form and the Facility Rules
(page 7). I hereby agree and understand that it is my responsibility to ensure compliance with all policies, rules, regulations, and guidelines
of Charlotte County Community Services and other relevant procedures and laws. I understand that any violations may result in
immediate
cancellation of reservation and/or revocation of the permit. I
understand that this information may be revised or expanded upon
at a later date.
S
ig
nature:
_
Date:
_
click to sign
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7 06/25/2020
8 06/25/2020
9 06/25/2020
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Completed 13 February 2021

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