Fillable PARKS AND COMMUNITY SERVICES INTRODUCTION TO SPECIAL USE (City of Everett)

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PARKS AND COMMUNITY SERVICES INTRODUCTION TO SPECIAL USE (City of Everett)

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PARKS AND COMMUNITY SERVICES
INTRODUCTION TO SPECIAL USE REQUESTS
Special Use Requests for parks or facilities are defined as requests from individuals or
organizations where there may be an impact to a park, park area or park facility.
An application for a reservation and special use written permit is required when:
• Groups or assemblies are calculated to attract a large number of people, relative to the size
and capacity of the park or facility group must, prior to the event, reserve the space. A large
group or assembly is that which would occupy one-tenth or more of the user capacity of the
park or facility. (Park Code 9.06.104)
• A park code is requested to be waived for a special event or activity/park code # 9.06.108
and 9.06.112
• Additional park resources, equipment or staffing are requested
• Requesting partial or full fee reductions for park areas or facilities (fundraisers are not
eligible)
A separate application must be filed for each type of activity or event for which you are
requesting space.)
Applicants are encouraged to submit a special use request application 30-90 days or more in
advance to allow adequate time for review and, if approved, to allow applicants adequate time to
meet requirements established by the city.
Park Code 9.06.108 requires the application be submitted at least fourteen working days prior
to the day of the intended use however applicants are strongly encouraged to submit
applications well in advance of fourteen working days to allow time for an organization to meet
any requirements. Additionally, the Parks Department may require additional paperwork and/or
information to be submitted prior to final approval or denial of the application. Turn in the
application as soon as possible to allow you adequate time to meet any requirements
determined through this permit application review process.
REVIEW PROCESS
No facility or park area may be booked for an event or activity until the application has been
reviewed and approved and all applicable fees have been received. After the application is
received you can anticipate:
1. Applications will be reviewed by a Recreation Business Office staff member.
2. Application will be forwarded with recommendations to the Recreation Coordinator for
review, applicant follow up if needed and approval or denial determination.
3. Applicants will be notified in writing when the application has been approved or
disapproved. This notification will include the name and contact phone number for the
Recreation staff liaison, and a summary letter clarifying the City of Everett Parks and
Recreation Department’s requirements, restrictions or reasons for denial.
S:\#Common\Recreation\FORMS\FACILITIES\Special Use Form and Hold Harmless.docx
SPECIAL USE REQUEST APPLICATION
This application for a reservation and special use permit is TO BE USED FOR groups, organizations, persons requesting
special use of any park, park area or facility. A reservation in the form of a written permit is required prior to the day
of use and required when:
• Groups or assemblies are calculated to attract a large number of people, relative to the size and capacity of the park
or facility group must, prior to the event, reserve the space. A large group or assembly is that which would occupy
one-tenth or more of the user capacity of the park or facility. (Park code 9.06.104)
• A park code is requested to be waived for a special event or activity/park code # 9.06.108 and 9.06.112
• Additional park resources, equipment or staffing are requested
• Requesting partial or full fee reductions for park areas or facilities (fundraisers are not eligible)
(Separate applications must be filed for each type of activity or event for which you are requesting space.)
SECTION 1
Name of Organization
________________________________________________________________
Contact Person
________________________________________________________________
Current Address, City, State, Zip :
Phone (Area Code)
___________________ Fax __________ Email __________________________
Date(s) of Event(s)
_______________________Time (IN)___________(OUT)___________________
Park Facility, Shelter, or Park Area Requested: ___________________________________________________
___________________________________________________________________________________________
Please give a detailed description of the activity or event. Attach additional pages if necessary: ________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
Estimated attendance: _____________________ Target age group: ___________
Is the event open to the public? ____ Yes ___ No If yes, please complete Section #2 on reverse side of form
Will a fee be charged for event participation? _____ Yes ____ No What will fees be? _______________
How will money be collected? ___________________________________________________________________
Is this a fundraiser? ____ Yes ___ No If yes, please complete Section #2 on reverse side of form.
Will you be asking for donations? _____ Yes ___ No Is the event recreationally oriented? ___ Yes _____ No
Do you plan to close off any park area for your event? ____ Yes ___ No Please specify area _______________
__________________________________________ How many vehicles do you anticipate? ________________
Are you planning to amplify music or sound at your event? _____ Yes ____ No
Pl
ease describe:
______
_______________________________________________________________________
Please note: Performer conduct and performance content, live or recorded, must be appropriate for
families and general audiences. Profane, lewd, indecent or slanderous conduct or content is unacceptable.
Will tents or other temporary structures be erected in the park or park area? _____ Yes ____ No
Will vehicles need to be driven on grass? _____ Yes
____ No
Will additional toilet facilities be provided? _____ Yes
____ No
If serving food to the general public, have you consulted with the Snohomish County Health Department to ensure
your f
unction/event is in compliance with their regulations? _____ Yes _____ No
Applicants are encouraged to submit this special use request application 30-90 days or more in advance to allow adequate
time for review and if approved, to allow applicants adequate time to meet requirements established by the city. Applicants
are required to submit this application at least fourteen working days prior to the date of the intended use.
Updated March 2019
s:\#common\recreation\forms\facilities\special use form and hold harmless.docx
SECTION 2 Must be completed if:
*Your event is open to the public
*You are fundraising or charging a fee
*You are requesting a full or partial fee reduction
1. Give a brief history of your organization and its mission/intent:
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
2. Please list name and title of current officers and/or board members:
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
___________________________________________________________________________________________
3. How will the public be notified of this activity/event?
Newspaper Advertisement Press Release
Radio/TV Other (please explain)
___________________________________________________________________________________________
4. Provide a budget summary of projected revenue and expenses for this event:
Please note that fundraisers cannot be considered for partial or reduced fees and will be required to pay
full rental fees on facilities. Events must not discriminate because of age, sex, marital status, race, creed,
color, national origin or presence of sensory, mental or physical disability. No events serving alcohol will
be co-sponsored by the City of Everett.
Please allow 10/+ days for processing your request. Thank you.
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
OFFICE USE ONLY BELOW THIS LINE
Approved
Approved with noted stipulations
Unapproved
Recreation Office Supervisor Signature
_______________________________________
Recreation Coordinator Signature
Date Application expiration date
(No more than one year from date
of Recreation Coordinator's signature)
_______________________________________
Staff Liaison to event (if applicable)
Category of use:
Recreation Oriented Group function
Co-sponsored event/activity
Interagency/Inter-local Agreement
Teen function category
Private rental
Other ________________________
Charitable fundraiser (no fee reduction can be authorized by Park staff)
Notes:_______________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Attach a site map to this application.
Provide a list of vendors, if any, participating in your event.
Attach a parking plan, if needed.
s:\#common\recreation\forms\facilities\special use form and hold harmless.docx
SPECIAL USE HOLD HARMLESS
Agreement:
In consideration of allowing this organization to hold its special event at the City of Everett Parks
& Community Services, the organization hereby accepts full responsibility and agrees to
release, indemnify and promise to defend and save harmless the City of Everett, its officers,
employees and agents from and against any and all liability, loss, damage, expense, actions
and claims, including costs and reasonable attorney’s fees, incurred by the City of Everett, its
officers, employees and agents in defense thereof, for both personal and/or property damage
resulting from or connected directly or indirectly to the execution of this event, provided,
however, the undersigned organization will not be required to hold the City of Everett, its
officers, employees and agents harmless from the sole negligence of the City, its officers,
employees and agents.
This organization also agrees to accept full responsibility for all damages to any equipment or
property owned by City of Everett. I, as an authorized agent on behalf of this organization,
understand that my organization may be banned from use of Parks facilities for failure to comply
with all specified rules/regulations including but not limited to cleaning requirements for parks
and facilities and additionally I, as an authorized agent on behalf of this organization, also
understand that all City of Everett ordinances and Park codes apply to this event/function
application. I, on behalf of this organization, acknowledge that I have received the information
on this form in the Park codes to ensure compliance.
(initial here)
I understand that I am required to pay all required fees within 10 days of approval notification by
the City of Everett. Failure to do so will result in the revocation of my permit and reservation.
____________ (initial here)
I hereby declare the name and address and all other information given on this application to be
true and correct. If the information is found to be false, I understand that I could be subject to
prosecution and be fined up to $5,000 under RCW 9A.76.175
(initial here)
Insurance: Depending on the size or activity of your group, you may be required to be covered
by bodily injury and property damage liability insurance in an amount ascertained by the City of
Everett, naming the City of Everett as an additional insured. Prior to the event the organization
will be responsible for obtaining said insurance and notifying the proper officials.
I certify that I have read the foregoing statements and that I have the authority as an official
and/or authorized agent of the aforementioned organization to sign on behalf of said
organization.
Signature of person in charge: _______ Date signed: __________
After filling out this application, please email it to recreation@everettwa.gov
click to sign
signature
click to edit
s:\#common\recreation\forms\facilities\special use form and hold harmless.docx
Standard Rules, Regulations and Conditions
Adult Supervision is required at all times for any approved event, activity or function
Drugs and Alcohol are not permitted
Park Hours apply to all events unless a waiver has been granted
Tents or other structures must be weighted down to prevent being blown over
Stakes are not permitted to be used to anchor tents or structures without a waiver
All garbage and litter must be removed from the site or placed in containers provided
Power and Water, if available, may require a separate fee for use
Power cords shall not present a tripping hazard and cord size of 8 or 10 gauge wire are
recommended
Vehicles are not permitted to be driven on the turf or fields unless specific permission is
given
Music must be family friendly. Obscene, rude, profanity or offensive language is not
permitted
Amplification of music or speaking are subject to noise ordinances for both the city and
the parks department
Large recreation equipment such as a dunk tank, moon walk/bounce house, miniature
train, etc. are not permitted.
Insurance Requirement
Liability insurance may be required based on the description of the event, activity or
function
Insurance amounts shall, at a minimum be in amounts of $1 million with a $2 million
aggregate and may be higher depending on the event
The city may require Additional Insured Certificate with an Endorsement naming the city
as Additional Insured. Both the insurance certificate and endorsement shall contain the
following language: The City of Everett, its officers, employees or agents.
Fun Runs, Bike Rides, Walks and Other Similar Type Events
All events must be posted two weeks prior to the event to notify trail or park users
Organizers of the event are responsible for posting this notice
No markings are allowed on the turf, pavement, trails or sidewalks without approval from
the city of Everett Parks and Community Services. A deposit may be required in advance
of the event. When approved any marking used on the turf, pavement, trail or sidewalks
shall be temporary spray chalk or sidewalk chalk. The use of temporary spray marking
paint is not permitted on any surfaces. Any marking paint used not listed above shall be a
violation of this permit. Removal shall be the responsibility of the permit holder within 10
days at the conclusion of the event and may also include forfeiture of the required
deposit.
Any event using city streets, sidewalks or areas outside the park are required to obtain a
Fun Run/Walk permit from the City of Everett Clerks Office
Park staff or Police may be required to staff the event and all costs shall be the
responsibility of the event organizer
All signs, directional arrows, cones, balloons or other marking devices shall be removed
from the park or event site at the conclusion of the event
All Park Codes, EMC 9.06. shall apply unless otherwise waived
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PARKS AND COMMUNITY SERVICES INTRODUCTION TO SPECIAL USE (City of Everett)

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Completed 3 August 2020

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