Common use of Large Events Clause in Contracts

Large Events. Should an event at a park facility, or in conjunction with a park shelter reservation, be estimated to exceed 200 persons, the applicant shall first secure a park permit from the City to be issued by the City Council in its discretion. The following criteria should be followed by the application prior to and in any consideration by the City Council for such event: a. The application shall be on forms provided by the City and shall be fully completed and submitted not less than forty-five (45) days prior to the event. b. Any alcoholic sales and consumption shall be confined to a specific area of the event and shall be delineated with proper temporary fencing. c. A permit shall be secured by the Minnesota Alcohol and Gambling Control Division at least thirty (30) days prior to the event. d. All servers of alcoholic beverages shall have first passed the “SERVSAFE” Alcohol Training Program; provide documentation to the City. e. The Applicant shall provide proof of general liability coverage naming the City as an additionally insured party in an amount of not less than $1,000,000 covering any and all aspects of the applicants use of the City facility. Such insurance shall be provided at the time of the application. f. The Applicant shall provide a deposit of $5.00 per planned attendee, but shall be not less than $500.00 nor more than $2,000.00. This deposit shall be refunded to the Applicant after the event is concluded subject to the following: The City will evaluate the site after the event and will deduct reasonable costs for any site clean-up not performed by the Applicant. Should clean-up or repair costs exceed the deposit balance, the Applicant does agree to pay any costs so deemed necessary by the City and shall waive any rights to appeal such enforcement. g. The City Chief of Police shall determine if any Police Services are required to be present at such event and the Chief shall estimate such costs. These Police Services costs shall be the sole responsibility of the Applicant and shall be paid in advance of the event and such fees are separate from the Deposit. h. The City Police Department may terminate this permit at any time and/or order the closing of the event should conditions warrant. i. The Applicant agrees that the City bears no responsibility to ensure the Park facility is set-up with any specific tables, chairs, port-a-pots, garbage facilities. It remains the Applicant sole responsibility to secure these facilities from other vendors. The City facilities is provided in an “as-is” condition under the permits issued herein. The Applicant bears the full responsibility to clean-up and repair all facilities and address any damages that occur upon the site during their event and at their sole expense. The Applicant is responsible for all elements of the event and the behavior of their patrons and guests. j. The Applicant shall provide an emergency plan – including an evacuation plan with complete contact information. The Applicant, it’s staff and/or leadership shall be on the site at all times during any approved event. The general safety of attendees is the sole responsibility of Applicant.