Operational Policy 54 — Outdoor Events at Region of Queens Municipality Facilities — full text

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POLICY NUMBER - 54 Page 1 of 2 Policy Subject / Title - Outdoor Events at Region of Queens Municipality Facilities _______________________________________________________ GENERAL STATEMENT OF POLICY 54.01 Whereas the Region of Queens Municipality encourages the use of parks and facilities for a variety of activities and events, the intent of this policy shall be to allow such activities providing they are adequately supervised, do not compromise public safety, will not damage municipal property, and do not interfere with the operations, programs, or mandate of the Region of Queens Municipality. DEFINITION 54.02 For the purpose of this policy, an outdoor event includes, but is not limited to, the following: - outdoor weddings - festivals - family reunions - community days - concerts - rallies - fund-raising events - historical encampments and is an event of sufficient size to impact on the ordinary use of the facility. SPECIFIC GUIDELINES 54.03 All requests for outdoor events shall be received in writing by the Region specifying the following: - Type of event - Day and site requested - Time of day requested, including set up and tear down - Number of people expected - Any temporary alterations to the site, i.e. trellis' - Any permits that have been received to date and/or required POLICY NUMBER - 54 Page 2 of 2 Policy Subject / Title - Outdoor Events at Region of Queens Municipality Facilities 54.04 Such information shall be submitted on a form provided by the Region of Queens Municipality, and include a signed document indicating the willingness of the applicant to accept the costs of both site cleanup, if required, and damage to the property. 54.05 Requests for outdoor events will be received and a response normally forwarded within ten (10) working days by the Director of the appropriate Department, after consultation with the Chief Administrative Officer. 54.06 Applicants are responsible to obtain all necessary permits and licenses. 54.07 In the case of major events, it shall be the responsibility of the organizing committee to carry adequate liability insurance. 54.08 The Recreation and Community Facilities Department will, where possible, provide information about other community events to prevent possible conflict. 54.09 Activities will be booked on a "first come / first served" basis. 54.10 Responsibility for the safe supervision and cleanup after the events is that of the organizers. 54.11 Staff of the appropriate Region Department will inspect the site involved the next working day for follow-up and to determine any remedial action required by the organizers. 54.12 The Region will advise the local RCMP Detachment of the location, date and time of events so adequate traffic control provisions may be arranged. 54.13 Requests shall be refused if they are not seen to be in the best interest of the Region of Queens Municipality. The applicant has the right to appeal such refusal to Council. Approved by Council: September 20, 2004