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Riverfront Festival Plaza Booking Policy
Page 1 of 4
THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service
Area:
Community Development and
Health Services
Policy No.:
Department:
Recreation and Culture
Approval Date: May 6, 2013
Division:
Approved By:
M167-2013
Effective Date:
May 6, 2013
Subject:
Riverfront Festival Plaza Booking
Policy
Procedure
Ref.:
Special Events Manual
Pages:
Replaces:
Prepared
By:
P. Labute/M. Taylor/S. Bradt
Date:
1.
POLICY
1.1 The Riverfront Festival Plaza is the premier host location in the community for
Special Events. The Corporation of the City of Windsor will manage Special Events
at the Riverfront Festival Plaza according to established City Council priorities to
maximize the benefits to the community. The City of Windsor recognizes that
Special Events contribute to a sense of place and quality of life for residents and
visitors. Special Events enhance tourism, culture, recreation and education while
contributing significantly to the economy of the city.
2.
PURPOSE
2.1 The policy will provide for a diverse range of activities and opportunities at the
Riverfront Festival Plaza while maintaining fair and flexible access to the riverfront.
3.
SCOPE
3.1 This policy covers all individuals and organizations requesting the use of the
Riverfront Festival Plaza for a Special Event.
4.
RESPONSIBILITY
4.1 City Council is responsible to:
4.1.1
Approve the Riverfront Festival Plaza booking policy and any
amendments as may be presented from time to time
4.1.2
Approve requests for use of Riverfront Festival Plaza which are not
Recurring Events
4.1.3
Approve any Special Events seeking to completely restrict access to the
river front for a period of time.
4.1.4
Approve the User Fee Schedule annually as part of the budget process.
4.2 The Chief Administrative Officer is responsible to:
4.2.1
Subject to 4.1.4, approve requests for Recurring Events for use of Festival
Plaza, pursuant to Delegation of Authority By-law 208-2008, section 1.10,
as it may be amended from time to time
4.3 The Community Development & Health Commissioner is responsible to:
Riverfront Festival Plaza Booking Policy
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4.3.1
Direct a review of the policy at least once every term of Council to ensure
its alignment with established Council priorities.
4.4
The Executive Director of Recreation and Culture is responsible to:
4.4.1
Undertake a review of the policy every term of Council.
4.4.2
Approve the Special Events Manual annually
4.4.3
Direct implementation of the policy, procedures and application process
4.4.4
Make recommendations to City Council or the CAO, as applicable,
relative to Special Events
4.4.5
Approve the site plan for each Special Event in consultation with affected
City departments and the Special Events Resource Team to maintain the
safety of all attendees and generate the maximum financial return
4.5 The Manager of Leisure Outreach is responsible to:
4.5.1
Determine the deadlines to receive applications requesting use of Festival
Plaza and incorporate into the Special Events Manual
4.5.2
Provide oversight to the annual review of the Special Event Manual
4.5.3
Provide oversight to the evaluation of requests for Special Events at
Festival Plaza
4.5.4
Make recommendations to the Executive Director regarding all of the
above
4.6 The Coordinator of Community Special Events is responsible to:
4.6.1
Coordinate the annual review and update of operational guidelines and
procedures
4.6.2
Coordinate the assessment of requests for use of Festival Plaza with
affected departments and the Special Event Resource Team
4.6.3
Ensure that all paperwork required by City of Windsor departments is
completed by the Event Organizer and received by the appropriate
department according to established timelines
4.6.4
Serve as liaison between the Special Event organizer and the Special
Events Resource Team (SERT)
4.6.5
In consultation with the Special Event organizer and SERT, make
recommendations regarding the site plan to the Executive Director
4.6.6
Maintain any records produced
4.7 The Special Events Resource Team will:
4.7.1
Act in an advisory capacity regarding the execution of Special Events at
Riverfront Festival Plaza
4.7.2
Advise of any changes in their governing legislation (Fire code, Alcohol
and Gaming Commission of Ontario regulations, etc.) that may affect the
application process, requirements and procedures
4.7.3
Provide input into annual operations review
4.7.4
Work with Special Event organizers to execute the Special Event.
4.8 Special Event Organizers will:
4.8.1
Submit requests for the use of Festival Plaza and Stage in writing and
accompanied by a non-refundable deposit identified in the Schedule of
Fees approved annually by City Council.
4.8.2
Ensure all required documentation i.e. insurance requirements, proof of
legal name, is submitted to the City within established timeframes as
identified in the Special Events Manual.
4.8.3
Be responsible for any additional fees resulting from the requirement to
adjust the site plan of the Plaza for the safety and security of patrons.
Riverfront Festival Plaza Booking Policy
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5.
GOVERNING RULES AND REGULATIONS
5.1 Use of Riverfront Festival Plaza will be in accordance with the following rules and
regulations:
5.1.1
East-west traffic flow will be maintained in some manner for all Special
Events unless City Council directs otherwise
5.1.2
When modifications to Festival Plaza are required for a Special Event,
Administration will act according to direction previously approved by City
Council. All requests for Special Events at Riverfront Festival Plaza and
Stage must be received in writing by the Recreation and Culture division
according to established timelines and be accompanied by a non-
refundable deposit
5.1.3
Special Events approved by City Council and hosted by the City of
Windsor will be given priority consideration for use of the space. In the
event that a Council approved event displaces a previously booked event,
Administration will make every effort to accommodate the displaced event
in an alternate location or on an alternate date
5.1.4
Requests by Recurring Events in Good Standing, submitted with the
required non-refundable deposit, will receive priority booking
5.1.5
Where Recurring Events request a date change, the Recurring Event will
be given a new date, subject to availability, in priority to other Special
Events which are not Recurring Events in Good Standing
5.1.6
Subject to the assessment noted in Section 4.6.2., requests for Special
Events which are not Recurring Events, but the organization is in Good
Standing, will be considered according to Section 1.1 - the strategic
priorities of City Council and the impact on the economy of the
community. After such evaluation, if two or more events are considered
equal, the date shall be awarded based on the order in which the request
was received by the Recreation and Culture department. Requestors must
have the required documentation in order and be in Good Standing
5.1.7
Verbal requests for Special Events at Riverfront Festival Plaza and Stage
will not be considered
5.2 Definitions:
5.2.1
Special Event - an event that has a greater impact on Festival Plaza than
casual use; or has more than 300 people in attendance; or may impact
traffic flow; or includes amplified sound; or may require municipal
services
5.2.2
Recurring Event - a Special Event returning to Festival Plaza after 1 year,
providing such notice is given in writing and required deposit paid
5.2.3
Good Standing - a Special Event will be considered to be in good standing
provided there are no outstanding monies owing to the Corporation; any
complaints against the Special Event (or organizer) have been addressed;
no outstanding or ongoing litigation related to the Special Event or the
host/organizer of any Special Event; and all requested documents and fees
have been received by the Corporation within established deadlines
5.2.4
Special Events Resource Team - representatives of Windsor Police
Services, Windsor Fire & Rescue, Windsor Port Authority, Public Works
- Traffic, Operations, County of Essex - Operations, By-law
Enforcement, Caesars Windsor, Windsor Essex County Health Unit,
Alcohol and Gaming Commission of Ontario, 311, Inspections,
Riverfront Festival Plaza Booking Policy
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Engineering, Risk Management, Maintenance and other resources as
required from time to time
5.3 Related policies and legislation:
5.3.1
User Fee and Pricing Policy (CR408/2006)
5.3.2
Festivals & Special Events Insurance Matrix Policy (CR468/2007)
5.3.3
Waiver of Fees Policy (M219/2012)
5.3.4
Central Riverfront Implementation Plan (CR910/2000)
5.3.5
Parks By-law 200-2002
5.3.6
Noise By-law 6716
5.3.7
Municipal Alcohol Policy (CR41/1998)
5.3.8
Delegation of Authority By-law 208-2008
5.3.9
Riverfront Trail - Permit for Events Policy (CR359/2000)
5.3.10 Alcohol and Gaming Commission of Ontario Regulations
6.
RECORDS, FORMS AND ATTACHMENTS
6.1 Documents produced will be retained according to Records Retention By-Law #21-
2013
6.2 Forms and documents related to this policy include the Riverfront Festival Plaza
Booking Procedures and Special Events Application Form and the Festival and
Event Operations Manual.