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HomeMy WebLinkAbout04798 - PARADES OF PALM SPRINGS FESTIVAL OF LIGHTS Parades of Palm Springs Festival of Lights AGREEMENT #4798 CM signed 11-14-03 AGREEMENT FOR EVENT PROMOTION --- --- PARADES OF PALM SPRINGS —" This Agreement governed by the laws of the State of California is made and entered into this 31s' day of October, 2003 by and between the City of Palm Springs, a municipal corporation, hereinafter called "CITY" and Parades of Palm Springs, Incorporated, a California nonprofit corporation, hereinafter called "POPS." RECITALS WHEREAS, the City Council recognizes the intrinsic value of cultural and promotional events and the role they play in enhancing and expanding the economic vitality and image of the CITY; and WHEREAS, the City Council provides funding assistance to eligible organizations for the purpose of providing cultural and promotional events and/or activities that generally benefit the community; and WHEREAS, POPS plans to produce the 2003 Festival of Lights Parade as described herein (hereinafter "PARADE"); and WHEREAS, POPS is a California Nonprofit Public Benefit Corporation authorized to engage in charitable and educational activities, as well as those activities permitted to be carried out by a corporation exempt from federal income tax under Sections 501(c)(4) and 170(c)(2)of the Internal Revenue Code; and WHEREAS, POPS needs financial assistance to produce this PARADE and has requested CITY sponsorship; and WHEREAS, the City Council has determined that sponsorship of this PARADE would be of public benefit. NOW, THEREFORE, IT IS AGREED AS FOLLOWS: 1.0 PARADE DATE AND LOCATION 1.1.1 POPS shall organize, manage and produce the PARADE as generally described in Exhibit"A" and attached hereto and incorporated herein by this reference. 1.1.2 The PARADE shall be held on Saturday, December 6, 2003. In the event of inclement weather, POPS may request an alternate date for the PARADE. In no event shall an alternate date be set without the express written approval of CITY. AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade 2.0 TITLE SPONSOR The parties hereby agree that the CITY shall be named the exclusive "title sponsor" of the PARADE and that no other sponsor shall appear in the title of the PARADE sponsored under this agreement. 3.0 SPONSORSHIP TERMS FOR THE CITY 3.1.1 To produce the PARADE, the CITY will provide POPS with Twenty Thousand Dollar ($20,000) cash sponsorship. The CITY shall disburse funds upon execution of said agreement unless otherwise changed by the CITY. 3.1.2 POPS warrants that PARADE shall have no less than 90, and no more than 110 entries. 3.1.3 POPS is responsible for raising all funds necessary to produce the PARADE in excess to the CITY's contribution of Twenty Thousand Dollars ($20,000). 4.0 PRODUCTION SERVICES TO BE PROVIDED BY POPS As the producer of the PARADE, POPS will provide production services including, but not limited to, the following, and will accept all financial responsibility for such services: 4.1.1 Securing the necessary venues for the PARADE and related activities, including Volunteers Pre-Parade Orientation Meeting/Party, Participant's Pre-Parade Meeting, Post-Parade Sponsor Appreciation Ceremony, and other possible special attractions as approved by CITY; 4.1.2 Developing and submitting a budget, schedule and list of entries participating in PARADE to CITY's Special Events Planning Team (SEPT) at least twenty (20) days prior to PARADE; 4.1.3 Contracting and paying for all service vendors and technical support including, but not limited to, sound (including a public address system), lighting (if applicable), bleachers, and security services at related activities described in Section 4.1.1; 4.1.4 Recruiting, coordinating and supervising of volunteers and all their activities; 4.1.5 Obtaining certificates of insurance and liability release forms from all entries, volunteers and vendors participating in PARADE; 4.1.6 POPS shall be responsible for all promotional activities related to the PARADE including: a) Arranging and buying advertising space in local newspapers and other publications to promote the PARADE and the CITY. Minimum advertising for the PARADE shall be provided in a geographical area that includes San Bernardino, Riverside and San Diego Counties, the High Desert, and the Coachella Valley; 2 AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade b) Preparing press releases and marketing materials to promote the PARADE; c) Coordinating local and regional public relations, including the distribution of press materials to entertainment and travel writers; d) Coordinating with the CITY's Bureau of Tourism to promote PARADE; and e) Promoting PARADE through personal appearances and/or the distribution of collateral materials. 4.1.8 POPS will provide a post-event report summarizing the specific revenues and expenses associated with the production of the PARADE. The post-event report shall be delivered to the CITY's representative sixty (60) days following the close of the PARADE. 4.2 DESCRIPTION OF SERVICES TO BE PROVIDED BY CITY 4.2.1 CITY agrees to provide, at no cost to POPS, all public services, including police services, emergency medical services, street maintenance services and other public services as may be deemed appropriate by SEPT, to produce PARADE. 4.2.2 CITY agrees to make available at no cost to POPS, the CITY's portable stage and entertainment unit also known as the "Showmobile." 4.2.3 The CITY will make a concerted effort to promote the PARADE on the CITY's government access channel and other advertising and marketing vehicles as deemed appropriate. 5.0 TERM OF AGREEMENT 5.1 AGREEMENT PERIOD. The effective date of this Agreement shall be October 31, 2003 through January 31, 2004. Any covenant, term or provision of this Agreement which in order to be effective must survive the termination of this Agreement, shall survive any such termination. 5.2 BREACH OF AGREEMENT. Any material deviation by POPS for any reason from the requirements hereof, or from any other provision of this Agreement, shall constitute a breach of this agreement and may be cause for termination at the election of CITY. CITY may terminate this Agreement, for cause, by giving ten (10) days' notice to POPS. In the event of termination by whatever means, CITY shall have the option to direct POPS actions with respect to access to materials or assigning any rights, such as names, lists, or speaker contacts to CITY or its designee. CITY reserves the right to waive any and all breaches of this Agreement, and any such waiver shall not be deemed a waiver of all previous or subsequent breaches. In the event CITY chooses to waive a particular breach of this Agreement, it may condition same on payment by POPS of actual damages occasioned by such breach of Agreement and shall make every effort to resolve the same quickly and amicably. 3 AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade 5.3 AGREEMENT TERMINATION. In the event POPS is unable to fulfill its responsibilities under this Agreement for any reason whatsoever, including circumstances beyond its control, CITY may terminate this Agreement in whole or in part inthe same manner as for breach hereof, and be entitled to the same rights on termination. 5.4 REIMBURSEMENT. All amounts paid to POPS pursuant to this Agreement shall be subject to reimbursement upon the occurrence of any of the following events: a) POPS loses its tax-exempt status under Sections 501 (c) (4) and 170 (c) (2) of the Internal Revenue Code; or b) The dissolution of POPS; or c) POPS terminates or attempts to terminate this Agreement for any reason other than City's failure to make payments as provided hereunder; or d) POPS fails to fulfill the responsibilities, duties, and obligations set forth herein. 6.0 GENERAL 6.1 INDEMNITY. POPS will indemnify, defend and hold harmless the CITY and its officers, employees and agents, of and from any and al claims arising out of or related to the POPS which is the subject of this Agreement, including without limitation, claims of the follow nature: 6.1.1 Breach of Contract; 6.1.2 Tortious interference with contractual obligation; 6.1.3 Tortious interference with prospective economic advantage; 6.1.4 Service Mark or Copyright infringement and/or dilution; 6.1.5 Property damage and/or loss; 6.1.6 Negligence; 6.1.7 Bodily injury; or 6.1.8 Personal damage/injury (libel and slander); The parties hereto acknowledge with respect to the warranties and representations of the indemnity section of the AGREEMENT that there shall be no personal liability attached to or directed towards the officers, directors, employees or independent contractor of the corporation. Accordingly, the parties hereto agree and acknowledge that the covenants of the indemnification section of the AGREEMENT only apply to the POPS. 4 AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade 6.2 INSURANCE. POPS will deliver to the CITY not less than thirty (30) days prior to the first scheduled date of the PARADE, a certificate of insurance showing the CITY as an additional insured in a policy or policies issued by a company approved by the Risk Manager for the CITY, with coverages and limits of insurance acceptable to the Risk Manager, not subject to cancellation except upon thirty (30) days'written notice to the CITY. 6.3 INSPECTION OF RECORDS. CITY shall have the right to monitor and inspect all work or records under this Agreement. 6.4 COMPLETE AGREEMENT. This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. This Agreement supersedes all previous agreements, if any, between the parties. 6.5 AMENDMENTS. Any alterations, variations, modifications or waivers of provisions to this Agreement shall be valid only when reduced to writing, duly signed and attached to the original of this Agreement. 6.6 NOTICES. Communications among the parties hereto shall be addressed as follows: PARADES OF PALM SPRINGS Stan Barnes, President 255 N. El Cielo Road, Suite 402 Palm Springs, CA 92262 (760) 325-5749 FAX (760) 778-1090 CITY OF PALM SPRINGS David H. Ready, City Manager P.O. Box 2743 Palm Springs, CA 92263-27432 (760) 322-8336 FAX(760) 323-8207 6.7 CITY REPRESENTATION. POPS shall work closely with the CITY's Assistant City Manager who shall be designated the "Liaison Representative of City." POPS principals shall provide regular updates to the Liaison Representative of City to keep the CITY currently advised on the status of the PARADE. 6.8 COMPLIANCE WITH LAWS. POPS shall comply with all applicable federal, state, and local laws, ordinances and regulations. 6.9 STANDARD OF CARE. CITY relies upon the professional ability of POPS as a material inducement to entering into this Agreement. POPS agrees to use reasonable care and diligence in rendering services under this Agreement. POPS agrees that the acceptance of its work by CITY shall not operate as a waiver or release of said obligation of POPS. The absence, omission, or failure to include in this Agreement, items which are normally considered to be a 5 AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade part of generally accepted professional procedure or which involve professional judgment shall not be used as a basis for submission of inadequate work or incomplete performance. 6.10 DEMAND FOR ASSURANCE. Each party to this Agreement undertakes the obligation that the other's expectation of receiving due performance will not beimpaired. When reasonable grounds for insecurity arise with respect to the performance of either party, the other may in writing demand adequate assurance of due performance and until he/she receives such assurance may, if commercially reasonable, suspend any performance for which the agreed return has not"been received.,`Commercially. reasonable" includes not only the conduct of a party with respect to performance under this Agreement but also conduct with respect to other agreements with parties"tothis"Agreement or others. After receipt of a justified demand, failure to provide within a reasonable time, but not exceeding ten (10) days, such assurance of due performance as is adequate under the circumstances of the particular case is a repudiation of this Agreement_Acceptanoe. of any improper delivery, service, or payment does not prejudice the aggrieved party's right to demand adequate assurance of future performance. 6.11 THIRD PARTY BENEFICIARIES. Nothing contained in this Agreement shall be construed to create, and the parties do not intend to create any rights in third parties. [SIGNATURE BLOCK NEXT PAGE] 6 Agreementa�w/under $25,000 Reviewed and approved by Procurement& Contracting Initials :hL Date �� 3 P.O. Numbe AGREEMENT FOR EVENT PROMOTION Parades of Palm Springs 2003 Festival of Lights Parade IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first written above CITY OF PALM SPRINGS A/TtiE / a municipal corporation By City Clerk City Manager CONTRACTOR: Check one:_Individual_Partnership ?(Corporation Z Z/ By: /...tt�LaL� s% .::,��y.,_.<v By, Signature (notarized) CSTature (n tarized)' Name: SpTA►J &ARAt165 Name: CYR(L`f IJO SIGUYI7GN Title: { (?ESID AIY Title: 1LF_GTO2 (This Agreement must be signed in the above space by one of This Agreement must be signed in the above space by one of the following:Chairman of the Board,President or any Vice the following:Secretary,Chief Financial Officer or any President) Assistant Treasurer) Stare of C RL..I F©RN 16 State of C—Ai_I F7001A71 i4 Coun y of R UEfAs(D2ss County of l L111(�IDS i:b6Z Onl l� Oj before me, � ��Sl S.SUSSi-IflN On 1 ,jf�'S beforemc, C�@rJES! SUs�NO7\3 personally appeared personally appeared ruff-tf r=OS Kok) I11-CH I personally known to me (or proved to me on the basis of satisfactory personally-known- iae (or proved to me on the basis of satisfactory evidence) to be the person(!) whose name(,)islase subscribed to the evidence) to be the person(A) whose name(#)is/a*,subscribed to the within instrument and acknowledged to me that he/she/they executed within instrument and acknowledged to me that he/she/they executed the same in hi6/kai4their authorized capacity(iea), and that by the same in lus/lnek$eir authorized capacityhes), and that by his/hesWieir signature(eT on the instrument the person(d), or the his/her4hnhi signature(e) on the instrument the person(#), or the entity upon behalf of which the person(A) acted, executed the entity upon behalf of which the person(e) acted, executed the instrument. instrument. WITNESS my hand and official seal. WITNESS my hand and official seal'.. 4 Notary Signat rer L,-? Notary SignatfirE:�-l�p�'i--- Notary Seal: " Notary Seal: ` OFFICIAL SEAL uOFFICIAL Sf:,AL ERNEST 1.SUSSMAN �"ry' r ERNF_ST I.SUSSIVL4N N �� � � A NOTARY PUBLIC-CALIFORNIA c t NOTARY PUBLIC-CALIFORNIA N S I S a; ' '.;iitct,�° COMMISSION;P 1303075 E v_> ,1�••; COMMISSION#1303075 "Oit�fm RIVERSIDE COUNTY 1' F,+`�,• RIVERSIDE COUNTY My Commission Exp.May 31,2005 My Commission Exp.May 31,2005 7 u - � i; ��� ., � i - .. e' .. ., _�.i. � ,� -u l'��I� -..�. 10J2312003 10:31 7603287417 VfENDRICKSON CONST. PAGE 01 BXMBIT "A" Z77Parades of.Palm Springs, Inc. 255 N. El Cfelo Road—Saffe 402 Palm Spin^ CA 92262 Ph. (760) 325--5749 Fox (760) 778-1090 October23,2003 141A VaK 3�3�SRo7 Mr.David Ready Cltf MAllager City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs,CA 92262 Ise: City funding for 2003 Festival of Lights Parade Dear Mr,Ready, Parades of Palm Springs, Inc. (POPS)is very proud to announce that the 2002 City of Palm Springs Festival of Lights Parade was bigger and better than ever before. Many of the usual"crowd plcaser" entries returned this year sad a number of exciting new entries participated. Parade activities were expanded to includes more pre-parade entertainment at certain intersections, more bkachees for dignitaries and sponsors, a very interesting celebrity Grand Marshal, and a fabulous post-parade Awards Ceremony sponsored by Knott's Soak City. Estimates of attendance at the 2W2 parade were put at ever",OOQ spectators. These estimates came from PSPO and other sources. We have seen incredible growth over the last few years(30,OOtl in 1"9; 55,000 in 2000; 70,000 in 200E "'000 in 2002). We believe that much of this growth is attributable to people coming from outside the valley (San Diego, Orange County, L.A., San Bernardino, High Desert Alrms) to view the parade. A great deal of promotion was done in those arena. It is clear that this event has evolved into being of great benefit to the City and it's residents. In the past, POPS has requested City funding in the amount of 530.000.00 to put on this great event and to produce the Black History Day Parade and staging of the Veteran's Day Parade. Setause we will trot be producing the Black History Day Parade or staging the Veteran's Day Parade this year, we feel it inappropriate to ask for that amount We instead requested a reduced amount of 520,000.00,which would ensure a fabulous 2003 Festival of Lights Parade and it's associated events. City Council approved this amount,and a request has been submitted to Mr. Karam for funding as soon as passible. I. understand you need this letter and the attached scope of services to expedite funding, Sincerely, . Stan Barnes,President parades of Palm Springs,Inc. Cc: Assistant City Manager/ Finance Director -- lU 31iO3 17:25 rAX 760 323 8279 PS Recreation 001 y. •, A i • i • • 4 • ❑ COMMERCIAL(For-Profit Organization) NONCOMMERCIAL(Nonprofit Organization) Sponsoring Organization: fAKA&:25; --( F PALM SDR/N�7S /A/C°- Chief Oficerof Organization(Name): STA)V AidRA)ES • Sponsoring Organization's Address: A55 '" • E(_ C..!'CLD #D Street City State Zip Code Sponsoring Organizations Business Phone Number: ( y���ftav • Applicant(Name): ��rt e ' • ApplicantIs Address; 01 04-/HJ A V e DEL' V FA Stree City ���� � fy 7State Zip Code Business Phone Number: ( 766 ) �19�6 66 0 Evening Phone Ny�u��m��ber. ( /7�pb ) 7C7�0y—2& d 6 Cellular Phone Number: O a/ / ' 96 lQ�� FAX Number: (irav ) 7/ O —1d / t/ • Web Site Address; E-Mail Address: 1�1 A bL' 60 `/j� List any Professional Event Organizer or Event Service Provider that is authorized to work on behalf of the Sponsoring Organization to produce this event" ) Name: Address: Street City - 'State Zip Code 1 , Phone Number; ( ) FAX Number: ( ) • State License Number: Expiration Date: • Contact Person"On Site"Day of Event: (NOTE:This person must be in attendagce ffoor the duration of the event and immediately available In City officials.) • Cellular Phone Number: (� ) iry �o t'o Pager Number: ( ) `REQUIRED: Obtain a written communication from the Chief(Aficer of the Sponsoring Organization,which authorizes the Applicant or Professional Event Organizer to apply for the Special Event Permit an its behalf. i y Postt✓W Fax Nate 7671 Data_ 3i_�3 p0 of ages► /o From mo Go./Dept. Co. Phone N Phone S - Fanp3�,3 Fax 9 - - Page 2 10 31 u3 17:25 PAX 760 323 8279 PS Recreation 121002 ION Fang. Type of event: ❑ Run ❑ Walk ❑ Street Festival ❑ 6ikeTour Parade r ❑ Other(specify) Event Title: V 6 F LI UHT . Event Location: 1/000A)TOW A) r�l! �/', ldkS / • Event Dates: `Oy Total Anticipated Attendance: 1004 000 10 L �yParticipants) Spectators) • Web Site Information: E-Mail Address: Actual hours open to the public or"advertised"event hours: • Date: �02 `d� Timer A PM T to AM& Date: Time: AM/PM to AM/PM Dale: Time: AM/PM to AM/PM History: • Has this event taken place before? Yes ❑ No If yes, PALM �PR%/t/&s Where? y . When? a • What was;the previous attendance?_/Q� 0 �) - Please provide a reference name and phone number regarding the.prior event: y Name: GJ ILC K4rtF/NDI 1ys7- ,Y II phone Number:( /���) ��� -Oa o 0 • What changes do you anticipate with this event? �a/VE Will.thiis event be prom'bted,advertised or marketed in any manner? Yes❑ . No • If yes, what is total dollar amount to be,spent on: Print: /$ '/0.r7 Radio: $ 30, Q 0 0 Television: $ nternet: $ • Will there be any live media coverage during your event? ❑ Yes No • If yes, please explain: /-' Gi d ,'v 5 T a 7L ,• a r/ � /i m t' l�Q r'✓1 P �� -. Page 4 10/31/03 17:26 PAX 760 323 8279 PS Recreation Q 003 aw4T�i{ FEES PRM IREPORTING a Are admission, entry or vendor participantfees 63cuired? 31( Yes ❑ No If yes,explain: Public admission fees: $ per person Vendor fees: $ —per booth Number of vendors: I How many of these vendors are for profit?. How many of these vendors are nonprofit?` (*Nonprofit vendors are required to have proof of 501 C 3 exemption) 00 P6 Participant entry fees; ^5 1©0' per person ,OG7, /Nb dnl eN kl Are there hotel room nights associated qth the event? /� Yes ❑ No If yes: Total number of room nights allocated: Host Hotel(s): Participating Hotels: IaF-`woo'v • $ 44 `��� '� Total estimated gross receipts, including tickets, product and sponsorship sales,from this event. Explain how this amount was computed. Indicate amount per item. $ Admission fees $ Productfees $ Sponsorship $ 0 Participant entry fees $ Other(Please specify:) $ Total e imated •fpens forthis event. $ 0 Advertising (Som E A (E IA(Y(AID) $ Lodging cost $ 7---. Wages, salaries $ 000 City services(police,fire, street closures, etc.) $ 600 Insurance 1 $ Business license-fee $ Other(Please specify) Is the organization a"tax-exempt, nonprofit"organization? El Yes p� No �D 33- 6 ��62 / _ 60-f • If yes, attach a copy of the IRS 501 C tax exemption letter droviding proof and certifying your current tax-exempt, nonprofit status. IRS 501`C tax exemption letter obtained: $ Projected amount of revenue the Nonprofit Sponsoring Organization(s)will receive as a result of this event. ,. Specify the organization(s)to receive funding: U E MoAIEY / v ASV Page 6 10/31/03 17:26 PAX 760 323 8279 PS Recreation 004 OVERALL EfZNT DESCRIPTION Will a staging/setup/assembly location be required? 1 Yes 13 No, If yes,begin d y/date: ¢a l _Start time:, pM AM/PM Location: { Description ofthe scope of the setup/assemblywork: ,S-t9&/A1 Akep-- i If yes,dismantle day date: k� 7 �' a� Completion time: List reet(s)requiring Closure as a result of this event.Include street name ) day,date and time of closing'and time ofreopening: °Opm .S OF h1noA) 0 ° p oitJ D ! 7F Jtl Lo�UR� Ef+4T AT- Indicate how this closing/reopening will be handled: Xust City of Palm Springs tohandle(costtobespecified) ❑ Event to handle per Cal Trans standards street(s)requiring the posting of"No Parking"signs.Indicate days,dates,and times needed and an explanation of necessity for "No Parking"zone. rr � iT '/ 5 �0.r � 7�a �c �Prn�rnP (NOTE: "No Parking"signs will be posted twenty-four(24)hours in advance of required days,dates end times. Costforthe posting of"No Parking"signs will be specified upon review of the application by City staff. Page 8 1u, 31, 03 11 .26 PAX 760 323 8279 PS Recreation 0 005 OVERALL EVENT DESCRI t't Attach d diagram(drawing must be to scale),showing the overall layout and setup locations.Using the letters below,indicate the site for these on your diagram. 'A Alcoholicandnonalcohblicconcessionand/or beer garden areas B First-aid facilities and ambulance locations C Tables and chairs D Fencing,barriers and/or barricades , E Generator locations and/or source of electricity F Canopies or tent locations G Booths,ekhibits,displays orenclosure's H Scaffolding,bleachers,platforms,stages,grandstands and related structures I Vehicles andlor-trailers ` J Other related event components not covered above(describe separately) K Trash containers and dumpsters L Non-fobd vendor locations . M Food concession and/or food preparation areas N Potable toiletlocatlon(s) Please describe how food will be served at the event: • Will food be cooked in the event area? ❑ Yes)( No • If yes,specify method: ❑ Gash Electric ❑ Charcoal ❑ Other(Specify): Does the event involve the sale or use of alcoholic beverag es? ❑ Yes X No • If yes,please describe: If alcohol is to be sold,how will the alcohol sales be regulated? • Who will be handling the alcohol sales? C j/ Will there be items orservices sold at the event? ❑ Yes No • If yes;please describe: • Do the vendors have City of Palm Springs business licenses? ❑ Yes ❑, No — • Are any of the proposed,vendorscLIrrent"VillageFest"vendors? ❑ Yes ❑ No /V/A -(NOTE., `•VllageFestpermit does not constitute a Citybusiness license.)_ Page 10 10, 31, 03 11:26 P'AX 760 323 8279 PS Recreation 17]006 Portable and/or permanent toiletfacilities: \ Numberof portable toilets: (Recommended:I for every 250 people or portion thereof) NumberofADA-accessible to (Recommended[10%of total portable toilets) (NOTE: Unless the Applicant can substantiate the availability of both accessible and non-accessible toilet facilities in the immediate area of the site,the above fsrequired.Portable toilet facilities must be in place twenf y-four(24)hours in advance,cleaned and sanitized daily during the vent and must be removedby 8:00a.m.next business day following the event.Location sites for portable toilets mustbe pre-approved prlorto Installation.) Number of trash receptacles: Number of dumpsters with lids: (Recommended:I per 400 people) Number of recycling containers: (Voluntary) Describe the plan for cleanup and removal of waste and garbage during,and after the event: (NOTE: It Is the event organizer's responsibility to dispose of waste and garbage daffy throughout the term of the event unless otherwise contracted with City staff,which will require a fee.Immediately upon conclusion of the event the venue must be returned to a clean condition.Streetsweeping can be arranged with Citycrews foram additional fee.) Page 12 1L. J11u3 1'i .2i PAX 'i6u 323 8279 PS Recreation 007 • Please provide a detailed description that indicates the proposed parking plan and/orshuttle plan forthe event include a description of the parking plan/shuttle plan fohthe disab(-le�d. /� sHurfiCE ,�uSeS (�)f� �SuAI 7`Ka/VI PALM QSPPA/'16S M&9nSCH n d L • Describe plan to notifythose residents,businesses,churches,etc.that will be impacted b ves2� nt. C ; f Pfaff tr/: /l /70 41. r • Does this event involve a moving route of any kind along streets,sidewalks or highway? D Yes ❑No • If yes, highlight your proposed route on the enclosed map,jndlcating the direction of travel, and provide a written narrative to explain your route and itsim act. ����� �oAD f�nl/ TA yeL /f�o��Tf/ To 1 Does this event tnvglvea fixed venue site? Dyes XNO If yes, highlight the site on the enclosed map, showing all the streets impacted by the event. — .� Page 14 10/31/03 17:27 FAX 760 323 8279 PS Recreation 008 SAIfETY SECURITY Private Security: Is there a professional security organization hired to handle security arrangements for this event? ❑ Yes No • If yes, please list: Security Company:. Security Company's Address: Street/P. O. Box City State Zip Code Security Director(Name): Security Director's Phone Number: ( ) Security Company's State License Number: Interior Venue(Private Security): On-site contact person'(Security,Supervisor): Any searches prior to entering? ❑ Yes ❑ No Bottle and can check? ❑ Yes ❑ No Metal detectors? ❑ Yes ❑ No How many security guards at each entrance? Number of identifiable security guards inside the venue: Parking Lot Patrol (Private Security): Security Company: Contact Person (Security Supervisor): Number of security guards patrolling the parking lot: Lighting: If this is an evening event, please state how the event and surrounding areas will be Illuminated to ensure the safety of the participants;and spectators. (if required, show a separate site,map which details street lights, portable lights,and other illuminating devices.) Medical: -Indicate"what arrangements have been-made for providing first-aid staffing: Page 16 10/31/03 17:27 FAX 760 323 8279 PS Recreation U 009 _ , • EVE Are there any musical entertainment features related to your event? ClC Yes ❑ No If yes, name of act: ENTR fl�S Ve- Contact person's name: Address: • Phone number: • How many stages and bands and what type of music? No. of stages_No of bands • Type of music: , Will sound amplification be used? ❑ Yes ❑ No If yes: Start time: AM/PM rinish time: AM/PM Will sound checks be conducted prior to the event? Ll Yes ❑ No It yes: Start time: AM/PM Finish time: AM/PM Describe sound equipment that will be used: Will any inflatable, hot air balloons or similar devices be.used? ❑ Yes No • If yes,please describe: If yes,has the FAA been advised? ❑ Yes ❑ No Will fireworks, rockets or other pyrotechnics be used: ❑ Yes No If yes, name and phone number of pyrotechnic company: • Describe(indicate dates, times and locations for launching and fallout areas): • Has permit been issued? ❑ Yes ❑ No , • Will there be an y type of open flames used(i.e., bonfires,etc.)? , ❑ Yes No `1 • If yes, describe: • Has permit been issued?. ❑ Yes ❑ No Will any signs,banners,decorations or special,lighting be used? I1Q Yes t7 No If yes,describe: CAR a 16D • Will any lasers be used? ❑ Yes ❑ No _ A • If yes, have you obtained a variance letter for operation? ❑ Yes ❑ No - (NOTE., Additional permits maybe required as indicated by staff. These include,but are not limited to,Conditional'Use Permit,Land Use Permit,and Fire Oeparfinent permits.) Page 18 J 10/31/03 17:27 FAX 760 323 8279 PS Recreation R010 INSURANCE Applicant must provide insurance at the following minimal limits: $1,000,000 combined single limit. This Certificate of Insurance must name the City as an additional insured throughout the event duration, including setup and breakdown. The Certificate of Insurance, including limits of insurance, must be received by the Special Events Coordinator by to finalize this permit. HOLD HARMLESS The Applicant will, at its sole expense, provide the City with evidence of insurance for general liability and Workers'Compensation benefits for accidents or injuries which occur or are sustained in the course of carrying out this contract. The-Applicant agrees to indemnify, defend and save City harmless from any and all liability, claims,damages or injuries to any person,including injury to Applicant's employees,and all claims which arise from or are connected with the negligent performance of or failure to perform work or other obligations of this contract,or are caused br claim to be caused by_the negligent acts of the City, its agents or employees,and all expenses of investigating and defending against same. Applicant Signature: Date: • 71T OF ADVANCED CANCELLATION NOTICE REQUIRED If this event is canceled, notify the Special Events Coordinator at(760) 323-8276. I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief,that I have read,understand and agree to abide by the rules and regulations governing the special event under Palm Springs Municipal Code,and that I understand that this application is made subject to the rules and regulations established by the City Council and/of-the City Manager of the City Manager's designee. I agree to comply with all other requirements of the city, county, state and federal governments and any other applicable entity which may pertain to the use of the event premises and the conduct of the event. I agree to abide by these rules and further certify that I, on behalf of the organization, am also authorized to commit that organization and, therefore, agree to be financially responsible for any cost and fees that may be incurredby or onbehalfofthe eventtoojthe City ofPalm Springs. "''{1 Name ofAp icant(PRINT): STMI Iwes Title: REW LY DATE: sign ofApplicanUSpo soriug Organization DATE: 'gau ra of Event Organizer � l Page 20 AC RD CERTIFICATE ®F LIABILITY INSURANCE 1 1 i1 z1 2003 PRODUCER (760)320-1111 FAX (760)320-1115 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Garcia Insurance, Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR P.O. Box 2803 K'�^ ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Palm Springs, CA 92263 m\ 1l 1 w1. INSURERS AFFORDING COVERAGE INSURED Parades of Palm Springs Inc. INSURER A: First Financial 255 N. El Cielo #402 INSURER B' Palm Springs, CA 92262 INSURER C' INSURER D' INSURER E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECTTO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS LTR DATE MMIODIYY DATE MMIDDIYY GENERAL LIABILITY 150F002185 12/06/2003 12/07/2003 EACH OCCURRENCE $ 1,000,000 X COMMERCIAL GENERAL LIABILITY FIRE DAMAGE(Any an.fr.) $ excluded CLAIMS MADE Ifl OCCUR MED EXP(Any one person) $ excluded A PERSONAL&ADV INJURY $ excluded GENERAL AGGREGATE $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGG $ excluded POLICY PRO LOC JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) ALL OWNED AUTOS BODILY INJURY SCHEDULED AUTOS (Per person) $ HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (Per accident) $ PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $ ANY AUTO OTHER THAN EAACC $ AUTO ONLY: AGG $ EXCESS LIABILITY EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND I TORV LIMITS ER EMPLOYERS'LIABILITY E L.EACH ACCIDENT Is EL DISEASE-EA EMPLOYE $ E.L.DISEASE-POLICY LIMIT 1 $ OTHER DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS e: Christmas Lights Parade 2003 Issued as evidence of Liability Coverage. Certificate Holder is Additional Insured per the attached CERTIFICATE HOLDER ADDITIONAL INSURED;INSURER LETTER:_ CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, City of Palm Springs BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY 3200 E. Tahqui tz Canyon Way OF ANY KIND UPON THE COMPANY,ITS AGENTS CR REPRESENTATIVES. Palm Springs, CA 92262 AUTHORIZED REPRESENTATIVE ACORD 25-S(7197) U ©ACORD CORPORATION 1988 POLICY NUMBER: 150FOO2185 COMMERCIAL GENERAL LIABILITY CG 20 10 10 93 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS , LESSEES OR CONTRACTORS (FORM B) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, Calif. 92262 (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement. ) WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule, but only with respect to liability arising out of your ongoing operations performed for that insured. CG 20 10 10 93 Copyright, Insurance Services Office, Inc. 1992