Paul E. Reinhold Agricultural Fairgrounds

Transcription

1 Paul E. Reinhold Agricultural Fairgrounds Clay County, Florida General Rules and Fee Schedule CLAY COUNTY BOARD OF COUNTY COMMISSIONERS Wendell Davis District 1 Wayne Bolla - District 2 Diane Hutchings - District 3 Gavin Rollins - District 4 Ronnie E. Robinson - District 5 Stephanie C. Kopelousos, County Manager CLAY COUNTY FAIRGROUNDS Division of Parks & Recreation 2497 State Road 16 West - Green Cove Springs, Florida Telephone: (904) Fax: (904) Mailing Address: P.O. Box 1366, Green Cove Springs, FL Approved by the Board of County Commissioners - 10/24/2006 Updated - 02/08/2013

2 GENERAL RULES In the following information, the Paul E. Reinhold Agricultural Fairgrounds will be referred to as the Fairgrounds and the Director for the Division of Parks, Recreation & Special Events, will be referred to as the Director. The County Manager shall arbitrate Special Conditions not covered in the following fee schedule. Facility Fees may be waived or reduced for Educational or Not-For-Profits (501C-3) events, as defined by the County Manager. This shall be on an individual event basis. Unless such an event has secured the entire facility, there may be times when multiple events are scheduled on the Fairgrounds. The Director reserves the right to schedule multiple events without compensation to involved parties. ABSOLUTELY no modifications to existing grounds, buildings, or equipment will be made without prior written approval of the Director, or his designee. If prior approval has been given for such modifications, any and all modifications will be returned to its original or better condition. Any member of the Fairgrounds Staff, will at no time, be refused or prohibited from moving in, out, on, or about the entire facility while conducting his/her official duties. Please adhere to all signs and postings, i.e. No Parking, All Dogs on Leash, No Alcohol, etc. Fairground s office hours are from 8:00 a.m. until 3:30 p.m., Monday thru Friday. FAIRGROUND S BOOKINGS: The County Manager or the Director reserves the right to deny any booking(s) that may reflect or encourage a negative image of the Fairgrounds and/or Clay County. In the event any laws of the State of Florida or Ordinances of Clay County have been violated by the user group at the Fairgrounds, the County Manager or the Director reserves the right to cancel or delay any scheduled event without restitution to that event. PAYMENT SCHEDULES: Basic Fee: 50% due when facility is booked. Unless other arrangements have been made, remainder of basic fee and ground fees and other charges are due before event closes. Contract must be signed and delivered to the Fairground s office before any booking is guaranteed. PRE-EVENT SETUP & POST-EVENT CLEANUP: All user groups are responsible for their own pre-event setup and breakdown. It is not the responsibility of the Fairgrounds staff to direct, conduct, manage, or set-up for your scheduled event. It is the responsibility of the user group to collect trash, garbage, etc. and clean all areas used during the scheduled event. The user group(s) WILL be billed for any cleaning required by the Fairground s Staff. (The billing cost shall be the normal hourly wage earned during cleanup.) Under normal circumstances, the staff will neatly maintain the Fairgrounds. The user group will return the Fairgrounds and leased facilities to the County under the same or better condition than received. By the end of the business day following the scheduled event, all clean-up of leased facilities and HORSE STALLS must be completed. IMPROVEMENTS: Unless otherwise provided by written agreement, the cost of any improvement(s), permanent or temporary, made on or to the Fairgrounds by any user group or individuals shall not be deducted from any past or future rental fee(s) due the County. Any improvement made permanent becomes property of the Fairgrounds (Clay County Board of County Commissioners) and shall be utilized or maintained at the discretion of the Director. REFUNDS: Refunds on booking fees will be given, only if the Director has been notified in writing 30 days prior to the scheduled event starting date. The Fairgrounds reserves the right to cancel or reschedule any event without compensation to the cancelled or rescheduled event organizers. If the Fairgrounds cancels an event and no rescheduling date is agreed upon, a full refund will be issued to the user group. Fairgrounds General Rules and Fee Schedule - 2

3 INSURANCE: A certificate of General Liability Insurance is required listing as Additional Insured and Certificate Holder the following: Clay County, a political subdivision of the State of Florida; the Board of County Commissioner, Clay County, Florida; and all public agencies of Clay County, as their interest my appear. All COI s, with required wording, and in the appropriate amount ($500, for low risk events and $1,000, for high-risk events) must be on file with the Fairground s Office two (2) weeks prior to your event. If the COI is not on file with the Fairground s office prior to your event, your event is subject to cancellation. All equestrian and rodeo events are considered high risk. As to other scheduled events, it shall be the determination of the Director and/or the County s Risk Manager as to what constitutes Low Risk versus High Risk. It is the responsibility of the user group to ensure that their COI is on file with the Fairground s office. MAINTENANCE & CLEANING SERVICES: $ Damage Deposit may be assessed but will be refunded within thirty days following the event if there is no damage to the facility. Should user group request that a Fairground s employee be present on the Fairgrounds during a scheduled event, the user group will be charged the appropriate hourly rate for the employee (contact Fairground s office for hourly rate). For any event lasting more than two (2) days, the user group must: a) insure that all of the restrooms are cleaned daily and provide the necessary bathroom items (toilet paper, hand soap, hand towels) for the duration of the event; b) empty 50 gallon trash cans daily and replace with new 50-gallon trash liners. User groups can contact the Fairground s office for the suppliers name and telephone number to replace the items listed above. It is recommended that the user group hire, or appoint, a restroom attendant to assume this responsibility. PETS: All pets shall be on a restraint, i.e. leash, at all times while on the Fairgrounds. Only those pets directly related to an event, i.e. dog show, horse show, and approved by the Director shall be exempt. This policy will be strictly enforced. Any and all cost associated with those animals that are placed into custody and transported by or to the Clay County Animal Control Facility shall be the responsibility of the pet s owner. The Fairgrounds and Clay County shall be held harmless. Pet owners are to pick up all pet waste and deposit in the provided pet waste containers or trash receptacles. EQUIPMENT STORAGE: Due to a limited amount of storage space, unless otherwise approved in writing by the Director, no equipment, supplies, materials or any items belonging to a user group will be stored on the Fairgrounds. If such items are left on the Fairgrounds, without prior approval, the Fairgrounds shall dispose of such, with no restitution to the owner(s) of disposed items. All items stored and/or left on the grounds, prior approval or not, shall still be the responsibility of the owner and not that of the Fairgrounds, (i.e. damage, theft etc.). If approval has been given for storage, one key to ANY and ALL locks installed by a user group for their storage shall be provided to the Fairground s office and maintained appropriately. Failure to provide a key will result in removal of the lock. (This is due to any unforeseen emergency.) EQUIPMENT-USE AGREEMENT: Certain equipment is available for lease to user groups provided the Equipment Use Agreement and the Release and Hold Harmless Agreement have been executed by both the County and the User Group. PERMITS, LICENCES, AND INSPECTIONS: Any and all required Permits, Licenses, and Inspections for any event will be the sole responsibility of the event organizers. The County reserves the right to deny, cancel or delay any event that does not obtain permits, licenses, or proper inspections. BANNERS, SIGNS, AND ADVERTISING: Any signage pertaining to the event that will be placed in the unincorporated areas of Clay County must first be approved through the Clay County Zoning Department (application attached). Please contact any Municipality within Clay County within which signage pertaining to the event that will be placed for its approval and/or permit process. (City of Green Cove Springs, City of Keystone Heights, Town of Orange Park, and Town of Penny Farms). BE ADVISED that bandit signs are not lawful anywhere within the unincorporated areas of Clay County. The applicant is Fairgrounds General Rules and Fee Schedule - 3

4 responsible for ensuring that bandit signs pertaining to the event are not placed anywhere in such areas. Should bandit signs pertaining to the event be placed anywhere within such area, the County reserves the right to deny, cancel or delay the event without refund, damages or restitution to the applicant. SECURITY and PARKING: A parking and security plan may be required for certain events when it is determined by the Sheriff s Department or the Director to be in the best interest of the public. Contact the Clay County Sheriff s Office for arrangements and costs. RESCUE and FIRST AID: A County Rescue Unit may be available with proper notice. The user group shall be responsible for all costs of the unit and personnel to operate the unit. This will be required for all Major Events. It will be the responsibility of the user group to contact Clay County Public Safety for scheduling, rates, and availability. Alcohol: "Alcoholic beverages may only be served and consumed under the following conditions: Any function that a user group promotes and conducts at the Fairgrounds must be by invitation only and cannot be open to the general public. "Invitation only" does not include those who purchase tickets to attend the event in general, but is rather a private party hosted by the user group. In such circumstances, the consumption of alcohol will be limited to an inside location or covered pavilion or tent where it is served, and shall not be allowed outside of those areas. The hours during which alcoholic beverages may be consumed shall be in compliance with Section 3-2(b) of the Clay County Code: every day except Sundays between 7:00 a.m. until 2:00 a.m. the next day and on Sunday commencing at 2:00 p.m. until 12:00 a.m. Such functions where alcohol is served must be accompanied by a food service and may only be organized by the user group for the benefit of its invited guests and/or participants. I (We) agree to provide appropriate security for the function at which alcohol is served. Alcohol may not be served at any function for more than three hours. The user group shall be responsible to ensure that the requirements of this agreement are followed." Fairgrounds General Rules and Fee Schedule - 4

5 FEE SCHEDULE FOR RENTAL OF FACILITIES Any scheduled user group will be allowed to begin preparation for their event one day prior to their scheduled date for the event and allowed one day following their scheduled event, at no charge; however, any additional days required for preparation, set -up or clean-up will be at a charge of $ per day, in addition to metered gas and metered electric. The meters (gas and electric) will be read upon the arrival of the first representative of the scheduled user group, and the user group will be respons ible for reimbursement of all metered gas and metered electrical charges from that date. RENTAL OF ENTIRE FACILITY $2, per day, plus tax, plus metered electricity and metered gas $1, per every additional day, plus tax, plus metered electricity and metered gas (This fee does not include the Tourism & Development Council Tax that applies to RV/Camper sites) RENTAL OF EQUESTRIAN FACILITIES $1, per day, plus tax, plus metered electricity and metered gas $ per every additional day, plus tax, plus metered electricity and metered gas (The Equestrian Event Fee includes all arenas, Concession Building, Command Post and Horse Stalls) (This fee does not include the Tourism & Development Council Tax that applies to RV/Camper sites) J. P. HALL, SR. COVERED ARENA 236 wide x 142 long (33,512 sq. ft. of performance area) $ per day, plus tax, plus metered electricity $ (BCC approved 2/25/08) per stall, per night (BCC approved 2/25/08), plus tax CLAY COUNTY CATTLEMEN S ARENA $ per day, plus tax, plus metered electricity EAST ARENAS (Sand/Rubber Arenas) 300 long x 162 wide (48,600 sq. ft. of performance area) $ per arena, per day, plus tax, plus metered electricity if event requires arena lights INDIVIDUAL RIDING $ per day, per person, plus tax (Stall usage not permitted) The individual must sign the enclosed Release and Indemnity Agreement form before offloading any horse(s). Individual Riders must use Designated Arenas for riding purposes. No jumping allowed. Individual riders MUST be 18 years of age or older, or accompanied by a Parent or Legal Guardian. Schedule permitting, individual rides may take place only during normal operating hours (typically 7:00 a.m. 3:30 p.m.) Monday thru Friday only, and only in a designated arena. It is recommended you call the Fairgrounds for scheduled openings or availability. MID WAY AREA (includes circular asphalt track) $ per day, plus tax, plus metered electricity if event requires Midway lights Events requiring use of Midway lights, $75 per day minimum, or metered electricity, whichever is greater RV HOOKUPS (48 full service hookups, located north and south of Midway Area) $ per night (BCC approved 2/25/08), plus sales & TDC tax. All Water and Sewer connections must be made with approved hoses and attachments. RV HOOKUPS (40 hookups, electric and water only, various locations on the grounds) $ per night (BCC approved 2/25/08), plus sales & TDC tax. Fairgrounds General Rules and Fee Schedule - 5

6 TENT CAMPING $10.00 per day, plus sales & TDC tax EXHIBITION BUILDINGS #1, #2A, #2B and #3: # 1 BUILDING (Founders Exhibit Hall) 9,975 sq. ft., 175 x 57 $ per day, plus tax, plus metered electricity, includes use of Information Booth # 2A BUILDING - Horticultural (Reinhold Pavilion) 8,300 sq. ft., 100 x 83 $ per day, plus tax, plus metered electricity # 2B BUILDING (Reinhold Pavilion) 6,438 sq. ft., 74 x 87 $ per day, plus tax, plus metered electricity # 3 BUILDING (Patron Life Member Exhibit Hall) 9,975 sq. ft., 175 x 57 $ per day, plus tax, plus metered electricity J. P. HALL, JR. FAMILY PAVILION: 341 sq. ft. kitchen; 2,310 sq. ft. main area $ per day, plus tax, plus metered electricity ENTERTAINMENT STAGE (Prahl Pavilion) BARN #3 $ per day, plus tax, plus metered electricity, includes stage and use of dressing rooms, hospitality bldg. $ for the first day, $50.00 per day thereafter, plus tax, plus metered electricity CONCESSION BUILDING 35 x 31, 1,085 sq. ft. main area; 13 x 17, 221 sq. ft. storage $ per day, plus tax, plus metered electricity and metered gas. At the conclusion of the event, the Concession Building is to be properly cleaned and inspected by Fairgrounds staff. If the Concession Building is not cleaned, there will be a fee of $200 charged to the user group. The Cattlemen s Association, per a mutual agreement, has First Right of Refusal concerning the operation of the Fairgrounds Concessions Building. The Cattlemen, if they wish, may operate the Fairground s Concession Building at any event held on the Fairgrounds with no financial restitution to the event organizers. COMMAND POST $ per day, plus tax, plus metered electricity. At the conclusion of the event, the Command Post is to be properly cleaned and inspected by Fairgrounds staff. If the Command Post is not cleaned, there will be a fee of $100 charged to the user group. EQUIPMENT USE PARKING LOT STALL CLEANING P.A. System: $ per day (Maintenance fee must be paid if equipment used) Light Fee: Metered electricity. $ per stall will be charged to user groups if cleaning has to be done by Fairgrounds staff. MANURE DISPOSAL If the COUNTY is required to dispose of the manure generated by the user group, the COUNTY reserves the option to charge the existing rate as established by Environmental Services Department for disposal of the manure. Fairgrounds General Rules and Fee Schedule - 6

7 4-H Groups & User Groups with Lease Agreements CLAY COUNTY FAIR ASSOCIATION, INC. Any events excluding the Annual Clay County Agricultural Fair deemed as a Fair events according to the Director shall be reviewed by the Clay County Fair Association, Inc. However, the Director or the County Manager shall have final approval of such events. CLAY COUNTY CATTLEMEN S ASSOCIATION, INC. Any events excluding the Annual Cattlemen s Rodeo, deemed as a Rodeo event according to the Director shall be reviewed by the Clay County Cattlemen s Association, Inc.. However, the Director or the County Manager shall have final approval of such events. The Cattlemen s Association, per a mutual agreement, has First Right of Refusal concerning the operation of the Fairgrounds Concessions Building. The Cattlemen, if they wish, may operate the Fairground s Concession Building at any event held on the Fairgrounds with no financial restitution to the event organizers. CLAY COUNTY 4-H (includes all clubs, groups and activities under 4-H) The 4-H and 4-H sponsored events shall be exempt from all normal Fairgrounds Rental Fees. All facilities and areas used by the 4-H or 4-H sponsored events must be cleaned, all trash placed in proper receptacles, and returned to the County under the same or better conditions than received. (The 4-H is not exempt from having to pay the 3% Tourism & Development Council Tax that applies to RV/Camper sites.) Constitutional Offices/Public Schools/Church Groups/Governmental Agencies and Other User Groups Fees for the use of the Fairground facilities may be waived or reduced as deemed necessary by the County Manager. This shall be determined on an individual event basis. All user groups, regardless of whether or not a fee for the use of the facilities is assessed, are required to clean the facilities that they use, and return them under the same or better conditions than received. All user groups will be responsible for reimbursement of metered electric and metered gas usage during scheduled events, unless waived by the Director or the County Manager. Clay County Constitutional Offices: Responsible for metered electric and metered gas only. Public Schools: Responsible for metered electric and metered gas only. Clay County Churches: 25% of amount listed on Fee Schedule, plus metered electric and metered gas. Governmental Agencies: Responsible for metered electric and metered gas only. Fairgrounds General Rules and Fee Schedule - 7