Town of Wasaga Beach Volunteer Participate Attend Parks, Facilities and Recreation Phone:
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2 Dearest Businesses, Service Clubs, Community Members and Groups: As we approach the holiday season and cooler weather is in the air, we would like to direct your attention to the upcoming Santa Claus Parade and some of the other holiday festivities the Town of Wasaga Beach is currently organizing. This year we are excited to host our first annual evening Santa Claus Parade which will take place on November 26 th, 2016 from 5:00 pm 7:00 pm beginning on Dunkerron Ave. and ending at the RecPlex (1724 Mosley Street). This year s parade theme is Light up the Night and we are looking forward to seeing your creative designs and how you are able to incorporate lights into your floats. We will be meeting on Dunkerron Ave. at 3:00pm to begin organizing floats. Upon the conclusion of the parade parking spots at the RecPlex will be assigned by float number, these parking spots are available on a first come first serve basis and will allow your float to be on display through the duration of the Tree Lighting and the post parade festivities. In this package we have included your float registration form as well as a volunteer registration form to become a parade marshal. If you are unable to register a float but would still like to get involved with this fantastic event, volunteering may be a great fit for you! When you complete your registration utilizing the enclosed forms, please return them to the RecPlex and make payment at the Recreation Office between the hours of 8:30 am and 4:30 pm. You may also register and make payment online at: Event Goals and Objectives 1. To provide a high-quality free event for residents of Wasaga Beach and surrounding areas. 2. To provide fun in a safe environment for families to enjoy the annual parade. 3. To promote community spirit and awareness of local business that target this group or offer similar services. Target Market: families, adults, youth and seniors Expected Attendance: 5,000 Date: Saturday, November 26 th, 2016 from 5:00 pm 7:00 pm Location: Dunkerron Ave. to 1724 Mosley Street, Wasaga Beach (The RecPlex) This is your organization s opportunity to get involved with this event and kick off the holiday season in the community. Please review the options to get the most out of your involvement. If you have any question or are not sure how your organization can best fit with this event please contact us. Thank you, Join us to kick-off the holiday season! Joshua R. Pallas Recreation Coordinator Town of Wasaga Beach ext Wasaga Beach Parks, Facilities & Recreation
3 Float Opportunities! Showcase your community group or business by participating with a float in the parade. You will have the opportunity to make connections with your target market. Registration Deadline: November 22 nd, 2016, 4:30 pm Non-profit groups $25.00 Corporate/Business $50.00 Rates include HST. Organization Name: Have you participated in previous years Contact Person Name: Phone Number: Address: Mailing Address: Yes No Float (To be accepted all entries must be decorated in a Christmas, Holiday or Fantasy theme. Maximum one Vehicle per entry.) Car Van Bus Farm Tractor Small Trailer Truck Character Walker Other Description List any additional information regarding the description and theme of float, such as decoration theme and group information NOTE: There is a float height restriction of 3.35 meter/11 feet from the ground to the top of the display.
4 Payment Information! Payment is due at time of booking. No refunds will be processed after November 23 rd, 2016 at 4:30 pm. No refunds will be given due to inclement weather. Post-dated cheques are not accepted. HST is included in all rates. For debit, cheque or cash please make payment at the RecPlex (1724 Mosley Street, Wasaga Beach) Between 8:30 am and 4:30 pm, Monday to Friday. Cheques made payable to The Town of Wasaga Beach. Method of Payment: Cheque Debit PayPal Payment amount: $25.00 (Non-Profit) Payment Information: Visa Print name of applicant: Applicant signature: Date: Credit Card Cash $50.00 (Business or Corporation) MasterCard All registered floats will be given a number that corresponds with where they will line up on Dunkerron Ave. at 3:00 pm sharp. There will be limited parking at the RecPlex upon the conclusion of the parade. These parking spots will be designated on a first come first serve basis. We welcome floats who park at the RecPlex to stay and take part in the Tree Lighting Ceremony taking place from 7:00 pm 9:00 pm. All other floats will be able to circle around in the in the Super Store parking lot on Mosley and 45 th Street. Prizes will be given to the best decorated non-profit and Business/Corporate floats; presentations will be made as part of the Tree Lighting Ceremonies. Business/Corporate Non-Profit
5 Application Process 1. Submission of a Float Entry Application does not guarantee that the applicant will be offered an opportunity to participate in the parade. Applications will be reviewed by the Santa Claus Parade Committee and the Town s events staff. Applicants will be notified of their acceptance or not by the Committee or Town events staff. 2. To submit a parade entry package, the applicant must be in good standing, must not have violated any rules or regulations, must not have been previously banned from an event, and must have paid all fees. 3. Payment of fees is required by cheque, money order or credit card and must be submitted with the completed and signed application. All NSF cheques will be charged a $35 administration fee. 4. Cancellation of an application will only be accepted before 4:30 p.m. on November 23 rd, Any cancellation after this time will not be eligible for a refund. 5. The Town may restrict the number and the type of parade participants and may select those who best meet the needs of the event as determined by the Santa Claus Parade Committee and the Town s events staff. 6. Preference may be given to applicants who have an excellent history of involvement and who adhere to the application guidelines in a timely and efficient manner. 7. Float Entry placement may not be in the parade order that has been requested in the application or may not occupy the same location as in previous years. 8. If the application is accepted by the Parade Committee and the Town s events staff, then the applicant will be required to agree to and comply with the Parade Participant Terms and Conditions. 9. Prior to the event, participants will be sent an detailing the requirements related to the float building area; arrival in the marshaling area on parade day; parade route and post parade / dismantling area procedures.
6 Particpant Terms & Conditions In consideration of the fees paid, The Corporation of the Town of Wasaga Beach ( Town ) hereby grants [legal name of the parade participant] ( Participant ) a revocable, exclusive, and non-transferable licence to participate in the Wasaga Beach Santa Claus Parade ( Parade ) taking place on Saturday, November 26, 2016 as approved in advance by the Town and subject to the following terms and conditions: 1. SET-UP TIME. The Participant shall arrive between 3:00 p.m. and 4:00 p.m. on Saturday, November 26, 2016 to be shown its location in the parade order and to obtain any further information regarding participation in the parade. The Participant must set up by the allocated set-up time as per the Parade Committee instructions. The Participant must be at the parade marshaling area, set-up, and ready to operate before 4 p.m. on Saturday, November 26, No float vehicles will be permitted entry into the parade marshaling area after 4:15 p.m. on parade day (November 26, 2016). 2. OPERATING HOURS. The Participant shall be present at the event during the operating hours from 3 p.m. to 7:00 p.m. Only the Town can alter the operating hours. 3. FLOAT ENTRY, MAINTENANCE. The Participant shall ensure the Float Entry meets all health and safety requirements. The Parade Committee, the Town or any administrative authority (e.g. Wasaga Fire Department; the Electrical Safety Authority) may access and inspect the Float Entry at any time before, during or after the event. 4. PARADE PARTICIPATION. The Participant shall not operate any other business or activity and shall not exhibit or sell any other goods or services other than as listed on the Participant s application and as approved by the Town in a confirmation . The Town may remove or cause to be removed from the Parade any item(s) that have not been approved by the Town. The Participant shall not fundraise or solicit funds under any circumstance. No parade route, out-of-float entry selling or soliciting is permitted of goods or services, handouts or giveaways, unless authorized in advance by the Santa Claus Parade committee. 5. ALCOHOL AND SMOKING. The Participant and all of those involved with the Float Entry shall not bring or consume alcohol and shall not smoke in their float during the parade. 6. WASTE DISPOSAL. The Participant shall dispose of all waste in the appropriate waste and recycling bins, removing all items from trucks which have been donated for use by Participants immediately upon completion of the parade. 7. TOWING. The Participant shall be responsible for arranging and paying for the use of any towing services that may be required during the Parade. The Town will not make any arrangements for any towing services on behalf of the Participant. All traffic in and out of the parade / event site will be controlled by the Town and/or the OPP, Huronia West. 8. ALTERATIONS. The Town may alter the parade order at any time. 9. DAMAGE. The Participant shall promptly compensate the Town for any damage to the facilities. If such damage was caused by or attributable to the acts or omissions (including theft, malfeasance or negligence) on the part of the Participant or of its employees, contractors, guests or invitees. The Participant will be prohibited from participating in any other Town events until such damage is rectified to the satisfaction of the Town.
7 Particpant Terms & Conditions 10. CANCELLATION OR TERMINATION. The Town may cancel or terminate these terms and conditions at any time (including during an event) and for any reason whatsoever. Cancellation or termination is effective immediately upon notice to the Participant or a designate either verbally or in writing. The Town willl not be liable for any damages or losses suffered by the Participant or others for such cancellation or termination. 11. COMPLIANCE WITH LAWS. The Participant shall comply with and shall ensure that any person attending the Parade complies with: (a) federal and provincial laws and regulations; (b) municipal by-laws, policies, and procedures; (c) the fire plan for the event; (d) the emergency plan for the event; and (e) any orders or directives of the Director of Parks & Recreation or his/her designate. 12. INDEMNITY. The Participant shall indemnify and hold harmless each of the Town and its elected officials, officers, employees, and agents from and against any and all claims, actions, demands, damages, losses, liabilities, and expenses arising out of or as a result of: (a) any breach, violation or non-performance of these terms and conditions on the part of the Participant; (b) any damage to Town property occasioned by the use of the Parade Area by the Participant or its employees, contractors, guests, and invitees; (c) any injury to, illness of or death of any person or any damage to property or other losses arising from or resulting from the use of the Parade Area by the Participant or its employees, contractors, guests, and invitees; (d) any act or omission (including theft, malfeasance or negligence) on the part of the Participant or its employees, contractors, guests, and invitees; or (e) any breach of any intellectual property rights arising from or resulting from the use of the Parade Area. 13. RELEASE. The Participant agrees to use the Parade Area at its sole risk. The Participant agrees that the Town, regardless of negligence or alleged negligence on the part of the Town, shall not be liable for and hereby releases, remises, and forever discharges each of the Town and its elected fficials, officers, employees, and agents from: (a) any and all claims, actions, causes of action, damages, demands for damages, and other liabilities for or related to: (i) any injury to, illness of or death of the Participant or its employees, contractors, guests, and invitees; and (ii) any loss or theft of or damage to any property however caused in or about the Parade Area owned by the Participant or its employees, contractors, guests, and invitees; (b) any act or omission (including theft, malfeasance or negligence) on the part of any employee, agent or contractor employed or retained by the Town from time to time to perform any maintenance or other work in or about the Parade Area; and (c) any indirect, special, remote, consequential, and economic damages.
8 Particpant Terms & Conditions 14. GENERAL PROVISIONS. Nothing in these terms and conditions are intended to make either party an agent, legal representative, subsidiary, joint venture, partner, fiduciary or employee of the other for any purpose. Neither party will make any express or implied agreements, guarantees or representations on behalf of the other. These terms and conditions constitute the entire agreement between the parties relating to the subject matter hereof and cancel and supersede any prior understandings and agreements. There are no representations, warranties, terms, conditions, undertakings or collateral agreements, express, implied or statutory, between the parties other than as expressly set forth herein. These terms and conditions are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. Time is of the essence. If any provision herein is held to be invalid, void or unenforceable, then the remaining provisions will nevertheless continue in full force and effect without being impaired or invalidated in any way. The waiver by the Town of a breach of any provision herein will not operate as a waiver of any other breach. No delay or failure of the Town to exercise any right or remedy will operate as a waiver. In any dispute over the meaning, interpretation, validity or enforceability of these terms and conditions, there will be no inference, presumption or conclusion drawn whatsoever against the City by virtue of that party having drafted these terms and conditions.
9 The Town of Wasaga Beach and the Santa Claus Parade organizing committee are requesting your help as a Volunteer Parade Marshal to ensure that we are able to coordinate a safe environment for all event participants. All volunteers will be required to show up at the Provincial Parks Office located at 11 22nd Street North, Wasaga Beach, ON L9Z 2V9 by 2:30 pm on Saturday, November 26 th and stay for the duration of the parade which will conclude at 7:00 pm at the RecPlex, transportation back to you vehicles will be provided. Name: Phone number: address: Please check yes if you are willing to be added to a Town of Wasaga Beach, ongoing volunteer list and be contacted for future volunteer opportunities within the Department of and Special Events. Yes Applicant Signature: Date: Parade Marshal Volunteer Application No
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