Enclosed are the application, forms and releases for this year s Parade. Your application packet must be completed in its entirety and submitted along with your entry fee by Monday, November 2, 2015. It is imperative that you submit a detailed description of your entry with your application. If you do not submit a detailed description, your submission will be placed on a waiting list and may be excluded from participating in the parade. The description you provide will be used by the announcers live and during the recorded airing of the parade. A completed application consists of the following: 1. Completed Application 2. Description Form 3. Signed Acknowledgement of the Rules and Regulations 4. Completed Participant Responsibility Agreement 5. Submission of entry fee, if applicable. ***Entries submitted with a completed application packet and entry fee will be accepted and approved on a first come, first serve basis with the limit for this year s parade being no more than 100 entries. Any entries received without a completed application packet and entry fee will be placed on a waiting list and may be excluded from the parade. Also, any entries received after we reach the entry limit will be placed on a waiting list and may be accepted in the event an entry must drop out for some reason. Late entries (after November 2, 2015) will need to add a $10.00 late fee. You will be notified of acceptance. Return packet along with entry fee payment to: St. Clairsville Area Chamber of Commerce, 133 East Main Street, St. Clairsville, Ohio 43950. Entries that do not require payment can be emailed to administrator@stcchamber.com or faxed to 740-695-4280. For questions, please call our office at 740-695-9623 FOR CREDIT CARD PAYMENTS, PLEASE CALL THE CHAMBER OFFICE
Presented by: St. Clairsville Area Chamber of Commerce Please complete this application packet in its entirety. Please be as specific as possible when completing this packet. The deadline for entries is November 2, 2015 and entries are limited to 100. Any application submitted without the required forms and entry fee with be placed on a waiting list and may be excluded from the parade. Incomplete applications and those received after this deadline, may be considered if space permits. Those submitting applications after the November 2, 2015 deadline must include a $10.00 late fee. PLEASE PRINT Organization Name: Contact Name: Address: City: State: Zip: Phone: Fax: Email: Please fill out the information below that pertains to your entry type *Corresponding fee must accompany the application packet to be accepted. Pricing by Type of Entry Chamber Member Commercial Non-Chamber Member Commercial $35.00 $45.00 501c-3 non-profit organization Dance Team or Horse Unit $10.00 $25.00 Band / Police / Fire or EMS / Veteran or Military Individuals (including political candidates) NO CHARGE $25.00
Parade Entry Judging Categories (Pease circle only 1 category to be judged) Fire Department / EMS Military / Veteran Walking Unit Only - no float, no vehicle Mascot Only - no float, no vehicle Homemade Float Decorated Vehicle only - no float Marching Unit / Band Dance Unit Horse Unit Rented Float SECTION 1- ALL ENTRIES COMPLETE Entry Theme: Music: YES NO Special Features: Total Length of Unit (including vehicles pulling float): If Rented Float, List Company providing float: Distributing Candy or other materials during Parade: YES NO TYPE (all materials, candy, etc. distributed must be handed by a walker. No candy, etc. thrown from a vehicle or float) Will you be participating in the Tree Lighting ceremony?: YES NO Will perform for judges: YES NO Will have animals with entry (not horse unit): YES NO TYPE: SECTION 2 FOR DANCE UNITS ONLY Name of Dance Team: Number of Participants: Music Title or Theme: Costume that will be worn: SECTION 3 - FOR HORSE UNITS ONLY Name of Unit: Number of Horses: Type of Cleanup Provided: SECTION 4 - BANDS ONLY School / Band Name: Number in Band: Songs Performing:
DESCRIPTION OF ENTRY (Include drawing or picture if possible / Continue on back if needed) *Please include as much information as possible. We encourage you to be creative in your description of the entry. This will be used during the live parade as well as in the airing of the parade on television. Please be specific. In order for your entry to be accepted, the description must be submitted with the parade application. If you do not complete the description form, your entry will be placed on a waiting list until the description form is received. Due to the limited number of entries in the parade, you could be excluded.
Participant Responsibility Agreement Article 1: It is agreed that the undersigned intends to be a Participant in the Holidays on the Hilltop St. Clairsville Christmas Parade, presented by the St. Clairsville Area Chamber of Commerce held in and on the streets of St. Clairsville, Ohio on Thursday,. Participant acknowledges that he/she has read all the rules and regulations as promulgated by the Chamber regarding safety measures, and understands its content. Article 2: Be it further agreed that the Participant does hereby accept and acknowledge full and total responsibility for his/her actions and activities during the course of the Parade en-route, and does accept and acknowledge the fact that the St. Clairsville Area Chamber of Commerce, The Parade Committee and any and all sponsors, chamber staff and/or Board of Directors, expressly offer no indemnification to Participant for any injury that may befall a member of the Participant s entry or the Parade audience as the result of the Participant s activity. Participant understands that the St. Clairsville Area Chamber of Commerce, the Parade and any and all sponsors are not insurers of the participants and are not to be held liable for any damages or injuries. Article 3: It is further agreed that Participant agrees to assume full responsibility for his/her activity that involves the offering, delivery, or distribution, in any manner whatsoever, of goods or candies to members of the public who constitute the Parade audience. These goods or candies must be handed out or gently tossed by a walker. They are NOT to be thrown from a moving vehicle or float to ensure the safety of those along the parade route. Article 4: In the event that any rules are broken, Participant will hold harmless the St. Clairsville Area Chamber of Commerce, its staff and Board of Directors and will be responsible for any damages and/or legal expenses resulting from Participant s activities. I, the undersigned Participant, have read, understand and agree with all Articles of the Participant Responsibility Agreement listed above and the enclosed Guidelines and Rules for the 2015 St. Clairsville Area Chamber of Commerce Christmas Parade on behalf of the organization, entity or participant identified below have affixed my signature this day of, 2015. By: PARTICIPANT (sign) Entity or Organization Name Name: Email: Person in Charge (please print)
Rules & Regulations Route The Parade will begin at the intersection of Sugar St. and Woodrow Ave. and will run West on Woodrow Ave., North on Marietta St. and West on Main St. making loop onto Sugar St., before disbanding back at the intersection of Sugar St. and Woodrow Ave. (The Parade will step off at 6:00 p.m.) All applications and descriptions will be reviewed for acceptance in the parade. Please be sure to include all required information and forms. Please submit your completed application packet along with the entry fee on or before the deadline of November 2, 2015. The total entry limit for the parade cannot exceed 100 entries. Late entries may be accepted, but will be charged a $10.00 late fee and only if space permits. You will be notified immediately upon review of your application of your status by email or fax. Prior to the parade, you will receive an additional correspondence providing your line up information. Floats All floats must have skirting or fringe on the bottom. All individuals riding on a float should be dressed in conformity with the theme of the float. All floats must be made of fire retardant materials and must carry a fire extinguisher on the vehicle. Where appropriate, safety rails should be incorporated. Decorative lighting is encouraged, but not required. Santa Claus may not appear on any float except the last float in the parade which is provided by a sponsor. In case of mechanical difficulties, please locate the nearest parade line up representative to notify them of the issue. In the event of mechanical difficulty on the parade route, please move to the side and out of the parade line up and notify a parade representative along the route. Towing vehicles should be decorated to tie in with the float theme Items may not be thrown from a vehicle/float only walkers may distribute items Dance Units Must complete Section 2 of the application Decorative lighting is encouraged, but not required. Vehicles accompanying dance units should be decorated. Stopping to perform routines is only permitted in front of the courthouse. Performing routines that require the full forward movement of the group / unit to stop or go to half-step are allowed only when forward movement of the entire parade has come to a halt or when performing in front of the judges stand Performances in front of the judges stand will be limited to a MAXIMUM of 2 MINUTES
Horse Units Must complete Section 3 of the application Horse units such as riding clubs, horse-drawn carriages or wagons are permitted in the parade Each horse must provide clean-up maintenance to follow each entry. Any horse units without proper maintenance will be pulled from the line-up. Bands Must complete Section 4 of the application Area College, high school, junior high and drum and bugle corps are invited to submit an application to participate in the parade. Each ensemble should decorate their instruments, uniforms, etc. Decorated Vehicles Vans, cars, trucks, etc. are permitted in the parade should be decorated, and have a neat, clean appearance. Limited to no more than 2 vehicles per entry. Marching, Walking, Mascot Units Marching units are permitted in the parade and should be costumed or consistently themed Specialty Units Specialty units are encouraged to join the parade Units may be farm tractors, ATVs, go-carts, clown units, etc. Limited to no more than 2 vehicles / pieces of equipment per entry. Units may be driven only by licensed drivers Line-Up Rules Step off at 6:00 p.m. barring any unforeseen circumstance. The televised airing of the parade will be 90 minutes and may be edited to fit the required timeframe. You must report to the pre-determined line-up area for your entry. If you are late and cannot be placed, the scripted information on your entry will likely be deleted. You are required to maintain uniform spacing and appropriate forward motion as directed by the parade management. We reserve the right to disqualify any entry that is not ethically suitable or does not adhere to the rules and regulations. A group representative should speak with Parade Volunteers to reconfirm parade lineup position. Upon confirmation of your lineup position, report as a group. All equipment used in the parade must be unloaded at the Recreation Center and carried to the line-up area. Absolutely no vehicles (other than vehicle entries) will be allowed in the line-up area. Parade Management Members of the St. Clairsville Police Department, other law enforcement agencies, employees of the St. Clairsville Area Chamber of Commerce, parade officials and volunteers have responsibility for providing safety for the public and for the staging and movement of the parade. All parade entrants will be expected to follow the instructions of these authorities while in the staging area and during the event. Failure to do so will cause the entry to be ejected from the parade. Placement of Units Placement of each unit will be determined by the Parade committee and no changes will be permitted.
Rules and Regulations All rules and regulations regarding entries will be strictly enforced. All matters and questions not covered by these rules are subject to the decision of the Parade Committee and the St. Clairsville Area Chamber of Commerce. All amendments, additions and interpretations of these rules are at the discretion of the Parade Committee. Parade Cancellation In case of inclement weather the Parade may be delayed, but not cancelled or rescheduled. Violations of Rules and Regulations / Penalties: Failure to follow the rules and regulations set forth above or at the discretion of the Parade Committee or representative will result in removal from the Parade lineup and loss of any previously paid entry fee. I, (print name), as a representative of hereby understand and agree on behalf of myself and my organization or entity to abide by all of the rules set forth by the St. Clairsville Area Chamber of Commerce and the Thomas Auto Centers Committee. I also understand that I am responsible for ensuring that my unit will adhere to these rules and that for any reason if we do not follow these rules we may be removed from parade line-up. I confirm that I have read and understand these Rules and Regulations including the violations of Rules section. I confirm that I will ensure that my organization, entity and/or participant in the Parade will conform to the Rules and Regulations set forth herein as well as by any and all directions of the St. Clairsville Area Chamber of Commerce, the Parade Committee and/or their representative(s). Signature: