This year s parade will take place on Saturday, June 13, 2015 at 3:00 p.m. The Theme of this year s parade is Flower City. If you wish to participate in the event, kindly complete and submit the attached Waiver and Rules of Participation, proof of insurance along with the required entry fee to: Tatiana Takeda, Events Specialist, Festivals and Special Events Office The City of Brampton 2 Wellington Street West Brampton, Ontario, L6Y 4R2 Entries will not be accepted unless all paperwork is filled in accurately and completely. I look forward to your participation in our ever-growing parade! Tatiana Takeda, Tatiana Takeda Events Specialist Phone: 905.874.2951 Fax: 905.874.3355
Flower City Parade Waiver and Rules of Participation Please Print, all sections must be completed Group Name (as it will appear on your banner): (the Participant ) Name of Group Representative: Group Representative Email Address: Group Representative Mailing Address: (City) (Province) (Postal Code) Group Representative Phone and Fax: (Phone - Daytime) (Phone-Evening) (Fax) Entry Float Vehicle: Flatbed: Tractor and Trailer: Pick-up Truck: Other (please specify): Total Entry Length: Entry Float Sound: Yes No Number of Marchers (walking behind float): Describe Entry Float, Décor and Theme (e.g. Wedding Ceremony, Steele Band, Wizard of Oz, etc.) Media Script: Please provide a script for the members of the media to describe the Entry when it passes the media station on the parade route. (Please include a list of the types of flowers that will be on your entry) 2
In consideration of being permitted to participate in the Brampton Flower City Parade, the Participant agrees to the following: 1. Date and Time of Parade The Flower City Parade will take place on Saturday, June 13, 2015 at 3:00 pm (the Parade ). 2. Theme of Parade The theme of the Parade is Flower City. 3. Entry Fee and Application Deadline - All completed applications (see cover letter) must be accompanied by a cheque or money order, made payable to The Corporation of the City of Brampton and received by April 24, 2015. Completed applications received after this date may not be considered. 4. Submit Applications to Tatiana Takeda, Events Specialist, Festivals and Special Events Office, The City of Brampton, 2 Wellington Street West, Brampton, Ontario, L6Y 4R2, Phone: 905.874.2951 Fax: 905.874.3355. 5. Cancellation Deadline - Cancellations must be received in writing by June 5, 2015. If cancellation has been received in writing prior to deadline date, full Entry Fee will be returned by June 19, 2015. 6. Float Fees The float fees are as follows: Large Corporations $500 Small Business $200 Service Clubs $150 Non-Profit Groups $75 Please indicate the type of organization:. All fees include HST HST# 122713563RT. 7. Non-Profit Groups - Non-Profit Groups must have a registered Charitable Organization Tax number. Charitable Organization Tax Number:. 8. Television Appearance - You may appear on Rogers Cable Community 10 TV and other media outlets. If you would like your organization to be mentioned in that broadcast, you must provide a description of your float, a history of your organization, a brief summary of what you represent and any promotional material by April 24, 2015. The television script cannot be written without this information. There is a space provided on the Entry Form for this information. Please include a list of the types of flowers that will be on your entry. See additional insert for tips and suggestions. 9. Float Length It is noted that if the float is self-propelled, the minimum length of the float shall be ten (10) feet. If the float is drawn by a truck, tractor, or other vehicle ( Tow Vehicle ), the Tow Vehicle must be 50% decorated, and included in the stated length of the float in the application. The Float and the Tow Vehicle together shall be referred to as the Entry. 10. Float Standards - The Entry shall be decorated to the Parade Standards appropriate to the theme of the Event, and to the satisfaction of the Events Specialist. 11. Parade Standards The following requirements for the Entry must be met, or the Entry may not be eligible to participate in the Event. The Entry must be safe, and the participant must inspect the Entry to ensure its safety prior to the parade. There shall be NO OPEN FLAMES OR FIREWORKS in connection with the Entry in any manner. There shall be no sharp edges or protruding nails. Railings or handlebars must be provided for all riders who are standing. 3
All children must be sitting and strapped into their seats. There will be no exceptions! The Entry must have a decorating skirt covering the sides of all vehicles to the axle height. All drivers shall be licensed to drive the vehicles they are operating. If the Entry or Vehicle uses a fuel-fired generator of any sort, it must be equipped with an ABC general-purpose fire extinguisher (minimum 5lb) located in an accessible location, and the driver must be trained in its use. It is recommended that any wiring be done by an electrician certified by the Ontario Electrical Code to minimize the possible potential of a fire as a result of poor wiring. Towing Vehicles must be in good mechanical condition, properly serviced and fuelled prior to the Parade. If there are any animals involved in the Entry, they shall be domesticated animals, suitable for such an event and the Participant must provide the manpower and the means for cleanup after any such animal and proof of such prior to the Parade. The City reserves the right to prohibit certain animals from participating in the Parade, at its sole discretion. The Participant takes full and sole responsibility for any animals and any actions of the animals participating in the Parade. In the event of emergency, the driver and all individuals on the float must be able to get off their float immediately and easily. The driver must have clear vision ahead and to each side. Generator and/or vehicle exhaust pipes must extend beyond the decorations. All powered equipment shall be CSA/UL approved and in good working condition. Each Entry is responsible for its own material and services. The Participant agrees there will be no smoking on or near the Entry or Vehicle. The Participant agrees that City staff members may add additional rules in order to ensure that the Event is organized and carried out in an appropriate and safe manner. 12. Float Surface Area - All floats MUST have 50% of the surface area covered with real or fabric flowers (paper is not permitted). 13. Float Height - The Entry must be less than 12 feet high at all points, due to a bridge located along the parade route. 14. Inspection of Entry - All Tow Vehicles and Floats shall be inspected for Parade Standards prior to entry into the Marshalling area. If the Parade Marshal or any City of Brampton staff member determines that the safety, construction or decoration of the Entry is unacceptable, in his or her discretion, the Entry may be removed from the parade. City of Brampton staff will not be performing a comprehensive safety analysis of the Tow Vehicles and Floats. The participant is responsible for the safety parameters of these items, and such requirements as are provided in this Waiver. 15. Photography The City reserves the right to photograph, or have photographed any item, Entry or person in connection with the Parade, and to use any such photographs for City-related purposes in the future. The Participant hereby waives any rights in connection with such photographs indefinitely. 16. Parade Conduct: The following parade conduct requirements must be met. The Participant and all individuals associated with him/her shall conduct themselves in an orderly fashion. City of Brampton staff and Parade Marshals are permitted to remove any participant from the parade if in his or her discretion the Participant or any individual associated with the 4
Participant is behaving in a manner unsatisfactory to the Parade Marshals or staff, or that may, in any way conflict with the image of the parade or the City. Marchers shall walk behind the Entry NOT IN FRONT OF IT. All individuals associated with the Participant and the Entry shall be dressed in parade theme attire. The Participant, and any individuals associated with the Entry are not allowed to throw or distribute ANYTHING at any time along the parade route. If any person does throw things from the float, the Parade Marshals and City staff have the authority to pull the Entry from the parade immediately. 17. No Stopping or Reversing - There shall be NO STOPPING OR REVERSING during the Parade once it is underway. The Participant and any individual associated with the Entry must be made aware that stopping, slowing down or reversing to perform along the parade route seriously affects the spacing and consistency of the parade. Any marchers or others impeding the flow of the Parade will be pulled from the parade IMMEDIATELY! 18. No Refund of Entry Fee If at any time prior to the actual Parade an Entry is prohibited from participating for any violations in connection with this Agreement, the Entry Fee shall not be returned to the Participant. 19. Distance between Entries - Once a pace has been set the minimum and maximum distance between Entries will be 50' and 100' respectively, unless otherwise advised. 20. Signage for Entry - The Committee will provide a professionally prepared banner for each Entry. The Participant, where applicable, shall provide two (2) persons to carry the banner in front of their Entry during the parade. The Participant must provide t-shirt sizes to the Events Specialist, by April 24, 2015. 21. Parade Route and Instructions - Parade route and specific Marshalling instructions will follow after approval of registration. 22. Assignment of Waiver The Participant may not assign this Waiver in any manner to any person without the written permission of the City. 23. Insurance Liability coverage IS a requirement for each Participant and Entry. If Participants are afforded coverage as an insured under an existing liability insurance policy for their participation in this Parade, they must provide proof of such insurance, with coverage of at least $2 million, which shows The Corporation of The City of Brampton as an additional insured, to the Events Specialist by April 24, 2015. The Participant is required to have their insurance broker complete the City s external certificate of insurance form (see attached). The form can also be found at http://www.brampton.ca/en/business/insurance/pages/welcome.aspx (Facility Rental External Certificate of Insurance Coverage form). 5
If Participants do NOT have liability insurance in place, appropriate insurance can be purchased through the Liability Insurance Program that the City has set up with an external insurance broker. The insurance premium rates for parade participation are as follows: FLOWER CITY PARADE PARADE ELEMENTS Participants that are non-profit PARADE ELEMENTS Participants that are a Corporation (for-profit) HORSE & BUGGY PARTICIPANT TYPE WALKING BANDS FLOAT *OTHER WALKING BANDS FLOAT *OTHER PREMIUM RATE $10.80 per element $10.80 per element $21.60 per element $43.20 per element $32.40 per element $32.40 per element $54.00 per element $43.20 per element INSURANCE LIMIT $2 MILLION $2 MILLION $21.60 per element $2 MILLION * OTHER INCLUDES UNLICENSED MOTORIZED VEHICLES; STILT WALKERS; JUGGLER, ETC Please contact the Event Specialist to arrange to complete the agreement to secure this insurance coverage. NOTE: The above insurance coverage DOES NOT include coverage for automobiles or any accident associated with the operation of a licensed motor vehicle. This coverage would be the responsibility of the owner/operator or renter of the vehicle. 24. Waiver, Release and Indemnification - In consideration of the City accepting this Entry, the Participant, its representatives, heirs, executors, administrators, successors and assigns do hereby remise, release and forever discharge, waive and save harmless, protect and keep indemnified and hold harmless the City, its employees, elected officials, servants, contractors, and anyone else for whom the City is in law responsible from and against any and all kinds of actions, claims, costs (including reasonable legal fees) and expenses and demands in respect of any injury (including death), any loss or damage, howsoever caused arising out of the Participant s or anyone associated with the Participant, involvement in the Parade or in connection with this Waiver, both during and subsequent to the Parade and this Waiver. 25. Prohibition on Assignment - Neither this Waiver nor any rights or obligations of any of the parties under this Agreement may be assigned by either of the parties without the prior written consent of the parties, which consent may be unreasonably withheld. 26. Compliance with Laws - The Participant shall promptly observe and comply with all laws now or hereafter in force, which pertain to or affect participation in the Event. 27. Signing Authority - If this Waiver is signed in the name of a corporation, partnership, business, association, club or society, the person or persons signing represents and warrants that, in the case of a corporation, the corporation is a corporation in good standing and duly organized under the laws of Ontario, and in any case, that she/he has full authority to sign this Waiver and to bind such organization, and that in the event she/he is not so authorized, (or if she/he is signing as an individual) she/he will be personally liable for the faithful and full performance of this Waiver. 6
The person who executes this Waiver and Rules of Participation as the Participant shall be responsible for explaining all of the rules and terms herein to all individuals participating in the Event along with the Participant, and shall be responsible for the conduct and safety of all those participating in the Event along with the Participant. IN WITNESS WHEREOF THE PARTY HERETO has hereunto affixed its corporate seal and/or hand by its proper officer duly authorized in that behalf. Name of Participant: Signature: Name (Print): Title: Witness Signature: Name (Print): Title: I attest that by signing above, I have read and agreed to the above terms and conditions of this Waiver and Rules of Participation. 7