Old Fashioned 4th of July P.O. Box 1360 Ashland, OR 97520 541-482-3486 Fax 541-482-2350 TO ALL PROSPECTIVE PARADE PARTICIPANTS: 2018 April 16, 2018 As the 4th of July Parade Chair, I welcome and encourage everyone to participate in Ashland s Old-Fashioned 4th of July Parade, on Wednesday, July 4th, 2018. The Parade theme this year is Ashland: Empowering Wellness through Community! This year, we wanted to highlight our community s efforts to make Ashland a wonderful place to live and work through the power of wellness. Wellness not only means conscious healthy living, but MIND, BODY and SPIRITUAL wellness. Many organizations and community members work daily to make Ashland special. For example, for the 2018-19 year, OLLI (Osher Lifelong Learning Institute) will celebrate their 25th anniversary. We look forward to honoring lifelong learning and continued support our local institutions such as OLLI, Ashland s public and private K-12 schools, higher education (SOU and RCC), our vocational schools, the Ashland Public Library, local service clubs, Ashland YMCA and more! As we gather together to celebrate the 4th of July in Ashland, share your sense of community and join the Celebration with your organization, friends and family. Our Committee and Ashland Chamber Board of Directors strongly encourages that the appearance, content and message of your entry address the theme of the parade. Also, we respectfully request that everyone bring a high degree of mutual respect to the parade and remember that this is a family-oriented event. Keep all entries suitable for younger viewers (please review Parade Rules). In 2014, the Ashland Chamber 4th of July Committee asked that parade participants refrain from handling out fliers, leaflets, coupons, brochures from along the parade route and encouraged entries to think of creative, exciting ways to engage the audience along the parade route without handouts. We thank you for your efforts the last four years. Visit our website and learn helpful tips to engage with parade participants without leaving a trace ashlandchamber.com/4thofjuly. We request that you read and understand fully the Parade Rules & Regulations attached with this letter. By signing your Parade Application, you acknowledge that you, and everyone involved with your entry, will uphold all Rules & Regulations set forth by the and the City of Ashland. Categories for fees and sub-categories for judging/lineup are listed on the following page. *A 4th of July Parade Application is attached. Please: Complete all of the information requested Read the Parade Rules & Regulations carefully Sign the application where indicated and return your Parade Application and your entry fee to: 110 E. Main Street or P.O. Box 1360, Ashland, OR 97520 OR by email to Kelsey Frantz - kelsey@ashlandchamber.com Parade Fees can be paid online at ashlandchamber.com/4thofjuly After the Parade Committee has processed your application, you will receive a parade confirmation packet which includes identification numbers for your entry and a map showing your line-up location. Your application must be received by the Ashland Chamber office no later than Friday, June 22nd, 2018. Late applications will be accepted through Wednesday, June 27th, 2018 at 5:00pm with a $50.00 late fee WHICH MUST BE PAID AT THE CHAMBER OFFICE AT THE TIME OF REGISTRATION. The Ashland Chamber office is open Monday-Friday, 9:00 AM to 5:00 PM to accept applications. If you do not wish to have an entry in the parade, but you desire to make a contribution to the 4th of July festivities, please make your check payable to Ashland 4th of July Committee and mail it to the or visit ashlandchamber.com/donatefor4th. Thank you and we look forward to seeing you at the parade! Bunny Lewis, Parade Chair Continued on next page
Pick your Fee Category and mark it on the Application: Fee Category Entry Fee 1. Chamber Members (current member) $ 50 2. Non-Chamber Members $100 The Foundation has offered to partially subsidize parade entries for NON-PROFIT ORGANIZATIONS in the following categories: EQUESTRIAN (one or more horses); BANDS (5 or more people playing musical instruments); and CHILDREN (10 or more children under the age of 17 participating in the entry). If you are a NON-PROFIT ORGANIZATION meeting this criteria, please fill out and submit the following ASHLAND CHAMBER OF COMMERCE FOUNDATION PARADE SUBSIDY FORM and the Parade Application. Your organization will be contacted if you do not meet the subsidy criteria. The Foundation is a 501(c)3 entity separate from the. If you would like to make a tax deductible contribution to the Foundation, please send your contribution to P.O. Box 1360, Ashland, Oregon 97520. Next, pick your Judging/Lineup Category and mark it on the Application: Series Judging / Line-up Category 100 Adult Entry / Clowns 200 Bands 300 Beauty Pageant Participants (you must supply your own transportation) 400 Children s Entry / Clowns 500 Commercial 600 Faith-Based Organizations 700 Family / Neighborhood Groups 800 Not-For-Profit Organizations 900 Political Candidates & Organizations 1000 Social & Service Organizations 1100 Vehicles (more than 30 years old) 1200 Western / Equestian Entry
If your Non-Profit Organization meets all qualifications described on page 2, please complete this form and the Parade Application on the following page: Foundation PARADE SUBSIDY REQUEST FORM The Foundation has offered to partially subsidize parade entries for NON-PROFIT ORGANIZATIONS in the following categories: EQUESTRIAN (one or more horses); BANDS (5 or more people playing musical instruments); and CHILDREN (10 or more children under the age of 17 participating in the entry). If you are a NON-PROFIT ORGANIZATION meeting this criteria, please fill out and submit the following form and the Parade Application. Your organization will be contacted if you do not meet the subsidy criteria. The Foundation is a 501(c)3 entity separate from the. If you would like to make a tax deductible contribution to the Foundation, please send your contribution to P.O. Box 1360, Ashland, Oregon 97520. ORGANIZATION: NON-PROFIT ID #: CONTACT PERSON: ORGANIZATION PHONE: MAILING ADDRESS: EMAIL: CITY: STATE: ZIP: Please provide a complete description of the entry and why you feel you should receive the subsidy: _ I certify that the above entrant is a Non-Profit Organization and that the foregoing recitals are true. If the foregoing certification is determined to be incorrect in any material respect, I agree to reimburse the Ashland Chamber of Commerce for any subsidy paid based on the foregoing certification.. Person/Group/Entity: (Please Print) By: (Signature) Date: Entry Fee for Subsidized Entries: $25
4th of July 2018 Parade Application P.O. Box 1360 Ashland, OR 97520 (541) 482-3486 Fax (541) 482-2350 FOR OFFICE USE ONLY Series # A complete parade application packet must include: q Completed parade application q Entry and Organization Description q Entry fee (including late fee, if applicable) Incomplete parade application packets will be returned to you with no action taken! ORGANIZATION OR ENTRY NAME: CONTACT PERSON: PHONE (Day of Event): ADDRESS: EMAIL: CITY: STATE: ZIP: Entry will have music: q Yes q No Fee Category: q $50 Chamber Member q $100 Non-Member Entry should be judged: q Yes q No Judging/Line-up Category: Please remember to provide a complete description of entry and tell us about your group, business or organization that will be read by the announcers on the parade route on the next page. Make your check payable to: ASHLAND CHAMBER OF COMMERCE Return your completed packet to the Ashland Chamber (see address above). WAIVER, RELEASE, HOLD HARMLESS AGREEMENT, AND ENFORCEMENT OF RULES AND REGULATIONS As a condition to the participation of the undersigned in the Ashland 4th of July celebration, the undersigned hereby releases the Ashland Chamber of Commerce and the Foundation (the Ashland Chamber and Foundation ) and the officers, directors, employees, agents and volunteers of each of them, from any and all claims, and waives the right to assert any claims against any of them, for any injury, loss, or damage arising from the participation of the undersigned in the Ashland 4th of July celebration sponsored by the Ashland Chamber and Foundation, and the undersigned agrees to indemnify and hold the Ashland Chamber and Foundation and the officers, directors, employees, agents and volunteers of each of them, harmless from any such claims asserted by or on behalf of the undersigned or any persons participating in the Ashland 4th of July celebration under the auspices of the undersigned, including the cost of defending claims. If the undersigned is an entity, the signatory warrants that he/she is authorized to sign this instrument on behalf of the undersigned entity. The undersigned acknowledges receipt of a copy of the Rules and Regulations applicable to the participation of the undersigned in the Ashland 4th of July Celebration and agrees to disseminate a copy of said Rules and Regulations to all persons who will participate in the Ashland 4th of July Celebration under the auspices of the undersigned, and the undersigned agrees to require that all such participants will honor and adhere to said Rules and Regulations. The undersigned releases the Ashland Chamber and Foundation and the officers, directors, employees, agents and volunteers of each of them, from any and all claims, and waives the right to assert any claims against any of them, for any injury, loss, or damage arising from the enforcement of said Rules and Regulations and agrees to indemnify and hold the Ashland Chamber and Foundation and its officers, directors, employees, agents and volunteers harmless from any and all such claims asserted by or on behalf of the undersigned or any persons participating in the Ashland 4th of July celebration under the auspices of the undersigned Person/Group/Entity: (Please Print) By: (Signature) Date: Parade Application Packet Deadline: Friday, June 22nd, 2018 Late entries will be accepted through Wednesday, June 27th, 2018 at 5:00pm with a $50.00 late fee WHICH MUST BE PAID AT THE ASHLAND CHAMBER OFFICE AT THE TIME OF REGISTRATION. (Office hours Monday- Friday 9:00 AM-5:00 PM) FOR OFFICE USE ONLY: Amount of Fee Paid: $ q Check # q Cash q Online Type of Entry: Member Non Subsidy Date Rec d By
4th of July 2018 Parade Application P.O. Box 1360 Ashland, OR 97520 (541) 482-3486 Fax (541) 482-2350 Please provide a complete description of entry: Please tell us about your group, business or organization that will be read by the announcers on the parade route 100-word MAX and must be written in THIRD PERSON:
4th of July 2018 Parade Rules & Regulations P.O. Box 1360 Ashland, OR 97520 (541) 482-3486 Fax (541) 482-2350 The following rules are to insure reasonable safety to life and property in the operation of parade floats; automobiles; and similar conveyances within the city limits of Ashland. PLEASE READ AND FULLY UNDERSTAND THESE RULES. BY SIGNING YOUR PARADE APPLICATION AND PAYING THE ENTRY FEE, YOU ACKNOWLEDGE THAT YOU AND EVERYONE INVOLVED IN YOUR ENTRY WILL UPHOLD ALL RULES AND REGULATIONS SET FORTH BY THE ASHLAND CHAMBER OF COMMERCE AND THE CITY OF ASHLAND. 1. THE ASHLAND CHAMBER OF COMMERCE BOARD OF DIRECTORS STRONGLY ENCOURAGE THAT THE APPEARANCE, CONTENT AND MESSAGE OF YOUR ENTRY ADDRESS THE THEME OF THE PARADE WHICH IS: 2. PARADE ENTRIES MUST FOLLOW THE DIRECTIONS OF ALL PARADE OFFICIAL. 3. An entry may not include any image or content that includes nudity, profanity, lewdness, illegal drugs, violence, obscenity, hate, racism, or that is vulgar or sexually explicit, insulting or offensive to any ethnic, religious, political or other identifiable group or individual, as determined by a parade official. 4. Entries must be appropriate for a FAMILY AUDIENCE. 5. No person participating in any entry shall, by any words or action, insult, intimidate, threaten, harass, disparage or use profanity toward any other person participating in the parade, watching the parade or to any parade official, nor shall any person participating in any entry damage or attempt to or threaten to damage any other entry or harm or attempt to or threaten to harm any parade official or person participating in any parade entry. Any violation of the foregoing prohibitions by any person participating in an entry shall be a violation of these parade rules by that parade entry and shall result in the exclusion or removal of the person and entry from the parade. 6. A complete parade entry packet includes: a. A completed application form; b. The full entry fee (including the additional late fee, if applicable). Incomplete parade entry packets will be returned to applicants with no action taken. 7. Improper use of the American flag is not permitted. Proper use of the American flag is based upon U.S. flag policy set forth in the U.S. Code. 8. All entries must comply with the noise level standards set forth in the City of Ashland s municipal code (9.08.170) which addresses unnecessary noise. Entries may be requested by a parade official to reduce their volume if it is deemed excessive and/or disturbing to the official and/or the parade audience. (www.ashland.or.us municipal code) 9. NO squealing tires; burning rubber; visible exhaust; revving engines; loud engine or muffler noise; rapid acceleration; swerving toward side of street; exceeding 5 mph; approaching within 10 feet of curb. All wheels of motorized vehicles must stay in contact with the ground at all times NO WHEELIES! 10. Materials used in construction, decoration, etc. must be flame retardant. Materials such as straw or hay must likewise be treated. 11. Where a person is within a float, such as a driver, there shall be no combustible material within five feet of his/her exit way. 12. Motorized floats, or floats pulled by a motorized vehicle, automobiles and go carts shall be equipped with a fire extinguisher with a classification of at least 2A 10BC. (When vehicle and trailer are connected as a single unit, one extinguisher will meet this requirement.) Bicycles, motorcycles, and boats are not required to carry extinguishers. 13. Horse-drawn wagons and other non-motorized conveyances using straw or other combustible materials shall carry extinguishers as prescribed above. (SEE NEXT PAGE)
(PARADE RULES AND REGULATIONS CONTINUED FROM PREVIOUS PAGE) 14. There shall be NO SMOKING allowed on any entry and no person shall cause or permit any open flames upon or within the area of any entry including open fires, torches, matches, flame throwing, fire starters, lanterns and no burning of any object whatsoever is permitted. 15. No combination of vehicles coupled together shall consist of more than two (2) vehicles. Vehicles towing trailers must be equipped with a tow bar or coupling device of sufficient strength to hold the weight of the towed vehicle upon the street when operated. 16. Vehicles towing trailers must be equipped with safety chains, connected to the towed and towing vehicle and to the tow bar so as to prevent the tow bar from dropping to the ground in the event the tow bar or coupling device fails. No one shall be allowed to walk or stand directly behind between the back of the towing vehicle and the front of the towed trailer. 17. Safety chains shall have no more slack than is necessary to permit proper turning. 18. An entry may not exceed 40 feet in length and 13½ feet in height. All walking entries, other than marching bands, are asked to keep their entries to a maximum of 40 feet in length. Entries will not be allowed to stop and conduct maneuvers of any kind along the parade route. ALL MANEUVERS MUST MOVE IN A STEADY FORWARD MOTION AND IN KEEPING WITH THE PACE OF THE PARADE. 19. All entries shall stay in their assigned position in the parade and staging area. 20. Operators of vehicles shall not have their vision obstructed. Each operator of a motorized vehicle shall have a current Oregon Operators License permitting the operation of such vehicle. 21. Persons riding on floats shall be located on the main part of the float and positioned in such a way so as not to obstruct the vision of the operator. 22. Persons shall remain on the unit to which they are assigned to the end of the parade route, except in case of emergency. 23. No unit shall disband until reaching the destination indicated on the permit, except in case of emergency. 24. The drinking, display or possession of alcoholic beverages, or other intoxicants or controlled substances, is absolutely prohibited. City ordinances and state laws will be enforced. 25. The display or discharge of real or facsimile firearms, fireworks or other explosive devices is prohibited, other than official parade color guard, active military and uniformed law enforcement. Violators will be prosecuted. 26. NO THROWING OF ANY ITEMS FROM MOVING VEHICLES. Any entry wishing to distribute candy MUST have a person walk alongside of the moving vehicle or entry to hand out such items. The throwing of any object or substance, or spraying of any liquid (INCLUDING WATER), into the crowd is prohibited. 27. No animals will be permitted unless under the control of a trainer or experienced handler or rider. All animals other than horses must be on a leash. No animals may be mistreated or hit in any fashion, and no spurs may be used on any horse. Participants with animals must provide and carry implements for removing animal waste and must clean up their animal waste immediately, before the following parade participant reaches the waste. No animal shall be permitted to get within ten feet of any spectator or any parade participant other than a participant in the same parade entry as the animal. No more than two horses can travel down the parade route side by side in the middle of the street. 28. For those entries with horses, those entrants will be required to have at least one person per every two horses to clean-up horse manure along the parade route. If an entry has not met this requirement, they will NOT be allowed down the Parade Route. 29. Each motorized vehicle shall have current liability insurance in compliance with Oregon law, with recommended coverage of 100/300,000 liability and 100,000 property damage. 30. Every vehicle, whether motorized or non-motorized, shall be equipped with operating brakes in good working order and shall not emit any Backfire or Explosions or sparks, flames or combustible gasses. 31. Parade entries that wish to be judged must be in place and ready to be judged at the time specified. Judging time will be indicated when you receive your entry number and lineup map. 32. Entry numbers must be displayed in such a manner that they can be seen BEFORE the entry arrives at the judging stand. 33. THE ASHLAND 4th OF JULY COMMITTEE RESERVES THE RIGHT TO REFUSE AN ENTRY FROM STARTING THE PARADE, OR TO REMOVE AN ENTRY AFTER IT HAS STARTED DOWN THE PARADE ROUTE, IF ANY OF THESE RULES AND REGULATIONS ARE VIOLATED.