PARKS & FIELDS RESERVATION

The use of the facility described on the other side of this form requires that a Park Facility Permit be completed and the required fee paid in order to reserve the facility for the date and time period specified. Reservations may be made up to one year in advance. The time frame selected for facility use shall include sufficient time for setup and cleanup in order to vacate the premises in a satisfactory and timely manner, to be determined by the Public Works Director and/or his designee.

This permit is for the reservation of the facility only. It is the permit holder’s responsibility to assure the facility has been sufficiently cleaned. All garbage must be placed in the provided trash containers. All tape, nails, staples, and/or tacks used to hang or attach decorations must be removed, additionally all vendor equipment must be removed. The City is not responsible for any lost items. Once it has been determined the above requirements have been met, the security deposit will be processed for refund. The refund deposit is mailed directly to the permit holder in the form of a City-issued check within twenty-one days following the reserved date. Returns of clean-up/security deposit refunds are at the discretion of the Public Works Director and/or his designee.

Park shelters with electricity hold up to 20 amps only. Any inflatable rides (e.g., bounce houses, super slides, giant slip & slides, obstacle courses), amplified music, or other equipment using a significant amount of electricity must be self-sustaining with a generator. It is the permit holder’s responsibility to ensure that all vendors and caterers adhere to this requirement.

Prior to the use of the facility, proof of comprehensive general liability insurance may be required with policy limits of not less than $1,000,000.00 for any one person, and $2,000,000.00 for any one accident, with coverage which shall include property damage, bodily injury and death. The policy must name the City of Miramar as the certificate holder and as the additional insured in respect to the general liability coverage. It is the permit holder’s responsibility to ensure that all vendors and caterers are properly licensed and insured. In addition, it is the permit holder’s responsibility to ensure a copy of the certificate(s) of insurance is submitted by the vendor/caterer to the Public Works Administrative Office to be reviewed and approved by the City’s Risk Manager by no later than ____              . If these requirements are not met by the above-stated deadline, the vendor/caterer will not be permitted to set-up and provide service on event date.

Amplified music or loud noise that disturbs other park patrons or adjacent property owners is prohibited, unless otherwise approved by the Community Services Director and/or his designee. The Parks Division designee has the authority to require permit holder to turn sound down or off if it is deemed to be offensive. Failure to comply with this rule will result in loss of the security deposit and may result in expulsion from the park.  Your facility does / does not (circle one) allow for amplified sound.

The expected attendance is noted on the permit. If the Parks Division designee observes a substantial difference between actual attendance and expected attendance, the Public Works Director and/or his designee have the authority to revoke all permits and notify authorities.  If the expected attendance is known in advance to be 100 or more, a Special Events Manual is required.  The permit holder must take all necessary steps to control all guests and/or participants. Any person violating these rules or constituting a public nuisance or potential hazard to public or park property, or exhibiting disorderly conduct, may be expelled from park property without any kind of refund.   

All vehicles must be parked in designated areas only. Any other arrangement must be approved by Public Works Director and/or his designee and noted on this permit.

It is to be understood by all parties that this reservation is strictly for the date noted and shall not be affected by weather conditions. Any cancellations or date transfers must be made at least 10 working days prior to the reserved date. Refund requests must be submitted in writing to the Public Works Administrative Office and accompanied by the original receipt. Date transfers are upon availability and must be made in person or by fax, no phone transfers will be accepted. Approved refund requests will be issued in the form of a City-issued check within ten to twelve working days.

Personal checks issued to the City that are returned as uncollected will be charged a $30.00 Administrative Fee. Payment in the amount sufficient to cover the check plus the Administrative Fee must be paid in full by cash or money order only prior to the event date.  Payment must be made directly to the City Cashier located in the Annex Building at City Hall, 2300 Civic Center Place.

The sale of any article, food, or beverage to the public without written permission from the Public Works Director and/or his designee and noted on this permit is prohibited.

Permit holder agrees to protect, defend, indemnify and hold the City and its employees, agents, officers and servants free and harmless from any and all losses, claims, liens, demand and causes of action of every kind and character including, but not limited to, the amounts of judgments, penalties, interests, court costs, legal fees, and all other expenses incurred by the City arising in favor of any party, including claims, liens, debts, personal injuries, including employees of the City, death or damages to property (including property of the City) and without limitation by enumerations, all other claims or demands of every character occurring or in any way incident to, in connection with or arising directly or indirectly out of this Agreement. Permit holder agrees to investigate, handle, respond to, provide defense for and defend any such claims, demand, or suit at their sole expense. Permit holder agrees to bear all other costs and expenses related thereto, even if the claim or claims alleged are groundless, false or fraudulent. This provision is not intended to create any cause of action in favor of any third party against permit holder or the City or to enlarge in any way permit holder’s liability, but is intended solely to provide for indemnification of the City from liability for damages or injuries to third persons or property arising from the Park Facility Permit