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ENTERTAINMENT
Licensee is solely responsible for all contracts or agreement of any nature for
entertainment for the event. All contracts or agreements of any nature shall be
negotiated by Licensee and secured at the sole expense of the Licensee. The City
shall not be named as a party in any contract for goods and/or services provided
in conjunction with the event. Licensee represents and warrants that it shall
have, prior to the event, all necessary performing rights and licenses
(BMI/ASCAP) and shall ensure that all performance payments required to be made
under such licenses are made promptly and directly to the licensing
organizations. Copies of all said licenses shall be submitted to the City no
later than a week before the event. In the event a Licensee fails to submit
licenses as required herin or the documentation submitted is not satisfactory to
the City, Licensee shall be responsible for payment to the City for all license
fees incurred for the event. The City shall have no responsibilities to any
performing rights licensing organization for any performances during the event.
FEDERAL, STATE, COUNTY AND CITY REGULATIONS
Licensee shall comply in all material respects with all applicable federal and
state laws and regulations and all applicable county and city ordinances and
regulations.
SANITARY AND FOOD REGULATIONS
Sanitary and food facilities shall be provided by the Licensee in accordance
with applicable laws and regulations of the Florida Department of Environmental
Protection and the Palm Beach County Health Department. Licensee agrees to
ensure that any and all grease remaining after the event by food vendors shall
be properly disposed of in accordance with any applicable ways. In the event
Licensee fails to properly dispose of the grease, the City will charge Licensee
for the cost incurred by the City to do so.
CONCESSIONAIRE RIGHTS
Licensee shall have exclusive concessionaire rights within the permitted area.
DISCRIMINATION CLAUSE
Licensee and its concessionaires shall not discriminate against any vendor,
concessionaire, employee, patron, visitor, attendee or customer because of sex,
age, race, color, religion, ancestry, national origin, sexual orientation, or
disability.
ADA ACCESSIBLE
Licensee must make the site accessible in compliance with the requirements of
the American with Disabilities Act.
How to comply:
If you are providing portable bathrooms facitilies, 5% or min, of one of the
facilities must be wheel chair accessible and meet applicable codes.
All pedestrian routes from the parking lot to the event site are equipped with
curb cuts or temporary ramps to accommodate wheel chair patrons.
All ramps must meet the Florida Accessibility code. The maximum slope of a ramp
should be 1:12”. The maxium rise shall be 30”, 70mm.
Displays and exhibits must be set at least 36 to 42 inches apart to allow
clearance for wheel chair accessible visitors.
All display items should be located no higher than 54” to allow a parallel
approach by a person I a wheel chair. For forward approaches, the maximum height
must be 48”. Vendors that do not meet these standards must be willing to
accommodate disabled patrons by coming out of the exhibit when assistance is
required. Make certain that displays, events and concessions are set up along
existing hard surfaces when possible and avoid tree routes, soft or rough
terrain.
The event sponsor must provide available alternative means for
telecommunications devices such as a TDD for the hearing impaired if the event
sponsor is installing public restrooms. If TDD’s are installed there must be
proper signage that indicates the location of the TDD phone.
All flyers and written promotional material for the event should be made
accessible to people with disabilities, including those with hearing and visual
impairments. A statement of information on Access for persons with disabilities
can be obtained from the City ADA Coordinator at 659-8027. Signs must be posted
indicating the availability and location of listening devices.
For performers who are disabled, all stages and dressing areas must be
accessible.
Wheel chair accessible transportation must be made available for the duration of
the event if transportation is being offered during the event from a central
parking area. The City’s event staff can help with this process.
EMERGENCY ACCESS AND COMMUNICATION
Licensee shall provide any and all emergency access required by the City.
They should keep a 15ft.fire lane open at all times and provide
keys to all gated areas.
Communication with the emergency services should be clear and precise about the
emergency location.
A plan should be drafted and volunteers, staff and participants in the event
should be informed of what to do in case of an emergency.
SITE CONDITION
Safety comes first. Please make sure the event site is free of trip hazards.
Also monitor areas that could cause extreme congestion. Try to set up the event
so that people have the ability to move around as easily as possible. Remember
15ft. fire lane. Always have a first aid location and a lost kids area.
Have plenty water made available to avoid dehydration.
Mist fans are a great idea!
CROWD MONITOR
Please make sure not to overcrowd areas. Make sure the site you book will
accommodate the entertainment you bring in
(vs. versa.) We want to avoid problems.
Community
Events Division
P.O. Box 3366
West Palm Beach, Florida 33402
Phone:
561 822 1515
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