2013 User Guide - Heritage Amphitheatre
Contents
1. Products and Completed Operations and Independent Contractors You shall provide additional insurance if this is deemed necessary by the City s Director of Risk Management The certificate of insurance must be in the name of the host organization or sanctioning body e One pre event site meeting is included in your facility rental fee Should you require additional access to the facility before or after your event Facility Access charges will apply e Items left are at the risk of the group There is no overnight security provided e All users of the Heritage Amphitheatre are required to complete a site check at the beginning and end of their rental period 2013 Fee Schedule TIME Regular Rate Registered Not For Profit 188 hour Groups Bhoursorless 356400 492 00 ADDTIONAL SERVICES COSTS FEES PER HOUR Facility Cleaning Cost post event as per post site inspection 180 00 requirements Heritage Amphitheatre User Guide 2013 Services included in the Facility Rental Fees e Consultation on staging and organizing your event e Facility supervision by competent and knowledgeable staff with first aid knowledge e Front of house coordinator consultation e Parking Vehicle access passes up to 15 must be requested for adjacent parking lot only not for main Hawrelak Parking lot Coordinator to provide parking passes upon request e Rest room access e Access to Green room and south vending bunker e Facility basic c2. Events will be subject to sound monitoring administered by industry standard equipment and techniques The acceptable sound level averaging readings over 15 minutes is 80 dBa measured at the Amphitheatre main audience entrance approximately 90 dBa at the console 100 dBa on the dance floor Sound should not exceed 80 dBa at the gate for more than 15 minutes at a time This allows for brief periods at higher levels During the performance the venue coordinator will measure sound at the Amphitheatre exterior gates park field and park boundaries if required Measurements will occur at least once per set 1 1 5 hours If the level exceeds the 80 dBa the coordinator will work with production companies and festival organizer to decrease the level e Failure to comply with the guidelines may result in termination of music or entertainment for the event and or negatively affect future bookings Heritage Amphitheatre User Guide 2013 Concessions and Vending Guidelines If you intend to sell display or distribute any food goods or services at your event you must contact the City s Street Vending Coordinator at streetvending edmonton ca The Amphitheatre Coordinator will liaise for you For Private Functions at the Heritage Amphitheatre Private Functions are events that are not open to the general public and where food is not sold to your patrons If you are providing food for the attendees of your private function at no co
3. after an event e Vendors are required to wait at least one hour after event closes to load out Vendor parking is the responsibility of the event organizers e Vendors must be made aware of parking restrictions i e cannot park along grass or by Amphitheatre front gates for unloading loading during festival hours e City of Edmonton staff are not available to assist with loading or unloading event equipment or materials Waste Removal Applicant is responsible for costs of providing sufficient waste and recycling dumpsters based on the anticipated number of event attendees First Aid and Emergency Medical Services On site emergency medical support is the responsibility of the event Applicant including proper ratios as determined by Alberta Health Services and other applicable emergency services i e Fire and Police 12 Heritage Amphitheatre User Guide 2013 General Safety Requirements e Sidewalks passageways halls stairways seating and exits may not be obstructed by any object or person e Safety and security management plan is required by the festival or event Fire Safety No open flames permitted No sky lanterns permitted Loading areas are to be kept free of any debris as per Edmonton Fire Services Fire lanes and emergency exits must remain accessible at all times including parking circle within the Amphitheatre 13 Heritage Amphitheatre User Guide 2013
4. amp RV panel 1 X 50 amp range outlet 4 X 15 amp 120 V outlets Stage Right off stage 100 amp RV panel 1 X 50 amp range outlet 4 X 15 amp 120 V outlets Heritage Amphitheatre User Guide 2013 Sie JOO Jepun Duioes 1040 e e e 2 e to ta te s s e ee MIT a tS oneoynuyduiy oBe13u9H S3OIA83S ALINNWWOD UOJUQU Heritage Amphitheatre User Guide 2013 Important Facility Rental Information e _ A rental agreement must be completed and signed before the date of rental e All rental fees include GST and are based on a minimum three 3 hour rental e Rental fees are charged from the time the group is given access to the Heritage Amphitheatre to the time the group leaves the facility including set up takedown and or clean up e The rental includes the services of up to two 2 staff Depending on the complexity of the event and the anticipated audience additional staff may be required e he Amphitheatre Coordinator will determine the number of staff required to accommodate your event s needs to ensure that public safety and customer satisfaction are maintained e Groups are responsible for any damages to the stage facility or turf inside the Amphitheatre e You must obtain general liability insurance in an amount not less than 2 million per occurrence for personal injury and or property damage Such a policy shall include coverage for Contractual Liability
5. submit it to the Amphitheatre Coordinator by email 3 The event proposal will be reviewed and a City License will be drawn up for your event and sent to you by post and email Review and sign the City License and return it to the Amphitheatre Coordinator 4 Arental deposit must be received by Edmonton Community Services before your event date can be confirmed Tentative bookings are not reserved The deposit is required to confirm your event date 5 Upon receipt of your deposit your event date is confirmed The balance of your rental charges must be paid on the first day of the month prior to your booking date Any additional services required on the event day will be invoiced to you after the event 6 When applicable an event emergency site plan and festival event plan including site map and details regarding volunteers barriers first aid security police fire will be required Payment Full payment of your facility rental charges must be received by The City of Edmonton Community Services prior to your event date Any additional services required during or after the event will be invoiced to the User Group within thirty 30 days of the event Cheques should include the rental number and be made payable to the City of Edmonton For payment the following options are available 1 In Person at the 14 floor of the CN Tower MasterCard Visa American Express Cash Cheque and Debit Card payments accepted at these locations 2 By
6. 013 Parking Patron Parking e Located in William Hawrelak Park the main parking lot accommodates 320 vehicles Additional parking is available throughout William Hawrelak Park for a total of 900 vehicles e Festival event organizers are responsible for managing and allocating the parking stalls e Parking is first come first served for festival patrons and shared with other park users Staff Parking e 15 stalls are available directly adjacent to the facility for staff and performers e Vehicles parked in these stalls must display their parking permit in the window Permits available from the Amphitheatre Coordinator e Festival event organizers are responsible for managing and allocating the parking stalls Production Loading Area e Access to the loading area is from the staff parking lot and can accommodate a semi trailer directly to the stage left side of the stage Truss e Motorized 2 ton capacity sound lighting truss Arco Fab 3020 Lights e he Amphitheatre maintains a basic light plot six 6 PAR can stage lighting instruments on non dim circuits Sound e The Heritage Amphitheatre does not have a sound system for use It is the client s responsibility to find a sound company to service the event e There are sound limitations Ask coordinator for sound limits Electrical Main Service 400 amp 3 phase 120 220V 100 amp RV panel 1 x 50 amp range outlet 4 x 15 amp 120 V outlets Stage Left on stage 100
7. Composers Authors and Music Producers of Canada You can contact the local representative at 780 439 9049 Wedding ceremonies are exempt although wedding receptions are not The licence fee for concerts depends on whether admission is charged For paid admission the fee is 3 of gross ticket sales For free admission the fee is 396 of what is paid to the performing artists A minimum licence fee of 35 per concert applies to both paid and free admission events Placement of signage decoration or directional aids in the Heritage Amphitheatre or in Hawrelak Park must be approved prior to the event All signage and directional aids must be removed following the event Pets are not permitted in the Heritage Amphitheatre or in William Hawrelak Park Tent Placement Please let us know if you will have any tents for your event what the size s are when they will be set up where they will be located etc This is critical information as a permit may be required for the temporary structure If required festival event organizers will have to submit a tent permit application at least 1 month prior to festival with all required documents If your tent will be staked into the ground with stakes spikes longer than 6 inches please contact Call before You Dig for underground utility locating Call before You Dig can be reached by calling 1 800 242 3447 Please call 14 days prior to event to ensure time to stake out utility lines on site Barriers
8. Heritage Amphitheatre Edmonton Alberta Canada M sen t Set in the heart of the beautiful river valley parks of Edmonton Alberta Canada The Heritage Amphitheatre is an ideal venue for intimate interactive events and live performances Western Canada s largest outdoor Amphitheatre the landmark s distinctive white canopy offers excellent acoustics and an open view of William Hawrelak Park while providing fixed seating for 1 100 patrons in the safety of a permanent structure Additional festival seating is available for 2 900 on attractively landscaped grassy slopes for a comfortable capacity of 4 000 patrons Many of Edmonton s festivals make the Heritage Amphitheatre home including the Freewill Shakespeare Festival the Edmonton Blues Festival the Symphony under the Sky Festival and Sevrus Heritage Festival Each year over 50 000 visitors enjoy the unique natural and cultural setting this facility offers The amphitheatre season runs May to September FOR BOOKINGS amp INFORMATION CONTACT Heritage Amphitheatre Coordinator Civic Events Office Community Services City of Edmonton 14 Floor CN Tower 10004 104 Avenue Edmonton AB T5J 2R7 PHONE 780 496 4871 EMAIL amphitheatre edmonton ca Heritage Amphitheatre Features Stage amp Structure e Wood sprung 2 200 sq ft stage 50 W x 41 D Back of stage surrounded by a windscreen on 3 sides e Soper Canopy on tensioned steel structure Backstage Gre
9. Mail to the address below by Cheque Money Order or Bank Draft only Make all cheques money orders or bank drafts payable to the City of Edmonton NOTE The Rental License number or Invoice number should be referenced on the payment City of Edmonton Community and Recreation Facility Services 14 Floor CN Tower 10004 104 Avenue NW P O Box 2359 Edmonton Alberta T5J 2R7 CANCELLATION POLICY The User Group may cancel or reduce the term of their event by providing the City with written notice to at least fourteen 14 days in advance of the Booking Date The User Group shall receive a full or pro rated refund of Rental Fees paid to the City for their event and shall be required to pay a 596 Cancellation Fee If the User Group fails to provide the City with written notice at least fourteen 14 days prior to the Booking Date the License Fee paid to the City will be non refundable Heritage Amphitheatre User Guide 2013 Bylaws and Permits The Heritage Amphitheatre is a Non Smoking facility oales or distribution of food services or goods requires permission and a special permit from the City see page 10 Consumption of liquor in the Heritage Amphitheatre is prohibited unless permission to obtain a permit is granted by the City see page 11 Tents may be required to receive a building permit see Tent Placement Information If your event uses live or recorded music a license may be required from SOCAN Society of
10. and Fencing If you require fencing or barriers for your event for licensed areas or other purposes please arrange for fencing to be delivered for the event Fencing set up is not included with the facility rental Heritage Amphitheatre User Guide 2013 Filming and Photography Commercial Filming e Need permission from Amphitheatre Coordinator in the Contract e Must show proof of insurance e Need Location Release Request contact info from Amphitheatre Coordinator Commercial Photography e Need permission from Amphitheatre Coordinator in the Contract e Current Business License e Must show Proof of Insurance e Vending Permit Request contact info from Amphitheatre Coordinator Private Photography e Onacase by case basis e News Stations require business license and insurance Sound Levels e Sound Systems can be utilized in the Heritage Amphitheatre but must be approved in advance e Groups presenting major music events and festivals should ask the Heritage Amphitheatre Coordinator to apply for a Noise Bylaw waiver on their behalf e Notwithstanding a Noise Bylaw waiver Community Services is committed to managing sound levels emanating from the Heritage Amphitheatre and being a good neighbour to adjacent communities To achieve this groups are expected to operate within the following guidelines Music or entertainment must not begin before 9 00 AM including sound checks or extend beyond 10 00 PM
11. e request this letter upon booking or no later than 90 days prior to the rental date In order to receive this letter of approval a festival management plan with liquor service area dimensions proposed hours of operation and consumption security plan and liquor service management plan must be submitted First time groups are not guaranteed a letter of approval 2 Aliquor license from the Alberta Gaming and Liquor Commission AGLC A Public Resale licence is required for any event regardless of the location when members of the general public areto bein attendance Similarly a Private licence is for any event regardless of location where the event is only open to members and their invited guests PLEASE NOTE The cost of a Public Resale Community non profit organization licence is dependent upon liquor purchased not sold for the event and can range from 50 to 200 a day The cost of a Public Resale Commercial Companies and Individuals licence is 500 00 regardless of liquor purchased and length of event Guidelines Summary e Liquor services may occur between the hours of 10 00 AM to 9 30 PM with consumption until 10 30 PM Hawrelak Park gate closes at 11 00 PM so all patrons must be out of the park by then e Food service is required at all Public License functions For a Private function although the AGLC recommends food service it is not required e The AGLC recommends that anyone involved in that sale or service of
12. en Room e Located under the stage with entrances at the rear and side the large Green Room 20ft x 30ft comes complete with couches chairs and a kitchenette area with cupboards sink microwave and bar fridge Group is responsible for maintaining cleanliness Dressing Rooms e Equipped with lit mirrors open costume racks Men s and Women s washrooms and showers and a removable room divider The undivided dressing room accommodates 25 individuals Audience Area Patron Seating e Covered fixed seating for 1 133 patrons including wheelchair seating in multiple locations Festival seating for 2 900 is available on attractively landscaped grassy slopes for a comfortable capacity of just over 4 000 patrons Patron Washrooms The Amphitheatre has permanent washrooms located near the main patron entrance e Men s washroom with 8 stalls e Women s washroom with 11 stalls e Both are wheelchair accessible and equipped with a baby change table Bunkers e Two lockable bunkers with shutter windows located at the rear of the fixed seating area used for technical operations or merchandise vending and storage Vending Pads e Four concrete pads at the top of the audience area for food beverage and merchandise vending each concrete pad has 2 x 15 amp 110V electrical outlets available and one has an additional 30 amp 220V outlet Hubble connector Two offer water supply and grey water disposal Heritage Amphitheatre User Guide 2
13. lean up e Volunteer environment crews are required for major events e Groups are responsible for major items and clean up e Use of 24 plastic chairs 12 6 foot tables 8 picnic tables e Liaison Communication with other City departments if required e Access to power and water Services NOT INCLUDED in Facility Rental Fees e Security policing e Ushers e Cashiers e Volunteers e Parking attendants e Fencing or fencing installation by Amphitheatre staff e Significant waste management recycling services e Utility connection requiring services of plumber or electrician e Production Services i e sound and lighting needs e Internet usage e Extra costs including transportation traffic signage parks services transit police services and other permits may be required NOTE Fees subject to change Any extra staff equipment or technicians will be charged to the group Heritage Amphitheatre User Guide 2013 Booking the Heritage Amphitheatre 1 Contact the Amphitheatre Coordinator amphitheatre edmonton ca for information and to check potential dates for your event 2 Once an available date has been determined submit the online event application Please include as much information about your event as you can including type of event date times set up event time take down and clean up sound requirements vending concession liquor and any other information you can provide Once the proposal has been completed
14. liquor be certified with ProServe ProServe may be contacted at 1 877 436 6336 e Non alcoholic beverages must be available e The license must be posted in a prominent location at the bar service area All receipts for liquor purchased must be attached to the licence e Bring your own bottle BYOB events are not permitted Homemade wine beer or cider must not be served consumed or allowed on the licensed premises e The licensee is responsible for the conduct of all those in attendance at the function e The licensee is responsible to ensure that guest are not served to the point of intoxication e Responsible supervision must be provided at the ratio of one 1 supervisor per every fifty 50 guests in attendance plus a supervisor for each entrance and exit to the licensed area if a separate area is designated for alcohol consumption i e beer gardens Supervisors cannot double as bartenders nor can they consume before or during duty e No person under 18 years is to be served alcoholic beverages or permitted to consume or handle alcoholic beverages Minors may be employed as kitchen staff or food service staff however they are not permitted to sell drink tickets e Spirits must be served by the individual drink Also note price specials may not be set for multiple orders for example two drinks for the price of one three for one etc 11 Heritage Amphitheatre User Guide 2013 Other Important Information Lost and F
15. ound The Heritage Amphitheatre and staff are not responsible for the theft loss or damage to any items left in the Amphitheatre Lost and found booth is the responsibility of the event of festival organization All abandoned lost or unclaimed property will be disposed of at the discretion of the Amphitheatre Coordinator Amphitheatre Property Property belonging to the Heritage Amphitheatre may not be removed from stage green room dressing room or offices If re arrangement of furniture is required please confirm with Amphitheatre Coordinator Animals Animals and pets are not allowed within the venue except as aids to person with disabilities Balloons No balloons of any type may be released or used within the venue or park area as per Bylaw 2202 If you require for an event please confirm with Amphitheatre coordinator Banner and signage e Banner placement is allowed pending approval from the Amphitheatre Coordinator The applicant is responsible for set up and take down including any materials required to hold banners in place e Signs or lights may not be hung from park trees Site Inspections A pre and post rental inspection will be completed with the applicant and Amphitheatre Coordinator and must be signed by applicant and coordinator Load In Load Out e Move in times are scheduled based on applicant requested booking times and stated on the rental agreement The organizer is responsible for setting up and cleaning up
16. quire a Health Permits e Pop juice milk in individual pre packaged containers recyclable preferred e Bottled water coffee tea hot chocolate individual pre packaged soup e Doughnuts or pastry items that do not contain cream fillings non perishable e Individually pre packaged cookies and snack items such as chips and or candy and Whole fruit washed NOTE There is a fee for obtaining the Street Vending Permit which will be added to the facility rental license fee User Groups are responsible for paying the Vending Permit fee for their event Vendor Load Out cannot begin until at least ONE hour after event has been completed 10 Heritage Amphitheatre User Guide 2013 Liquor Regulations and Licensing Hental groups wanting to serve liquor at their event must first obtain a Special Events License which restricts the sale and consumption of liquor to a designated area This permit is the financial responsibility of the rental group Any other materials that are needed such as fencing barriers coolers tables cash boxes and or tents will be the responsibility of the rental group It is also possible to license the entire venue Obtaining a Liquor License Anyone wishing to provide alcoholic beverages at their function is required to obtain the following 1 Aletter from the Civic Events Office granting permission to sell liquor at your event along with approval from Edmonton Police Services Edmonton Fire EMS Pleas
17. st then you will not be required to obtain a Capital Health Permit However it is required that you register your event with the Capital Health Authority The Capital Health Authority application should be returned to the Environmental Health Office For locations please call 413 7711 or fax to 444 6784 For Public Events at the Heritage Amphitheatre A Groups may contract out their vending needs to external vendors including restaurants and organizations However once contracted festival organizers are responsible for the street vending cost B Groups may operate their own food vending provided they have requested to do so in writing to the Heritage Amphitheatre Coordinator see below for details on how to obtain a Street Vending Permit 1 Letter of permission from the City of Edmonton must be obtained to sell food or goods and services on City Parkland Properties 2 The owners of any vending units must obtain Comprehensive Public Liability Insurance of 2 million dollars 3 Any vending units must be inspected and approved by the Health Inspector from the Capital Health Authority Health Permit 4 A Street Vending Permit is issued by the City of Edmonton Street Vending Coordinator once all of the above three documents have been obtained NOTE If selling any food items to the general public it is required that you register your event with the Alberta Health Services If you sell the following Food Products you will not re
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