SPECIAL EVENT PERMIT/EXCLUSIVE USEAPPLICATION

The Town of Bernalillo requires this SPECIAL EVENT PERMIT/EXCLUSIVE USE APPLICATION to be completed, signed and returned to Town Hall a minimum of ten (10 days) prior to your event. Complete this application if your event:

• will interfere with vehicular or pedestrian traffic (occurs on City streets or rights-of-way), or

• will take place on public property

• groups of 20 or more will be using one or more of our parks/pavilion/facilities.• will be using any type of apparatus (including air-filled jumpers/sliders, tents), or

• the nature of the event is deemed necessary for exclusive use by the Public Works Department or the

Economic and Community Development Department.

Special events include but are not limited to block parties, parades, filming, street fairs, arts/crafts fairs,

carnivals, car shows and other special events which may interfere with pedestrian or vehicular traffic.

Please complete the FACILITY USE Application (separate form):

if your event is less than 20 people and is not open to the public Does not include any apparatus (air-filled jumpers/sliders, tents) and Does not require any traffic control Requires filming for-profit on Town property

NOTE: A special event permit is not a permit to violate Town codes, ordinances, rules, or regulations, i.e.: noise violations. If a violation occurs, it may result in citation(s) issued to the event applicant/responsible person.

SPECIAL EVENT/EXCLUSIVE USE Application

1. Incomplete applications will not be accepted2. Applications will not be accepted unless accompanied by a security deposit and applicable fee.3. Applications should be completed and turned in 2 weeks PRIOR to your event.4. Applications will be reviewed and approved on a first come first serve basis5. At the sole discretion of the Town, certain events may require a certificate of insurance reflecting the

required coverage’s and amounts.

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Mayor Jack Torres

Council Marian A. Jaramillo

Tina Dominguez Dale R. Prairie

Ronnie A. Sisneros

Town of Bernalillo"The City of Coronado"

SUPERVISION

1. The Responsible Party must provide a person(s) responsible for supervision of the event that must bepresent from the time the event begins, while the event is in progress, and must wait until all users of thefacilities have vacated the premises.

2. The Responsible Party and other individuals supervising the event shall be responsible for the conduct andcontrol of the participants of each event.

3. The Responsible Party and other individuals supervising are responsible for seeing that no equipment orother portions of the facilities are used except those specifically stated in the application.

4. The Responsible Party and other persons responsible for supervising shall see that the facility is left in thesame condition as prior to the event.

5. No vehicles are allowed beyond the designated parking areas except for delivery purposes, and must bereturned to the designated parking areas as soon as delivery is completed. The Responsible Party andother persons responsible for supervision shall see that no unauthorized vehicles are beyond the mainparking lot.

RESPONSIBILITIES

1. It shall be the responsibility of the Responsible Party to pay for all damages that are a result of theimproper use or supervision of the equipment, buildings, or grounds. Any Responsible Party failing toreport damage and pay for it may be denied subsequent use of the facilities, in addition to such otherremedies as may apply.

2. The Responsible Party assumes all responsibilities for injuries that may occur to persons or participants.3. It shall be the responsibility of the Responsible Party to vacate the premises, after cleanup, within the

time scheduled.

FACILITY RULES AND REGULATIONS

1. No alcoholic beverages shall be consumed, sold, given or delivered on the grounds without theResponsible Party, on behalf of the organization, having first obtained all necessary approvals and/oralcohol beverage licenses when required.

2. The Responsible Party shall assure that minors are not served alcoholic beverages.3. Decorating will be permitted provided it does not damage the park or structures and must be removed at

the conclusion of the event.4. In consideration of the neighbors, persons using the facilities should refrain from boisterous conduct or

loud music. After proper warning, should conduct of the event continue out of control, individuals or theentire group may be required to vacate the park prior to the scheduled conclusion of the event withoutrefund of any portion of the deposit.

5. The park must be vacated in accordance with hours of operation.6. An approved Special Use Permit Application/Facility Use Application gives the Responsible Party permission

to use certain reserved areas but it does not grant exclusive use of the park unless approved by the Townof Bernalillo Public Works Department.

GENERAL REGULATIONS FOR ALL RESPONSIBLE PARTYS OF THE TOWN PARKS

1. No boisterous or disorderly conduct on premises.2. No willful disfigurement of buildings or equipment.3. All persons will use the rest room designated for that person’s sex.4. No glass bottles or containers are permitted in any area of the park.5. No littering in any form.

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6. No starting of fires in other than specified locations (fireplace, grills).7. No fireworks of any kind except with the Towns approval.8. No parking beyond main parking lot without special permission.9. No operation of motorized vehicles on grass or in areas other than designated lots and roadways.

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EVENT INFORMATION

Name of Event:

Event Website:

Complete Description of Event:

Date of Event: Time: (a.m./p.m.) to: (a.m./p.m.)

Date of Event: Time: (a.m./p.m.) to: (a.m./p.m.)

Date of Event: Time: (a.m./p.m.) to: (a.m./p.m.)

Location of Event:

Estimated Number of Participants/Spectators:

CONTACT INFORMATION

Name of Applicant: Email:

Address: Home Phone:

City, State, Zip: Work Phone:

Name of Organization: Email:

Address: Office Phone:

City, State, Zip:

Person(s) in Charge on Day of Event: Email:

Address: Mobile Phone:

City, State, Zip:

Person(s) in Charge on Day of Event: Email:

Address: Mobile Phone:

City, State, Zip:

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GENERAL INFORMATION

Yes No

Yes No

Yes No

Will you be blocking any streets or parking spaces? (For block parties, fill out and attach “The Resident’s Agreement for Street Closures and Blockages”)

Will the event be held on private property? (IF YES, A letter of permission from the private property owner must be attached)

Do you have a Traffic/Control or Security Plan? (Required for ANY street/lane closures)(Attach Plan - Contact a traffic control company for info)

Describe Traffic/Control or Security Plan (Required for ANY street/lane closures):

Yes No Will you be selling Food or Beverages? (If YES, Contact the State of New Mexico Environment Department for permit information. A copy of permits received from the Environment Department should be attached to this application)

Yes No Will you be selling any Merchandise? (If YES, must have a "peddlers permit" from the Town of Bernalillo)

Vendors: (attach separate sheet if more than four vendors)

1. Food Merchandise

2. Food Merchandise

3. Food Merchandise

4. Food Merchandise

Will you be using Amplification equipment? Yes No

Will you have Medical Aid Stations on site? Yes No

Will the event involve any open burning? Yes No (Permission and permits required from the Town of Bernalillo Fire Department)

Will the event involve any open flame cooking? Yes No (Permission and permits required from the Town of Bernalillo Fire Department)

Will event involve the use of tent or canopy over 400 sq. ft.? (20’ x 20’)? Yes No (Permission and permits required from the Town of Bernalillo Fire Department)

Please describe your plan for cleanup and removal of recyclable goods, waste and garbage during and after your event:

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TERMS

ROUTE INFORMATION (for parades, walks, runs, etc.) Events taking place on NM 313 (Camino Del Pueblo) or US Hwy 550 will require a permit from the New Mexico Department of Transportation which needs to be attached to this application

Assembly Location: Floats: Yes No

Assembly Time: Number:

Event Start Time: Type:

Completion Point:

DETAILS OF EVENT Route Map Must Be Attached

Blockage/Closure Time: (a.m./p.m.) to: (a.m./p.m.)

Location of Street/Sidewalk Blockage/Closure(s):

TERMS and CONDITIONS

Upon approval and acceptance of the application by the Town, the Responsible party shall abide by all of the following terms and conditions:

1. The Responsible Party shall agree to indemnify the Town (the Town may require thatinsurance be provided to protect the Town/facilities)

2. Town facilities and grounds available for use are limited to the areas within the TownParks and/or park facilities that are described in this application

3. Town officials and employees may enter the premises at any time, even during aprivate event, for any purpose.

4. The Town shall not be responsible for anything damaged, left, lost or stolen on thepremises

5. The security deposit will be held to cover damage or improper care and necessarycleaning, if any. Any portion of the deposit that remains after all of the Town’s coststo fully correct any such damage and cleaning are deducted shall be returned to theResponsible Party as authorized by the Director of Public Works Department. TheResponsible Party shall reimburse the Town for any costs, repairs or cleaning thatexceed the amount of the deposit within thirty (30) days of being invoiced by theTown.

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6. In the event that the reservation is cancelled prior to the event date, the securitydeposit shall be refunded.

7. Use of the Town facilities or equipment is subject to all rules, regulations, resolutionsand ordinances of the Town of Bernalillo and upon strict compliance with the terms ofthe Town

8. The Responsible Party shall reimburse the Town of Bernalillo for any costs the Townmay incur related to the use of the facilities and/or equipment. This includes but itnot limited: Police/Fire protection or security in excess of the personnel on dutyduring the time of use and the cost of cleaning up or repairing thefacilities/equipment and or grounds following the terms of this application.

INSURANCE

A certificate of insurance naming the Town as an additional certificate holder, covering the event in the policy for an amount of one million dollars (1,000,000.00) per occurrence, is required for special events. Certificates of insurance must show the name of the event, dates of coverage, and the date, time, and location of the event. The person/organization listed on the certificate must be the applicant. A copy of the certificate must be provided to the Town before the Town will approve the special event application.

Facilities:

Ball Fields Pavilion at Rotary Park

East Soccer Field Santiago Park

West Soccer Field Athena Park

West Loretto Park

East Loretto Park

Rotary Park

Basketball Courts Fred Saiz Park OTHER _____________________

Rates:

$100 Damage and cleaning deposit- REQUIRED- must be a separate check (refundable 10 -14 days after event)

$100 Private Event fee/Non-resident individuals or groups/Exclusive Use (per facility/day)

$100 Non-profit Organization fee: (per facility/day)

$25 Residents of Town of Bernalillo/Government agencies (per facility/day)

$10/day Electricity fee (REQUIRED for each 110v outlet/day)

Make checks payable to: Town of Bernalillo

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The responsible person signing the application does, by so doing, agree to be bound by all of the above obligations, personally and on behalf the organization for which the reservation is made (if any); and if on behalf of an organization, the responsible person's and organization’s obligations shall be joint and several: The responsible person and the organization for which the reservation is made (if any) shall indemnify and save harmless and agree to tender of defense and to defend and pay any and all legal, accounting, consulting, engineering and other expenses relating to the defense of any claim asserted or imposed upon the Town of Bernalillo, its officers, agents, employees and independent contractors growing out of this use of the Town facilities, and will be financially responsible for any and all damages to park facilities that arise from this use of the Town facilities.

I acknowledge that the information contained in this application is true and complete to the best of my knowledge.

Responsible Party/Applicant ___________________________________________________ print

Responsible Party/Applicant___________________________________________________ Signature date

1/6/20

RESIDENTS’ AGREEMENT FOR STREET CLOSURE/BLOCKAGE (Note: signatures are required by all residents affected by the closure or use of the street/sidewalk during the event.)

Special Event Name:

Special Event Applicant:

Location:

Date of Blockage/Closure: Time:

Name Address Phone Approve Disapprove Initials

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