HVKBP SMALL EVENT APPLICATION FORM

Thank you for choosing Historic Virginia Key Beach Park for your upcoming event/party Welcome!

Instructions: Please fill all appropriate areas of this application to be considered for approval for your small event/party.
Contact Name*
Email*
example@example.com
Mailing Address*
City*
State*
Zip Code*
Contact Phone #*
Alt Phone
*If applicable, please complete the information below:
Name of School/Organization/Sponsor
Non-Profit Status:

YESNO
501 C3 #
City of Miami Employee:

YES
Employee #
Dept.
Type of Event
Date of Event*

MonthDay Year
Date
Day(s) of Week
Time: From
Time: To
Projected Number of Participants*
Grade/Age Level of Participants
RENTAL FACILITIES WITH ELECTRICITY (DAILY RENTAL-DURING PARK HOURS OF OPERATION):

MAIN PAVILION ($250)DANCE PAVILION ($250)GREEN PAVILION ($250)ORANGE PAVILION ($250)WEDDING GAZEBO-INCLUDES PLATFORM AND SHORELINE ($400)
RENTAL FACILITIES WITHOUT ELECTRICITY (DAILY RENTAL- DURING PARK HOURS OF OPERATION)

ISLAND PAVILION ($150)CAROUSEL TENT (SOUTH/NEXT TO CAROUSEL) ($150)COASTAL PAVILION ($100)CABINS: OCEAN FRONT: (PURPLE AND ORANGE CABINS) OCEAN VIEW (PINK, GREEN, YELLOW, BLUE CABINS)WOODEN TEA HOUSE ($100)
Select cabin:
Want to rent more than one cabin? write which cabins below:
Special Requirements: Only TWO- 10x10 tents will be allowed per pavilion rental
Bounce House (Must have Generator)Water Slide (Must have Hose & Generator)DJCatererAnimal Activities (damage deposit of $100 is required)Park Tour (Reservation required prior to small event)
Would you like to sign up for our park newsletter/rental specials?

YESNO
*Please have contracted vendor of the equipment/service provider current proof of insurance with City of Miami and Virginia Key Beach Park Trust including the address below, listed as the additionally insured on the certificate of insurance (COI)
4020 Virginia Beach Drive Miami, Florida 33149 Tel: (305)960-4600 Fax: (305)960-4620 www.virginiakeybeachpark.net
VIRGINIA KEY BEACH PARK TRUST
*Please have contracted vendor of the equipment/ service provider current proof of insurance with City of Miami and Virginia Key Beach Park Trust including the address below, listed as the additionally insured on the certificate of insurance (COI)

This is an application for permit only. Confirmation of this request is the issuance of the "official permit upon payment of fees".
PAYMENT FOR PERMITS IS TO BE MADE BY CASH, MONEY ORDER, CASHIER'S CHECK, CHECK OR CREDIT CARD AND IS TO BE MADE OUT TO "VIRGINIA KEY BEACH PARK TRUST" THE DEPARTMENT OF PARKS AND RECREATION RESERVES THE RIGHT TO CANCEL ANY PERMIT FOR CAUSE.
The above named applicant, individual, school, organization or sponsor is fully cognizant of their responsibility in connection with the use of the above-named facility, and agrees to observe, obey and comply with all City of Miami Department of Parks and Recreation Rules and REgulations, as well as all City County, State and/ or Federal laws, rules and regulations. I, the undersigned application, hereby acknowledge receipt of a copy of "City of Miami Department of Parks & Recreation Rules, Regulations and Permits" Ordinance # 7999 & Fee Schedule.

INDEMNFICIATION:

The undersigned applicant shall indemnify and save City of Miami and Virginia Key Beach Park Trust harmless from and against any and all claims, liabilities, losses and cause of action, which may arise out of undersigned, including any person action for on his/her behalf and, from and against any orders, judgements or decreases which may be entered, and from and against all costs, attorney's fee, expenses and liabilities incurred in the defense of any such claims, or in the investigation thereof.
*

I AGREEI DO NOT AGREE
OFFICE USE ONLY

Customers: skip to "Reservation Deposit"
Facility Rental Fee
Train / Carousel Conductor Fee
Animal Fee Deposit (Refundable with no damages)
Total Amount Due
Reservation Deposit
Date

MonthDay Year
Date
Balance due 5 business days before event
Date Due

MonthDay Year
Date
*RESERVATION DEPOSIT IS NON-REFUNDABLE *BALANCE DUE 5 BUSINESS DAYS PRIOR TO EVENT DATE *VEHICLE ENTRY FEES APPLY
** ATTENTION - NO CASH REFUNDS
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APPLICANT SIGNATURE*

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Date*

MonthDay Year
Date
OFFICE USE ONLY

Customers: skip to permittee usage rules
Prepared By:
Date of Reservation

MonthDay Year
Date
Permit No
Date Issued

MonthDay Year
Date
PERMITTE USAGE RULES
1. All parties and visitors are required to pay the park entry fees.
2. All Rental Fees must be paid in full five (5) business days prior to your event, in the form of cash or credit card, cashier's check or money order; made payable to "Virginia Key Beach Park Trust".
3. A Deposit of $100 per Pavilion is required to reserve a space & is Non Refundable.
4. The use of child friendly rented amusements (i.e. bounce houses, mechanical rides, etc.) are permitted. vendor providing the equipment/service must provide insurance which includes Virginia Key Beach Park Trust and the City of Miami as additional insured, earlier than five (5) business days prior to the event day.
5. Charcoal Grills should NEVER be used UNDER any cover shelter or building or on top of tables
6. No Pets are allowed in the park. (Only Service Animals are allowed on the property)
7. Two 10x10 pop up tents are allowed per pavilion rental
8. Petting Zoos are allowed with park permission, license, insurance and a deposit, which is refundable if there are no damages and the vendor cleans up after the animals.
9. Unless otherwise approved by park management, the permittee & all participants must exit the facility 30 minutes before the close of the park.
10. All articles must be removed by the permittee at the end of the activity (i.e. tables, chairs, balloons, decorations etc.) Permittee is responsible for a "leave no trace" policy of the rented facility at close of the scheduled activity.
11. Decorations should not be affixed to the walls or poles of any facility.
12. Alcohol is not allowed on park grounds.
13. NO STYROFOAM PLATES, CUPS OR CONTAINERS
14. NO GLASS CONTAINERS ARE ALLOWED IN THE PARK
15. Permittee must use the reserved facility for agreed activities.
16. Park Supervisor / Park Attendants are the contact personnel on the day of the event.
17. The park does not allow firearms or use of any drugs while on the premises.
18. All parking must be in the designated parking spaces provided.
19. Music with explicit lyrics will not be tolerated on park premises.
20. Noise levels must be contained within the perimeters of permittee's designated area.
By signing this form, I name* agree to the terms and restrictions placed, on this day of Date for permitted event.
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SIGNATURE*

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VIRGINIA KEY BEACH PARK TRUST
CITY OF MIAMI - DEPARTMENT OF PARKS AND RECREATION RULES AND REGULATIONS ORDINANCE NO. 7999

1. All Facilities are rented on a "first-come, first-served" basis, according to a priority list scheduling and are to be used, along with equipment, for the purpose for which they were designed. No physical changes in facility layout are permitted.

2.The Permittee will be held responsible for the conduct of each individual within the group. Profanity and gambling will not be allowed.

3. Possession or consumption of alcoholic beverages within park limits is prohibited.

4. Vehicles are allowed only in those parks whereroadwaysare provided,and such vehicles must stay on paved roadways and park only in those areas provided and designated for vehicle parking.

5. The Permittee shall assume all risk in the use of the facility and shall be solely responsible and answerable in damage for all accidents and injury to person or property.

6. The Permittee shall be called upon to reimburse the City of Miami for any damage to buildings, ground, equipment or property thereon.

7. Permits are non-transferable and are good only on date specified.

8. The permit must be present at facility each time it is in use and must be shown to any authorized official or Park Employee upon request.

9. During inclement weather, or for any reason, the facility is deemed unusable by the park staff or other authorized City representative, the permission granted by such permit will be suspended.

10. If the facility is scheduled but not used, the applicant should report this to the Park Office well in advance, so the facility may be re- scheduled for use by others.

11. Picnicking without fires may be done in an area where it will not interfere with other Park activities. Fires are only permitted in park grills and charcoal is the only fuel permitted. The grills and picnic facilities are for family and group picnics. Uses of these facilities as a "free-kitchen", "soup-line", restaurant, or similar activity is expressly prohibited.

12. No speeches or demonstrations, exhibitions, concerts, parades, dances or similar activity shall be allowed in any park unless a permit is obtained in advance from the Director if the Department of Parks and Recreation. Such permit shall define the nature of activity and set forth limitations as to hours, attendance, and equipment to be used, along with any other restrictions deemed necessary.

The following conditions apply throughout; however, they relate primarily to camping requests:

1. The City has no facility for trailers, campers and similar wheeled vehicles in any City park. Facilities for overnight camping in tents or on the ground are available for non-profit groups, such as Boy Scouts, Girl Scouts, etc.

2. Fountains are provided to provide drinking water. Use of water fountains for bathing, washing or cleaning cooking utensils is prohibited.

3. Swimming is not permitted in any other water, in or immediately adjacent to any park area, except City pools.

4. Fishing is not permitted in any park waters.

5. Fires are only permitted in those parks, which have grills and designated fireplaces; charcoal is the only fuel permitted.

The Permittee shall observe, obey and comply with these rules and regulations as well as all applicable City, County, Federal Laws, Rules and Regulations. Failure to abide by these rules will cause permit to become null and void immediately.

City of Miami Parks and Trust activities take precedence over any other permit.

ANY INFRACTION OF THE ABOVE RULES AND REGULATIONS OR OTHER MISUSE OF CITY PROPERTY WILL BE CONSIDERED CAUSE FOR REVOCATION OF PERMIT.
Date*

MonthDay Year
Date
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Signature*

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CITY OF MIAMI
VIRGINIA KEY BEACH PARK TRUST
To whom it may concern,

Please note that the party that is reserved as a small event (Birthday, Baby Shower, Family Reunion, etc cannot be advertised as a paid event and must follow the guidelines of a Small Event.
There are certain activities that are NOT permitted when planning a Small Event at Historic Virginia Key Beach Park (HVKBP):
NO ADMISSION or TICKET CHARGE FOR YOUR GUESTS TO PARTICIPATE IN THE SMALL EVENT

NO FOOD OR BEVERAGE SALES ON SITE

NO MORE THAN 150 PEOPLE AT THE PARTY

NO EXCESSIVELY LOUD (DJ) MUSIC OR SOUND SYSTEM

NO TENT LARGER THAN 10X10 ALLOWED- TWO 10X10 TENTS ARE ALLOWED FOR PAVILION RENTAL

NO INFRINGEMENT BEYOND YOUR DESIGNATED/RESERVED AREA
If you are having a party and plan to do any of the activities listed above, your event is constituted as a Large Special Event and will need to adhere to the policies and procedures that govern that type of event.

Small Events or Parties that violate the guidelines that constitute a Small Event at HVKBP could be terminated immediately by Park Staff and if necessary, the Police.

Please govern yourself accordingly. Thank you.

Guy Forchion

Executive Director

Virginia Key Beach Park Trust
By signing this form, I name* agree to the terms and restrictions placed, on this day of Date for permitted event.
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SIGNATURE*

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VIRGINIA KEY BEACH PARK TRUST
This form is to authorize Virginia Key Beach Park Trust to use the following credit card per the instructions:
Please select form of payment:

CREDIT (in person optional)CASH (in person)MONEY ORDER (in-person)CHECK (in-person)
Credit Card Holder- Name (as it appears on the card)
**Billing address (address where your bill is mailed)
*City/State/Zip
Email
example@example.com
Telephone
Name of Event:
Date of Event:

MonthDay Year
Date
Location Rented:
Credit Card Type:

VISAMASTERCARDAMERICAN EXPRESSDISCOVER
Card Number:
Security Code:
Expiration Date:
Amount Authorized:
*Please note that your reservation is NOT confirmed until payment is processed.
*ALL OF THE INFORMATION ABOVE IS NEEDED IN ORDER TO PROCESS YOUR CREDIT CARD

**In order for the transaction to be approved- billing address must be where your bill is mailed.

Signature of Card Account Holder:
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Signature*

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Date

MonthDay Year
Date
4020 Virginia Beach Drive Miami, Florida 33149 Tel: (305)960-4600 Fax: (305)960-4620 www.virginiakeybeachpark.net
Should be Empty:

*Please have contracted vendor of the equipment/service provider current proof of insurance with City of Miami and Virginia Key Beach Park Trust including the address below, listed as the additionally insured on the certificate of insurance (COI)

VIRGINIA KEY BEACH PARK TRUST

PAYMENT FOR PERMITS IS TO BE MADE BY CASH, MONEY ORDER, CASHIER'S CHECK, CHECK OR CREDIT CARD AND IS TO BE MADE OUT TO "VIRGINIA KEY BEACH PARK TRUST" THE DEPARTMENT OF PARKS AND RECREATION RESERVES THE RIGHT TO CANCEL ANY PERMIT FOR CAUSE.

OFFICE USE ONLY

*RESERVATION DEPOSIT IS NON-REFUNDABLE *BALANCE DUE 5 BUSINESS DAYS PRIOR TO EVENT DATE *VEHICLE ENTRY FEES APPLY

** ATTENTION - NO CASH REFUNDS

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OFFICE USE ONLY

PERMITTE USAGE RULES

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VIRGINIA KEY BEACH PARK TRUST

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CITY OF MIAMI

VIRGINIA KEY BEACH PARK TRUST

There are certain activities that are NOT permitted when planning a Small Event at Historic Virginia Key Beach Park (HVKBP):

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VIRGINIA KEY BEACH PARK TRUST

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RESERVATION DEPOSIT IS NON-REFUNDABLE BALANCE DUE 5 BUSINESS DAYS PRIOR TO EVENT DATE *VEHICLE ENTRY FEES APPLY