SPECIAL EVENT PERMIT

 Use Agreement for Park Area/Outdoor Facility 

The above-named organization (Applicant), hereby requests the use of the above-described park area and/or outdoor facility and agrees to abide by City Park Regulations and all other applicable laws or rules relating to park area/outdoor facility use. Applicant agrees to keep the area in a clean and orderly condition and assumes responsibility for any damages incurred by Applicant's activities. In consideration of the City authorizing Applicant's use of the described facility/park area, Applicant agrees to indemnify and hold the City, its elected officials, officers, employees, agents, and volunteers harmless from any and all claims, demands, losses, actions, and liabilities (including costs and all attorney fees) to or by any and all persons or entities including without limitation, their respective agents, licenses, or representatives, and event participants, arising from, resulting from, or connected with Applicant's use of the facility/park area. I also understand that the City of Federal Way reserves the right to change or cancel any part of this use agreement related to the scheduled activity. Additional information may be required before permit approval is granted.

Please review the Special Event Application Procedure, Rates, General Information, and the Park Reservation Guidelines.

Policy Checklist

Please read the below and check that you have read and understand our policies. If any of the below policies are not adhered to I understand that my damage deposit will not be refunded and anyfuture event requests received by the City of Federal Way on my behalf may not be approved.

The City reserves the right to cancel a Park reservation at any time. Cancellations due to non-compliance with the reservation guidelines and/or safety risk will not receive a refund of the reservation fees.

PLEASE READ THE FOLLOWING FEDERAL WAY SPECIAL EVENTS GUIDELINES BEFORE SIGNING BELOW.

DEFINITION
A Special Event is defined by the City of Federal Way as any community, special or private event not sponsored by the City that requires other than routine use of any park or outdoor facility. Examples of such events include, but are not limited to, weddings/receptions, baptisms, fun runs, and athletic tournaments.

FEES, DAMAGE DEPOSIT, & ADDITIONAL SERVICES
Base Fee: $70.00/hour (Minimum of 3 hours)
Damage Deposit: $1,000.00
At the City’s sole discretion, the damage deposit may be reduced or waived based on the nature of the special event request and its estimated impact on the City’s facilities and grounds, as well as any previous history of good standing between the requesting party and the City for similar/annually recurring events.
Hourly Staffing Fee: Depending on the size of the Special Event and the city equipment used; your event may be subject to a Hourly Staffing Fee of $50 per hour.
Additional Services provided by the City (all prices are per day):
Trash Receptacle: $5.00 ea.
Electricity: $50.00
Stage: $600.00
Stage with Canopy: $1,500.00 - Only for events with 250+ Guests
Please note that each special event reservation will be subject to a $1.00 non-refundable Technology Fee

FOOD VENDORS & FOOD TRUCKS
A vendor fee of $100 per vendor will be assessed and all vendors will need to obtain a City of Federal Way business license. All food vendors will also be required to have a certificate of insurance that lists the City of Federal Way as an additional insured and a Health Department permit. In addition – all food vendor employees will be required to have a valid food handlers’ card.

AMPLIFIED SOUND
The playing of amplified music or other type of live entertainment may be limited at certain locations.
No amplified sound prior to 9:00am per Federal Way City Code Sect. 10-27. Amplified sound will cease prior to 9:00pm unless under “exclusion:” of aforementioned City code.

APPROVAL AUTHORITY
All Special Event Permits are subject to relevant Federal, State and City ordinances and to City of Federal Way park regulations.
Copies of city ordinances are available on request.
Special Event requests shall be reviewed and approved by the Parks Director, Parks Maintenance Manager and other applicable key staff. It is the responsibility of the applicant to obtain all other necessary permits and licenses required for the desired event.

CANCELLATIONS & REFUNDS
Cancellation requests received a minimum of two weeks prior to the event date will receive a 50% refund.
Cancellation requests made less than two weeks prior to the event date will not receive a refund.
Cancellations will not be honored due to weather conditions. Rescheduling requests will be subject to the same terms and conditions as cancellations.
Special Event fees/deposits paid by debit/credit card will be refunded directly to the card used for original payment. Special Event fees/deposits paid by cash or check will be refunded via check and will take approximately four weeks to process and arrive by mail.

INSURANCE
A certificate showing comprehensive general liability insurance coverage for the proposed event is required prior to approval of a Special Event. Certificates of insurance must show a combined single limit of not less than $2,000,000.00 for bodily injury and personal damage liability and must name the City of Federal Way as an additional insured.

POLITICAL & RELIGIOUS ACTIVITY
The City of Federal Way shall provide protection under the First & Fourteenth Amendments for any event involving political or religious activity intended primarily for the communication or expression of ideas.

RECYCLING
Recycling is required per RCW 70.93.093 at events at City facilities. For more information, call the Recycling Program at 253-835-2771 or visit: http://www.ecy.wa.gov/pubs/0807016.pdf.

 

By initialing and signing below, you confirm that you have read and agree to the terms outlined in the Federal Way Special Events Guidelines and Application. The City reserves the right to cancel a Park reservation at any time. Cancellations due to non-compliance with the reservation guidelines and/or safety risk will not receive a refund of the reservation fees.