Arcadia Creek Festival Place
Contents
1. 6 All damages to the Arcadia Creek Festival Place must be paid in full to Downtown Kalamazoo Association Charities by the end of the calendar year December 31 7 The event coordinator has the right to petition the DKA Charities Board regarding any fees and or damages within 30 days of the event The Board will respond within 30 days of petition submittal Negligence is defined as flagrant misuse of the Arcadia Creek Festival Place as it relates to the Arcadia Creek Festival Place User Manual For example but not limited to late payments flagrant misuse of the United Parking Lot creating traffic patterns that present damages to plantings and turf vehicular damage amp staking Page 10 Passive Use Guidelines This site is provided for your enjoyment as a downtown gathering place for recreation leisure festivals and community celebration We ask that you take care of the site while you are here e Park hours are 8 a m until dusk no person shall enter remain in or use the park outside of these hours unless attending a sanctioned event e Camping is prohibited e Fishing swimming or wading in the Arcadia Creek is prohibited at all times e Plantings should be protected at all times It is unlawful to pick damage or remove any flora or tree without prior written consent e Spraying defacing or painting of any tree building or any other portion of any park is prohibited e Please pick up pet waste and deposit in a2. Fencing is provided along permanent fencing in compliance with MLCC regulations at no cost to the event Page 25 Vehicles Vehicles are permitted on site during set up and tear down All vehicles must adhere strictly to pavement limitations as prescribed by the map located in Appendix A Maps During the event only pre listed vehicles are permitted on site Please provide this information with Appendix C Event coordinators are strongly encouraged not to park vehicles on the grass at the Arcadia Creek Festival Place Please consult with ACFP staff at least 30 days prior to the event in order to determine the proper placement of vehicles at the festival site Vehicles parked on grassy areas of the festival site are required to have boards underneath all 4 tires Event coordinators will be held responsible for any damage to sod and or underground irrigation as a result of parking on the grass All vehicles when not manned must have the keys removed from the ignition Any violation of this policy will result in the loss of security deposit Tractors cannot be attached to storage trailers during the event Trucks and trailers cannot be parked on Kalamazoo Avenue Please consult with ACFP staff to identify appropriate parking for these vehicles Spotters are required at all times for backing up Semi trucks are permitted in the back loading area adjacent to the stage Beverage trucks are permitted adjacent to
3. Remote switch to cabinet 1 for plaza lighting control Page 23 Signage Signage is allowed within the Arcadia Creek Festival Place including Edward s Street Visual integrity is required and Arcadia staff reserves the right to request that signs be removed if they are deemed offensive or inappropriate The following signage guidelines must be strictly adhered to All signs must face the interior of the event site with the exception that only welcome park rules and entrance amp exit signs may face outwards Signs cannot be attached to any road closure equipment per City of Kalamazoo and MDOT vehicular traffic requirements Signage cannot be attached to the brick entrance columns or steel entrance frames unless prior approval has been given by ACFP staff Banners Signs cannot be attached to the lighted globes that top each brick column Banners Signs can only be hung from the specialty hooks within the pavilion stage and not the structure itself Special attention must be paid when hanging banners signs within the planting beds Signage cannot be tapped into the ground i e staking or into any structural element within the site All protruding signs and or objects must be in compliance with ADA standards i e Protruding Objects Chapter 3 Section 307 http www access board gov ada aba final cfm a307 Any signs not in compliance with the above regulations must be approved by a DKA Charities staff representative
4. 3 0 bs 3 2 2 1315 5 les la ola n 5 dir Ir la lse elo 2 u o n e je 2 2 u o e12 2 Slo z SE Ee EIO n 3 ak 3 5 3 m 15 2 2 5 a g SIS a lt E 0 5 2 Sig e tale o S 4 E A 5 m m 7 D Location Type Turf Plants Controller 1 Condo s Turf Condo Beds SW Plants Plants stream Turf tream Plants Controller 2 Festival Place Stream Turf urf pan c u Turf un ajala GIGIS Water ST Entry SW un Plants Stream Turf stream 1 Bowtie Plants Cow Catcher Plants tream T stream Turf Plants Plants Eleanor North Drip Plants stream Turf stream 1 stream Turf Turf un un c un E O c lt S T Plants Stage Bed Plants o Lo Page 43 Appendix A Maps The following maps detail event zones for the placement of tents portable restrooms dumpsters pavement limitations and clean up go Pe 25338 A A Fa en AN 0200 500030 A EXI o O TARTS ers Page 44 Greenbelt arca with high branched shade trees provides a landscape buffer around the site without limiting visibility Arcadia Creek Festival Place Ornamental gateway introduces Kalamazoo Avenue travelers to the Festival Place Fabric covered band shell with Yard hydrant raised planting bed barrier free ramp access fiber optic lighting and elec trical and sound control cabinets Stone dust
5. violation can result in suspension of food service and loss of the security deposit Vendors cooking on site are required to provide tarps or approved tar paper on the hard surface to prevent cooking spills on cement No cooking is permitted on any brick surface All areas must be free of food debris by the agreed check out time User of the site is ultimately responsible for the actions of its vendors Alltar paper must be disposed of in a manner that is in accordance with Kalamazoo County Health Department regulations Grey water must be disposed of appropriately The ACFP site has dumpsters that can be used to hold grey water and then siphoned off into the dumping station located adjacent to the pavilion Each user is responsible for working within the guidelines set forth by the Kalamazoo County Health Department for grey water A detailed listing of vendors on site both within the site proper and on Edward s Street is required at the time of check in Licenses issued by the Kalamazoo County Health Department must be provided to ACFP staff in photocopy format Kalamazoo County Human Services Department Food Service Sanitation Program 3299 Gull Road Main Wing Ground Floor Kalamazoo MI 49048 For fire and safety guidelines please refer to the Fire 8 Life Safety packet Page 20 Serving Alcohol User may not sell or dispense alcoholic beverages except in compliance with all laws rules and regulati
6. Additionally DKI also coordinates the clean up associated with live animals by contracting with Central City Parking The men and women who participate and offer their services through the Mounted Division are all highly trained volunteers Their horses are their own property which are fed maintained cared for transported and otherwise looked after by these volunteers out of their personal expenses Other event sponsors who would be interested in having Horse Patrol should contact Dan Weston with the Kalamazoo County Sheriff Mounted Division directly for support If you are able and willing to contribute to support this service please contact DKI to have an invoice generated Horse Patrol donations should be made out to Kalamazoo County Sheriff Mounted Division and should be delivered directly to Downtown Kalamazoo Association Charities Inc Attn Brian Persky and or Vicky Kettner 141 E Michigan Avenue Suite 501 Kalamazoo MI 49007 Page 39 Festival Staging Area The Festival Staging Area situated to the east of Edward s Street as depicted in Appendix A Maps may be used for staging purposes and deliveries only The Festival Easement Agreement executed on February 22 2005 was established by and between Downtown Tomorrow Inc the Kalamazoo Downtown Development Authority United Building L L C and the Globe Building L L C in order to grant vehicular access for ingress and egress to the Festival Staging Area als
7. Emergency Response Plan Downtown Kalamazoo Inc DKA Charities Inc Downtown Tomorrow Inc Kalamazoo Downtown Development Authority City of Kalamazoo Central City Parking AMPCO Parking will not be held liable for any emergency situation that occurs during the rental of the site dates amp times as stated on the Application and Usage Agreement It is solely the coordinator s responsibility to make the best decision during any type of potential emergency situation that he she may encounter Severe Weather Any of the following is always recommended to have on site in case of a weather related emergency Lightening Detector Weather Monitor Walkie Talkies Radio or a TV For up to the minute updates contact WWMT Channel 3 Weather room at 269 388 9339 and identify yourself as the festival coordinator In the event of high winds all vendors must be informed that Emergency Procedures are being implemented Each vendor is responsible for securing their area including removing tent sides if there are tent sides securing grills propane grey water and kitchen equipment sinks shelves tables and knives All loose sharp and dangerous items should be placed inside a vehicle or enclosed area The following is a list of definitions and recommended procedures to follow 1 Severe Thunderstorm Watch Conditions are favorable for the development of severe thunderstorms in and close to the watch area Be prepared to move to a place of safety
8. entertainment be reduced prompt compliance is mandatory Failure to comply will result in the forfeiture of security deposit Page 27 Parking Each event s coordinator is responsible for ensuring that its volunteers vendors and staff obey all posted parking signs surrounding the site Failure to comply with parking regulations will result in issued violations and possible towing Support vehicles can be located along Koopsen s Alley Eleanor Street Kalamazoo Avenue and Edward s Street Arrangements must be made with DKA Charities staff at least 30 days prior to the start of an event to reserve all parking meters needed It should be noted that all events are subject to special event parking rates in the Water Street parking lot Lot 9 as defined by the DKI Parking Committee It should also be noted that nearby property owners do tow from their private lots Of specific note is the towing done by the YWCA the 220 amp 230 North Kalamazoo Mall Condo Associations and Shakespeare s Pub For events requesting the closure of Edwards Street please reference the Festival Staging Area on page 38 of the ACFP Manual for additional parking and staging needs Page 28 Trash Removal Users of the ACFP must contract and are responsible for trash removal services The following must be noted by the user when planning for trash removal services Users are responsible for the daily cleaning of the site and peripheral areas as i
9. if threatening weather approaches Notify all volunteers vendors and security personnel on site to prepare for evacuation procedures Alert patrons to stay clear of all metal poles 2 Severe Thunderstorm Warning A severe thunderstorm has been sited and reported Therefore people in the affected area should seek safe shelter immediately Severe thunderstorms can produce tornadoes with little or no advance warning Begin evacuation procedures Instruct vendors to secure propane tanks and to put away all sharp utensils Drop sides of all tents fold up all tables chairs and lie flat to the ground A P A Announcement should be made providing an update on the condition of the weather in the area Page 36 3 Tornado Watch Conditions are favorable for the development of tornadoes in and close to the watch area Be prepared to move to a place of safety if threatening weather approaches Continue evacuation procedures Instruct vendors to secure propane tanks and to put away all sharp utensils Drop sides of all tents fold up all tables chairs and lie flat to the ground A P A Announcement should be made providing an update on the condition of the weather in the area 4 Tornado Warning A tornado has been spotted and reported Therefore people in the affected area should seek safe shelter immediately Mandatory evacuation of the site is required A P A Announcement should be made providing an update on the condition of the w
10. the event Arcadia Creek Festival Place NAME TITLE DKA Charities DKI Signature Must be shown w Driver s License e E kalamaroo s hometown Page 13 How to Reserve the Arcadia Creek Festival Place Dates for use of the Arcadia Creek Festival Place are reserved on a first come first served basis and are reviewed by the DKA Charities Board of Directors the first Thursday of each month applications must be received at least one week prior to this review and accompanied by the 100 00 application fee Applications for late night exemptions are available for completion by mid September and must be received for DKA Charities review by the last Monday of October for review the first Monday of November Only five late night exemptions are granted per year Detailed information is requested at the time the application is made including 7 Sponsor list Contact information Planned activities Admission charge n Projected attendance Logistical information 7 Street closure needs Tent lag system use plans 7 Vendor listing Safety Security Plan 7 Type of entertainment 7 Noise compliance plan n Food service plan Alcohol service plan n Event insurance information Marketing plan Once an approval denial from the DKA Charities Board of Directors has been given the event coordinator will be notified by telephone and by either e mail or postal letter per their preference The right to occupy a
11. 1 12 13 14 15 16 17 18 19 Unless there is an emergency or weather related public safety risk as outlined in the Emergency Response Plan pg 34 36 each event is required to keep to the hours of operation promoted through its advertising 11 4 10 All designated Late Night Extensions are reviewed on an annual basis by the DKA Charities Board of Directors Both the event amp coordinator must accumulate a minimum of three years of successful probation free event experience at the Arcadia Creek Festival Site to apply for a Late Night Extension All Late Night Extension requests will be evaluated by DKI Staff and the DKA Charities Board of Directors 7 1 10 Small private parties such as weddings birthdays reunions and corporate picnics requiring no more than the use of the pavilion can make applications for any day of the year except Fridays or Saturdays and Sundays prior to 1 00 p m If the Arcadia Creek Festival Place has not been reserved within 45 days of the requested date then small private parties can submit an application for an event to be scheduled during the aforementioned days 7 1 10 In order to accommodate non profit organizations an extended calendar will be kept to schedule events two years out Open flames are permitted for food preparation only The use of open flames for other purposes is not permitted i e d cor ambience etc 2006 Event set ups must be complete prior to th
12. 2 wagons beneath the pavilion depending on event needs e The cement pad south of the pavilion can support a refrigerated truck for beverages Page 18 Insurance Indemnification Users must provide the following insurance information prior to occupancy of the site Liability Insurance Certificate 1 000 000 Liquor Liability Certificate 500 000 Liability Insurance Certificate 1 000 000 for Edward s Street closure Both general and liquor liability certificates must hold harmless and additionally insure the following parties Downtown Kalamazoo Incorporated Downtown Kalamazoo Association Charities Downtown Tomorrow Incorporated Kalamazoo Downtown Development Authority City of Kalamazoo Central City Parking AMPCO Parking Agents officials and employees of the foregoing organizations Page 19 Serving Food Food vendors are allowed on site All vendors must comply with the rules and regulations prescribed by the Kalamazoo County Health Department Failure to comply with those regulations will result in the loss of the security deposit To maintain the integrity of the site and to prevent damages and repair costs to the user it is strongly recommended that all food vendors who cook on site be located in Edward s Street Catered events that do not require grilling or warming of food with grills do not apply to the following regulations The following rules are enforced by ACFP staff any
13. 51 application 5 12 14 16 22 34 armed encounter 36 37 attendance 14 25 33 38 banners 24 bomb threat 36 37 Central City Parking AMPCO 19 35 49 check in procedures 7 14 20 check out procedures 7 16 20 City of Kalamazoo 12 19 24 27 29 34 cleaning 5 15 26 27 29 30 closing time 5 21 27 cooking 18 20 30 coordinator electrical 16 22 First time 7 8 49 lighting 16 parking 28 probation 9 10 requirements 5 6 7 52 shadowing 7 8 trash removal 29 damage 9 10 20 38 39 40 512 documentation due dates 6 7 13 14 28 32 49 52 downtown businesses 4 7 28 38 Downtown Kalamazoo Association Charities 1 4 8 10 12 15 19 24 28 34 37 39 49 53 Downtown Kalamazoo Incorporated 2 7 11 13 19 28 37 Downtown Tomorrow Incorporated 19 dumpsters 20 29 38 39 46 Edwards Street 19 20 23 24 28 31 32 40 Eleanor Street 28 31 36 electrical 16 22 23 emergency 5 15 36 38 evacuation 36 38 event setup 6 7 14 26 tear down 7 15 16 26 29 30 31 fees 49 50 fencing 21 22 23 25 40 50 fiber optic 16 17 23 Fire amp Life Safety 20 22 32 fireworks 6 food 6 14 20 30 31 Grey water 20 Horse Patrol 39 inflatable devices 6 Insurance 6 14 19 34 irrigation 23 43 Jumping Jewell Fountain 16 23 Kalamazoo Avenue 26 28 Kalamazoo County Health Department 20 31 Kalamazoo Department of Public Safety 11 27 36 38 39 Kalamazoo Downt
14. DOWNTOWN KALAMAZOO ASSOCIATION CHARITIES Arcadia Creek Festival Place Updated June 12 2013 Page 1 141 E Michigan Ave Suite 501 Kalamazoo MI 49007 Phone 269 344 0795 e Fax 269 344 0898 www downtownkalamazoo org Page 2 Table of Contents G iding PLINCIDIOS 5 21 kike ias 4 General Event Policies 0 0 ccc cece en eee nen nee nenns 5 Coordinator Requirements a 44 cess iaa 7 Probation Program amp Negligence Policy 0 ccc cece eee eee ees 9 Passive Use Guidelines 0 sr AAA 11 Movie Film Showing Guidelines o oooooooomommomommooo 12 KI SUAEE ACCESS i renamed nie Glavin i tola dd eek sata 13 How to Reserve the Arcadia Creek Festival Place 14 THE Arcadia Stata A A Eee ae ee a 16 The Arcadia Pavillon seeren a ashy RA E 18 Insurance amp Indemnification 0 0 0 ccc ete ee eens 19 Serving PODA MAA wo cee ere AS 20 Servins AICON O entrada Gate wick uh ie area ne ee Hed MAE as aa 21 Electrical Ata Mat teammate RA lai 22 PP Oth Red pe See ee aamen OA OR eae Re eae ete end 24 INC Cw a aco ak ea Se DON cre ass deka PG OIE ee E hee E 25 MOMIA Moh eh oe ED EPO ee BRR EEO OEE 26 LIVE ENLerainmentces vs ia te thea pe pee ee Plead ee aoe ap eel 27 E cpa wes a E O a ise atk ORR 28 TSE EE AA 29 Pressure WAS ARS 30 Portable RESllOOMS s errs Esmas EE e 31 CA RN 33 SECO Mic NEVA AAA 34 Emereency Response Placa AREA AA 36 Mounted Police Patrols inci eS 39 Festival
15. Staging Area is required to be restored to its original condition by 8 00 a m on the following business day after the event closing time as indicated on the application NO EXCEPTIONS If you are in an agreement with a vendor that is not able to pick up festival related items including but not limited to dumpsters portable restrooms loose trash and debris and or trailers then an alternative location must be found If any event related items are still found in the Festival Staging Area after this time the event is subject to additional fines program probation and could face possible late night status termination Page 40 Additional Requirements e Any damage to this area will be charged to the festival including but not limited to fencing landscaping or asphalt surface e Dumpsters must be placed on plywood locked during overnight hours and are to be covered at all times unless trash is being dumped IMPORTANT There will be no warnings for the previously stated violations Negligence could result in additional charges program probation and possible loss of late night status if applicable In the event of a violation all cases will be reviewed by DKI Staff and the DKA Charities Board of Directors Please remember that the Festival Staging Area is a rented space that is privately owned and operated Repeated negligence will result in termination of the Festival Easement Agreement for all events The Festival Easement Agr
16. Staging Areas ia AAA AR be Ades 40 Temporary Stage USE 2465 2h al Pe as 42 Irrigation Systemi samas RES ORR teal et een REE 43 Appendix A Maps ius ances SAR ERAN 44 Appendix B SES A AR ad 49 Appendix C Event Information Packet oooooooocomoomoooo 51 Agreement si oa We N a Sah actuate ot ete at Wt dt tata ba eS hen an her s 52 o A Salata gal ele Sense aa ed anaes Saas 53 Guiding Principles Special events festivals that take place in the Arcadia Creek Festival Place in Downtown Kalamazoo and that are supported by the DKA Charities Board of Directors will promote the overall well being of Downtown Kalamazoo These events will attempt to meet the following criteria 1 Have a theme that enriches the quality of life in the community and that is maintained for the duration of the event 2 Have a variety of revenue sources rather than depending solely on late night alcohol sales 3 Complement Downtown Kalamazoo businesses 4 Enhance the image of the Downtown Kalamazoo environment through education and positive exposure 5 Appeal to families and individuals of all socioeconomic and ethnic backgrounds Page 4 General Event Policies 1 10 Schedule no more than five major themed late night events from June through September 10 9 96 Every fifth year the DKA Charities Board of Directors will reassess downtown s need for additional late night events 7 1 2010 Require that each major themed event
17. al 0 6 hours 300 Pavilion Only Rental 200 B Maintenance Fees Late Night Events 300 General Events 200 Half Day Events 100 Private Events SO C United Lot Rental Fee per weekday 95 D Alcohol Fee per day 100 Post Event Fees due within 30 days after final invoice A Fencing 435 Fee includes rental of fencing and stanchions only placement of stanchions and fencing is done by event staff B Power Washing 55 hour plus materials Includes hours spent to remove stains or markings on the surface C Electrical 11 00 kw h Direct read from electrical meter on site Page 49 Edwards St Closure 945 variable VARIABLE COST Direct cost from company providing product Parking Meter Rental Fees Direct cost from Central City Parking Non Profit Rate 4 meter per day For Profit Rate 8 meter per day v Other Fees A First Time Events are required to pre pay 75 of all DKA Charities estimated expenses after application approval according to the following periodic time table 6 months prior to the event 25 3 months prior to the event 50 1 month prior to the event 75 A 100 00 Late Charge will be assessed if a scheduled payment is not received within 30 days of the date indicated on the final post event invoice and every 30 days thereafter Page 50 Appendix C Event Information Packet Appendix C must be signed and returned accompanied by Pre event Cost Payments no less than 30 days p
18. amazoo Department of Public Safety 269 337 8994 General inquiries or concerns can be directed to Downtown Kalamazoo Incorporated at 269 344 0795 Page 11 Movie Film Showing Guidelines 1 Promotion of the film must address and support the City of Kalamazoo curfew ordinance 2 The following information must be provided at the time of the application in order to determine the film s eligibility to be shown publicly 2 1 Movie Film Title 2 2 Movie Film Rating 2 3 Two movie reviews from a major media source 2 3 1 Addressing content review v quality 2 3 2 Source must be cited 2 4 Copy of license to show film 2 5 Listing of equipment to be used 2 6 Target audience 2 7 Agreement to incorporate DKAC message disclaimer as a preview to film showing appropriateness of the film for children Information about the content of the film should also be provided at this time Page 12 DKI Staff Access Authorized DKI staff have the right to enter the ACFP during any time of the rental period programmed or otherwise for observation and monitoring purposes or to assist with any difficulties should they occur All security staff must be properly informed of this understanding DKI staff members have been provided with and are required to show identification cards DKI authorized staff listing must be included in the events access list provided to the security vendor This listing will be provided to the event coordinator 30 days prior to
19. an 500 attendees are required to provide security from the following list of pre approved security vendors Absolute Security 616 245 4500 Grand Haven MI A amp H Investigation 269 342 8630 Kalamazoo MI Elite Security 269 383 6391 Kalamazoo MI Great Northern Sentry 800 605 4044 Kalamazoo MI Securitas Security 269 345 2076 Kalamazoo MI A minimum of two security staff must be present overnight for events that are longer than one day and include equipment left on site during that time Event Security must be able to provide at any time a current State of Michigan license to provide security services Each security firm must provide evidence of Commercial General Liability Insurance with limits of no less than 2 000 000 CSL Combined Single Limit and must hold harmless and additionally insure the City of Kalamazoo Downtown Kalamazoo Inc Downtown Kalamazoo Association Charities Inc Downtown Tomorrow Inc the Kalamazoo Downtown Development Authority AMPCO Central City Parking and agents officials and employees of the foregoing organizations A duty roster identifying all personnel who will be on duty during each event including their respective timeframes amp written accounting of daily activities for each duty day taking note of ejections and injuries in particular are all required from the Crew Leader The following criteria must be met for the Crew leader during each shift during each event Benot le
20. ck in Page 51 Arcadia Creek Festival Place Policies 8 Procedures Manual Acknowledgment I acknowledge that have received and read the policies and procedures contained in the Arcadia Creek Festival Place Policies amp Procedures Manual understand that it is my responsibility to consult a DKA Charities staff member if have any questions that are not answered in this manual The user s manual describes important information about the use of the Arcadia Creek Festival Place further understand that DKA Charities reserves the right to add to eliminate or otherwise change at any time any of the procedures and policies described in this manual understand that any changes will be communicated through official notices have received the manual and understand that it is my responsibility to read and follow the policies contained in this handbook and any changes made to it Unawareness of a particular policy or procedure does not constitute an acceptable reason for non compliance Any incident of non compliance will result in the loss of security deposit and the possibility of incurring specific damage costs Festival Coordinator Signature Date Name print Title Organization Representative Signature Date Name print Organization Title Page 52 Index accessibility 15 24 31 advertising 6 alcoholic beverages 4 5 11 14 18 19 21 25 26 49 Appendix A 44 Appendix B 49 Appendix C
21. commended that inch plywood be used All cords must be covered General stage electrical includes o 4 GFI Double Duplex 20 amp 120 volt receptacles on the back wall o 6 GFI Double Duplex 20 amp 120 volt receptacles on the back wall of the stage planting bed Lighting o There is permanent general lighting on the stage o Special lighting may be setup There are 3 rows of rigging points located on the stage Weight restriction for each rigging point is 2 000 Ibs High lifts are needed to reach rigging points It is the responsibility of the user to provide the lift and light placement services Any ties ropes used must be removed during tear down Any ties or hooks remaining after check out will be removed at the cost of the event User must detail in writing the fiber optic request for their event if it is to be different from the system s normal running cycle West side enclosure LIGHTING CONTACT o Lighting connections 200 amp 120 208 volts Three Phase Power Three phase power with Crouse Hinds Cam Lock connections Black White Blue Red amp Green Page 16 Fiber Optic Illuminator to feed of the fiber optic lighting not to be changed Sound o The stage does not have a built in sound system o ACFP staff are not responsible for the inappropriate placement of speaker sub woofers and or amps that create a noise complaint It is important to be sure that the established directional soun
22. d projection angle is maintained An acoustical sound study was conducted for the stage and in relation to the pavilion and the architectural design was found to be appropriate Volume levels and adherence to sound ordinance is the sole responsibility of the user o User must provide written detail when using supplementary lighting cans affixed using rigging points o User must provide written detail regarding the use of cord cable covers User is responsible for the replacement should they be lost or stolen East side enclosure SOUND CONTACT Lighting connections 200 amp 120 208 volts Three phase power Three phase power with Crouse Hinds Cam Lock connections Black White Blue Red amp Green Fiber Optic Illuminator to feed of the fiber optic lighting not to be changed Page 17 The Arcadia Pavilion The Arcadia Pavilion is designed as a multi use event staging area The following guidelines are important to note Absolutely no cooking is allowed under the pavilion Each rigging hook can support up to 200 lbs Permanent lighting is adjustable and provides sufficient light that additional lighting is unnecessary The pavilion was configured in order to provide a flexible beverage service area The entrance was designed to allow entrance for a 6 tap wagon must be no more than 9 ft in height and 16 ft in width e Vehicles cannot remain attached to any trailers during the event e Itis possible to fit
23. duplex 20 amp 120 volt receptacles Irrigation System controller Breaker for fountain controller located in Panel WA Cabinet 3 Located at the east side of the site this cabinet is located on Edward s St directly west of the globe building This is the location of the secondary electrical meter This cabinet contains Panel EB 225 amps 120 240 volt single phase power Panel EBB 400 amps 120 240 volt single phase power 24 GFI double duplex 20 amp 120 volt receptacles 8 Single 30 amp 120 volt receptacles requires fabricated 30 amp extension cord 10 Single 50 amp 240 volt receptacles requires fabricated 50 amp extension cord Cabinet 3A Located on the rear of cabinet 3 This cabinet contains Panel MDP 800 amps 120 240 volt Single Phase Power Panel MDP is the feeder panel for panels EB EBB Cabinet 4 Located at the north west side of the site this cabinet is located in the planting bed adjacent to the stage This cabinet contains Panel L 225 amps 120 208 volt Three phase power 5 Switches adjacent to Panel L for lighting control Back row of stage down lighting 2 fixtures Equipped with dimmer Front row of stage down lighting 3 fixtures Equipped with dimmer West side Fiber Optic Settings are NEVER to be adjusted East side Fiber Optic Settings are NEVER to be adjusted Foot lighting fixtures on loading ramp These must remain on during evening events
24. e s an electrical cabinet is permitted to be open during an event is for temporary maintenance service 8 It is the event coordinator s responsibility to make sure that an open electrical cabinet is never left unsupervised 9 For fire and safety guidelines please refer to the Fire amp Life Safety packet 10 General Electrical Information GFI Double Duplex 20 amp 120 volt receptacles are located on every other brick fence column within the site Each acorn light post includes a single GFI 20 amp 120 volt receptacle at 10 0 above grade Cabinet 1 Located at the east side of the site this cabinet is in the midst of the planting bed that borders the fenceline east of the pavilion This cabinet contains Panel EA 200 amps 120 240 volt single phase power Panel EAA 200 amps 120 240 volt single phase power Five 5 switches adjacent to panel for lighting control of West Side Entrance Column Sconces North amp East Fence Column Globes Page 22 Plaza Area Acorn Posts South Park Area Acorn Posts Pavilion Up Down Lighting Control for Arcadia Pond Water Fountain not to be changed Cabinet 2 Located at the west side of the site this cabinet is in the midst of the planting bed that borders the fenceline west of the children s play area This is the location of the primary electrical meter This cabinet contains Panel WA 400 amps 120 208 volt Three phase power 2 GFI double
25. e start of programmed activities This is to insure the safety of participants 9 6 05 Pyrotechnics fireworks or other exploding entertainment items are strictly forbidden within the Arcadia Creek Festival Place Those events seeking this sort of entertainment are encouraged to look beyond the site 10 5 06 All events planning to provide a Bounce a Round or other inflatable jumping device for their participants must provide the following documentation 30 days prior to the setup of their event Should the coordinator fail to provide this documentation the inflatable jumping device will not be permitted 10 5 06 18 1 Liability insurance from the vendor providing the inflatable jumping device 18 2 Liability Insurance from the event s insurer indicating that they are aware and are providing coverage for the inflatable jumping device Obtaining media coverage prior to the approval of an event s application is strictly prohibited for events with less than two successful years of holding an event at the Arcadia Creek Festival Place Should media coverage be obtained prior to an approval a penalty fee of 250 00 will be applied and must be paid prior to the event taking place 10 5 06 Page 6 Coordinator Requirements 1 Both primary and secondary coordinators as identified on the application form must be a minimum of 21 years of age at the time of application 2 Either the primary and secondary coordinators as identifi
26. eather in the area When evacuating the site of patrons it is recommended that staff amp volunteers sweep through the site in pairs Use event security staff to assist in evacuation procedures Recommended Evacuation Locations e Kalamazoo Ramp Parking Structure Lower Level e The Radisson Hotel e Kalamazoo Valley Community College Museum e Globe Building Basement Coordinator s amp Volunteers Only e Shakespeare s Coordinator s amp Volunteers Only Calling 9 1 1 Emergency situations include but are not limited to health problems physical altercations armed encounters bomb threats and severe weather Public Safety has requested and can act most efficiently when the primary or secondary coordinator is designated as the point communicator for detailing an emergency situation Details should include e Type of emergency and the status of the incident e Exact location of the incident e Directing the dispatcher to the best location for an emergency vehicle to approach the site All emergency vehicles should be instructed to enter and exit the Arcadia Creek Festival Place off of the Eleanor Street entrance or the United Parking Lot off of Water Street Armed Encounters If shots are heard it is advised to get down to the ground immediately and lay as flat as possible If the time and situation permits a public message should be made to all on site to get down on the ground Public Safety will provide instructions from
27. ed on the application form must be on site at all times the event is open to the public 3 Both primary and secondary coordinators as identified on the application form can be changed only by prior approval of the DKA Charities Board of Directors 4 First time ACFP Events Coordinator have additional responsibilities that must be met prior to their event taking place 4 1 First time ACFP Events Coordinators must provide 75 of all DKA Charities estimated expenses after application approval according to the following periodic time table 6 months prior to the event 25 3 months prior to the event 50 1 month prior to the event 75 Note This is in addition to collecting the security deposit in the amount of 500 which will be cashed immediately 4 2 Demonstrate their efforts to include downtown businesses 4 3 The Primary or Secondary Coordinator must complete one of three options 4 3 1 A weekend of shadowing with an approved ACFP coordinator Shadowing requires the following A Check in Procedures with DKI Staff and the Event Coordinator B Check out Procedures with DKI Staff and the Event Coordinator C Minimum of 2 hours of observation of Festival Setup D Minimum of 2 hours of observation during Festival E Minimum of 2 hours of observation of Festival Tear down or 4 3 2 Have retained an approved ACFP coordinator to consult before and during their event or 4 3 3 Submit a professional event management re
28. eement may be obtained from Downtown Kalamazoo Association Charities for further clarification and understanding Page 41 Temporary Stage Use The Arcadia Creek Festival Place provides an area adjacent to the permanent stage for a secondary stage This area provides for a 40 foot by 25 foot area It is important to note Footing material is required for stage legs Plywood squares 2 foot square recommended User must recognize that the placement of a secondary stage may affect noise ordinances Speakers should be adjusted to point in a southeasterly direction User must realize the probability of damage to the grassy area any damage to the area must be repaired at the cost of the user Page 42 Irrigation System The ACFP sprinkling system has 24 sprinkling zones For events lasting more than 2 days the user must identify zones that can be sprinkled from 3 a m to 7 a m It is understandable that the zones will vary depending on the setup of each event Appendix A Maps contains the irrigation zone listing Zone WON m Om ta N a o vio V 5 G IS SI O D gt 3 la ot e ajz lt a jon D IM OL us m sla Fe Dn 3 ln min vjz E wim a 1 a a c w 2 5 9 an u mis gt 53 O oo sSi m 01 B a jN le NIN IN IN JIN ele e a ji ja hi jo SIGINIBISISIBISISIGISISIKIBIS SiZ2 2 D 0 m oe 3219 13 319198 9 vloloj 2 2 slo o ojo o a aigla 213 8 8 5 3 8 2
29. el Two Probation is enforced immediately following an event if negligence occurs for a second time 2 1 2 2 2 3 2 4 Should negligent behavior have occurred a penalty equal to 150 of the cost of any repairs in addition to the cost of the repairs will be issued on an event s final invoice Security deposit is raised to the 1 000 00 level The event s sponsors will be notified of the situation Event will lose late night status if applicable 3 Level Three Probation is enforced immediately following an even event if negligence occur for the third time 3 1 3 2 3 3 3 4 Should negligent behavior have occurred a penalty equal to 200 of the cost of any repairs in addition to the cost of the repairs will be issued on an event s final invoice Security deposit is raised to the 1 000 00 level The event s sponsors will be notified of the situation Event will lose late night status if applicable Page 9 3 5 The next event planned will be overseen by another coordinator as identified by a DKA Charities representative at the expense of the event during setup periods all hours the event is open to the public and tear down periods 4 If an event fails to meet expectations for Level Three Probation they will no longer be permitted to utilize the Arcadia Creek Festival Place 5 Ifan event successfully completes 3 years of violation free events they will be removed from probation
30. g electrical cabinet Water spigot Pavillion truck access Ornamental gateway aligned on Eleanor Street greets visitors from the west Festival tent space and tie downs pro vided along Edwards Street Drinking fountain Arcadia Pond Electrical cabine Landscape planting beds Childrens play areawith rubberized Pedestrian bridge provides ac surface and perimeter brick seat wall cess to the Festival Place from the south Brick wall seating area along south bank of Arcadia Pond TT Maint Clean Up Zone CO Port a Jon Zones Ol Support Vehicles amp Dumpters depends on tent locations Page 47 Arcadia Creek Festival Place Pavement Limitations Cie with high branched shade trees provides a landscape buffer around the site without limiting visibility Ornamental gateway introduces Kalamazoo Avenue travelers to the Festival Place Fabric covered band shell with and Mona raised planting bed barrier free ramp access fiber optic lighting and clec trical and sound control cabinets Stone dust walks link the various Festival place use areas Electrical cabinei Ornamental fencing with brick pillars and globe lights Yard hydrant Fabric covered pavillion structure Interactive ornamental fountain Electrical cabinet Brick plaza creates attractive setting for special events Grey water dumping station Landscape plantings bed y Edwards Street wa ter connections a
31. inished Any cleanup necessary afterward will be completed and charged to the event The event coordinator will be notified before the additional cleaning takes place Page 29 Pressure Washing Upon the close of each event ACFP staff arranges service for pressure washing It should be noted that every effort has been made to reduce the cost burden passed through to the event Any areas utilized by the event will be pressure washed and returned to their pre event condition The use of tar paper in cooking areas will greatly reduce the cost Should an event s tear down activities not be completed by nightfall the pressure washing will continue the following morning Page 30 Portable Restrooms The placement of portable restrooms is guided by the Kalamazoo County Health Department if there is food service It is important to note that one restroom is required for every 500 people for events lasting more than two hours A portable restroom should be made available for persons with disabilities available from any portable restroom vendor If there are more than twelve restrooms placed on site it is required that they are placed on either Koopsen s Alley south of the Eleanor St gateway or on Edward s Street For a smaller number of restrooms the cement area adjacent to the children s play area is suitable Health and sanitation regulations set by the Kalamazoo County Health Department must be followed when determining the loca
32. maintain its theme for the duration of the event Events that choose to alter the theme prior to closing must end by 11 30 p m 10 9 96 Schedule other events that meet guiding principles but require them to end at 11 30 p m 10 9 96 All events must stop alcohol sales one half hour before closing time 10 9 96 Schedule no more than two of the same specific types of major themed late night events in the same year 12 12 96 Attempt to schedule the five major themed events evenly over the months of June through September 10 9 96 Attempt to grant renewal of traditional events and attempt to grant renewal of their same dates each year 10 9 96 Events dates will be approved per a three tiered system based on event seniority specific to the Arcadia Creek Festival Place 9 1 11 9 1 The five major themed late night events 9 2 Events with late night extensions 9 3 All other subsequent event applications will be reviewed on a first come first serve basis Closing Time for general events on the premises must end by 10 30 p m Sunday Thursday and by 11 30 p m Friday and Saturday Events granted a late night designation must end by 12 30 a m Sunday Thursday and by 1 30 a m Friday and Saturday The premises must be vacated by all persons including guests and invitees of the event no later than one half hour after closing time with the exception of event staff security and cleanup personnel Page 5 1
33. nd Ornamental post lighting electrical cabinet Water spigot Pavillion truck access Ornamental gateway aligned on Eleanor Street greets visitors from the west Festival tent space and tie downs pro vided along Edwards Drinking fountain Electrical cabinet Landscape planting beds Childrens play arcawith rubberi y s Pedestrian bridge provides ac surface and perimeter brick seat wall cess to the Festival Place from the south Brick wall seating arca along south bank of Arcadia Pond taan 2 Axle Pick Up or Van Load Limits 4 Concrete cars light pick up trucks occasional box trucks Brick Pavers cars light pick up trucks occasional box trucks 2 3 Axle Large Pick Ups Vans Trailers Load Limits 6 Concrete cars pick up trucks box trucks small vendor carts 8 Concrete cars pick up trucks box trucks vendor carts semi trucks Page 48 Appendix B Fees Application Fee non refundable 100 Due at time of application submittal Security Deposit cashed but refundable 500 Due upon DKA Charities approval of an event Deposit is forfeited should there be a policy procedure violation or if an event is cancelled or date is changed after approval is given Amount is based on 50 of rental fee not to exceed 500 Pre Event Fees due 30 days prior to the event Rental Fees include setup and tear down times A Rental Fees per day Full Day Rental 600 Half Day Rent
34. nd use the premises is temporary and revocable at the will of DKA Charities or its designated staff member without prior notice or cause The site user does not and will not acquire property rights to the premises Changes to this agreement must be made in writing and signed by both DKA Charities and the site user Site Set up Each event is responsible for providing a detailed listing of set up related items that an ACFP staff member will be responsible for attending to these items are found in the Appendix C by the event coordinator and returned 30 days prior to the event Prior to the start of set up a check in meeting must be conducted This insures that both the user and the ACFP staff member are acutely aware of the site s condition prior to the start of set up Any questions or concerns of the user can be addressed at this time Page 14 Accessibility The event coordinators are responsible for maintaining a secure and safe environment for their customers and attendees Including but not limited to Maintaining accessible pathways and entrances Permit un obstructed access for emergency personnel should it be required Tear Down All equipment and other property belonging to an event must be removed from the premises by 8 a m the next business day Failure to comply may result in the loss of security deposit as is outlined in Appendix B This includes the event maintenance clean up area map in Appendix A Physical improvemen
35. nd warnings e Weather related issues could fall under the purview of the Kalamazoo Department of Public Safety KDPS if it were a life safety issue such as a tornado e KDPS under the authority of the International Fire Code 101 2 reserves the right to impose a closure or other restrictions based on weather or other concerns affecting the safety of the public e The Fire Marshal can shut down the Arcadia Creek Festival Place for Fire Code violations e The Chief of KDPS or his her designee can shut down the site if there were issues of emergency related situations which were determined to be issues of public safety e Noise issues will be addressed by KDPS with the event coordinator e All other issues are left up the event coordinator Page 38 Mounted Police Patrols The Kalamazoo County Sheriff s Mounted Division i e Horse Patrol is an integral part of crime prevention tactics in downtown Kalamazoo The DKI Safety Committee allocates monies annually to secure mounted service through the Kalamazoo County Sheriff s Mounted Division for high trafficked events that include each of the major themed Signature 5 festivals the extended Art Hops and New Year s Fest of Kalamazoo Mounted deputies can be seen patrolling through parking lots main and side streets and in the general area of large attended events to assist with crowd control keeping an eye on things from a higher vantage point and act as a good ambassador to downtown
36. ndicated on the site map When a blower system is used attention must be paid to protect the pebble paths and planting areas Per City of Kalamazoo Noise Ordinance trash removal cannot be conducted between the hours of 10 p m and 7 a m User must provide adequate trash receptacles and trash dumpsters for trash disposal Event boxes with liners are acceptable trash receptacles Event is responsible for removing trash from ACFP permanent litter bins and replacing liners with those provided User must remove all trash from the premises by the close of the tear down day Exceptions are made for those events with tear down on Sunday in which case trash receptacles must be removed by 7 a m on Monday Trash receptacles must remain within the approved event area Unattractive barrels receptacles are not acceptable as deemed by ACFP staff Upon completion of the daily clean up process all trash bags must be inside the dumpster Upon completion of the daily clean up process dumpster must be closed and secured to prevent removal of trash overnight Should trash be removed from the dumpster and found elsewhere within the event area the user is still responsible for its clean up and removal Users must also daily remove trash from the perimeter area of the festival place It is our expectation that the site will be returned to its pre event state of cleanliness after the event is complete and pressure washing is f
37. nei globe lights Yard hydrant Fabric covered pavillion structure Interactive ornamental fountain Electrical cabinet Brick plaza creates attractive setting for special events water dumping station Edwards Strect wa ter connections and Ornamental post lighting electrical cabinet Water spigot Pavillion truck j access Omamental gateway aligned on Elcanor Street grects visitors from the west Festival tent space Drinking fountain Electrical cabin Landscape planting beds Childrens play areawith rubberized Pedestrian bridge provides ac surface and perimeter brick scat wall cess to the Festival Place from the south Brick wall seating area along south bank of Arcadia Pond IM Large Tents with Tie Down System Free Standing Tents Only No Staking Page 46 Arcadia Creek Festival Place Event Zones Greenbelt arca with high branched shade trees provides a landscape buffer around the ay introduces Kalamazoo e s to the Festival Place Fabric covered band shell with raised planting bed barrier free ramp i i i access fiber optic lighting and elec i 3 all s link the various Festival trical and sound control cabinets Electrical cabinct pa ri ing with brick pillars and Yard hydrant Interactive ornamental fountain Brick plaza creates attractive setting for special events Landscape plantings Edwards Street wa ter connections and Ornamental post lightin
38. o known as the United Lot The Signature Five late night events will be granted access to the United Lot annually All other festival coordinators will be required to submit a detailed written plan for using and controlling the United Lot and vehicle ingress egress relative to the staging area This should include a scaled map found in Appendix A Maps showing the locations and size of permanent for the duration of the festival staging objects trailers trucks etc Rules amp Regulations e Events are required to pay a fee outlined in Appendix B Fees to use this additional rented space A Central City Parking employee will be required to police the lot for each weekday from 7 30 a m 5 00 p m that is rented This will be coordinated by DKI staff in advance e The Festival Staging Area is for staging purposes and deliveries only No parking outside the staging area is permitted at any time Downtown Tomorrow Inc Kalamazoo Downtown Development Authority United Building L L C amp Globe Building L L C all reserve the right to enforce towing e Vendor deliveries and drop off s are limited strictly to 15 minutes e If DKI staff receives and confirms any communication from Plazacorp that event related activities are interfering with normal business operations the event will be subject to additional fines The second notification could result in program probation and immediate loss of the United Lot e The Festival
39. on an individual basis Page 24 Fence Fencing is required for those events serving alcohol or events whose attendance is estimated at over 2 500 per day All fencing used on site must be rented from the Arcadia Creek Festival Place Fence is provided in 300 150 and 50 foot sections and tagged for easy identification tags must remain attached The following fencing regulations are monitored by ACFP staff Fence cannot be extended further than 25 feet between stanchions Fence cannot be cut to fit section lengths extra length should be neatly wrapped around the stanchion and zip tied in place All fencing must be returned at the close of the event zip tied together and piled neatly near the pavilion Fencing placed along the outside perimeter must be installed with care for planted material trees and shrubs 200 Ib stanchions can support 25 ft of fencing Smaller 100 Ib stanchions should be used only for smaller sections of fencing ACFP staff will assume responsibility for installing fence around planting beds and the Arcadia Pond ACFP user is responsible for installing fence in any other areas Based on submitted layout ACFP staff may deem additional areas as requiring fencing Alcoholic events are subject to fencing regulations set forth by the Michigan Liquor Control Commission This includes but is not limited to a temporary six 6 foot fence surrounding the entire premises must be installed
40. ons including those of the Michigan Liquor Control Commission In addition the user must comply with the following ACFP requirements Violation can result in suspension of alcohol service and loss of the security deposit Sales of alcoholic beverages must cease one half hour before the close of the event or earlier if mandated by the Michigan Liquor Control Commission Fencing requirements of the MLCC must be strictly adhered to More information can be found in the Fence section of this booklet Page 21 Electrical Information 1 Site users are responsible for understanding and using the four electrical cabinets on site 2 Any event utilizing the specialty electrical hook ups stage cabinets or hooking into any of the electrical boxes must hire an electrician 3 Should there be any questions on the use of any of these electrical systems the site user should consult their hired electrician 4 Any event utilizing the specialty electrical hook ups stage cabinets or hooking into any of the electrical boxes must hire an electrician 5 Charges for electrical use by the site user are determined by the number of kilowatt hours used by the event The electrical meters on site will be read before and after each event 6 All doors to the site s four electrical cabinets must remain closed at all times from the time the event begins until the time that the event ends as identified on the application form 7 The only tim
41. ordingly Edward s St must be completely closed prior to the installation of tents Personally owned tents must be properly self anchored Tent vendor contact information and tent information must be included as a part of Appendix C Users that do not comply with these rules and regulations by placing tents in an unapproved manner will face forfeiture of the security deposit The use of unapproved vendors can result in immediate removal of the rented tent and or the event For fire and safety guidelines please refer to the Fire 8 Life Safety packet Chapter 24 Tents Canopies amp Other Membrane Structures All user are required to submit an Application for Temporary Structure to the City of Kalamazoo Hard copy applications can be picked up at the Community Planning amp Development office at 415 Stockbridge The Application is also available online http www kalamazoocity org portal government php page id 303 ACFP staff has the authority to remove tents without a Permit to Assemble Page 33 Security Users are required to provide certified professional on site security staff for the overall safety and security of its attendees for events that serve alcoholic beverages All other non alcoholic events will be reviewed on a case by case basis at the time of application review The number of security staff shall be based on the historical and or anticipated attendance of the event Events expecting more th
42. own Development Authority 19 34 39 Koopsen s Alley 28 31 late charge 49 late night 4 5 9 14 27 28 39 40 51 extension 5 6 Liability 6 19 34 53 liquor 19 49 Lighting 16 18 22 23 Maps 44 48 marketing plan 14 media 6 12 MLCC 21 25 36 49 movies films 12 music 27 Negligence 9 10 40 noise 14 17 27 29 41 open flames 6 ordinance 12 17 27 29 41 overnight 29 34 40 parking 26 28 39 49 pavement limitations 26 47 pavilion 6 17 18 20 22 23 24 25 26 Payment Timeline 7 10 50 physical improvements 15 plantings 25 29 Portable restrooms 31 32 Pressure washing 26 29 30 47 private parties 6 49 refrigerated trucks 18 26 safety 6 14 15 20 22 33 39 Security 13 15 27 34 35 Security Deposit 7 9 10 15 16 20 21 26 27 32 49 52 severe weather 36 38 Signage 24 smoking 51 sound 16 17 27 sponsors 9 14 15 51 stage 16 17 23 24 26 staking 10 24 32 street closure 14 19 28 33 49 tar paper 20 30 tent lag system 14 32 tents 33 35 35 traffic 24 26 trailers 18 26 44 theme 4 5 towing 28 trash 29 38 39 United Parking Lot 10 36 40 41 49 vehicles 10 11 18 24 26 28 36 44 vendors 6 14 15 20 28 31 33 34 40 41 44 48 weddings 6 weight restrictions 16 18 25 26 44 Water Street Lot 9 28 36 Page 53
43. proper receptacle and retain them on a leash no longer than 6 feet at all times e Vehicles bicycles skateboards scooters and other similar contrivances are prohibited unless otherwise approved by the City e Grilling at the Arcadia Creek Festival Place is prohibited unless at a sanctioned event e Tents awnings or similar structures are prohibited without prior written consent e Sleeping or lying down to rest is not permitted at any time on a paved or otherwise improved surface including stages and other elevated areas e Washing clothing or other objects in the jumping jewel fountain drinking fountain faucets spigots or the Arcadia Creek is prohibited e Use of electrical outlets is prohibited without prior written consent e Park equipment fixtures and other objects shall be used only as intended e Please protect the site s facilities and respect the rights of other users e No person shall consume or possess alcoholic beverages in the park unless purchased at a sanctioned event e If rented by a sanctioned event additional rules may apply e A public safety officer may require any person violating these or any other City of Kalamazoo ordinance to leave the Arcadia Creek Festival Place A person who refuses to leave after being requested to do so by a public safety officer may be charged with and or arrested for trespassing Any activities that are not in keeping with the use and respect of the site can be reported to Kal
44. rior to the beginning of an event as stated on the Application and Rental Agreement DKAC does have the ability to cancel the rental agreement and shut down any event that does not submit required payments and or documentation before the required deadlines If any of the listed documents below have not been turned into DKAC staff 30 days prior the event will be subject to loss of security deposit and all other pre event payments Please attach the following documents with Appendix C 0 0 00 0 0 0 0 1 0 0 0 0 Signed ACFP Manual User Acknowledgement pg 52 Detailed Event Layout Maps Maps will include but are not limited to entrance s 8 exit s fencing tent placement tent size vendor placement portable restrooms dumpsters smoking area ticket booths and all other applicable event additions Event Brochure Handouts with promotional language for DKI Brochures Website Parking Needs Please be specific to site use Emergency Evacuation Plan and all Emergency Contacts Certificate of General Liability Insurance City of Kalamazoo Permit to Assemble Inflatable s Insurance If Applicable Signed Arcadia Creek Festival Place Rental Agreement Security Plan due 15 days prior Certificate of Liguor Liability Insurance due 15 days prior Approved MLCC Liguor Licenses due 15 days prior City of Kalamazoo Temporary Structure Certificate due at check in Vendor contact information amp approximate arrival times due at che
45. ss than 25 years old Have a high school education or its equivalent Have not been convicted of a felony Inthe last 5 years have not been convicted of Dishonesty or fraud Unauthorized divulging or selling of information or evidence Impersonation of a law enforcement officer or employee of the US Michigan or a political subdivision of Michigan llegally using carrying or possessing a dangerous weapon Two or more alcohol related offences Controlled substances Assault Page 34 Furthermore the following are requirements for ALL security personnel during events Be uniformed and easily identifiable unless specifically providing undercover services Be trained and experienced in crowd control use of force and site coordination techniques Be TIPS or TAM trained Have not been dishonorably discharged from the US military Page 35 Recommended Emergency Response Plan This general and basic plan should serve as a template for developing an Emergency Response Plan specific and unique to each individual event All coordinators should be familiar with this plan and develop their own detailed Emergency Response Plan and communicate it to staff and volunteers Each festival coordinator is responsible for developing their own respective Emergency Response Plan conducive to their event All festival volunteers vendors and security staff should be appropriately trained and or provided with a copy of the
46. sume or provide CSEP Certified Special Event Professional Certification Page 7 4 4 First time event coordinators cannot coordinate more than one event in their first season at Arcadia Creek Festival Place unless the following course of action is completed 4 4 1 The first time event coordinator will submit a request for consideration to the DKA Charities Board of Directors 4 4 2 Upon approval by the DKA Charities Board of Directors the coordinator will be granted an exception on a trial run basis 4 4 3 The first time coordinator will operate one event under careful observation and evaluation by the DKA Charities Board of Directors 4 4 4 Ifthe DKA Charities Board of Directors grants approval of the first event then the coordinator will be given permission to host a mutually agreeable number of events during that festival season Page 8 Probation Program amp Negligence Policy Note When an event is placed on probation it applies to both the coordinator major sponsor and the event 1 Level One Probation is enforced immediately following an event if negligence occurs for the first time 1 1 1 2 1 3 Should negligent behavior have occurred a penalty equal to 100 of the cost of any repairs in addition to the cost of the repairs will be issued on an event s final invoice Security deposit is raised to the 1 000 00 level The event s sponsors will be notified of the situation 2 Lev
47. that point forward Do not Page 37 attempt to take the gun from the perpetrator If approached it is important to not resist and give the suspect whatever it is that they want Remember their appearance with as much detail as possible Be a good witness All efforts will be made to eliminate guns in the site and under the rules no guns are allowed in the site and these rules should be explicably stated in the rules at the gate Under MLCC ruling event signage can state no guns and no concealed weapons Bomb Threat It is recommended that at least 1 hour before open that the Arcadia Creek Festival Place is cleared of all unauthorized persons A minimum of two people should conduct a full sweep of the site checking for any loose or suspicious items Any bags that enter the site during the event may be searched at the discretion of security and the festival coordinator In the case of a reported bomb threat the festival coordinator is responsible for notifying all volunteers vendors security and patrons about the potential danger The announcement should communicate that individuals can determine whether or not to leave until the threat is considered to be legitimate Shut Down Authority Procedures e The event coordinator is responsible to make their own decisions as they are on site to view and see the weather first hand e The event coordinator should consider current weather conditions weather service bulletins watches a
48. the pavilion on the cement only Trucks with 2 3 axles can back up behind the stage providing they do not block Kalamazoo Avenue Talent buses can be temporarily parked on Kalamazoo Avenue during the show All vehicles must follow vehicular traffic rules NOTE Any vehicle leakage or markings such as oil grease antifreeze or other fluids as well as tire marks etc on the site that are not removed by standard pressure washing at the close of the event will be appropriately cleaned or replaced at the cost of the user Page 26 Live Entertainment Live music at general events on the premises must end by 10 30 p m Sunday Thursday and by 11 30 p m Friday and Saturday Live music at events with late night designations must end by 12 30 a m Sunday Thursday and until 1 30 a m Friday and Saturday without seeking sound curfew exemption from the City of Kalamazoo The premises must be vacated by all persons including guests and invitees of the event no later than one half hour after closing time with the exception of event staff security and cleanup personnel However all events must comply with the City of Kalamazoo noise ordinance Users must submit a plan for playing amplified music and a plan to abate noise complaints Both items are contained in Appendix C The music plan should be delivered in the form of an entertainment schedule Should the Kalamazoo Department of Public Safety or ACFP staff request that the volume for
49. tion of portable restrooms Users must remove all portable restrooms by the close of their tear down day unless a prior arrangement has been made with ACFP staff See Appendix A for acceptable locations map Below is a recommendation from the Kalamazoo County Health Department Event coordinators are strongly encouraged to follow the guidelines below when determining the appropriate amount of portable restrooms for an event Event 1 2 3 4 5 6 7 8 9 10 Length Hr Hrs Hrs Hrs Hrs Hrs Hrs Hrs Hrs Hrs Number of Units ET TTTTTETE AAA Seadoo ORR mri ier ttt yet Page 31 TE APPR Ha do Roa iiidid dia MEE MEE a Tents A site drawing outlining the specific placement and type size of tents must be submitted as a part of Appendix C due no later than 30 days prior to the set up of the event All tents must be clean and in good condition ACFP staff has the authority to remove a tent based on its condition Tents may be placed on site using two main methods the following guidelines apply Tents that require a tie down system MUST be placed in Edward s Street and positioned to use the tent lag system only At no time can any tent be staked within the site or attached to permanent structures located in the site The tent lag system is set at 7 5 feet on center It is still possible for tents positioned at 10 feet on center to use the system by adjusting the tents acc
50. ts to the site shall not be coordinated or conducted by an event coordinator event sponsor or vendor All physical site improvements or special requests shall be communicated to the DKA Charities staff representative or be given prior written authorization Page 15 The Arcadia Stage Based on the application ACFP staff will work with event coordinators to outline the procedures for use of the stage This is a permanent stage and use of lights riggings and additional lighting structures will depend on the event Cable protector ramps are available for use on the stage at entrance and exit areas Failure to comply with the supplementary rules may result in the termination of the event the following year Please note the following when utilizing stage lighting sound connections Licensed electricians must be utilized when tying in electricity into any of the electrical panels on site Event coordinators are not permitted to change the light settings for fiber optics that trim the stage If there is evidence that the fiber optic lighting has been changed the security deposit will be forfeited The stage s electrical outlets are specifically designed to support advanced sound systems for both the permanent primary and secondary stage User must detail in writing the setup of light and sound stage if it will be placed nearby the jumping jewel fountain If this is the case the fountain must be protected from this setup It is re
51. walks link the various Festival place use areas Omamental fencing with brick pillars and Electrical cabin globe lights Yard hydrant Fabric covered pavillion structure Interactive ornamental fountain Electrical cabinet Brick plaza creates attractive setting A 3 for special events Grey water dumping station Landscape plantings Edwards Street wa Ornamental ter connections and ci electrical cabinet Yard hydrant Pavillion truck access Ornamental gateway aligned on Eleanor Street greets visitors from ae Festival tent space and tie downs pro vided along Edwards Street Drinking fountain Arcadia Pond Electrical cabin Landscape planting beds Childrens play areawith rubberize Pedestrian bri vides ac surface and perimeter brick seat wall bridge pro ac cess to the Festival Place from the south Brick wall seating area along south bank of Arcadia Pond Page 45 Arcadia Creek Festival Place Tent Zones Greenbelt arca with high branched shade trees provides a landscape buffer around the site without limiting visibility Ornamental gateway introduces Kalamazoo Avenue travelers to the Festival Place Fabric covered band shell with raised planting bed barrier free ramp access fiber optic lighting and elec trical and sound control cabinets Yard hydrant Stone dust walks link the various Festival place use areas E p Ornamental fencing with brick pillars and Electrical cabi
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