[Ord. No. 1935, 6-25-2020[1]]
A.
It is the renter's responsibility to be aware of, and abide by, all
policies, ordinances, rules, and regulations pertaining to use of
a park.
B.
Renters are responsible for damages to reserved facilities that occur
in relationship to the event and pre- and post-cleanup times.
C.
Parks may be rented from March 15 through October 31 of each calendar
year. Requests outside of this date range will be handled on a case
by case basis. Operations are under the direction of the Marshfield
Board of Aldermen, City administrative staff, and any agents or representatives
designated by the City.
D.
All buildings, facilities and equipment are rented "as is." The City's
administrative personnel should be contacted immediately if an unsafe
situation is found.
E.
Any representative of the City will at no time be refused or prohibited
from moving in, out, on or about the entire facility while conducting
his/her official duties.
F.
The City of Marshfield may refuse event bookings when, in its opinion,
the event may cause or have the potential to cause undue hardship
on the facility, is incompatible with a previously-booked event, is
not of a nature that is consistent with the City's image, when the
event poses a security hazard, or when overtime staff, excessive clean-up
or the possibility of excessive damage or risk to public safety exists.
G.
Unless the renter has secured the entire park for an event, there
may be times when multiple events are scheduled. The City reserves
the right to schedule multiple events without compensation to involved
parties.
H.
The City of Marshfield reserves to it agents and representatives
the right to interpret rules and regulations and determine all matters
pertaining thereto. Violations of this policy shall result in the
forfeiture of all privileges, deposits, contracts, and rights to further
participation.
I.
Per City ordinance, consumption of intoxicating liquor, beer or wine
within City parks is prohibited: violators will be prosecuted.
[Ord. No. 1935, 6-25-2020]
An event of two (2) or more consecutive years held on the same
corresponding date(s) shall be classified as an annual event. Annual
event renters in "good standing" from the previous years, sponsoring
events on a regular basis, shall have the first option for the use
of facilities on corresponding date(s) in following calendar years.
Anyone wishing to rent the facility for an annual event must submit,
in writing, its desire to continue to hold its event by January 31
of the year the event will be held or the dates will be released and
reopen on the calendar.
[Ord. No. 1935, 6-25-2020]
The City reserves the right to require first-time renters to
provide sufficient references and/or a refundable damage deposit of
up to five hundred dollars ($500.00) as well as prepayment of all
estimated charges and fees.
[Ord. No. 1935, 6-25-2020]
A.
The fee schedule for use of park facilities is as follows:
1.
Individual Pavilions: For non-public events, individual pavilions
may be rented for ten dollars ($10.00) per hour or forty dollars ($40.00)
for full-day sessions lasting from 8:00 a.m. to 10:00 p.m.
2.
Ballfields:
a.
Ten dollars ($10.00) per hour for stadium lights;
b.
Ten dollars ($10.00) per hour for practices;
c.
Seventy-five dollars ($75.00) per day field charge for tournaments
or fundraisers; and
d.
A fifty-dollar ($50.00) damage deposit shall be required for all
tournament and fundraisers, which may be funded, in whole or in part,
following post-event inspection by City staff.
3.
Fairgrounds: A rental fee of fifty-five dollars ($55.00) per
day will be charged for all events.
In addition:
a.
A fee of fifty dollars ($50.00) will be charged for any event with
animals including livestock.
b.
A fee of twenty-five dollars ($25.00) per event will be charged for
the setup of lights in the barns. This service must be requested by
the renter upon booking.
c.
A fee of twenty-five dollars ($25.00) per occurrence will be charged
to prep the arena for events. This service must be requested at the
time of booking.
d.
A security deposit of two hundred dollars ($200.00) to five hundred
dollars ($500.00) per event shall be required, which may be refunded,
in whole or in part, following post-event inspection by City staff.
4.
Kitchen:
a.
The City of Marshfield will maintain the kitchen facility at the
fairgrounds. This facility must be rented through City Hall, Parks
and Recreation Department, and may be reserved. If an event renting
the fairgrounds does not need the kitchen building, it may be rented
for a separate, concurrent event.
c.
A damage deposit of one hundred fifty dollars ($150.00) shall be
required for all large events, including, without limitation, fairs,
rodeos, and truck and tractor pulls, which may be refunded, in whole
or in part, following post-event inspection by City staff.
[Ord. No. 1935, 6-25-2020]
[Ord. No. 1935, 6-25-2020]
For more information, contact the Webster County Health Unit.
[Ord. No. 1935, 6-25-2020]
Any commercial renter or sub-contractor that has employees working
on the grounds must obtain and provide proof of workers' compensation
and employer's liability insurance. This documentation must be presented
at least one (1) month prior to the event date.
[Ord. No. 1935, 6-25-2020]
A.
Parking shall be allowed in the designated parking areas only. No
vehicle or trailer may park on the side of any roadway on the grounds,
except for loading and unloading (ten-minute limit). In the event
of the loading or unloading of equipment or livestock, no roadway
may be blocked. When loading/unloading, an attendant must always be
with the vehicle. Violators may be ticketed and/or towed at the owner's
expense.
B.
Garst Drive shall always remain open for public use unless other
arrangements are made with City staff prior to the event. The closure
of North Marshall Street directly alongside of the park property for
general public use is allowed by authorization of City Staff. Permission
to close this section of North Marshall Street must be obtained a
minimum of thirty (30) days prior to the first event day. Handicapped
parking along this section of roadway must be kept open.
C.
RVs
and other camping units (excluding bicyclists) may camp during events
only (allowed one (1) day prior to event, during event, and one (1)
day post-event with a check-out time of 12:00 Noon, unless prior arrangements
are made with City staff during regular business hours). No water
or sewer hook-ups are available, although campers may utilize the
gray water dump station if prior arrangements are made by the renter
with the City. No open fires or fireworks are allowed, and all pets
must always be restrained.
[Ord. No. 1935, 6-25-2020]
The City reserves the right to require renters to set up a time
to meet a City official(s) prior to the set-up of any event, and again
for a post-event grounds inspection. These meeting times shall be
during normal business hours, with days and times determined by mutual
consent; meetings shall take place at least one (1) week prior to
the anticipated move-in date of the event and within three (3) business
days following the event. Additional or follow-up meetings may be
required by the City.
[Ord. No. 1935, 6-25-2020]
All persons selling or displaying property for sale or operating
a place of amusement or entertainment must be registered with the
Missouri Department of Revenue. Renters, as the organizer of the event,
are responsible for making sure that the "application for temporary
sales tax license" forms are distributed to all vendors/traders/entertainers,
even if they are not liable for sales tax in the State of Missouri.
If you have vendors subject to this, you must contact the Missouri
Department of Revenue. A vendor booth layout must be provided to the
City prior to the start of the event.
[Ord. No. 1935, 6-25-2020]
For events designated as "public," a reasonable attempt must
be made to follow public event usage hours: 5:00 a.m. to 12:00 a.m.,
Midnight on Friday and Saturday, and 5:00 a.m. to 11:00 p.m., Sunday
through Thursday. The City reserves the right to enforce these times
strictly. In all other instances, unless a request is granted, the
City's park closing (10 p.m. to 5 a.m.) must be observed.
[Ord. No. 1935, 6-25-2020]
Final billing for annual events will be sent to renters within
two (2) weeks following the event. All outstanding balances must be
paid within thirty (30) days from the billing date. Any late/non-payments
are subject to a late fee of one and one-half percent (1.5%) of the
balance due, per month and cancellation of the following year's scheduled
event.
[Ord. No. 1935, 6-25-2020]
A.
No
organization or group may use any portion of the premises for a public
event without submitting to the City of Marshfield a lawfully transacted
certificate of general liability insurance in an amount of one million
dollars ($1,000,000.00) combined single limit each occurrence. The
policy should include a minimum fifty thousand dollars ($50,000.00)
for damage to premises rented to you. A statement by the insurance
company that it will not cancel said policy or polices without giving
ten (10) days prior written notice to named certificate holder must
accompany the insurance certificate and a sixty (60) day written notice
for any other reason. The dates of the event must be noted, as well
as the event itself, on the certificate. The City must be named as
a certificate holder/additional insured as follows: City of Marshfield,
Attn: Parks Department, 798 S. Marshal, Marshfield, MO 65706.
B.
Renter, at its own expense, must procure the applicable insurance
coverage, to be in full force and effect, covering any activities
prior to the actual event date, the event proper, and any move-in,
set-up or after event activities conducted by the renter or event-affiliated
persons. The insurance company must be deemed by the Department of
Insurance to be an admitted carrier in Missouri, and phone numbers
of the agent and underwriting company must be supplied to the City
with the insurance certificate. Renter is responsible for accurately
estimating the number of guests who will attend the event. The certificate
of commercial general liability insurance coverage must be submitted
to the City no less than thirty (30) days prior to the event.
C.
Requests for waiver of insurance requirements to the Marshfield Board
of Aldermen must be presented at least sixty (60) days prior to the
event.
[Ord. No. 1935, 6-25-2020]
A.
First aid supplies must be immediately available to all event participants
and spectators during the entire rental period. Ambulance stand-by
is required for all rodeos and bull rides; first responders must be
arranged to be present during all demolition derbies and tough truck
contests. Ambulance service or first responder stand-by may be required
for other events, at the City's discretion. Fire extinguishers must
be secured for all events involving motorized equipment or vehicles.
B.
Flammable/combustible substances (including black powder), and other
high pressure/volatile materials are not permitted unless approved
by the District Fire Marshal or his/her designated representative.
Fuel stoves (wood, corn, etc.) may be used for display purposes only.
Fireworks are prohibited unless licensed by the City of Marshfield.
[Ord. No. 1935, 6-25-2020]
The City does not own electrical boxes to extend power across
the Park facility; it is the responsibility of the renter to secure
any needed extensions. The City also does not own livestock pens;
it is the responsibility of the renter to secure any needed pens.
For information on the announcer's stand at the fairground's arena,
please contact the Parks and Recreation Department.
[Ord. No. 1935, 6-25-2020]
A.
Security. Security is the responsibility of the renter and may be
required by the City in select instances. Only Missouri certified
and licensed peace officers or Federal law enforcement agents may
carry firearms on any park premises.
[Ord. No. 1935, 6-25-2020]
A.
Under normal circumstances, the City will neatly maintain the park.
It is expected to be returned to the City under the same or better
condition than received. Clean-up of bedding with events involving
livestock will be completed by the City at no additional cost to the
event sponsor.
1.
The grounds are rented "as is."
2.
All user-groups are responsible for their own pre-event setup
and breakdown including any temporary fencing that may be needed.
3.
The renter is responsible to maintain the cleanliness of the
entire facility throughout the event and to remove any debris from
the premises immediately after completion of an event. This includes
parking areas, barns, arenas, fences, and all other areas on the grounds.
It is the responsibility of the user-group to collect all trash, garbage,
etc.
4.
It is the responsibility of the renter to obtain any dumpsters
that are determined to be needed. No trash or debris bagged or otherwise
should be left outside those.
5.
Any unusual cleanup or damage or removal of debris or soil in
connection with an event will result in retainage of the security
deposit in part or in whole and additional charges to the renter.
"Unusual cleanup," includes, but is not limited to, foreign debris
in the arena, litter on the grounds or floors, improperly disposed
of trash, fluids or other substances on concrete floors, signs or
banners not removed from premises, etc.
6.
The renter will be billed for any cleaning that the City participates
in not covered by the security deposit; the billing cost shall be
the normal actual wages and standard equipment charges.
7.
Absolutely NO waste grease or other liquid waste is allowed
to be dumped on grounds or in the grey water dumping station. Any
non-hazardous liquid waste (corn dog batter, grease, etc.) must be
placed in sealed plastic bags before being placed in dumpsters.
[Ord. No. 1935, 6-25-2020]
A.
Absolutely no modifications to any part of the grounds, buildings
or equipment may be made without prior approval of the City. If prior
approval has been given for such modifications, any and all modifications
will be returned to its original or better condition. No trenching
allowed unless approval is received upon booking and special arrangements
made for filling trenches.
B.
Any improvements made permanent become the property of the City of
Marshfield and shall be utilized or maintained at the discretion of
the City.
[Ord. No. 1935, 6-25-2020]
Keys to facilities are not available to renters except at the
discretion of the City of Marshfield personnel. Keys shall be picked
up during regular business hours at Marshfield City Hall prior to
the set-up start date of the event. Any keys checked-out to renters
that are not retuned will be subject to a replacement fee of twenty-five
dollars ($25.00) per key that may be retained from the security deposit.
[Ord. No. 1935, 6-25-2020]
A.
The City reserves the right to refuse any advertisement it deems
inappropriate. Signs should be removed immediately after events unless
permission is granted by the City for signs/banners to be left in
place.
B.
The City reserves the right to request a copy of all fliers, program
books, etc., immediately upon distribution, for event record retention
purposes.
[Ord. No. 1935, 6-25-2020]
A.
Any renter utilizing the premises for any activity or event in which
live animals are used, exhibited and/or displayed shall comply fully
with all applicable government agency statutes, laws, ordinances,
rules, regulations and/or orders applicable to the humane care and
treatment of animals. Renter assumes full responsibility to meet and
satisfy all applicable governmental humane standards relative to the
care and treatment of animals, and to be fully informed regarding
any and all applicable statutes, laws, rules, regulations and/or ordinances
as they relate to those animals under the renter's care and control.
B.
All cattle, swine, sheep, goats, equine, poultry, ratites, dogs,
cats or other animals on the grounds for any public event are subject
to current exhibition regulations issued by the Missouri Department
of Agriculture, as well as applicable City ordinances and polices,
and other government agency statutes, laws, ordinances, rules and
regulations. For current Missouri regulations, the public may contact
the Division of Animal Health.
C.
An event representative must sign a "certification of livestock inspection."
As per State regulations, City policy, and other laws and regulations,
current health papers are required and must be shown for all out-of-state
livestock, or any event that co-mingles in-state and out-of-state
livestock (as of 1996; subject to change).
D.
Required Information For All Livestock/Animals.
1.
A list shall be maintained by all renters that provides the
following information for all livestock/animals involved in the event:
2.
A veterinarian health inspection form may substitute for the
above list. If any livestock on grounds are present without a permanent
identification number or ear tags, a veterinarian must inspect that
animal at the site. The City reserves the right to have its agents
ask the exhibitor to produce, upon request, health papers for any
livestock/animals on the premises, if required by the State of Missouri.
E.
Bedding that will be allowed shall be limited to sawdust, shavings,
and straw. Bedding must be a minimum of four (4) inches in thickness
in all stalls.
F.
All stalls and walkways must be kept clean and free from hazards.
G.
Removal and disposal of dead animals, as well as disinfecting of
area, is the responsibility of the renter, who may pass the cost on
to the animal's owner. Notification and cause of death shall be supplied
to the City as soon as possible. A licensed veterinarian must be obtained
at renter's expense to determine if death was infectious in nature
and if notification to State authorities is required.
H.
No unauthorized RVs, trailers, vehicles, motorcycles, mopeds, bicycles,
skateboards, roller-skates, scooters, etc., will be permitted at any
time in the barns, any other building, or in the arena area.
I.
Livestock/animals shall not be left unattended at any time.
J.
Clean out of vehicles/livestock trailers onto City property is prohibited.
K.
Hypodermic needles, medical supplies and veterinarian/health supplies
must be disposed of in a safe manner, per State/Federal regulations.
L.
All animals must be leashed/penned/tied and under control of the
owner at all times. Walkways must be kept open without obstruction
at all times.
M.
Non-exhibit trailers and vehicles must be parked a minimum of twenty
(20) feet away from all buildings and may not be parked on any roadway
or street.
[Ord. No. 1935, 6-25-2020]
Any carnival or other body operating amusement rides, as defined
by State Statute, must comply with the Missouri Amusement Ride Safety
Act, and any subsequent amendments. A copy of the State operating
permit, or a letter/fax from the Missouri Division of Fire Safety,
must be submitted to the City a minimum of fifteen (15) days prior
to carnival set-up. The City reserves the right to inspect any ride
at any time while on its premises, including inspection of the ride
permit issued by State agencies.
[Ord. No. 1935, 6-25-2020]
Any variances not authorized to be granted by City staff must
be presented by the renter to the Marshfield Board of Aldermen for
approval a minimum of sixty (60) days prior to event date.
