Special Community Events

APPLICATION FOR COMMUNITY EVENT
Community Events are Created by and for Sylvan Lake Residents Only

Mission Statement:
Community Events offer any resident the opportunity to seek permission to use City property for a planned activity, social interaction or gathering, or other public events intended to create or enhance a sense of place for Sylvan Lake residents consistent with the City’s long-standing uses of its public parks and Community Center. This opportunity is not, however, intended to turn any public area of the City into a public forum for non-commercial speech or solicitation activities, nor is it intended to be a forum for activities that are primarily commercial in nature.

Events are reviewed on a first-request basis. The City Manager or designee must approve all events prior to advertising or holding an event. You must be a resident to request and schedule an event, which must be open to all Sylvan Lake residents (only).
Events must be on City property (parks); events are not permitted on private property or in any public road right-of-way but may extend onto private property or the road right-of-way from an adjacent park.
Event applications will be received up to twelve (12) months before the event and must be received at least 10 days before the event.
Advertising/Newsbyte - The applicant must provide notice for advertising within 10 days of the application being approved but no less than one week prior to the event.
If approved, the event will immediately be placed on the City’s website calendar, and ONE newsbyte will be sent to residents at least 5 days prior to the event.
No signs relating to the event are permitted on the road right-of-way without express permission from the city.
Thursdays are reserved for community events at the Community Center, but a community event can be held on another day with approval if there are no conflicts.
Events are governed by the Rules and Regulations at the end of this document, which must be acknowledged by the Applicant.
No event may block the road right-of-way without specific permission, regardless of the time of year.
The City Manager or designee may approve, deny, or require changes to any aspect of the proposed community event.

Click here for the application for a pdf or continue below for a fillable that submits automatically.

Applicant Information

Name of Resident*

Contact person:*

Phone Number:*

Email:*

Preferred Method of Contact*

Phone

Address:*

Event Information

Name of Event:*

Date(s) and Hours of the event:*

Proposed Location of Event*

Description and Purpose of the Event:*

How will this event benefit Sylvan Lake residents?*

Will a fee be charged to residents attending this event?*

Is yes, what is the fee and why?

Is this the first time the event has taken place in Sylvan Lake?*

Has this event ever occurred outside of Sylvan Lake?*

If yes, where?

Expected total attendance:*

WIll someone supervise parking?*

How many are expected at any given time:*

Will the roads need to be closed?*

WIll food/drink or products be available?*

If yes would items be for a fee?

Will Alcohol be served at this event?*

Describe entertainment:

Will music or sound amplification be at the event?*

If so, provide start and ending times:

Will you advertise with signs?*

Where?

Will a tent, tables, chairs, or stage be setup?*

Will there be a food truck(s)?*

If so, describe the type and location

Describe any additional information:

Food Truck Note: If a food truck is scheduled for the Community Center, we will not rent the Community Center for another event. That will allow the coordinator for that food truck event to add other activities. The application is made to save dates very early in the year because food trucks are difficult to procure. Dates are approved, and food trucks are reserved. If the coordinator can add another event to the day – games, music, etc., that is allowable, but a separate application must be made, and approval received as outlined above. No last-minute additions. Thursday is Community Event Day.

Rules and Regulations

Initial each line after reading. By initialing each line you are agreeing to the rule and regulation.

Applicant is responsible for adhering to all these Rules and Regulations*

No Vehicles or equipment are allowed on the grass at any time, with express permission.*

Sound shall be kept at a reasonable level as determined by the City before, during, and after the event.*

If the serving of alcohol is permitted in connection with an event, Applicant shall ensure that all requirements of such permission are adhered to as stated above*

No smoking is permitted inside the Community Center facility. Smoking is permitted outside only. All cigarette butts must be deposited in provided containers.*

Cleaning Responsibilities for any event in the park area, community center, and parking lot must be left in the same or better condition as at the beginning of the event.*

For Community Center use: Tables and chairs must be wiped, and floors must be swept or vacuumed. The kitchen and bathrooms must be checked and free of debris and loose paper before you leave. The refrigerator and cabinets must be emptied (including ice, food, and other supplies brought in), and the oven/stove must be turned off. Please run the garbage disposal. All trash must be taken to the dumpster, and the grounds and parking lot must be free of any debris, including cigarette butts. The lights must be turned off and all doors and windows locked upon leaving. The thermostat must be lowered to 60 degrees in the winter or raised to 80 degrees in the summer.*

The City of Sylvan Lake will not be held responsible for any items left behind.*

The City of Sylvan Lake shall not be liable for any accidents or injuries that may occur. No medical supply kit or telephone are available in the parks or Community Center.*

It is prohibited to cover any interior or exterior security cameras.*

Please attach a detailed map depicting the location and layout of the event. Map should include tents, food, merchandise, signs, decorations, and parking.*

This application should be submitted to City Hall as early as possible but no later than 10 days prior to the requested event date. Exceptions may apply due to the availability of vendors/entertainers.

• Black-out dates include Fridays and Saturdays. Exceptions may apply if the Community Center or a park is available within 30 days of a proposed event.

• The City, at its sole discretion, reserves the right to limit, amend, and/or deny requests for community events or to revoke any approval given. In reviewing a request or revoking an approval, the City may consider the applicant’s history of compliance with facility use policies, the conformity of the application to the Mission Statement, whether the use of the public facilities or other areas as proposed would threaten public health, safety, or welfare; and any other factor deemed relevant by the City Manager.

Application Signature*

Date Signed*

Additional file:

INDEMNIFICATION

The event applicant must sign the following. After it has been fully executed and returned to City Hall along with all parts of this application, it serves as a Letter of Indemnification. I, as the Applicant, in connection with the event set forth herein, state as follows: I have received, read, understand and agree to comply with the rules and regulations for the use of the Community Center. I hereby fully release and discharge the City of Sylvan Lake, its officers, agents, and employees from any and all claims from injuries, including death, damage or loss, which may arise or which may be alleged to have arisen out of, or in connection with the event described herein. I further agree to indemnify and hold harmless and defend the City of Sylvan Lake, its officers, agents, and employees from any and all claims resulting from injuries, including death, damage or loss, including, but not limited to, the general public, which may arise or may be alleged to have arisen out of, or in connection with the event described herein.

Indemnification signature*

Date Signed*