Guidelines
ENTERTAINMENT
Licensee is solely responsible for all contracts or agreement of any nature for entertainment for the event. All contracts or agreements of any nature shall be negotiated by Licensee and secured at the sole expense of the Licensee. The City shall not be named as a party in any contract for goods and/or services provided in conjunction with the event. Licensee represents ad warrants that it shall have, prior to the event, all necessary performing rights and licenses (BMI/ASCAP) and shall ensure that all performance payments required to be made under such licenses are made promptly and directly to the licensing organizations. The City shall have no responsibilities to any performing rights licensing organization for any performances during the event.
Amplified sound must be within reasonable limits. The City of West Palm Beach reserves the right to reduce sound levels as needed. Amplified Sound is permitted within the following hours:
Sunday through Thursday: 7 a.m. to 10 p.m.
Friday and Saturday: 7 a.m. to 11 p.m.
All special events permitted at the Meyer Amphitheatre (Amphitheater) shall be limited to a continuous airborne sound level not to exceed 100 dBA as measured no closer than 80 feet and no farther than 100 feet from the Amphitheatre’s stage.
FEDERAL, STATE, COUNTY & CITY REGULATIONS
Licensee shall comply in all material respect with all applicable federal and state laws and regulations and all applicable county and city ordinances and regulations.
SANITARY & FOOD REGULATIONS
Sanitary and food facilities shall be provided by the Licensee in accordance with applicable laws and regulations of the Florida Department of Environmental Protection and the Palm Beach County Health Department. Licensee agrees to ensure that any and all grease remaining after the event by food vendors shall be properly disposed of in accordance with any applicable ways. In the event Licensee fails to properly dispose of the grease, the City will charge Licensee for the cost incurred by the City to do so.
CONCESSIONAIRE RIGHTS
Licensee shall have exclusive concessionaire rights within the permitted area.
DISCRIMINATION CLAUSE
Licensee and its concessionaires shall not discriminate against any vendor, concessionaire, employee, patron, visitor, attendee or customer because of sex, age, race, color, religion, ancestry, national origin, sexual orientation, or disability.
ADA ACCESSIBLE
Licensee must make the site accessible in compliance with the requirements of the American with Disabilities Act.
How to Comply:
If you are providing portable bathroom facilities, a minimum of 5% of the facilities must be wheel chair accessible and meet applicable codes.
All pedestrian routes from the parking lot to the event site are equipped with curb cuts or temporary ramps to accommodate wheel chair patrons.
All ramps must meet the Florida Accessibility code. The maximum slope of a ramp should be 1:12”. The maximum rise shall be 30”, 70 mm.
Displays and exhibits must be set at least 36-to-42” apart to allow clearance for wheel chair accessible visitors. All display items should be located no higher than 54” to allow a parallel approach by a person in a wheel chair. For forward approach, the maximum height must be 48”. Vendors who do not meet these standards must be willing to accommodate disabled patrons by coming out of the exhibit when assistance is required. Make certain that displays, events and concessions are set up along existing hard surfaces when possible, and avoid tree routes, soft or rough terrain.
Wheel chair accessible transportation must be made available for the duration of the event if transportation is being offered during the event from a central parking area.
EMERGENCY ACCESS & COMMUNICATION
Licensee shall provide any and all emergency access required by the City. Licensee should keep a 15 foot fire lane open at all times and provide keys to all gated areas. Communication with the emergency services should be clear and precise about the emergency location. A plan should be drafted and volunteers, staff and participants in the event should be informed of what steps to take in case of an emergency.
SITE CONDITION
Safety comes first. Please ensure that the event site is free of trip hazards. Also monitor areas which could cause extreme congestion. Try to set up the event so that people have the ability to move around as easily as possible. Remember 15-foot fire lane. Always have a first aid location and a lost children area. Have plenty of water made available to avoid dehydration situations. Mist fans are a good idea to have on hand.
CROWD MONITOR
Please ensure that areas do not become overcrowded. Make sure that the site you book will accommodate the entertainment you bring in.