• Abstract and Figures
• Public Full-text

HERITAGE AMPHITHEATRE USER GUIDE Last Revision: January 2020 1 1.0 FACILITY BOOKING AND RENTAL INFORMATION 4 1.1 Booking the Heritage Amphitheatre 4 1.2 Payment 5 1.3 Cancellation Policy 5 1.4 Facility Rental Fees 6 1.5 Services Included in Rental Fees 6 1.6 Services NOT Included in Rental Fees 6 1.7 Other Rental Information 7 2.0 FACILITY SPECIFICATIONS 8 2.1 Stage, Audience, and Bunkers 8 2.2 Parking and Access 9 2.3 Maps 11 2.4 Production 1​3 3.0 PERMIT GUIDELINES 14 3.1 Bylaws and Permits 14 3.2 Tent Placement 1​5 3.3 Barriers and Fencing 15 3.4 Filming and Photography Requirements 15 3.5 Sound Levels 1​6 3.6 Content Limitations 1​7 4.0 CONCESSIONS AND VENDING GUIDELINES 18 4.1 Private Functions 18 4.2 Public Functions 18 4.3 Liquor Regulations and Licensing 19 4.4 Cannabis and Tobacco 21 5.0 GENERAL FACILITY INFORMATION 21 5.1 Lost and Found 21 5.2 Amphitheatre Property 21 5.3 Animals 21 5.4 Balloons 21 5.5 Banner and Signage 22 5.6 Site Inspections 22 5.7 Load-In/Load-Out 22 5.8 Waste Removal 22 5.9 Safety Requirements 22 ACKNOWLEDGEMENT OF TERMS AND CONDITIONS 23 Last Revision: January 2020 2 About the Heritage Amphitheatre: Western Canada’s largest outdoor covered amphitheatre, the landmark’s distinctive white canopy offers excellent acoustics and an open view of William Hawrelak Park, while providing fixed-seating for 1,133 patrons in the safety of a permanent structure. Additional festival seating is available for 3,167 on attractively landscaped grassy slopes, for a capacity of 4,300 patrons. Many of Edmonton’s festivals make the Heritage Amphitheatre home, including Freewill Shakespeare Festival, Edmonton Rock Music Festival, Edmonton Blues Festival and Symphony Under the Sky. Each year, over 50,000 visitors enjoy the unique, natural and cultural setting this facility offers. The Amphitheatre season runs June to September. FOR BOOKINGS & INFORMATION CONTACT: Facility & Program Coordinator Civic Events & Festivals, Citizen Services, City of Edmonton Main Floor, City Hall 1 Sir Winston Churchill Square NW Edmonton, AB, T5J 2R7 PHONE: 780-944-7745 EMAIL:​ [email protected] Last Revision: January 2020 3 1.0 FACILITY BOOKING AND RENTAL INFORMATION 1.1 Booking the Heritage Amphitheatre To book the facility, please visit the City of Edmonton website and submit an online application form here: Civic Events Application Form Please note that applications must be submitted a minimum of ​8 weeks​ prior to your requested date. When submitting the online event application, include as much information as possible including: type of event, date, times (set-up, event time, take-down and clean-up), sound requirements, vending/concession, liquor, etc. Please note: ● After the event application has been reviewed and accepted, a Booking Rental Agreement will be drafted and sent via email. This should be reviewed, signed and returned with proof of $2 million liability insurance with the City of Edmonton listed as an additional insured. ● For all events, a non-refundable deposit is required. The deposit is 50% of the total rental fees. ● Upon receipt of deposit; a signed copy of the Booking Rental Agreement; and a signed copy of this User Guide, your event date is confirmed. ● Cost estimates will be provided during the planning phase. Remaining rental fees and any additional services required for the event will be invoiced after the event. ● An emergency procedures plan and festival/event plan including site map and details regarding volunteers, barriers, safety and first aid, security, police, and fire is required. ● Closer to the event, a “City of Edmonton License” which confirms the details of the event, will be provided. Please sign and return to the Facility Coordinator prior to the event date. Once executed, an electronic copy will be returned to you. Last Revision: January 2020 4 Annual booking requests are prioritized in the following order: 1. Major International Events (ie. ITU World Triathlon, FIFA, etc) 2. Historical/Recurring events with same date/weekend and location request as previous year; 3. Historical/Recurring events with new date/location request from previous year 4. New 2020 events 1.2 Payment Remaining rental fees and any additional services required during or after the event will be invoiced to the licensee within eight weeks of the completion of the event. The following payment options are available: 1. By calling 311 MasterCard, Visa and American Express payments are accepted. 2. In person at the Edmonton Tower - 2nd Floor (10111 - 104 Ave NW). Cheque payments only are accepted at this location. 3. In person at various City of Edmonton Community Recreation Facilities with Cashier Services. MasterCard, Visa, American Express, Cash, Cheque & Debit payments can be processed in these locations. 4. By mail to the address below by Cheque, Money Order, or Bank Draft only. Make all cheques, money orders, or bank drafts payable to the “City of Edmonton”. The Rental License number or Invoice number must​ be referenced on the payment. Heritage Amphitheatre City of Edmonton 2nd Floor, Edmonton Tower 10111 104 Avenue NW Edmonton, Alberta, T5J 0J4 1.3 Cancellation Policy A 50% deposit is due at the time of booking. If written cancellation is received within seven (7) days of the initial payment due date, the Licensee will receive a full refund of the initial payment made to the City, less a $30.00 (thirty dollars Canadian) administration fee. After seven days (7), the Licensee will forfeit the deposit. Last Revision: January 2020 5 If the customer fails to provide the City with written notice at least 14 days prior to the Booking Date, full rental fees will be charged. In the event that the Licensee fails to make use of the facility as agreed upon, pursuant to this License, the Licensee shall pay the License Fee as if the Facility were used or occupied by the Licensee. Public Health Safety Cancellation Policy​: A full refund including the deposit will be issued if an event is cancelled due to circumstances that affect public health, such as poor air quality, or a pandemic. Air Quality:​ If the Air Quality Index is rated at 7 or higher, as rated by ​Environment Canada​, it is up to the user groups discretion to cancel. Refunds will be provided in this instance. Pandemic:​ Refunds will be issued if a public health situation occurs in which the City, Province, or Federal Government requires venues to be closed, or mandates specific group sizes that restrict large events from taking place. Refunds will not be provided for other types of standard inclement weather scenarios, such as severe weather/thunderstorms. 1.4 Facility Rental Fees ● The 2020 rental fee is $250.00 per hour or $3000.00 per day (12 hour day). For ticketed events, there will be a surcharge of $2.00/ticket. ● The 2020 rental discount for ​registered non-profit groups​ is $160.00 per hour or $1920.00 per day (12 hour day) All rental fees include GST and are based on a minimum of three (3) hour rental. Rental fees are charged from the time the group is given access to the Heritage Amphitheatre to the time the group leaves the facility (including set-up, takedown, and/or clean up). 1.5 Services Included in Rental Fees ● Exclusive use of the entire facility (includes Green Room, upper east/west vending pads, public washrooms, two bunkers, stage, and seating.) ● Parking/Vehicle access passes (15) for the Heritage Amphitheatre parking lot. ● A pre-event site meeting is included​,​ additional fees apply should you require additional access to the facility before or after your event. ● 10 folding tables (6 foot), 20 chairs, 13 picnic tables and 12 fence pieces. ● Smoking Permit ● Access to power and water. Last Revision: January 2020 6 1.6 Services NOT Included in Rental Fees ● Post-event facility cleanup or maintenance. This will be determined by the Facility Coordinator based on pre and post site inspection reports. ● Utility connections requiring the services of a plumber or electrician must be performed by the City of Edmonton staff and scheduled by the Facility Coordinator. ● City of Edmonton Permits: ○ Vending, Noise ○ Festival (business & vending) ○ Urban Form (building, structures) ○ Permission to park on parkland ● City of Edmonton Civic Services: ○ Traffic operations signage or equipment (barricades etc.) ○ Parks Operations services or equipment ○ Edmonton Transit Services ○ Police services ○ Fire inspections/services ● Other services (not provided by the City of Edmonton): ○ Security ○ Alberta Health Services Food Handling Permits ○ AGLC Liquor License ○ Ushers, cashiers, volunteers ○ Parking attendants, bike lock up barricades or fencing, bike lock up attendants ○ Fencing or fencing installation ○ Tent Rentals or installation ○ Production Services (i.e. sound and lighting needs) ○ Food and beverage vendors 1.7 Other Rental Information ● Groups are responsible for any damage to the facility, including but not limited to stage, fencing, washrooms, windscreens, Green Room, bunkers, storage sheds, and turf inside or outside the Amphitheatre as a result of the set-up, delivery and strike of the event/festival. ● Custodial services are an additional charge for all large events (1000+ attendees). One custodian of each gender will be contracted by the City of Edmonton to maintain the public washrooms and Green Room washrooms. Custodians will be scheduled for the duration of the event plus one hour after the event ends. Last Revision: January 2020 7 Additional time on-site may be requested by the User Group. A waste management plan for each event is required from the organizer. ● For events with over 1500 attendees, a shuttle service to and from the park is required.

Load more

  24

Copy Link