830 Fifth Avenue New York, NY 10021 Tel 212-360-1399 Fax 212-360-8283 www.cityparksfoundation. org City Parks Foundation Managed Event Policy for Rumsey Playfield, Central Park, NYC Each year, before and after the SummerStage festival, City Parks Foundation (CPF) will accept bids from clients wishing to host a Managed Event at the Rumsey Playfield venue in the heart of Central Park, New York City. In fairness to all parties wishing to produce a Managed Event, we ask that you carefully read and adhere to the guidelines in this document. Placing a Hold Request on a Date Rumsey Playfield is home to the Central Park SummerStage performing arts festival: typically the SummerStage season runs from the beginning of June through mid August every summer. No Managed Event holds will be accepted for dates falling within this time period, nor over the Memorial Day and Labor Day holiday weekends. Thursdays and Fridays are blacked out, until further notice. When and if these open up we will advise every client via email as to newly available dates. All hold dates must also be cleared by CPF through the City of NY Department of Parks and Recreation so as to avoid scheduling conflicts within Central Park. Hold requests will be taken beginning on the first Monday of November at 10 am. Requests received before this date and time will not be accepted. A maximum of three separate dates may be held per prospective event. All hold requests must be submitted in writing to CPF via e-mail. Send all hold requests to the attention of Rachel Black at [email protected] Include the text “Managed Event Hold Request” in the subject line. When requesting a hold date, you must also include in the body of the e-mail or as an attached document a description of the proposed event that includes the following information: Complete legal name and contact information for your organization Name of event Nature and/or mission of event Target audience and anticipated attendance Whether the event will be open to the general public or ticketed and if ticketed, whether free or paid Tentative talent lineup, if applicable Sponsors involved (no hard alcohol or tobacco sponsors are allowed) On site setup plans First, Second and Third Holds Returning clients will be given the opportunity to reserve their annual dates, after which time hold 1 of 5 requests from clients for proposed new events will be taken in the order in which they are received. If a requested date has already been reserved by another party, clients will be given the opportunity to place a second hold. Third holds will also be accepted. No more than three holds will be accepted for any one date. Accepted Holds Clients will be notified in writing within three business days if a hold request has been accepted, and whether it is a first, second or third hold. Clients awarded a first hold date will hold that date exclusively according to the following timeline: Prior to January 31, first holds will expire exactly three (3) weeks following the date on which the hold request is accepted. After January 31, first holds will expire exactly one (1) week following the date on which the hold request is accepted. After the exclusive hold period has expired, challenges to the date will be accepted by clients holding second and third holds. Challenging a Hold Clients with a second or third hold may challenge a date if and when the exclusive first hold period has expired. In the event of a challenge, the client with the first hold will have forty-eight (48) hours from notification to confirm the date with a deposit payment or the date will be released. If and when a first hold date is released, the challenger must confirm the date with a deposit payment within twenty-four (24) hours or else relinquish the date. (See “Confirmation and Payment” below.) Clients with a third hold date may challenge both the first and second holds. The first hold client will have forty-eight (48) hours from notification to confirm the date. If the first hold client does not secure the date, the second hold client will then be given forty-eight (48) hours to confirm. Confirmation: Payment and Signed Managed Event Agreement Confirmation is not final until proper payment and a completed Managed Event Agreement has been received by CPF. The Managed Event fee for Rumsey Playfield is $54,000. A deposit in the amount of fifty percent (50%) of the non-refundable Managed Event Fee is required as the first step to officially confirm an accepted hold date. Upon receiving the deposit payment, a Managed Event Agreement drafted by CPF will be sent to the client. The agreement must by signed and returned to CPF to officially confirm an accepted hold date. The balance of the Managed Event Fee is due no later than sixty (60) days prior to the Managed Event. Failure to adhere to the payment schedule may invalidate the official hold, as stipulated in the Managed Event Agreement. 2 of 5 Payment should be sent via FedEx or messenger to: Rachel Black Central Park SummerStage 1 East 104th Street, Room 251 New York, NY 10029 Sound Restrictions in Central Park In compliance with the rules and regulations mandated by the City of NY Department of Parks and Recreation, the client of the Managed Event must strictly adhere to the mandatory 85 dB pre-set sound limit for artist(s) sound check(s) and 95 dB pre-set sound limit throughout the artist(s) performance(s). No sound check shall commence earlier than 10:30 AM. No performance shall end later than the strict 10:00 PM curfew. There is a maximum time limit of four (4) hours of continuous amplified sound emanating from Rumsey Playfield, Central Park. The client must use CPF’s house sound system, which will remain under the control of properly qualified personnel employed by CPF. A $10,000 Security Deposit in the form of a certified check will be required from the client to ensure compliance with the rules and regulations set forth above. In the event of non-compliance with any of the foregoing stipulations, CPF will retain the $10,000 security deposit. Security and Crowd Safety CPF retains the exclusive right to cancel the Event if the event is designated a safety hazard by the City of NY Department of Parks and Recreation, the New York City Police Department or the New York City Fire Department. CPF requires security guards be present at the event. The security call must include a minimum call of personnel hired and supervised by CPF. The client may also hire additional security staff. In compliance with the rules and regulations of the City of NY Department of Parks and Recreation, the New York Police Department and the New York City Fire Department, CPF will set up and maintain barricades for crowd safety in the following areas: in front of the stage, at the box office, at the main entrance, at the guest check in area and a fire lane within the Rumsey Playfield field. The client will be billed for the cost of barricades and for the appropriate security personnel to staff these positions. Marketing and Advertising Guidelines SummerStage is the brand name of the performing arts festival produced by CPF within the Rumsey Playfield venue. All Managed Events must be billed as taking place at Rumsey Playfield, Central Park, NYC and NOT SummerStage. All marketing and advertising utilized to promote the Managed Event must include the following information: Location: Rumsey Playfield (69th Street, mid-Central Park) Venue Details: General Admission, Standing Room Only, Rain or Shine Event Filming Restrictions Filming is not allowed at the Rumsey Playfield venue without the prior written approval of CPF. Any party wishing to film a Managed Event must sign a 2012 Recording Agreement. Mandatory origination 3 of 5 and Local One Union stagehand fees are required. Recording Agreements are available upon request. In the event of non-compliance with the venue filming stipulations, CPF will retain the $10,000 security deposit. Concessions and Merchandising Guidelines CPF retains the exclusive right to all concession sales at the Rumsey Playfield venue. Artist merchandise will be sold and/or managed exclusively by an appointed representative of CPF and CPF retains the right to retain a 30% commission on all merchandise sold. Hospitality Client will be responsible for providing catering for all of the client’s staff, the artist(s) and all CPF production staff. Complimentary Tickets/Admission Passes CPF will require a minimum of fifty (50) complimentary tickets/admission passes per Managed Event at no charge. These tickets/passes will be used at the discretion of CPF. 4 of 5 Settlement Outline Non-refundable Managed Event Fee: 50% due at time of confirmation of accepted hold date 50% due no later than sixty (60) days prior to the Managed Event Production Expenses: Client is wholly responsible for all production expenses. A Schedule C Worksheet will assist in determining estimated production expenses. A final Schedule C signed by both CPF and the client will be determined prior to the Managed Event date. Payment for production expenses is due immediately after the completion of the event. Security Deposit: $10,000 certified check. The Security Deposit is due no later than sixty (60) days prior to the Managed Event. The Security Deposit will be returned to the client within seven (7) business days of the completed Managed Event, provided the client has followed the stipulations contained within the Managed Event Agreement related to: Sound Restrictions Marketing and Advertising Guidelines Filming Guidelines Damage to CPF Venue or Property Liability Coverage: Client is responsible for procuring an insurance policy naming CPF as co-insured.