Participant agrees to use and occupy said space at the rental provided and for the purposes of exhibiting products or services, subject to the conditions set forth herein.
CANCELLATIONS AND REFUNDS: Except as expressly set forth in this paragraph, COWP shall make no refunds of monies paid
- If the application for parade space is denied for any reason, or no reason, the application fee will be refunded.
- If the COWP Event (includes either/or the vendor exposition and/or the Parade) is canceled by reason of an Act of God, catastrophe, or other occurrence beyond the control of COWP, and rescheduled for another date within 60 days of the original date participant shall receive a credit towards participation at the future event. If the Expo is cancelled and cannot be rescheduled within the 60 days, participant shall be refunded that portion of its payment which has been made for the Expo.
PRODUCTS DISPLAYED: Products or services exhibited must be used by or related to LGBT interests. All participants shall submit a list of merchandise, products, and services they intend to exhibit with their application. Only items approved will be allowed to be displayed.
The right to refuse participation to any applicant, for any reason, is at the sole discretion of COWP.
COWP reserves the right to prohibit signs, banners or groups marketing or promoting illegal, obscene or pornographic items.
Participants are prohibited from selling/dispensing any items(s) bearing any marking, slogan, reference or image related to Come Out with Pride Orlando® (unless a COWP licensing agreement is obtained).
SPACE ASSIGNMENT: All or any of the space herein above designated is subject to reassignment and rearrangement by COWP management, and any proposed/advanced layout does not constitute a binding obligation to place an participant in any particular space. Spaces may not be exchanged with other participants.
USE OF SPACE, SUBLETTING OF SPACE: No participant shall assign, sublet or share the space allotted with another business or firm, unless approval has been obtained in writing from COWP. Participants are not permitted to feature names or advertisements of non-participating manufacturers, distributors or agents in the participant’s display, parent or subsidiary companies excepted.
PARTICIPANT REPRESENTATION: Participant agrees to appoint a duly authorized representative to have responsibility for and be in attendance at its space during the COWP Parade hours. All participants must meet and adhere to certain standards, rules or regulations set or adopted by the City of Orlando.
PARTICIPANT ROOMS/PARKING: There is no hospitality room for participants. Participants are recommended to bring their own refreshments for their staff unless they purchase VIP tickets. There is no reserved parking for participants, therefore, it is advised to carpool as much as possible since parking at Lake Eola may be limited.
MANAGEMENT LIABILITY: Neither COWP nor its Board of Directors or Production Committee, the City of Orlando, their agents or employees, shall be liable for any damage to property or loss of business to participants or any person using its allocated space or for the loss by theft or other means of any product or personal property.
INDEMNIFICATION: Participant on behalf of itself and its employees, agents, servants, customers and guests will protect, indemnify and save harmless COWP, City of Orlando and their agents or employees, against and from any penalty or damage imposed for any violation of any laws or ordinances occasioned, caused or contributed to by any willful or negligent act of participant, their employees, agents, or servants. Participant on behalf of itself, its employees, agents, servants, customers and guests, will at all times protect, indemnify and save harmless COWP, the City of Orlando and their respective agents against any and all loss, claim, liability, damage or expense arising out of or from any accident or other occurrence in connection with the use or occupation by participant of said space, causing injury to any person or property whomsoever, occasioned, caused or contributed to by any willful or negligent act of participant, their employees, agents or servants.
INSURANCE: Participants must provide proof of general liability insurance and include Come Out With Pride, Inc and the City of Orlando as additional insured’s, unless waived by COWP.
DEFAULTS: If participant defaults in any of its obligations under this agreement, including any rule or regulation promulgated pursuant to this agreement, COWP may, without notice, terminate this agreement; retain all monies received on account of rental as liquidated damages, and remove said participant, its employees, agents or servants and all of its merchandise and personal property from the COWP Parade.
BINDING CONTRACT: This agreement shall not be binding until accepted by COWP. Participant shall not be entitled to participate unless the space rental has been paid in full.
INTELLECTUAL PROPERTY: Come Out with Pride Orlando, COWP and any variation are registered service and trademarks of Come Out With Pride, Inc., and permission for their use on merchandise for sale must be secured in writing from COWP in advance. Come Out with Pride Orlando is the registered trademark of Come Out With Pride, Inc., use only with license and permission. All rights reserved. Any unauthorized use of the above terms or the COWP logo, will constitute service and trademark infringement and will be subject to prosecution. Applications for the licensing of certain registered terms and/or the COWP logo, for use in the manufacture of souvenir items may be obtained by contacting COWP. Reasonable licensing fees may be assessed.
COMPLIANCE WITH LAWS: The participant, its employees, agents, and servants shall comply with all of the applicable Federal, State, and Local laws, including but not limited to the prohibition of nudity and obscenity (unless otherwise covered no see- through clothing, jockstraps bras, panties, thongs or chaps are allowed.) Participant shall comply with all of the applicable rules and regulations of the local Police and Fire Departments and the /City of Orlando. The possession, distribution or use of DRUGS or FIREARMS at the COWP Parade shall result in immediate removal of the violator and notification of the local police.
GOVERNING LAW: This agreement shall be governed by the laws of the State of Florida, without giving effect to the conflict of laws and rules thereof.
LABOR: Participants are required to observe all contracts in effect between COWP and service contractors, City of Orlando and the labor organizations involved (if any).
CARE OF PARK AND EQUIPMENT: Participants or their agents shall not injure or deface any part of the Parade or Expo area, the booths, or booth contents or Expo equipment and décor. When such damage appears, the participant is liable to the owner of the property so damaged. Additional Lake Eola Park rules are provided as an addendum to this agreement and Participants must comply with these rules at all times.
OTHER REGULATIONS: These rules and regulations are part of the contract for space, which becomes effective upon the acknowledgement of the receipt of the Parade Application and appropriate deposit. COWP reserves the right to make such additional conditions, rules, and regulations as it deems necessary to ensure the success of COWP. All amendments that may be so made shall be equally binding on all parties affected by them, as are the original regulations.
SPECIAL CLAUSE FOR PARADE PARTICIPANTS: Parade participants must abide to the guidelines and code of conduct set forth in the final instructions received 3-4 weeks prior to the event. Small, safe, and family friendly items can be thrown from floats and vehicles. Directly handing out items from moving parade vehicles, drawing bystanders into the parade route, is prohibited.
ADDENDUM - LAKE EOLA PARK RULES AND REGULATIONS:
- Participants must follow all park rules, remove all event materials from the park, display all required city or state licenses, and provide certificate of insurance.
- The unauthorized discharge of waste onto the street, park grounds, lake and/or shore or in storm water drains will be subject to violations and fines and exclusion from future events. Park Management and the City’s Code Enforcement Department will regularly inspect vendor areas for compliance.
- Participants may not drive on the grass in any area of the park. No driving on paved surfaces without permission from the Park Manager and COWP.
- No staking is permitted in the park.
- Glass drinking containers or plates are prohibited.
- Stickers of any type, gum, or chocolate may not be provided as handouts.
- Balloons are not permitted at any City of Orlando park.
- Live animals must be approved by COWP and the Park Manager.
- Tape is prohibited from being used to hang signs, banners, etc. to any park structure.
- Light poles, park structures, and/or landscaping are prohibited from being used to hang banners, lights, decorations, etc.
- Music and all speaking must be kept within the City’s maximum allowable volume as specified in City Code Chapter 42.
- No plant materials are to be removed, relocated, or otherwise disturbed in any way.
- Any wires, cables, or hoses laid across paved walking surfaces must be covered with stage/electrical cord mats, or be taped down for the entire length of the paved surface with duct tape.
Best Management Practices for SPECIAL EVENTS
During a rainfall event, water flows from your event site, through storm drains, directly to lakes without any treatment. Stormwater can pick up pollutants such as oil, trash, and spilled food left behind from vendors and guests of your event. As an event coordinator, your organization can be liable for any stormwater violations. These violations could result in substantial monetary fines and cleanup costs. The cost to clean up pollutants once they are in a stormline or lake can be several thousand dollars. To help your event comply with the federal, state, and local stormwater regulations, we have outlined some Best Management Practices (BMPs) for you and your vendors to follow. It is your responsibility to inform all vendors and participants at your event of proper stormwater management practices.
BEST MANAGEMENT PRACTICES (BMPS)
The objective in stormwater protection is that only rainwater enter the storm drain. Best management practices (BMPs) are specific steps taken to prevent stormwater pollution at your event. All employees and vendors shall review this information sheet as a training tool, and make every effort to keep pollutants from going down the storm drain by putting the following BMPs into practice. In the City of Orlando, event planners have the unique opportunity to hold activities in close proximity to our more than 100 local lakes. Please join us in protecting some of our most beautiful natural resources.
Contracts & Leases
- If you have contracts with vendors participating in your event or companies hired to help with cleanup, include language requiring them to be educated and responsible for proper stormwater management.
- Put this language in any contract into which you enter.
Waste Management & Disposal
- Be sure adequate receptacles are provided for use by vendors and guests to prevent litter.
- All waste receptacles (dumpsters) must be sturdy, leak-tight, and equipped with lids or covers. Keep all outdoor receptacles closed unless adding or removing wastes.
- Do not wash out any receptacles outdoors unless wastewater is collected or discharged to sanitary sewer.
- Be sure containers are emptied as needed to prevent overflow. It is also important they are emptied at the end of each day.
- Never place liquids in an outdoor waste receptacle.
- Be sure they are serviced frequently to prevent any overflows or leaks.
- Require your vendor to stake down the portable toilets to prevent them from blowing over in high winds or from being tipped over.
- Do not place portable toilets next to or over a storm drain.
- Have spill cleanup material on hand at all times. Clean up spills immediately.
- Protect the ground under and around your deep fryer using cardboard or a tarp.
- Properly dispose of all grease into an approved collection bin.
- Use dry cleanup methods to collect litter and absorb any liquid wastes prior to any pressure washing. These include using absorbents (e.g. “Oil-Dri,” kitty litter, rags, sand, etc.), sweeping, and scraping off dried debris.
- If you are not using any detergents or chemicals and are only cleaning surfaces of ambient dirt or dust, then this wastewater can be directed to landscape or contained onsite and allowed to evaporate. However, if there is any food residue or oils on areas that are going to be washed, this method is NOT acceptable.
- Prior to pressure washing, identify where all storm drains are located. Storm drains may be located in the gutter at the end of a block or in landscaping hidden from view. Wash water must not be discharged onto paved surfaces or allowed to enter storm drains.
- Determine where water will pool for collection.
- Use the following types of equipment to protect storm drains and to contain and collect wash water: vacuum pumps, booms / berms, portable containment areas, weighted storm drain covers, inflatable plumber’s plugs, oil/water separators, holding tanks, portable sump pumps, hoses, and absorbents. Using wet vacs in areas near storm drains, and ditches is the recommended BMP.
- Once water is collected, dispose of it properly. Collected wash water may be disposed of into a sanitary sewer drain at the job site or at the contractor’s place of business. (FIRST ask for permission from property owner. DO NOT dispose of wastewater to a septic system.)
Waste Water Management
- Provide disposal containers for your vendors to prevent having this water discharged to the environment.
- Keep these disposal containers out of sight of the guests to prevent them from using containers as trashcans.
- Hand candy to people in the audience; do not throw it to the crowd or on the ground.
- Remove any leftover parade decorations or float materials from the ground after the event. It is strongly suggested that a street sweeping service be hired to remove parade debris.
Illicit Discharge Reporting
- Stay alert for any signs of illegal discharges. Only rainwater is allowed to flow into any storm drain inlet or drainage ditch.
- Report any suspicious discharges to your City of Orlando event liaison promptly. To report a fuel or chemical spill, call 911. Please remember, outdoor waste receptacles are intended for dry materials only.
For more information on stormwater pollution prevention, or to report an illicit discharge, Contact the City of Orlando Stormwater Hotline at (407) 246-2370. www.cityoforlando.net
I have read and understood the above mentioned rules. Providing sufficient evidence is gathered, I agree to pay fines and fees that might be imposed for violating these rules.