Scoggins Valley Park Special Event Permit Application

Scoggins Valley Park Special Event Permit Application

Applications are encouraged to be submitted at least 120 days prior to event. If your event falls under the 120-day timeframe, please reach out to our office prior to completing the application.

Once your application is reviewed, Parks staff will contact you to collect the $500 application fee.

Questions? Contact us at 503-846-7000 or parks@washingtoncountyor.gov.

Cancellation Fee Policy

Events must be cancelled in writing by sending an email to parks@washingtoncountyor.gov. The following cancellation fees apply.

$125.00 - with notice of 60 days or more
$250.00 - with notice of 30-59 days
$500.00 - full fee charged with notice under 30 days of event

REQUIRED: Insurance & Indemnification

A certificate of insurance AND the Additional Insured Endorsement must be provided within 14 days of application and at least 30 days before the event, that;

1) Has a General Aggregate of $2,000,000, Each Occurrence $1,000,000, Damage to Rented Premises (Each Occurrence) $1,000,000, Personal & ADV Injury $1,000,000, Products –Comp/OP AGG $2,000,000, AND

2) Certificate of Endorsement must have verbiage; Additional Insured – Bureau of Reclamation, Department of the Interior, Washington County, OR and its Commissioners, agents, and employees.

Additionally, applicants must sign Terms & Conditions form, which will serve as the event permit and agreement. The terms will include a “Hold Harmless” statement indemnifying Washington County. For your information, the Hold Harmless language is included below. Indemnification and Hold Harmless Subject to the conditions of the Oregon Constitution, Article XI, Section 9 and the Oregon Tort Claims Act (ORS 30.260 to 30.300), each of the parties agrees to indemnify, defend and hold harmless the other, its officers, directors, agents and employees from and against all claims, demands, obligations, causes of actions and lawsuits and all damages liabilities fines, judgments, costs and expenses associated therewith arising out of or in association with (i) the failure of the indemnifying party, its employees or agents to comply with the terms and conditions of this Agreement, (ii) the negligent acts or omissions of the indemnifying party, its employees, agents or subcontractor or (iii) the other parts use of the indemnifying party’s marks as authorized by this Agreement.

REQUIRED: Workers Comp Form

A Workers Comp form is required by Washington County Risk Management for all event holders. Follow the link provided to complete this digital form https://app.smartsheet.com/b/form/0c9e3c2dcb49453da4d13c4fd8a3a204

Applicant Information

Primary Contact*

Individual who will serve as the main liaison between Parks and your organization.

Organization*

Email Address*

Phone/Cell Phone*

Mailing Address*

City*

State*

Zip*

Additional Contact(s)*

List additional contact(s) to be reached if primary contact is unavailable (minimum of 1 additional contact required)

Include name, phone number and email address.

Event Information

Event Type*

Select or enter value

Event*

Event Status - New/Returning?*

Please select if this is your first time hosting an event at Hagg Lake, or if you have hosted this event previously (within the last 3 years).

Select or enter value

Event Description*

How many days is your event?*

Please tell us how many days your event is not including set up and take down.

Select or enter value

Length over 5 days

Event Start*

start date of event

Event End*

final date of event

Set-up date and time*

Breakdown date and time*

Event Location*

By default, all events from June 15th - Labor Day (Summer Season) are held at Bobcat Cove, except for the boating and fishing events.

What other areas of the park would your event impact? If you select other, please describe other spaces.

A park map, linked below, MUST accompany application with areas of use clearly marked, and can be attached at the bottom of this application form in the attachment box.

HAGG LAKE PARK MAP - https://www.washcoparks.org/sites/default/files/docs/HaggLakemap%207_2021.pdf

Select or enter value

Vehicles*

Estimated number of expected vehicles, include staff, volunteers, vendors, and participants.

Boats

Expected number of boats,

Bikes

Expected number of bicycles.

Participants*

Number of people expected to participate

Staff*

Number of staff expected

Volunteers

Number of volunteers expected

Spectators

Expected number of spectators

Permits

Events requiring use of the road, traffic control, crowd control, lake waters, or other special services will require additional permits from other County departments and external agencies, and may include additional permit costs.

Parks will notify applicants if additional permits are required and guide applicants to appropriate agencies. Copies of all permits are due back to Parks as soon as possible, but no less than 30 days before the event date.

In/On Lake Usage*

Event organizer is responsible for all costs associated with the Oregon State Marine Board (OSMB) special event permit.

Select or enter value

To complete the OSMB permit, use the link below.

https://www.oregon.gov/osmb/info/Documents/Marine%20Events/2020ApplicationMEP.pdf

I acknowledge it is my responsibility to complete the OSMB Permit and submit it to Washington County Parks.*

Road Usage*

If event uses County road(s), there may be a requirement to provide certified flaggers or other traffic control devices at the expense of event organizer. Event organizer is also responsible for cost associated with road use permit, which are issues by the Land Use & Transportation department.

Select or enter value

Please click on link below to complete your LUT permit: https://www.co.washington.or.us/LUT/Divisions/Operations/Permits/EventPermits/index.cfm

I acknowledge I have filed for a LUT Permit and will submit it to Washington County Parks.*

Do you wish to use drones?*

Events seeking to use drones will need to include a detailed flight/dive map to be approved by the Bureau of Reclamation at least 30 days prior to the event. There are restrictions on where drones can operate at SVP. Drone operators must be FAA certified and follow all FAA requirements for safe operation.

Select or enter value

Please click on the link below to complete your BOR Filming Permit: https://www.usbr.gov/pn/about/pub_aff/filminfo.html

I acknowledge I have filed for a BOR Filming Permit and will submit it to Washington County Parks if approved.*

Will food be sold?*

Select or enter value

Please click on link below to complete your Food Permit: http://www.co.washington.or.us/hhs/environmentalhealth/foodsafety/business/temporary-restaurant.cfm

I acknowledge it is my responsibility to complete the Food Permit and submit it to Washington County Parks.*

Will alcohol be served?*

Select or enter value

Please click on the link below to complete your OLCC Permit: https://www.oregon.gov/olcc/Pages/service_permits.aspx

If alcoholic beverages will be sold or provided, additional insurance needs to be provided by event sponsor which meets the minimum liabilities established by the current Oregon liquor laws and shall additionally insure Washington County and the U.S. Bureau of Reclamation. If participants are bringing alcohol in on an individual basis, no permit is required.

I acknowledge it is my responsibility to complete the OLCC Permit and submit it to Washington County Parks.*

Please elaborate on any yes responses to food and alcohol here.*

Site Plan

Provide a site plan with specific details on how the event will utilize the park. Use attached map or an alternate version. Attach at the bottom of this application form.

Indicate, as applicable:

stage(s)
tents
power generator
water sources
camping
food and/or beverage vendors
retail vendors
portable toilets
inflatable structures
parking

Also, please indicate the course route, marking the direction of travel, start and end points, and race plan. Include:

safety personnel (staff/volunteer)
water stations
traffic control personnel
traffic control devices

Directional Markings/Signage Used*

(chalk, flags, ribbons, etc.) be used in the park (trails, roadways, parking lots, etc.)

Select or enter value

Please describe directional signage here*

I have read and understand marking requirements*

Spray paint, spray chalk, nailing, stapling, markers, or signs to trees or park amenities is prohibited. Any markings or other clean-up will be billed to event organizer at $50 hr. Repeat offenders will be charged an additional penalty fee of $100, and their future event permit will be revoked.

Select or enter value

Route marking*

Please describe route marking strategy, in specific detail, if attachments are needed please attach them to the bottom of this application in file attachment box.

Describe event parking control plan*

Provide sufficient detail on where participants and spectators will park. Include parking locations for RVs and oversize equipment. Please include attachments to the bottom of this application.

Are you requesting overnight camping?*

Requests are evaluated and not guaranteed. The Parks Superintendent or Manager provides approval for camping on a case-by-case basis and only in specific sites.

Select or enter value

Number of RVs/trailers/campers to stay overnight

Parking Passes

Parking Passes - Fees and Options*

Washington County Parks will provide the event organizer and event staff with free parking passes based on total number of participants. (1-100 = 5 passes 101-250 = 10 passes 251+ = 20 passes). Participants are required to obtain valid daily parking passes at $7.00 per vehicle. Vehicles associated with events that are not displaying a valid parking pass are subject to a parking citation.

If event host arranges to create passes to their participants with Parks staff, they will be charged for total passes created, minus any unused passes they return at the end of their event, not to exceed 50 passes. Due to the time and labor-consuming nature of creating parking passes, please estimate accurately, as unused passes in excess of 50 will be charged at $7.00 per pass.

Select or enter value

How do you plan to handle parking passes for your?*

Two options for parking passes are available for events

Select or enter value

Revenue and Fees

In addition to the $500 application fee, Washington County Parks charge events 10% of all gross revenues (gross revenue includes food, drink, merchandise, etc.). Verification of revenues must be shared with Parks staff no later than 14 days after event. Payment is due within 30 days of event.

Is there a participation/registration fee?*

Select or enter value

Will concessions or merchandise be for sale?*

Select or enter value

Are there other sources of revenue?*

Select or enter value

Please specify other revenue sources*

Utility Information

If more than 50 people are expected to attend, describe how hand washing and portable toilet facilities will be provided. Note: One portable toilet unit per 50 people and at least 1 ADA accessible unit may be required. Toilets must be removed immediately after event.

Toilets and handwashing facilities*

Please describe your plan, including vendors and delivery information. If more space is needed, additional information may be attached in the file attachment box at the end.

Waste management plan*

Trash and recycling collection and removal are the sole responsibility of the event organizer. Event organizer shall develop a waste management plan and provide appropriate waste receptacle(s), i.e., dumpster/drop box, individual cans. If more space is needed, additional information may be attached in the file attachment box at the end.

* It is the responsibility of event organizer to ensure area used for event is cleaned during and after event. Trash left behind and cleaned by Park staff will be billed to event organizer at $50/hr.

I have read and understand the cleaning requirement and associated fees.*

Will event require Parks' potable water?*

Select or enter value

Will event require use of electrical outlets?*

Select or enter value

Will a spider box be needed?*

We no longer have generators but can provide electrical power strip plugs called "spider boxes".

Select or enter value

Will you have a band and/or sound amplification?*

Music should be suitable for the consumption of the general public. If live music is planned, please provide band details, when they will be arriving & departing, and where they will be stationed during the event.

Select or enter value

Entertainment details*

Banners and Mailings

Event organizer is responsible for the cost of producing 2 (depending on event size) banners to be hung by the park staff.

Banner Criteria: Banners turned into Park Office 3 weeks prior to event

Size of each banner = 4’ x 8’
Grommet in each corner
Name of event
Date (i.e. July 0, 20XX; second Tuesday in July)
Sans serif font
Letter size = 4”
No obscene or distasteful images or wording

Also, if the road will be used/impacted, the event organizer must deliver 85 postcards or letters with paid postage to the Park Office addressed to ‘Hagg Lake Resident’ informing them of the event details no less than 15 days prior to the event.

Postcard/Letter Criteria: required for events utilizing perimeter road

12-point, sans serif font
Must include following information- Name of Organization, Name of event, dates and times of event, and where impact on road will be starting and direction it will move/end.

Sample Text:

Dear, Hagg Lake Residents,

(Name of Organization) is hosting (event name) on (date(s)) at Hagg Lake. The event will run from (starting time(s)) to (end time(s)).

The road will be impacted by event participants starting at (Location) and travel (direction of event: clockwise/counterclockwise) around the lake ending at (location).

For more information, please visit (Organization Website).

General Park Use

Emergency and security plan*

Please describe your emergency and security plan. Include details on first aid kits/stations and their locations, number of trained personnel, location of personnel, fire extinguishers, locations of ambulances. Event organizer will be responsible for the cost of additional law enforcement/security and medical/emergency resources and personnel required. If more space is needed, additional information may be attached in the file attachment box at the end.

How will event staff and volunteers communicate?*

Please note, due to the park's remote nature and limited cell providers, radios and cell phones may not be reliable. AT&T is currently the reliable carrier for the region.

Certify and Submit Application

Application is submitted on behalf of*

(Event Name/Company Name/Individual Name)

Date Submitted*

Printed Name

By checking this box, I agree to all terms and conditions outlined in this application and submit the application for consideration by Parks staff.*

Additional information and documents

Parks staff will reach out to collect the $500.00 application processing fee once the initial application is reviewed.

The event is not considered approved until the Terms and Conditions for a Special Event Park Use Permit has been issued by Washington County Parks AND signed by both parties.

Attachments

Please attach any maps, plans, or additional event details as mentioned above.

Drag and drop files here or

Send me a copy of my responses

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