Riverfront Park Usage Guidelines & Procedures

Riverfront Park will serve as a top notch outdoor venue for events and entertainment as well as a perfect place to enjoy the Minnesota River vistas and outdoor activities. These usage guidelines and procedures are developed to facilitate the public and private use of Riverfront Park such that they will best protect the integrity of the park and amphitheatre.

To better define the guidelines and procedures three categories of usage have been identified. Regular park usage, including picnics, family reunions, small gatherings, etc., a scheduled, date-certain event and a City/VWC managed and produced event such as an outdoor concert featuring a nationally recognized performer.

Picnics * Family reunions * Birthday Parties *Individual/Group activity

Riverfront Park, inclusive of the picnic shelter, is offered for use on a first-come, first-served basis as the park is available. Posted park regulations apply.

City/VWC staff will post signage at the park entrance a minimum of 30-days in advance of any scheduled activity that may preclude usage of the park and/or shelter.

A scheduled, date-certain event will be defined by the level of support that may or may not be required from City/VWC staff as well as the specific event requirements, which may or may not include some or all of the following elements.

To help determine the level of City/VWC support, the event planner will be asked to complete a Request for Usage Information Form and submit it to City/VWC staff, if at all possible, a minimum of # days/months in advance of the proposed event. It is understood that extenuating circumstances may occur and allowances may be made if that is not possible.

City/VWC staff will review the information that is provided and ascertain the level of support that might be required. Estimated expenses and City/VWC staff involvement will be conveyed to the event planner should they apply. At this point, if City/VWC resources are not required and the park is available on the specific date(s) requested, the date will be booked and the event planner may proceed with event preparations. However, in very rare instances there may be circumstances where the City/VWC may pre-empt the scheduled event. Typically an advance notice of 60-90 days would be provided and City/VWC staff would work with the event planner and help to reschedule the event.

If the park is available for the specific date(s) requested, and based on the Request for Usage Information Form it appears the event will require City/VWC labor and/or equipment, City/VWC staff will provide the event planner with a Labor and Equipment Rate Schedule that lists the costs of specific services and equipment for the Riverfront Park venue and will be asked to:

City/VWC staff will be happy to assist the event planner in completing the Advance Sheet if necessary. When the Advance Sheet is completed and returned, City/VWC will review it, and provide a cost estimate to the event planner. If the event planner is agreeable to the estimate they will be asked to sign a Usage Agreement and provide a deposit and proof of insurance before the event is advertised or promoted to the public.

City/VWC staff may request that for the production of the event, the event planner:

The event is subject to cancellation if the necessary forms and payments are not received by the mutually agreed upon due date(s).

Power is available for up to 120V; however, additional charges may apply for any events that require more. In addition, a licensed MN electrician will be utilized for all electrical connections for production equipment as well as for service requiring over 20 amps. The associated expenses will be the responsibility of the event planner and/or promoter. In addition, the State of Minnesota requires that all connections are inspected by a MN State electrical inspector before any public is allowed on the grounds. Payment for the inspection will be the responsibility of the event planner and charged out at the State of Minnesota’s current rate structure.

The City/VWC reserves the right to inspect the site prior to the start of the event, and if the site is deemed to be non-compliant with regard to any of the contractual terms and/or usage guidelines, or if it is deemed to be unsafe for patrons, or it appears that proper policies are not being adhered to, alcohol may not be served/sold and/or, worst case scenario, the event may be cancelled altogether.

Equipment may not be left at the event site overnight, except in the case of a multiple day event and with prior notification of City/VWC staff. Immediately following the conclusion of the event, all equipment must be removed, refuse must be picked up and removed and the site must be cleaned and returned to its original state and available for regular park usage within 24-hours of the event. If the event planner anticipates that this will be a concern or problem, City/VWC staff request that they be informed when the event is scheduled.

This type of event may contain elements of a City/VWC operated event and will always be scheduled through City/VWC staff. As previously mentioned there may be unusual or mitigating circumstances whereby the City/VWC may pre-empt or cancel the event. That being the case, the City/VWC would work with the event planner to reschedule the event, if at all possible, and if that were not feasible, to compensate the event planner for any loss incurred due to the event being cancelled.

These types of events will always be operated by the City/VWC. There will be a formal contractual agreement, proof of insurance must be provided, tickets to the event will be sold through the City/VWC box office, Ticketmaster, Ticketmaster on-line; and City/VWC will provide all beverages and concessions.

In the event will need a roof structure for concert rigging, and wants to utilize their own, the City/VWC will provide an advance sheet so that all specifications and weight loads can be analyzed prior to event setup. City/VWC personnel will assist promoters in the placement of any additional tent structures on the grounds.

Due to the small amount of backstage space, the trailhead building, picnic area and the entire west side of the parking lot will be coned off from the public and utilized for performers, management and staff needs before, during and after a City/VWC event.

A licensed MN electrician will be utilized for all electrical connections of production equipment as well as for service requiring over 20 amps. The associated expenses will be the responsibility of the promoter. In addition, all connections will be inspected by a MN state electrical inspector before any public is allowed on the grounds. Payment for the inspection will be the responsibility of the promoter and charged out at the State of Minnesota’s current rate structure.

For all practical purposes, major events at Riverfront Park will be operated similar to other City/VWC operated events; including contractual, insurance and alcohol requirements.

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