TOURNAMENT INFORMATION PACKET
Dear Tournament or Event Director,
The Pleasant Valley Recreation and Park District would like to welcome you to our facilities and wish you success in your upcoming tournament or sporting event. In an effort to help you with your tournament or sporting event, please read the following in its entirety and complete the Application for Permit at the end of this packet.
Of course, in order to have a successful tournament some simple guidelines and rules must be followed by you, your staff, participants and spectators. Besides following District Ordinances (available at www.pvrpd.org ), we ask you to abide by some simple rules to ensure a fun and safe tournament or event.
Upon receiving this packet you should schedule an appointment with the Sports Supervisor to discuss what type of tournament or event you are going to have, the amenities that you need, and what type of services will be needed in order to have a successful sporting event or tournament.
Enclosed in this packet are a list of rules and requirements needed, Code of Conduct information, an application for permit and waiver, a Fee Schedule, a Facility Rental Worksheet, requirements for insurance and layout maps of the sports complexes that are most commonly reserved for tournaments and events.
We look forward to working with you and wish you success at your event or tournament for the community.
Sincerely,
Lanny Binney
Recreation Supervisor
Pleasant Valley Recreation and Park District
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1. Application – All tournaments and events must have a completed application and be approved by the Sports Supervisor at least 30 days prior to the event. Deposits must be made at the time of the reservation and final payments are due 14 working days prior to the event. All applicants must sign the waiver on the permit form for the application process to be completed.
2. Insurance – Evidence of General Liability Insurance Coverage in the amount not less than one million dollars ($1,000,000) combined single limit bodily and property damage for each occurrence. The following items are REQUIRED and must be included on the Certificate of Insurance to demonstrate the appropriate insurance coverage.
a. List as Certificate Holder
Pleasant Valley Recreation and Park District, Attn: Sports Division, 1605 E. Burnley Street, Camarillo, CA 93010
3. Deposit - To hold your date for a tournament, you will need to provide the District with a $100 deposit that will be applied to the balance of the rental. We will only accept credit card payment for the use of the facility. This will help expedite any refunds or be able to add charges to any changes in the event.
4. Cancellation - All tournament and event functions will be canceled without the completion of the application with signed disclaimer, Certificate of Insurance and payment of the facility. While every effort will be made to accommodate your event, the District has the right to cancel the event at any time based on inclement weather, local emergencies or any other reason that may jeopardize the participants or violate any requirements regarding the event.
5. Vendors - Any and all vendors must have a Certificate of Insurance naming the Pleasant Valley Recreation and Park District as the additional named insured and the additional endorsement page attached (see requirements above on item 2). In addition to a Certificate of Insurance, the tournament director will be charged $20 per vendor for the privilege to sell their merchandise, food or services on District property. A list must be provided to the District 72 hours in advance or be subject to applied citation fees. The vendors are responsible for the insurance requirements; the tournament director is responsible for the payment of the vendor and providing the list of vendors.
· List as Certificate Holder
Pleasant Valley Recreation and Park District, Attn: Sports Division, 1605 E. Burnley Street, Camarillo, CA 93010
6. Food vendors - Food vendors must have a Certificate of Insurance (with all of the requirements mentioned above) and also meet with the Ventura County Health Department’s Temporary Food Facility Permit requirements. (Please see page 4-5 for more information).
· List as Certificate Holder
Pleasant Valley Recreation and Park District, Attn: Sports Division, 1605 E. Burnley Street, Camarillo, CA 93010
7. Extra Services - If your tournament or event is going to have over 500 people in attendance, porta potties will be required at the tournament director’s expense, to help with the occupancy of the existing restrooms at our facilities.
8. Inflatable Bounce Houses - If you are using an inflatable bounce house, it must be from one of the District’s pre-approved vendors and you must notify staff 72 hours prior to the event.
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9. Alcohol - Absolutely no alcohol will be allowed on District property, including but not limited to the parking lots. (See Code of Conduct portion for results of infractions).
10. Smoking – There is no smoking allowed on District property, including the parking lots. (See Code of Conduct for penalties.
11. Code of Conduct Deposit – A deposit of $200 will be provided to the District in addition to the balance of the rental. This deposit will be considered forfeit to the district if the Districts Code of Conduct is broken during the event or tournament (see below).
Code of Conduct
Infraction of any of the following provisions of the Code of Conduct or behavior deemed unacceptable may result in forfeit of the Code of Conduct Deposit.
The tournament director(s) is/are solely responsible for any and all actions of the participants and spectators involved and/or associated with the tournament or special event.
· Alcohol - Absolutely no alcohol will be allowed on District property, including but not limited to the parking lots or streets immediately surrounding the park. Participants and/or spectators, including an entire team caught with alcohol will be suspended from tournament play by the tournament director and must leave the premises immediately.
· Smoking – There is no smoking allowed on District property, including the parking lots. Violators must be asked to put out their cigarette and warned against smoking on park property. Repeated warnings will result in suspension from the tournament by the tournament director.
· Profanity – Excessive use of profanity will not be tolerated. The tournament director shall be considerate of the neighbors and other parks users. District staff may bring to the attention of the tournament director the use of inappropriate language. If inappropriate language continues player(s) or spectators will be suspended from the tournament or special event.
· Drugs – Drug use by any players or spectators shall result in notifying the Ventura County Sheriff by district staff. Players or spectators shall be suspended from the tournament immediately. Illegal substances are not permitted on District Property.
· Fighting – In the event that a physical altercation takes place at the tournament/sporting event the umpire will eject the player and/or spectators, from the tournament/sporting event and District property. The tournament director will immediately suspend any and all players or spectators involved in the altercation.
· Willful Damage/ Destruction of Park Property – Players and spectators caught damaging park property by District staff or tournament staff shall notify the tournament director and result in suspension of the violator from the tournament. District staff will complete an incident report; if amount of damages exceeds $1.00 the Ventura County Sheriff’s Department will be notified. Vandalism of District property will result in immediate removal from property.
· Unsportsmanlike Conduct – Any activity that violates the code of conduct by the governing body of the sport (ASA, NSA, SMAF, USSSA, etc.) involved in the tournament must be immediately attended to by the tournament director.
· Suspensions - PVRPD reserves the right to suspend players and/or spectators from any and all Pleasant Valley Recreation and Park District sporting events (including leagues and future tournaments) for Code of Conduct Violations occurred at a tournament or sporting event.
In suspensions from tournament excluding use of profanity the tournament director shall suspend players and/ or spectators from further tournament play.
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Code of Conduct Violations shall be immediately dealt with by the tournament director in order to ensure a safe and fun environment for all players and spectators involved. Any Code of Conduct violation not dealt with by the tournament director in a timely manner may result in a forfeiture of the Code of Conduct deposit.
ADDENDUM
1. As the tournament/sporting event director, you will be faced with a number of challenges. Have your staff; including your umpires help you make the tournament or event successful. It is recommended that you meet with your umpires beforehand, preferably the morning of the games or as they arrive to discuss the rules as well as the expected conditions of this rental. Stress to the umpires the importance of enforcing all rules and ordinances as recognized in this tournament information packet. It may help if you provide the umpires with written rules and this information packet. It is also important to have a mandatory informational manager’s meeting before the tournament, preferably 30-45 minutes before the first game. You may install penalties to those teams that fail to attend the manager’s meeting.
2. Ventura County Health Department’s Temporary Food Facility Permit Requirements –
Requirements for Food Vendors District Event or Tournament:
To have any kind food at a Pleasant Valley Recreation & Park District event, applicants will need to follow the guidelines set forth by the Ventura County Health Department. All concessions, including pre-packaged items, temporary food facilities or mobile food facilities will be required to complete a Ventura County Health Department within two weeks prior to the event. Pleasant Valley Recreation & Park District will also require all food vendors to provide a Certificate of Insurance naming PVRPD as an additional named insured with an endorsement page.
Food Vendor Classification:
Food Vendors have different classifications based on what is being sold. A Temporary Food Facility (TFF) has to types of food. A TFF-1 contains what are considered potentially hazardous food or foods that will be prepared on-site. A TFF-2 contains pre-packages that are considered less of a health risk as they are not being prepared on-site. A Mobile Food Facility (MFF) receives an annual permit each year from Ventura County Health Department and had a self-contained trailer or vehicle where they prepare their food for sale.
Temporary Food Facility Requirements:
Temporary Food Facilities (TFF) has different requirements based on the surface in which they are setting up their booth. All food vendors are required to have an easy up tent with at least three covered sides. TFF operators will also be required to have a covered floor. Acceptable floor coverings include a tarp the size of your easy up or plywood flooring. This flooring has two purposes; (1) to create a sanitary barrier between the food and the ground and (2) to prevent any damage to the surface the TFF is being set up on.
TFF Operators or Event Operator will be required to provide a 3-compartment sink for the duration of the event. 3-compartment sinks can be rented from local party rental businesses. If the Event Operator chooses to provide the 3-compartment sink, a maximum of three vendors can be assigned to a 3-compartment sink at an event. If the TFF Operator chooses to bring their own sink, the Event Organizer must confirm its compliance with Ventura County Health Department standards.
For a reduction in fee with Ventura County Environmental Health, the Event Operator can elect to take a Food Handling class facilitated by the health department. A class schedule is available on their website listed below in the “Important Links.” This free certification will allow for a 50% reduction in your fees for the event.
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Event Operator as the Concessionaire:
If you are the operator of the event and you will be selling items as well, you will need to fill out both an Event Organizer application and a Temporary Food Facility (TFF) application. The event organizer will be
required to pay a TFF fee based on the number of days they are hosting the event and any Event Organizer fees.
Event Operator Contracting with Food Vendors:
The Event Operator will be required to complete the Event Operator application for Ventura County Health Department and collect all Temporary Food Facility (TFF) applications completed by vendors for the event. These applications must be completed and turned in to Ventura County Environmental Health Department no later than two weeks prior to the event. The Event Operator will collect all applicable fees from the TFF operator to be turned in with their applications. A Mobile Food Facilities (MFF) must be listed on the Event Organizer application but is not required to complete an application or pay any additional fees as they have an annual permit from the health department.
Important Links:
Event Organizer Information & Fees - http://www.ventura.org/rma/envhealth/community-services/consumer-food/documents/TFF-OrganizerApplicINSTRUCTIONS7-1-12.pdf
Event Organizer Application - http://www.ventura.org/rma/envhealth/community-services/consumer-food/documents/tfforg.pdf
Temporary Food Facility Information & Fees - http://www.ventura.org/rma/envhealth/community-services/consumer-food/pdf/TFFVendorApplicINSTRUCTIONS.pdf
Temporary Food Facility (TFF-1) Application - http://ventura.org/rma/envhealth/community-services/consumer-food/pdf/tff-2vendorform.pdf
Temporary Food Facility (TFF-2 Pre-Packaged) Application - http://www.ventura.org/rma/envhealth/community-services/consumer-food/documents/TFFVendorApplicTFF-2.pdf
Food Handling Class Information - http://www.ventura.org/rma/envhealth/other-services/tfft/index.html
Temporary Food Facility Requirements - http://www.ventura.org/rma/envhealth/community-services/consumer-food/documents/TFFReqProc41612.pdf
Temporary Food Facility Resources - http://www.ventura.org/rma/envhealth/community-services/consumer-food/documents/Resources-TFF.pdf
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(805) 482-1996 X 17, 1605 E BURNLEY STREET, CAMARILLO, CA 93010