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2014 Cherry Blossom Festival PARADE MANUAL & APPLICATION Cherry Blossom Festival “Pinkadelic Blossom” Parade Sunday, March 23, 2014, 3:00PM This manual is published by the Cherry Blossom Festival to assist all participants, sponsors, and workers in the understanding of the rules and regulations, policies, and relationships that affect them. Please read this information before completing your application form. The information contained in this manual is subject to change. Cherry Blossom Festival ATTN: Parade Committee 794 Cherry Street Macon, GA 31210 O: (478) 330-‐7058 F: (478) 330-‐7067 www.cherryblossom.com What is the Cherry Blossom Festival? The Cherry Blossom Festival is a ten-‐day celebration of the blooming of the Yoshino cherry trees. We feature over 200 events each year during these ten days and are known at home and abroad as the Cherry Blossom Capital of the World. Cherry Blossom Festival “Pinkadelic Blossom” Parade Sunday, March 23, 2014 at 3:00pm The Cherry Blossom Festival Parade presented by GECIO is one of the festival’s premier events. Fantastic floats, marching bands, military units, costumed performers, international dignitaries, and much more combine to transform an already beautiful historic downtown into a dazzling showpiece! APPLICATION INSTRUCTIONS: Application requirements do change from year-‐to-‐year. Please read all the enclosed information carefully. Past participation in the Cherry Blossom Festival Parade does not guarantee acceptance for the 2014 parade. The following items must be submitted by the application deadline to be considered for participation: 1. A Completed Application Form (pg. 12-‐16) 2. Registration Fee (see pg. 11) 3. Copy of Insurance (see pg. 3-‐4) 4. Photograph of Float/ Specialty Unit (optional) Deadline for all applications is February 21, 2014 (received at the Cherry Blossom Festival office) • Applications submitted after February 21 will be accepted until March 12 (pending availability) and will be assessed a late fee charge. • All applicant responses will be emailed by March 13, 2014. • The Cherry Blossom Festival Parade Committee will make its recommendations using the application submitted. If on the parade day, the unit is different or differs greatly from your application, the unit may be dismissed from the parade. No refund of registration fees will be given to dismissed units. • Late applications will be placed on a standby list and, if necessary, reviewed in the order it is received. 2 INSURANCE AND SAFETY INSURANCE All Commercial and Non-‐Commercial applicants: • MUST provide an insurance certificate stating they have Comprehensive General Liability (CGL) insurance with combined single limit of insurance of no less than $500,000, covering bodily injury, personal injury and property damage. Float units must provide commercial automobile insurance with a minimum combined single limit of no less than $500,000. • The insurance certificate must contain the following: Macon Georgia Cherry Blossom Festival, Inc., Macon GA’s International Cherry Blossom Festival (and other legal entities) named as an Additional Insured, a Waiver of Subrogation in favor of Macon Georgia Cherry Blossom Festival, Inc., Macon GA’s International Cherry Blossom Festival (and other legal entities) and a written thirty (30) day notice of policy cancellation clause. All individual vehicle applicants: • MUST provide an insurance certificate stating they have minimum automobile insurance liability limits of $100,000 per person, $300,000 per occurrence, $100,000 property damage, for all vehicles. • The insurance certificate must name Macon Georgia Cherry Blossom Festival, Inc., Macon GA’s International Cherry Blossom Festival (and other legal entities) as Additional Insured. All other groups • MUST provide an insurance certificate stating they have Comprehensive General Liability (CGL) insurance with combined single limit of insurance of no less than $500,000, covering bodily injury, personal injury and property damage. An insurance certificate verifying the above limits must be sent with the unit application to the Cherry Blossom Festival office. Only one certificate needs to be submitted in the application. The insurance certificate MUST contain the following provisions: a) Certificate Holder-‐ Cherry Blossom Festival, INC & address (794 Cherry Street, Macon, GA 31201) should be listed as the certificate holder. b) Additional Named Insured-‐ Macon GA’s International Cherry Blossom Festival, INC (794 Cherry Street, Macon, GA 31201) are to be named as additional insured with respect to any liability arising from the applicant’s participation in the Cherry Blossom Festival Parade on both the CGL and automobile policies. 3 c) Cancellation Clause-‐ The insurance certificate shall state the policies certified will neither be canceled nor reduced in limits without a 30-‐
day notice delivered by certified mail to the Cherry Blossom Festival office, 794 Cherry Street, Macon, GA 31201. ***Applicants who do not provide a certificate verifying the above CGL provisions prior to the parade will not be permitted to participate. *** WAIVERS • Every person participating in the parade must sign and return the waiver form provided in the application packet prior to parade day. Waivers are due no later than February 21, 2014. SAFETY • If a member of the unit’s staff notices that persona appears ill, they should have him/her drop out of the parade and obtain assistance. A unit member should stay with the marcher receiving medical treatment. Medical personal will decide when the person is to be released or transported to a medical facility for further treatment. GENERAL RULES AND REGULATIONS INCLEMENT WEATHER POLICY: • Should inclement weather occur prior to a parade, Festival officials will determine if it is sufficiently severe to cancel or delay the parade. • You may decline to participate when weather threatens to damage uniforms, props, or instruments. • The Cherry Blossom Festival Parade Committee plans to proceed with the parade, RAIN or SHINE. We request that you make provisions for foul weather, and we will not refund registration fees because of parade delay or cancellation due to inclement weather. CODE OF CONDUCT • Individuals and organizations participating in the Cherry Blossom Festival Parade are expected to perform courteously, in good taste and with safety in mind at all times during the assembly, execution, and dispersal of the parade. ASSEMBLY AREA • Once the unit is in position in the line-‐up area, drivers should be in attendance at all times and available to move the unit as necessary. • Your unit should report to the assembly area two (2) hours prior to the parade start time. You will receive your line up information on the day of the parade. 4 •
Unit support vehicles such as cars, buses, trucks, and trailers must be promptly unloaded and moved out of the area. No support vehicles will be allowed in the parade. PARADE MOVEMENT • Units will NOT be permitted to stop and perform unless you are a Marching Band. Marching Bands will be allowed 30 seconds to stop and perform. All maneuvering, choreography, and marching styles must be performed during this time period. Once 30 seconds has passed, the unit must move forward to keep the parade flow consistent. If your unit is not considered a Marching Band, continue moving forward through the entire route. • The Cherry Blossom Festival Parade Marshals will control the pace of the parade. Please cooperate with their experienced requests. Failure to do so can result in being removed from the parade. • Strollers and wagons are not permitted on the parade route. DISPERSAL AREA • Continue moving throughout dispersal until a Parade Marshal shows the location to stop. No exceptions. • There will be assigned parking places for all buses and trailers. All other vehicles will have to find their own parking. DISTIBUTION OF MATERIALS FROM THE UNIT: • No samples or materials of any kind can be THROWN, TOSSED, presented, given or other distributed from the float/ specialty unit while on parade route. • Unit members walking near the crowd line may hand out items, with pre-‐
approval by the Cherry Blossom Festival Parade Committee. Please list any items you would like to distribute on your application. If your unit distributes items, which were not pre-‐approved, your organization may be banned from future Cherry Blossom Festival Parade participation. • Disturbing advertising materials or political materials by parade participants is prohibited. ORDER OF APPERANCE • The Cherry Blossom Festival Parade Committee will determine the appearance order for all parade units. • The order is to established variety, as well as best utilization for the participants. This order will not be given out until arrival on parade day. • Your appearance spot may be altered or canceled if your arrival in the assembly area is not at the time established in the acceptance packet. 5 VEHICLES • Drivers of all Vehicles in the Parade and those entering the parade line-‐up area must have a valid drivers license, have proper proof of insurance as required by state law, and be at least 18 years old. • Tow vehicles should be decorated to accent and compliment the unit. MEDIA/ BROADCAST The parade will be broadcast. We require a detailed, written description of your unit as part of your application for our broadcast announcers. We will send the date and channel via email to let you know when it premieres. ALCOHOL & DRUGS • The consumption of any alcoholic beverage and/or illegal drugs by any participant or support staff in the assembly area, during the parade route, or dispersal area is strictly prohibited. • Operator of a unit may not be under the influence of alcohol or any drugs that could impair driving. No alcoholic beverages of any kind will be allowed on or with the unit. The police will strictly enforce all City, County, and State statutes concerning the consumption of alcoholic beverages or drugs before, during, and after the parade. If this policy is broken, the unit will not be asked back by the Cherry Blossom Festival Parade. • The Cherry Blossom Festival will NOT issue any refunds if your unit is removed from the parade route due to any issues concerning drugs, intoxication, and/or possession of drugs and alcohol. PHYSICAL GUIDELINES-‐ FLOAT UNITS FLOATS In the most basic definition, a float is “a flat-‐topped vehicle without sides for carrying displayed objects in a procession or parade.” If you add your own creative touch, a simple float can turn into anything you can dream up. You can build floats on trailers, trucks, cars, shopping carts-‐almost anything that can move. Most floats, however, start with a flat platform such as a truck bed or a trailer and are generally pulled by a small tractor, or truck, which is also included in the decorative scheme FLOAT DIMENSIONS • Units MUST NOT exceed 20 feet in width and maximum length is 45 feet, including tow vehicle. • Units MUST NOT be taller than 13 feet in height (due to overhead obstructions along the route). 6 DECORATIONS • The festival would like the floats to use the theme of “Pinkadelic Blossom” for the use of decorating. This can be a 70’s theme with ample use of the color pink. • The Cherry Blossom Festival requires all Float units be decorated with material that will hold up under adverse weather conditions. These materials may include: natural growth such as flowers, plants, and grass; vinyl, metal, and wood sheeting; enamel paint; and plastic, or rubberized materials. • Floats shall be constructed and decorated so that viewing from either side is equally appealing. • All signs and banners should be of high quality and easily readable. • Consideration should be given to using flame retardant materials whenever possible. • NO PYROTECHNICS of any kind are allowed on the float or in the parade. FLOAT ELECTRICAL • Wiring devices must be UL approved, in good condition, and of sufficient capability for the use intended for them on the float. • All connections must be made of approved electrical boxes/ devices with all electrical circuits properly fused. MUSIC • Music should be complimentary to the unit and not disruptive to the audience or other participants. Please have consideration for other units with music in the parade. • The Parade Marshals reserve the right to control the level of the sound coming from your Float. • Absolutely no profanity or illicit lyrics shall be played. PORTABLE GENERATORS • Portable generators used for floats must be securely mounted on a vehicle or other substantial base. A minimum of 12 inches clearance must separate the generator from combustible material. • Generators must be equipped with firmly attached metal exhaust blinds that terminate either into a common exhaust serving both vehicles and generator or to the exterior of the unit in the same manner as the vehicle exhaust. FIRE EXTINGUISHER At least one four-‐pound dry chemical or one 10-‐pound carbon dioxide fire extinguisher must be placed within easy reach of the driver of the unit. 7 INSPECTION • All floats are subjected to safety inspections. • Any errors not corrected by the final safety inspection may cause the a float to be dismissed from the parade. TOW VEHICLE • Tow vehicles must be completely free of rust and dents or they must be covered completely. • If possible, the tow vehicle should be part of the photograph or the rendering submitted for approval by the committee. PHYSICAL GUIDELINES-‐ SPECIALTY UNITS SPECIALTY UNITS Specialty Units are defined as non-‐motorized, entertaining, and creative. A specialty unit is not just a group of people walking down the street, but it could be a group of people in colorful costumes in the spectacular use of choreography, props, and theme to entertain the crows. Examples include: cultural performance/ dance groups, drill teams, clown clubs, and horse units. DECORATIONS • The festival would like all specialty units to use the theme “Pinkadelic Blossom” • The Cherry Blossom Festival encourages the use of colorful costumes, and choreography. • All signs should be of professional quality and easily readable. MUSIC • If a specialty unit requires music, it must be presented in a distinguished mobile unit or in a decorated, hand-‐drawn or small engine powered unit. • Music should be complimentary to the unit and not disruptive to the audience or other participants. Please have consideration for other musical units in the parade. • Parade Marshals reserve the right to control the level of the sound coming from your unit. • Absolutely no profanity or illicit lyrics shall be played. VEHICLES Support vehicles (i.e. golf carts) will not be allowed on the parade route with the unit unless they are included in the application. 8 HORSE/ EQUINE UNITS • Coggins Requirement-‐ Georgia law requires that all horses that come together for public display (i.e. parade) must have a current negative Coggins Test. (GA Administrative Code: 40-‐13-‐3-‐06) • Proof of Negative Coggins testing must be provided before parade day. • A test is not required of suckling foals accompanying a negative dam. • All Equestrian units must come prepared to clean up after themselves on the route. CANINE UNITS • Rabies Vaccination Requirement-‐ State law requires that any and all canines must have a current certification of rabies vaccination. • Proof of rabies vaccination must be provided on request. • City Ordinance-‐ All dogs in a public place must be effectively restrained by chain or leash not exceeding eight (8) feet in length and any person having the custody or control of any dog shall have the responsibility for cleaning up any feces of the animal and disposing of such feces in a sanitary manner. • A copy of current rabies certificate must be provided on or before parade day. BANDS IDENTIFICATION BANNERS • Bands are required to be preceded by marchers carrying signs or a banner indicating the marching band. Banners are the responsibility of the marching band and must provided by the band. MUSIC PLAYING & MARCHING • Marching Bands will be allowed 30 seconds to stop and perform. All maneuvering, choreography, and marching styles must be performed during this time period. Once 30 seconds has passed, the unit must move forward to keep the parade flow consistent. • If a band is causing a large gap in the parade flow they will be asked to leave the parade route immediately. This is the to keep the parade in motion, without large gaps along the route so the parade runs within its permitted time. 9 AWARDS The following awards will be given at the parade. All winners will receive a commemorative plaque. FLOAT AWARDS FOR 2014 Award Description Eligibility Grand Marshal’s Award Award for the best expression All Entries of the Parade Theme: “Pinkadelic Blossom” William Fickling Award Award for the best use or All Entries display of Cherry Blossoms Queen’s Award Award for the most Commercially Built original design Princess Award Award for the most Self Built original self-‐build float Carolyn Crayton Award Award for the most All Entries creative/entertaining float SPECIALTY AWARDS FOR 2014 Award Description Eligibility President’s Award Award for most All Specialty Entries Outstanding Specialty unit 10 •
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REGISTRATION FEES FOR 2014 ALL units in the parade must pay a registration fee. Payment MUST accompany the application. THIS REGISTRATION FEE IS NON-‐REFUNDABLE unless the Parade Committee does not accept your entry. Applications without registration fees included will not be accepted. If a unit is not accepted into the parade, the registration fee will returned to you. NO FEE for any Public or Private School (Daycare Schools are considered Commercial Units), College, or Military Unit. Method of Payment • For those paying by checks or money order, please make out to Cherry Blossom Festival • For those paying by credit card, please see authorization form on page 17 • For those paying with cash, please bring to CBF Headquarters Unit Type Fee Additional Late Fee Additional Sampling Fee (Applications in after (For distribution of literature, February 21, 2014) premiums, etc. along parade route) Non-‐Commercial Units $75.00 $25.00 Contact Program Coordinator, (Non-‐Profits & Brandon Gardner at Community Groups) bgardner@cherryblossom.com Commercial Units $300.00 $50.00 (Corporations or Business) Political Party $125.00 (Outside of Macon-‐Bibb County) 11 2014 Cherry Blossom Festival Parade Sunday, March 23rd 3:00pm Official Application 2014 Parade Theme: “Pinkadelic Blossom” APPLICATION INSTRUCTIONS The following items must be submitted by the application deadline to be considered for participation: 1. A Completed Application Form 2. Registration Fee 3. Insurance certificates verifying required provisions 4. Photograph of Float/ Specialty Unit (optional) DEADLINES • February 21, 2014-‐ Application Deadline to the Cherry Blossom Festival office. • Applications submitted after February 21 will be accepted until March 12 (pending availability) and will be assessed a late fee charge. • All applicant responses will be emailed by March 13, 2014 REGISTRATION CLASSIFICATION: Non-‐Commercial_______ Commercial______ FLOAT: (Check One) Self-‐Built______ Other_______ Builder Name_______________________ SPECIALTY: (Check One) Color Guard_______ Clown Club_______ Dance Line_____ Musical Variety____ Non-‐Musical Variety (Walking/Convertible)_____ *Canine____ *Equestrian______ Other__________ (*Coggins or rabies Certification required for these units) Official Unit Name: __________________________________________________________________________ Name of Sponsor: ____________________________________________________________________________ Main Contact: ________________________________________________________________________________ Address: ______________________________________________________________________________________ City: ___________________________________ State: _____________________ Zip: _____________________ Daytime Phone: _______________________________ Home Phone: ______________________________ Fax Number: ___________________________________ E-‐mail: _____________________________________ 12 Number of Parades participated in: ________ Number of Animals (Equine/ Canine Entries Only): ___________ Number of People: Riding _____________AND/ OR Marching______________ Other_________ Music (Y/N): __________________ Circle: Live or Recorded Description of Music (style, instrumentation, group, etc.) _________________________________________________________________________________________________
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_________________________________________________________________________________________________ INSURANCE Insured by____________________________________ Policy Number_______________________________ A Certificate of Insurance naming Cherry Blossom Festival as additional insured must be sent with application. (see page All units pay their own expenses: transportation, meals, housing, etc. DISPERSAL SPACE NEEDS Space in the dispersal area is very limited. Please limit support vehicles to only those ne those necessary for dismantling a unit. Please list number of cars, buses trucks, and trailers that will require special parking at the end of the parade to pick up participants. Cars_________________ Buses______________ Trucks______________ Trailers_________________ SCRIPTING FOR TELEVISION AND ANNOUNCER 13 Please answer the following: 1. Full title, theme, and/ or decorative description on your unit. 2. Describe a way you or your organization has made a positive impact to the community. 3. Name and titles of persons with your unit. Spell names phonetically to insure correct pronunciation by announcers. Your organization, if selected, agrees to participate in the 2014 Macon GA’s International Cherry Blossom Festival Parade, in Macon, GA, Sunday, March 23, 2014. In consideration for being accepted as a participant, we irrevocably grant Macon GA’s International Cherry 14 Blossom Festival the exclusive right to use in any media our name, likeness, photos or reproduction of our performance for any purpose including promotion, advertising or otherwise. With these rights, we hereby release Macon GA’s International Cherry Blossom Festival and its employees, sponsors, volunteers and its agents from any claim, liabilities and/ or damages that may now or in the future arise by reason of such use. Further, we acknowledge that we are aware of the risks associated with participation in this Parade and, therefore, on our behalf and that of our heirs, do hereby release the Macon GA’s International Cherry Blossom Festival and its employees, sponsors, volunteers and its agents for any and all claims, liabilities and/or damages on account of any personal injury or property damage which may occur from any cause before, during or after 2014 Parade. Please mail parade application to: Cherry Blossom Festival ATTN: Parade Committee 794 Cherry Street Macon, GA 31201 I acknowledge that I have thoroughly read all of the enclosed information and agree to comply completely with the rules and regulation as outlined in the Cherry Blossom Festival Parade Manuel. _________________________________________________ ________________________________________ Signature Printed Name ________________________________________________ _______________________________________ Title Date Thank you for applying to the 2014 Cherry Blossom Festival Parade! For Cherry Blossom Festival Use Only Application #___________Check_____________ General Liability Insurance Received ________Auto Insurance Received______________ WAIVER AGREEMENT
I, the undersigned, have agreed for my own benefit to participate in various events and activities held during the year 2014 in connection with and/or under the direction of Macon Georgia’s International Cherry Blossom Festival. 15 I understand that inherent in my participation in such events and activities, such events to include without limitation, parades, is the risk of serious personal injury and property damage. I understand that the Cherry Blossom Festival will not provide me with protection against such injury and damage, and I assume all risk of such injury and damage to myself and all other under my direction and control, and to my property and all other property under my direction and control. I hereby waive and release any claim I have or may have in the future against Macon Georgia’s International Cherry Blossom Festival and any of their officers, directors, employees, agents and volunteers, for any personal injury, property damage or other damage I may sustain, whether or not caused in whole or in part by the negligence of such officers, directors, employees, agents and volunteers, which occurs during or as a result of my participation in any of the events and activities held in connection and/or under the direction of the above-‐referenced entities. Furthermore, in the event I agree to operate a vehicle in connection with any of the events and activities held in connection with and/or under the direction of the Cherry Blossom Festival, I represent that I am validly licensed to drive such vehicle in the events and/or activities and that I have purchased automobile insurance as required by Georgia law, and that I am responsible for complying with all laws that apply to me as a driver of a vehicle. I also agree to obey by the rules put forth by the Parade Committee of the Cherry Blossom Festival, including (but not limited to) abstaining from throwing candy or other items from parade units and the consumption of drugs and/ or alcohol during lineup, on parade unit or along parade route. Signature Signature of Parent or Guardian (if under 18) ______________________________________________________ Name of Unit or Organization Printed Name ________________________________________ Date 16 Cherry Blossom Festival Parade Credit Card Authorization Date______________________ Card Number________________________________ Card Expiration______________ Payment Amount_______________________ CV Code________________________ Name on Card _________________________________________________________________ Billing Address ___________________________________________________________________________________
___________________________________________________________________________________ Signature_______________________________________________________________________ We process credit card payments upon receipt. By signing this form you give us
permission to debit your account for the amount indicated on or after the indicated
date. This is permission for a single transaction only, and does not provide
authorization for any additional unrelated debits or credits to your account.
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