HomeMy WebLinkAbout25-190.00NWACVenueUseAgreement2025Contract No. 25-190
VENUE USE AGREEMENT
Northwest Athletic Conference Championships
at The Course Spokane Valley
THIS AGREEMENT is made by and between the City of Spokane Valley, a code City of the State
of Washington, hereinafter "City" and Northwest Athletic Conference, hereinafter "NWAC," jointly
referred to as "Parties."
IN CONSIDERATION of the terms and conditions contained herein, the Parties agree as follows:
1. Use of City Facilities. NWAC shall be allowed use of the City's park facilities at 2520 N Flora Road —
The Course Spokane Valley — for the 2025 NWAC Cross Country Championships on November 9, and 10,
2025 (the "Event") in accordance with the terms and conditions contained herein and as described in Exhibit
A.
A. Administration. For the purposes of the Event, Parks and Recreation Director, John Bottelli (the
"Parks Director"), shall be NWAC's primary contact. Prior to commencement of the Event, NWAC
shall contact the Parks Director to review the terms, schedule, and operations of the Event.
B. Representations. City has relied upon the qualifications of NWAC in entering into this
Agreement. By execution of this Agreement, NWAC represents it possesses the ability, skill, and
resources necessary to conduct the Event and is familiar with all current laws, rules, and regulations
which reasonably relate to the Event. No substitutions of agreed -upon personnel shall be made
without the prior written consent of City.
C. Standard of Care. NWAC shall exercise the degree of skill and diligence normally employed
by similar organization engaged in the same profession, and operating and conducting the same or
similar events at the time of the Event.
D. Modifications. City may modify this Agreement and order changes in the work whenever
necessary or advisable. NWAC shall accept modifications when ordered in writing by the Parks
Director, so long as reasonable.
2. Term of Contract. This Agreement shall be in full force and effect upon execution and shall remain in
effect until completion of all contractual requirements have been met as determined by City. NWAC shall
complete its work by November 24, 2025, unless the time for performance is extended in writing by the
Parties.
Either Party may terminate this Agreement for material breach after providing the other Party with at least
10 days' prior notice and an opportunity to cure the breach. City may, in addition, terminate this Agreement
for any reason by 10 days' written notice to NWAC.
3. Compensation. As consideration for use of the City's facilities in accordance with Exhibit A, NWAC
shall pay the City the following fees: (1) Facility Use fee of $1,500 per day for a total of $3,000; and (2)
Per -Participant fees based on the number of athletes who participate in the event as follows: 0-100
participants = $2.50 per participant; 101-200 = $2.25 per participant; 201-300 = $2.00 per participant; 301-
400 = $1.75 per participant; 401-500 = $1.50 per participant; 500+ _ $1.25 per participant; (3) Non -Food
Vendor fees of $50 per vendor, if any, per day; (4) Food Vendor Fees of $50 per vendor, if any, per day;
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Contract No. 25-190
(5) Ticket Revenue Share, of 10% of gross ticket or gate entry fees if any fees are collected from spectators.
4. Payment. NWAC shall pay City upon completion of event with documentation showing all amounts
owed no later than November 24'h, 2025.
5. Notice. Notices other than applications for payment shall be given in writing as follows:
TO THE CITY:
Name: Marci Patterson, City Clerk
Phone: (509) 720-5000
Address: 10210 East Sprague Avenue
Spokane Valley, WA 99206
TO NWAC:
Name: Marco Azurdia, C/O Alli Young
Phone: (509)-952-3171
Address: 1600 Maple St. Gym-NWAC
PO Box 3010, Longview, WA 98632
Email: Uounp-@nwacsports.com
6. Applicable Laws and Standards. The Parties, in the performance of this Agreement, agree to comply
with all applicable federal, state, and local laws and regulations. NWAC states that its designs, construction
documents, and services shall conform to all federal, state, and local statutes and regulations.
7. Relationship of the Parties. It is understood and agreed that NWAC is not and shall not be deemed an
agent or employee of City. The right to control the particular manner, method, and means in which the
Event is conducted shall be solely within the discretion of NWAC. NWAC shall be solely responsible for
the conduct and actions of all its employees under this Agreement and any liability that may attach thereto.
8. Ownership of Documents. All drawings, plans, specifications, and other related documents prepared
by NWAC may be subject to disclosure pursuant to chapter 42.56 RCW or other applicable public record
laws, and, upon a public records request concerning this Agreement or performance hereunder, the City
shall provide notice to NWAC of such request and provide a reasonable time for NWAC to seek an
injunction preventing the release of such records.
9. Records. The City or State Auditor or any of their representatives shall have full access to and the right
to examine during normal business hours all of NWAC's records with respect to all matters covered in this
Agreement. Such representatives shall be permitted to audit, examine, make excerpts or transcripts from
such records, and to make audits of all contracts, invoices, materials, payrolls, and record of matters covered
by this Agreement for a period of three years from the date final payment is made hereunder.
10. Insurance. NWAC shall procure and maintain for the duration of the Agreement, insurance against
claims for injuries to persons or damage to property which may arise from or in connection with the
performance of the work hereunder by NWAC, its agents, representatives, employees, or subcontractors.
A. Minimum Scope of Insurance. NWAC shall obtain insurance of the types described below:
1. Automobile liability insurance covering all owned, non -owned, hired, and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or
a substitute form providing equivalent liability coverage.
2. Commercial general liability insurance shall be at least as broad as ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent
contractors and personal injury, and advertising injury. City shall be named as an
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Contract No. 25-190
additional insured under NWAC's commercial general liability insurance policy with
respect to the work performed for the City using an additional insured endorsement at least
as broad as ISO CG 20 26.
3. Workers' compensation coverage as required by the industrial insurance laws of the
State of Washington.
B. Minimum Amounts of Insurance. NWAC shall maintain the following insurance limits:
1. Automobile liability insurance with a minimum combined single limit for bodily injury
and property damage of no less than $1,000,000 per accident. If NWAC will not use its
vehicles in the performance of this Agreement, automobile liability insurance is only
required to meet Washington statutory minimum requirements.
2. Commercial general liability insurance shall be written with limits no less than
$2,000,000 for each occurrence, and $2,000,000 for general aggregate.
C. Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following
provisions for automobile liability and commercial general liability insurance:
1. NWAC's insurance coverage shall be primary insurance with respect to the City. Any
insurance, self-insurance, or insurance pool coverage maintained by City shall be in excess
of NWAC's insurance and shall not contribute with it.
2. NWAC shall fax or send electronically in .pdf format a copy of insurer's cancellation
notice within two business days of receipt by NWAC.
3. If NWAC maintains higher insurance limits than the minimums shown above, City shall
be insured for the full available limits of commercial general and excess or umbrella
liability maintained by NWAC, irrespective of whether such limits maintained by are
greater than those required by this Agreement or whether any certificate of insurance
furnished to the City evidences limits of liability lower than those maintained by NWAC.
4. Failure on the part of NWAC to maintain the insurance as required shall constitute a
material breach of the Agreement, upon which the City may, after giving at least five
business days' notice to NWAC to correct the breach, immediately terminate the
Agreement, or at its sole discretion, procure or renew such insurance and pay any and all
premiums in connection therewith, with any sums so expended to be repaid to City on
demand, or at the sole discretion of the City, offset against funds due NWAC from the City.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating
of not less than A:VII.
E. Evidence of Coverase. As evidence of the insurance coverages required by this Agreement,
NWAC shall furnish acceptable insurance certificates to the City Clerk at the time NWAC returns
the signed Agreement, which shall be Exhibit B. The certificate shall specify all of the parties who
are additional insureds, and shall include applicable policy endorsements, and the deduction or
retention level. Insuring companies or entities are subject to City acceptance. If requested,
complete copies of insurance policies shall be provided to City. NWAC shall be financially
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Contract No. 25-190
responsible for all pertinent deductibles, self -insured retentions, and/or self-insurance.
11. Indemnification and Hold Harmless. NWAC shall defend, indemnify, and hold harmless the City,
its officers, officials, employees and volunteers from and against any and all claims, suits, actions, or
liabilities for injury or death of any person, or for loss or damage to property, which arises out of NWAC's
event, including and without limitation the use of the Union Pacific railroad crossing at Flora Road by Event
attendees, or from any activity, work or thing done, permitted, or suffered by NWAC which arises from
NWAC's event, except only such injury or damage as shall have been occasioned by the sole negligence
of the City.
However, should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to
property caused by or resulting from the concurrent negligence of NWAC and the City, its officers, officials,
employees, and volunteers, NWAC's liability, including the duty and cost to defend, hereunder, shall be
only to the extent of NWAC's negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes NWAC's waiver of immunity under Industrial Insurance, Title
51, RCW, solely for the purpose of this indemnification. This waiver has been mutually negotiated by the
parties. The provisions of this section shall survive the expiration or termination of this Agreement.
12. Waiver. No officer, employee, agent, or other individual acting on behalf of either Party has the power,
right, or authority to waive any of the conditions or provisions of this Agreement. A waiver in one instance
shall not be held to be a waiver of any other subsequent breach or nonperformance. All remedies afforded
in this Agreement or by law shall be taken and construed as cumulative and in addition to every other
remedy provided herein or by law. Failure of either Party to enforce at any time any of the provisions of
this Agreement or to require at any time performance by the other Party of any provision hereof shall in no
way be construed to be a waiver of such provisions nor shall it affect the validity of this Agreement or any
part thereof.
13. Assignment and Delegation. Neither Party shall assign, transfer, or delegate any or all of the
responsibilities of this Agreement or the benefits received hereunder without prior written consent of the
other Party.
14. Subcontracts. Except as otherwise provided herein, NWAC shall not enter into subcontracts for any
of the work contemplated under this Agreement without obtaining prior written approval of City.
15. Confidentiality. NWAC may, from time -to -time, receive information which is deemed by City to be
confidential. NWAC shall not disclose such information without the prior express written consent of City
or upon order of a court of competent jurisdiction.
16. Reserved.
17. Jurisdiction and Venue. This Agreement is entered into in Spokane County, Washington. Disputes
between City and NWAC shall be resolved in the Superior Court of the State of Washington in Spokane
County. Notwithstanding the foregoing, NWAC agrees that it may, at City's request, be joined as a party
in any arbitration proceeding between City and any third party that includes a claim or claims that arise out
of, or that are related to NWAC's services under this Agreement. NWAC further agrees that the
Arbitrator(s)' decision therein shall be final and binding on NWAC and that judgment may be entered upon
it in any court having jurisdiction thereof.
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Contract No. 25-190
18. Cost and Attorney's Fees. The prevailing party in any litigation or arbitration arising out of this
Agreement shall be entitled to its attorney's fees and costs of such litigation or arbitration (including expert
witness fees).
19. Entire Agreement. This written Agreement constitutes the entire and complete agreement between
the Parties and supersedes any prior oral or written agreements. This Agreement may not be changed,
modified, or altered except in writing signed by the Parties hereto.
20. Anti -kickback. No officer or employee of City, having the power or duty to perform an official act or
action related to this Agreement shall have or acquire any interest in this Agreement, or have solicited,
accepted, or granted a present or future gift, favor, service, or other thing of value from any person with an
interest in this Agreement.
21. Business Registration. NWAC shall register with the City as a business prior to commencement of
work under this Agreement if it has not already done so.
22. Assurance of Compliance with Applicable Federal Law. During the performance of this Agreement,
NWAC, for itself, its assignees, and successors in interest agrees as follows:
A. Compliance with Regulations. NWAC shall comply with the federal laws set forth in subsection
G, below ("Pertinent Non -Discrimination Authorities") relative to non-discrimination in federally -
assisted programs as adopted or amended from time -to -time, which are herein incorporated by
reference and made a part of this Agreement.
B. Non-discrimination. NWAC, with regard to the work performed by it during this Agreement,
shall not discriminate on the grounds of race, color, or national origin in the selection and retention
of subcontractors, including procurements of materials and leases of equipment. NWAC shall not
participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations,
including employment practices when the contract covers any activity, project, or program set forth
in Appendix B of 49 CFR Part 21.
C. Solicitations for Subcontracts, Including Procurements of Materials and Equipment. In all
solicitations, either by competitive bidding, or negotiation made by NWAC for work to be
performed under a subcontract, including procurements of materials, or leases of equipment, each
potential subcontractor or supplier shall be notified by NWAC of NWAC's obligations under this
Agreement and the Acts and the Regulations relative to non-discrimination on the grounds of race,
color, or national origin.
D. Information and Reports. NWAC shall provide all information and reports required by the
Acts, the regulations, and directives issued pursuant thereto, and shall permit access to its books,
records, accounts, other sources of information, and its facilities as may be determined by the City
or the WSDOT to be pertinent to ascertain compliance with such Acts, regulations, and instructions.
Where any information required of NWAC is in the exclusive possession of another who fails or
refuses to furnish the information, NWAC shall so certify to the City or the WSDOT, as
appropriate, and shall set forth what efforts it has made to obtain the information.
E. Sanctions for Noncompliance. In the event of NWAC's noncompliance with the
non-discrimination provisions of this Agreement, the City will impose such contract sanctions as it
or the WSDOT may determine to be appropriate, including, but not limited to:
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Contract No. 25-190
1. Withholding payments to NWAC under the Agreement until NWAC complies; and/or
2. Cancelling, terminating, or suspending the Agreement, in whole or in part.
F. Incorporation of Provisions. NWAC shall include the provisions of Section 22 of this
Agreement in every subcontract, including procurements of materials and leases of equipment,
unless exempt by the Acts, regulations and directives issued pursuant thereto. NWAC shall take
action with respect to any subcontract or procurement as the City or the WSDOT may direct as a
means of enforcing such provisions, including sanctions for noncompliance. Provided, that if
NWAC becomes involved in, or is threatened with litigation by a subcontractor or supplier because
of such direction, NWAC may request that the City enter into any litigation to protect the interests
of the City. In addition, NWAC may request the United States to enter into the litigation to protect
the interests of the United States.
G. Pertinent Non -Discrimination Authorities: During the performance of this Agreement, NWAC
agrees to comply with the following non-discrimination statutes and authorities; including but not
limited to:
Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin); and 49 CFR Part 21; and 49 Part
26;
The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970,
(42 U.S.C. §4601), (prohibits unfair treatment of persons displaced or whose property has
been acquired because of Federal or Federal -aid programs and projects);
Federal -Aid Highway Act of 1973, (23 U.S.C. §324 et seq.), (prohibits discrimination on
the basis of sex);
Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. §794 et seq.), as amended,
(prohibits discrimination on the basis of disability); and 49 CFR Part 27;
The Age Discrimination Act of 1975, as amended, (42 U.S.C. §6101 et seq.), (prohibits
discrimination on the basis of age);
Airport and Airway Improvement Act of 1982, (49 U.S.C. §471, Section 47123), as
amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act
of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of
the terms "programs or activities" to include all of the programs or activities of the Federal -
aid recipients, sub -recipients and contractors, whether such programs or activities are
Federally funded or not);
Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on
the basis of disability in the operation of public entities, public and private transportation
systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-
Venue Use Agreement Page 6 of 7
Contract No. 25-190
12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37
and 38;
The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. §47123)
(prohibits discrimination on the basis of race, color, national origin, and sex);
Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low -Income Populations, which ensures Non-discrimination against
minority populations by discouraging programs, policies, and activities with
disproportionately high and adverse human health or environmental effects on minority
and low-income populations;
Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of Limited English proficiency (LEP). To ensure compliance with
Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access
to your programs (70 Fed. Reg. at 74087 to 74100); and
Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities (20 U.S.C. § 1681 et seq.).
23. Severability. If any section, sentence, clause, or phrase of this Agreement should be held to be invalid
for any reason by a court of competent jurisdiction, such invalidity shall not affect the validity of any other
section, sentence, clause, or phrase of this Agreement.
24. Exhibits. Exhibits attached and incorporated into this Agreement are:
A. Special Event Permit Application and Approval Letter
B. Insurance Certificates
The Parties have executed this Agreement this 7 ay of 20 Z.%-
CITY OF SPOKANE VALLEY
JoA Hohman, City Manager
APPROVED AS TO FORM:
ik"ARW
By:
Its: Authorized Representative
Venue Use Agreement Page 7 of 7
Exhibit A.
Spokane
jValley
October 24, 2025
Alli Young, Director of Operations
Northwest Athletic Conference
Lower Columbia College, Gym 110 - NWAC
P.O. Box 3010
Longview, WA 98632
Re: 2025 NWAC Cross Country Championships
Dear Ms. Young:
PARKS AND RECREATION DEPARTMENT
John Bottelli, Parks and Recreation Director
2426 North Discovery Place ♦ Spokane Valley, WA 99216
Phone: (509) 720-5200 ♦ Fax: (509) 720-5250
Email: parksandrec@spokanevalley.org
spokanevalley.org
Northwest Athletic Conference's (NWAC's) Special Event Permit Application for the 2025
NWAC Cross Country Championships at The Course Spokane Valley has been approved
with the following conditions:
Parking: The Cross Course has less than 180 parking spaces available for event parking
(parking lot and on -street parking on Flora south of the railroad tracks). Parking is
strongly discouraged anywhere north of the railroad tracks due to a lack of pedestrian
facilities along the street and across the tracks. A similar sized event (WCC Cross
Country Championship) will have spectator parking off site, and spectators will be
shuttled to the event site. Shuttling is strongly encouraged for the NWAC Cross Country
Championships.
• NWAC shall be responsible for making Event attendees aware (a) that no sidewalks or
trails lead to The Course from any area north of the railroad tracks, (b) that attendees
parking north of the railroad tracks will have to cross the tracks to get to The Course,
and (c) of the inherent risks and dangers presented by crossing the tracks.
• No stakes are to be used for tents on turf areas. Please use weights to secure tents.
• NWAC must adhere to all park rules and regulations of the Spokane Valley Municipal
Code.
• NWAC must execute and comply with all terms of the Venue Use Agreement.
Enclosed is a copy of your Application and the Venue Use Agreement for the Event.
Please return a signed copy of the Venue Use Agreement to me so I can route it for
execution by the City.
If you have any questions or need additional information, please do not hesitate to
contact me at (509) 720-5401.
Event Dates:
11-09-25 Setup and packet pickup
• 11-10-25 Race Day
Sincerely,
John Bottelli
Parks and Recr tion Director
Enclosure
crrvrnF s� SPECIAL EVENT PERMIT APPLICATION Fo—ro—fice. use Initla/s.
piKane $ y6' S.E.P.A. Fee Paid
Parks and Recreation Department $ Credit Card Fee
..;0OValley 2426 N. Discovery Place Spokane Valley WA 99216 Insurance Received
Phone: (509) 720-5200 Fax; (509) 720-5250
parksandrec u,spokanevalleywa.g2v www.spokanevalleywa.pov
The City of Spokane Valley Municipal Code, Chapter 5.15 (attached) requires any person or entity conducting a
special event, in part or in whole, upon public property in control of the City, to obtain a Special Event
Permit. A completed application and a . 50.00 application ication fee must be submitted at least four weeks
rior to the event.
Permits for special events protected Lander the First and Fourteenth Amendment are subject to reasonable
exercise of public control or limitation in the interest of public health, safety, morality, and welfare.
EVENT INFORMATION AND LOCATION
EVENT NAME: 2025 NWAC Cross Country Championships
ADDRESS/LOCATION OF EVENT: Flora Park - The Course
EVENT DATE(S) AND TIMES: November 10- competition
EVENT SETUP DATE(S) AND TIMES: November 9 — setup and packet pickup/practice
EVENT TAKEDOWN DATE(S) AND TIMES: November 10 - competition
ESTIMATED ATTENDANCE: 650
ESTIMATED NUMBER OF AND TYPES OF ANIMALS INVOLVED: none _
ESTIMATED NUMBER OF VEHICLES AND TYPES OF VEHICLES: Team vans (12); Cars/SUVs (100)
EVENT ORGANIZATION AND COORDINATOR
ORGANIZATION NAME: NWAC
MAILING ADDRESS: Lower Columbia College, Gym 110 - NWAC, PO Box 3010
CITY: Longview STATE: WA ZIP: 98632
EVENT COORDINATOR NAME: Atli Young, Director of Operations
EMAIL: ayoung@nwacsports.com
ORGANIZATION PHONE: COORDINATOR PHONE: (509) 952-3171
PROVIDE BRIEF DESCRIPTION AND PURPOSE OF EVENT:
Two-year college cross country championship races for men and women. First race at 1lam, second race
at 12pm, followed by awards ceremony. About 75 runners per race. Women run a 6k, men run an 8k.
PROVIDE A DESCRIPTION OF YOUR PARKING PLAN/LOCATIONS FOR VOLUNTEERS, STAFF, AND FOR THE
PARTICIPANTS THEMSELVES:
Site visit 10/14/2025 to confirm exact locations, but should have plenty of parking for team vans/buses and event staff/fans. Volunteers and
staff to be near entry point for ticket entrance and at Start/Finish areas, Participants will be in team tent area and Start/Finish Line areas.
COSV Special Event Permit Application Rev. 11/3/23
PLEASE ATTACH A MASTER SITE PLAN OF THE EVENT
PLUS PROPOSED ROUTE PLAN IF PLANNING A WALL(/RUN.
The Master Site Plan will include everything that applies: e.g. locations of tents, vendors, stages, tables,
activities, first aid, decorations, signs, waste and recycling receptacles, restroom facilities, fencing,
emergency vehicle access, etc.
0 YES NO
Is this the first time this event has been held in Spokane Valley?
YES Z NO
Will any part of the event take place on a sidewalk, median, street, or other
public right-of-way? If yes, list and describe:
If a Block Party, provide addresses involved/affected by street closure:
What type of traffic routing/control device(s) will be used?:
Who will be setting up the traffic routing/control devices?:
Who will be directing traffic? (Please note: only licensed flaggers or uniformed
deputies may stop or direct traffic):
YES ❑ NO
Tents, stages, or other structures involved?
If Yes, what type and amount:
Tents (10x10 and 10x20) for coverage over ticket entrance, athletic trainer, awards, teams.
Z YES nNO
Using a rental company for equipment? If yes, provide company name and contact
information: Portable restrooms - being done by Spokane Sports.
YES F-] NO
First Aid kits onsite are required, at a minimum. Please check yes that you will provide.
✓0 YES NO
Providing additional emergency medical services, based on special event risk factors?
If yes, provide description: We will have a certified athletic trainer on -site with an AED and medical supplies.
✓❑ YES ❑ NO
Amplified sound? START TIME: 9:30am END TIME: 1:30pm
✓❑ PA System ❑ DI ❑ Live Music ❑✓ Other (specify): Race start gun sound x2
YES ❑f NO
Will food be prepared, served, or sold? If yes, describe how and type of food.
(Please note: food handling and preparation must comply with Spokane
Regional Health District regulations.)
YES NO
Hiring a caterer or vendor(s)? If yes, provide company name and contact information:
YES F✓ NO
Serving alcohol? (Please note: Alcohol is only allowed at CenterPlace and the
grounds, and permits are required.)
YES NO
Proposing to have a vendor(s) of any type? If yes, list vendor name and type of
merchandise or service; if more than one, attach a separate, complete list.
Vendors are subject to approval. Merchandise vendor: Fine Designs
COSV Special Event Permit Application Rev. 11/3/23
YES ❑ NO
Are staff/volunteers helping to monitor or facilitate the special event and provide
spectator or participant control and direction? If yes, how many?
Yes, about 20-30 total.
YES C] NO
Hiring a private security company? If yes, provide company name and contact
information:
I believe Spokane Sports is, yes, but I don't know the company.
[,] YES F] NO
Providing portable restrooms? If yes, provide location and amount:
Yes, Spokane Sports is facilitating this. Planning for 5 portable restrooms in 2 locations on The Course,
YES NO
Providing hand washing sinks? If yes, provide location and amount:
Yes, at least one with the portable restrooms.
S NO Providing trash/recycling dumpster? If yes, provide dumpster sizeand amount:
I believe Spokane Sports is facilitating this. YXAe_- t,61111 P-is VIA i176VAIZA�"
D YES [� NO
Displaying/hanging any signs or banners? If yes, describe size, type, display dates,
and locations. (Please note: nails, screws, & thumbtacks are not to be used, but
rather tape, string, zip ties, etc.) Yes, finish line banner under the permanent finish line structure, as well as NWAC Championships
and partner banners (3'0) on cattle fending or wherever we can with zip ties, bungnes, etc.
[� YES NO
Are you requesting any other support services from the City of Spokane Valley?
If yes, please describe:
See A.40 C . " ($ S c luavt-e.
6-eA�-_ dtoo1.
COSY Special Event Permit Application Rev.. 11/3/23
APPLICATION CHECKILIST
For your application to be accepted, you must certify that each item of documentation is provided with
this Special Event Permit Application by initialing each applicable box. If a box is inapplicable, you
must so indicate by writing "N/A" in the box.
All special events require the following documentation:
FV�Cornpleted application.
[Master Site Plan of event, plus proposed route if holding a walk/run.
FTraffic Control Plan pursuant to SVMC 5,15,090:
The Parks and Recreation Director may require any reasonable and necessary traffic control
with the applicant responsible for the expense. The Parks and Recreation Director shall
notify the applicant of any City -projected traffic control expense and collect this amount
before a permit is issued.
YAn insurance declaration page naming the City of Spokane Valley as an additional insured
demonstrating proof of general liability insurance with a combined single limit of at least
$1,000,000 per occurrence, and $2,000,000 aggregate, or such other amounts as may be
established by the City's insurance carrier.
❑ If goods, services, food, or beverage are sold, Products Completed needs to be included in the
insurance coverage also.
Depending on the event, some or all of the following documentation, in addition to the
required documentation for all special events, may be required:
❑ If applicant is applying on behalf of an organization, a letter from the organization stating that
the applicant is authorized to apply for the special event permit on behalf of the organization.
❑ If applicant applying would like to have vendors at the event, a list of the vendors and what
services they would be providing. Note that submitting a list of vendors and services does not
guarantee vendor approval. This will be either denied or granted as part of the special event
permit process.
❑ If the event is a block party, a sketched map with names and phone numbers of affected parties.
❑ If applicant is claiming to apply on behalf of a tax-exempt, non-profit organization, a copy of
the tax exemption letter.
PLEA S'�_ Nea., Charitable solicitation is not allowed in the right-of-way.
Spokane Valley Municipal Code 5.15.080 (a.) regarding allowing charitable solicitation in
the right-of-way was repealed through Ordinance 12-012, passed by the Spokane Valley
City Council on April 10, 2012.
4 COSV Special Event Permit Application Rev. 11/3/23
CERTIFICATION
I certify the following:
• All information contained in this Special Event Permit Application and required accompanying
documents are true and correct to the best of my knowledge.
• I have submitted all applicable documents listed on the Special Event Permit Application.
I will be financially responsible for any City fees or costs that may be imposed for the special
event, including the posting of the bond required in SVMC 5.15.060:
The Parks and Recreation Director may require a cash deposit or performance bond as a
guarantee that the public property will be cleaned and returned to the condition in which it
was found. The amount shall not be less than $50.00 and no more than $1,000. The Parks
and Recreation Director shall determine the amount of bond or deposit by considering type
of event, projected number of participants and spectators, and the sponsor's experience.
For an event where clean-up or other potential expenses would likely exceed $1,000, the
parks and recreation director shall refer the matter to the City Council for consideration.
• 1. will comply with the insurance requirements in SVMC 5.15.070:
The Applicant is required to procure and maintain for the duration of the use or rental
period insurance against claims for injuries to persons or damage to property which may
arise from or occur in connection with the use of the facilities and the activities of the
applicant and his or her guests, representatives, volunteers and employees.
Accordingly, the Applicant shall provide proof of general liability insurance, with minimum
limits of $1,000,000 per occurrence and $2,000,000 aggregate and name the City of
Spokane Valley as an additional insured by using ISO endorsement CG 20 11, or coverage
at least as broad. The insurance policy shall contain or be endorsed to reflect that the
Applicant's insurance coverage shall be primary insurance as respect to the City of
Spokane Valley. Any insurance, self-insurance, or self -insured pool coverage maintained
by the City of Spokane Valley shall be excess of the Applicant's insurance and shall not
contribute with it. If alcohol will be available for consumption, Applicant/Organization
may be required to procure and maintain for the duration of the agreement liquor
liability insurance in an amount not less than $1,000,000 each occurrence. The City
of Spokane Valley is to be named as an additional insured on liquor liability
insurance. Host liquor liability coverage, which is included in a commercial general
liability policy, may be adequate when alcohol is consumed and not sold on premises,
with the prior written approval of the City of Spokane Valley.
Liability insurance may be available through Gather Guard Event Insurance. Gather
Guard offers $1,000,000 per occurrence (no general aggregate) which meets
the minimum insurance requirement, The liability policy automatically names the
City of Spokane Valley as an additional insured and includes host liquor coverage.
For an additional fee, liquor liability coverage may also be available for purchase.
Applicant can access the Gather Guard program through the Washington Cities
Insurance Authority website at https://www.wciapool.orq/216/Event-Insurance.
COSV Special Event Permit Application Rev. 11/3/23
I will comply with the hold harmless and indemnification provisions in SVMC 5,15.070:
The applicant shall defend, indemnify, and hold harmless the City, its officers, officials,
employees and volunteers from and against any and all claims, suits, actions, or liabilities
for injury or death of any person, or for loss or damage to property, which arises out of the
applicant's event, or from any activity, work or thing done, permitted, or suffered by
applicant which arises from the applicant's event, except only such injury or damage as
shall have been occasioned by the sole negligence of the City.
e I am fully aware of the health risks and hazards connected with the activity, and hereby
agree to comply with all federal, state, and local health district requirements.
NAME OF APPLICANT: Marco Azurdia
(print)
SIGNATURE:
DATE: 10.9.25
COSV Special Event Permit Application Rev. 11/3/23
Spokane Valley Municipal Code (SVMC)
Chapter 5.15
SPECIAL EVENTS
5.15.010 Definitions.
A. "Applicant" means the person, firm or entity making application for a permit.
B. "City manager" shall mean the city manager or his/her designee.
C. "Parade" means any march or procession consisting of people, animals, bicycles, vehicles, or
combination thereof, except wedding processions and funeral processions, upon any public street or
sidewalk which does not comply with adopted traffic regulations or controls.
D. "Run" means an organized procession or race consisting of people, bicycles, or other vehicular
devices or combination thereof upon the public street or sidewalk.
E. "Public property" means a street or other public place (i.e., park) under the control and authority
of the City.
F. "Private Event" means an event which uses public property for the purpose of monetary or
personal gain by any person, partnership, group, organization, company or corporation or which is
closed to the general public.
G. "Special event" means:
1. Any activity of a temporary nature on public property which affects the ordinary use of
public rights -of -way, public parking lots, public parks, intersections, sidewalks or streets, or
which would significantly impact the need for city -provided emergency services such as
police, fire or medical aid, for purposes which include, but are not limited to, parades,
walks/runs, street dances, fundraisers, sales, auctions, bikeathons, shows or exhibitions,
filming/movie events, carnivals, circuses, car shows, horse shows, fairs and block parties, or
other activity, demonstration or exhibition; or
2. Any activity, function, or event, which is open to the general public, where 200 or more
people are estimated to attend; or
3. A private event.
H. "Street" or "streets" means any public roadway, sidewalk, or portions thereof in the City of
Spokane Valley dedicated to the public use.
I. "Street dance" means any organized dance on any public street, public sidewalk or publicly
owned parking lot.
5.15.020 Permit — Required.
No person shall conduct a special event upon public property unless a permit has been obtained
from the parks and recreation director. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64 § 2,
2003).
5.15.030 Permit — Application — Fee.
The fee for a special event shall be determined by resolution. (Ord. 08-013 § 2, 2008; Ord. 05-023
§ 1, 2005; Ord. 64 § 3, 2003).
5.15.035 Permit — Exceptions.
The following activities are exempt from the requirement to obtain a special events permit,
although such activities must still comply with all other applicable laws:
A. A funeral procession by a licensed mortuary;
B. Activities conducted by a governmental agency acting within the scope of its authority; and
C. Lawful picketing on sidewalks. (Ord. 08-013 § 2, 2008).
COSV Special Event Permit Application Rev. 11/3/23
5.15.040 Permit — Application — Contents.
The application for a special event permit shall include the following:
A. The name, address, and telephone number of the applicant and any event organizer, if different
than the applicant;
B. A certification that the applicant will be financially responsible for any City fees or costs that may
be imposed for the special event, including the posting of the bond required in SVMC 5.15.060, and
compliance with the insurance requirements in SVMC 5,15.070;
C. A certification that the applicant will comply with the hold harmless and indemnification
provisions in SVMC 5.15.070;
D. If the special event is designed to be held by, on behalf of, or for any organization other than
the applicant, the applicant for the special event permit shall file a written communication from such
organization:
1. Authorizing the applicant to apply for the special event permit on its behalf;
2. Certifying that the applicant will be financially responsible for any costs or fees that may be
imposed for the special event;
3. A copy of the tax exemption letter issued for any applicant claiming to be a tax-exempt
nonprofit organization;
E. A statement of the purpose of the special event;
F. The proposed location for the special event;
G. Dates and times when the special event is to be conducted;
H. The approximate times when assembly for, and disbanding of, the special event is to take place;
I. The proposed locations of the assembly or production area;
J. The specific proposed site or route, including a map and written narrative of the route;
K. The proposed site of any reviewing stands;
L. The proposed site for any disbanding area;
M. Proposed alternate routes, sites or times, where applicable;
N. The approximate number of persons, animals or vehicles that will constitute the special event;
0. The kinds of animals anticipated to be part of the special event;
P. A description of the types of vehicles to be used in the special event;
Q. The number of bands or other musical units and the nature of any equipment to be used to
produce sounds or noise;
R. The number and location of portable sanitation facilities;
S. Other equipment or services necessary to conduct the special event with due regard for
participant and public health and safety;
T. The number of persons proposed or required to monitor or facilitate the special event and
provide spectator or participant control and direction for special events using City streets, sidewalks,
or facilities;
U. Provisions for first aid or emergency medical services, or both, based on special event risk
factors;
V. Insurance and surety bond information;
W. Any special or unusual requirements that may be imposed or created by virtue of the proposed
special event activity; and
X. Any other information required by the parks and recreation director. (Ord. 08-013 § 2, 2008;
Ord. 05-023 § 1, 2005; Ord. 64 § 4, 2003).
COSV Special Event Permit Application Rev. 11/3/23
5.15.050 Permit — Application — Filing.
A completed application for a special event permit shall be filed with the parks and recreation
director at least four weeks before the date on which the event will occur. The parks and recreation
director shall notify the applicant of approval or disapproval. (Ord. 08-013 § 2, 2008; Ord. 05-023
§ 1, 2005; Ord. 64 § 5, 2003).
5.15.060 Bond required.
The parks and recreation director may require a cash deposit or performance bond as a guarantee
that the public property will be cleaned and returned to the condition in which it was found. The
amount shall not be less than $50.00 and no more than $1,000, The parks and recreation director
shall determine the amount of bond or deposit by considering type of event, projected number of
participants and spectators, and the sponsors experience. For an event where clean-up or other
potential expenses would likely exceed $1,000, the parks and recreation director shall refer the
matter to the city council for consideration. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64
§ 6, 2003).
5.15.070 Insurance required — Hold harmless/indemnification.
A. The applicant shall provide the City with a declaration page demonstrating proof of liability
insurance with a combined single limit of $1,000,000 per occurrence, and $2,000,000 in aggregate or
such other amounts as may be established by the City's insurance carrier. Evidence of insurance shall
be filed with the application and shall name the City of Spokane Valley as an additional named
insured. Depending upon the nature of the special event and its risk to the public and private
Individuals, the parks and recreation director may increase or reduce the liability limits for a given
event after consultation with the City's insurance carrier.
B. The applicant shall defend, indemnify, and hold harmless the City, its officers, officials,
employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or
death of any person, or for loss or damage to property, which arises out of the applicant's event, or
from any activity, work or thing done, permitted, or suffered by applicant which arises from the
applicant's event, except only such injury or damage as shall have been occasioned by the sole
negligence of the City. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64 § 7, 2003).
5.15.080 Permit — Issuance standards.
The parks and recreation director shall not issue a special event permit if:
A. The time, route, or size of the event will unreasonably disrupt the movement of traffic along
streets;
B. The size or nature of the event requires supervision by a significant number of police officers
that causes unreasonable expense or diversion of police duties;
C. The applicant has failed to remit all fees, documents, or proof of bonds,
D. The applicant has failed to conduct a previously authorized special event in accordance with law
or the terms of a permit, or both;
E. The police department or City traffic engineer fails to sign the permit due to traffic or other
safety concerns;
F. The applicant has failed to provide sufficient safety, health or sanitation equipment services, or
facilities;
G. The applicant has not provided sufficient off -site parking or shuttle service, or both, when
required to minimize substantial adverse impacts on general parking and traffic circulation caused by
the event;
10 COSV Special Event Permit Application Rev. 11/3/23
H. The special event will substantially interfere with any other special event for which a permit has
already been granted or with the provision of City services in support of other scheduled special
events or governmental functions;
I. The special event would block traffic lanes or close streets during peak commuter hours on
weekdays between 7:00 a.m. to 9:00 a.m. and 4:00 p.m. to 6:00 p.m. on streets designated as
arterials by the City's public works department;
5.15.090 Traffic control.
The parks and recreation director may require any reasonable and necessary traffic control with
the applicant responsible for the expense. The parks and recreation director shall notify the applicant
of any City -projected traffic control expense and collect this amount before a permit is issued. (Ord.
08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64 § 9, 2003).
5.15.100 Appeal procedure.
Upon denial of a permit by the parks and recreation director, an applicant may appeal to the city
council by filing a written notice of the appeal within 10 days from the parks and recreation director's
decision. Upon such appeal, the city council may reverse, affirm, or modify the parks and recreation
director's determination. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64 § 10, 2003).
5.15.110 Permit revocation or suspension.
The special event permit issued under this chapter is temporary and vests no permanent rights in
the applicant, and may be immediately revoked or suspended by the parks and recreation director if:
A. The applicant has made a misstatement of material fact in the information supplied;
B. The applicant has failed to fulfill a term or condition of the permit in a timely manner;
C. The applicant requests the cancellation of the permit or cancels the event;
D. The activity endangers or threatens persons or property, or otherwise jeopardizes the health,
safety or welfare of persons or property;
E. The activity conducted is in violation of any of the terms or conditions of the special event
permit;
F. An emergency or occurrence requires the cancellation or termination of the event in order to
protect the public health or safety; or
G. The applicant fails to prepay expenses.
The City shall refund the permit fee in the event of revocation caused by an emergency or
supervening occurrence. All other refunds shall be at the discretion of the parks and recreation
director. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005; Ord. 64 § 11, 2003).
5.15.120 Rules and policy.
To implement the special event permit, the parks and recreation director may develop and adopt
rules, policies and forms consistent with this chapter. All adopted rules, policies and forms shall be
filed with the city clerk. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1., 2005; Ord. 64 § 12, 2003).
5.15.130 Violation o Penalty.
Violation of this chapter is a class 1 civil infraction. (Ord. 08-013 § 2, 2008; Ord. 05-023 § 1, 2005;
Ord. 64 § 13, 2003).
1 1 COSV Special Event Permit Application Rev. 11/3/23
Spokane Valley Municipal Code (SVMC)
Chapter 6.05
PARK REGULATIONS
Sections from Chapter 6.05:
6.05.040 Special event permits.
A special event permit is required prior to holding a special event in any City park. If the
department deems necessary, special event permits may be required for events involving more
than the routine use of a City park. Applicants shall apply for a special event permit and such
applications shall be processed pursuant to Chapter 5.15 SVMC.
When deemed necessary by the City to mitigate anticipated impacts on the park, traffic, and
general public health and welfare, and when deemed appropriate to carry out other requirements
set forth in this Chapter 6.05 SVMC, the director may impose special conditions for a special event,
which shall be included in the permit. The department reserves the right to cancel a permit for
good cause. If reasonably possible, the City shall provide notice of cancellation at least 24 hours in
advance of the event.
A cancellation or denial of a special event permit for an event occurring in a City park may be
appealed to the city manager by filing a written appeal with the city clerk within 10 days of the
date of the decision. Upon such appeal, the city manager may reverse, affirm, or modify the
department's decision pursuant to the criteria set forth in SVMC 6.05.040. (Ord. 19-018 § 2, 2019;
Ord. 09-038 § 3, 2009; Ord. 65 § 5, 2003. Formerly 6.05.050).
6.05.050 Sale of goods or services.
City parks are established for recreational purposes. Accordingly, commercial use, whether by
for -profit or nonprofit entities, is prohibited except through written agreement with the City or by
permit issued by the department. The City may require appropriate compensation from any
commercial use, which may include, but shall not be limited to, a per -event fee. Such
compensation may be in addition to any rental fee. Such compensation shall be determined based
upon the nature of the event, the public benefit of the event, and the impact to the City and City
park facilities from the event, including how much of the park facilities will be unavailable to other
users. Any agreement or permit for sale of goods or services in City parks shall include procuring
and maintaining liability insurance at least consistent with that required in SVMC 5.15.070. (Ord.
19-018 § 2, 2019; Ord. 09-038 § 3, 2009; Ord. 65 § 6, 2003, Formerly 6.05.060).
12 COSV Special Event Permit Application Rev. 11/3/23
2025 NWAC Cross Country Championships
The Course Spokane Valley
Schedule Breakdown
Sunday, November 9
8:00am - Spokane Sports Staff Onsite
-ATV's Delivered
9:00am - NWAC Staff Onsite
-Setup Begins
-American Onsite for Portable Restroom Delivery
2:00pm - Practice & Packet Pickup Begins
5:00pm - Practice and Packet Pickup Concludes
-Coaches Meeting Begins
5:20pm - Coaches Meeting Concludes
5:30pm - Overnight Security Onsite
Monday, November 10
7:00am - Spokane Sports Staff Onsite
-Overnight Security Offsite
8:00am - Apparel company onsite
8:00am - Timing Team Onsite
8:00am - NWAC Staff Onsite
9:00am - Volunteers/Officials Onsite
-Teams Onsite
10:00am - AMR onsite
10:00am - Ticket Gate Open
10:30am - Color Guard/National anthem
11:00am - Men's Race
12:00pm - Women's Race
1:00pm - Awards (right after)
-AMR offsite
1:30pm - Clean up Begins
2:00pm- Portable Restrooms Pick-up
2:30pm - Clean up Concludes
-ATV Pick-up
-Spokane Sports Offsite
ADDITIONAL NOTES
Vendors - might have a coffee cart but still TBD
Ticketing - this event is ticketed
- Ticket Link: https•//vivenu com/event/2025-nwac-cross-country-championships-
copy-3i80xz
Parking -
-Team Busses/Vans - onsite parking at The Course
-ADA - onsite parking at The Course
-Spectators - onsite parking at The Course
-Overflow parking - street parking south of the railroad
V — A
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O CD O
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John Bottelli
From: Jessie Lohman <Jessie@spokanesports.org>
Sent: Friday, October 24, 2025 1:00 PM
To: John Bottelli; Anna Alsept
Subject: FW: Event Attendance Estimate
[EXTERNAL] This email originated outside the City of Spokane Valley. Always use caution when opening attachments or
clicking links.
Hi John,
Happy Friday! Please see below for revised statement on attendance and parking needs for the NWAC meet on
November 101h. Please let me know if this will work for traffic revision review.
Thank you!
Jessie Lohman (Ward)
Event Manager
Spokane Sports 10: (609) 456-5812
From: Alli Young <ayoung@nwacsports.com>
Date: Friday, October 24, 2025 at 12:25 PM
To: Jessie Lohman <Jessie@spokanesports.org>, Anna Alsept <anna@spokanesports.org>
Cc: Marco Azurdia <mazurdia@nwacsports. com>, Fitzgerald, James
<james.fitzgerald@ccs.spol<ane.edu>
Subject: RE: Event Attendance Estimate
Jessie,
Below is revised language to help clarify our estimated parking needs for the city. Let me know if you
need anything further. The 650 attendance estimate included all personnel onsite: teams, event staff,
officials, timing, fans, etc. Here is a breakdown in terms of vehicles. In the past, we've sold on average
150 tickets for fans, many of whom have been 2+ in vehicles, so we can estimate around half that
number to be fan vehicles.
"We're revising our attendance, in relation to parking, to 150. We think the on -site parking will be sufficient
because about 170 are coming on buses (1-2 buses anticipated) and team vans (estimated 10-15), and about 80 will
be spectator cars, leaving the rest for event staff (estimated 10-20 vehicles), officials/timing (estimated 30
vehicles), etc."
All! Young, Director of Operations
Northwest Athletic Conference (NWAC)
nwacsports.com I Cell:509-952-3171
ayoung0nwacsports.com (New Email)
/___ __ 1- _11ANA 4;-NIE
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NORTHWEST ATHLETIC CONFERENCE