HomeMy WebLinkAbout2026-049 AGRMT Epic Ashland EPIC ASHLAND AND THE CITY OF ASHLAND
PARTNERSHIP AGREEMENT
This Agreement("Agreement")is made on the date of the last signature,by and between the City
of Ashland("City")through the Parks and Recreation Department("Parks and Recreation") and
Epic Ashland("Epic"),collectively the"Parties."
Recitals:
A. This Agreement is entered into with the mutual understanding that programming collaboration
between Parks and Recreation and Epic provide a significant value to the community.Parks
and Recreation recognize the exceptional contributions of Epic Event Organizers for the
community of Ashland. By way of illustration, during the 2025 Outdoor Event Season, Epic
coordinated concert events brought approximately 6000+spectators to Lithia Park and
Downtown Ashland.
B. Parks and Recreation and Epic collaboration on public events allow each party to utilize
strengths in programming and event facilitation for the benefit of Ashland community
members.This collaboration helps reduce associated expenses for event production that would
otherwise require additional resources from Parties to provide services.
C. This Agreement aims to formalize the partnership, acknowledge the value of each Party's
contributions,and outline the specific responsibilities of the Parties in order to facilitate
equitable trades in event production between Epic and Parks and Recreation.
D. Effective dates: June 1,2026, through December 31,2026
Therefore,the Parties agree to the terms set forth:
1. Epic will provide event production services including:
a. Performance artist curation
b. Audio and visual production service curation
c. Food and beverage vendor curation
d. Additional portable toilets and handwashing stations including ADA accessible units
e. Overall general management of event and crowd management including security and
site organization.
2. Maintain,at Epic's own expense, general liability,with a combined single limit, of not less
than$1,000,000 per occurrence for bodily injury,death,and property damage.
3. Parks and Recreation agrees to give preferred access to facilities for Epic produced events in
accordance with practices governing reservations and activity programming. Furthermore,
Parks and Recreation and Epic will engage in good-faith communication concerning park and
facility maintenance and safety standards when appropriate. In acknowledgement of value
provided by Epic for the community benefit, Parks and Recreation agrees to waive Lithia
Butler Bandhsell Daily Use Fee. Special Event Application and Alcohol Permitting Fees will
still apply.
4. Parks and Recreation will provide staff support to facilitate events including:
a. Road closure signage and parking organization
b. Restroom maintenance during the event
c. General Park&City facility maintenance needs
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5. When possible, Parks and Recreation will provide resources,materials,and services for Epic
produced events.This may include tables,chairs, and other city-owned equipment authorized
to be used by partnering organizations.
6. Parties agree to share marketing materials for events covered under this agreement and other
activities&events deemed appropriate by Parties at no charge.
7. Parties agree to review agreement annually,assess traded services,and keep each entity's
contribution equitable.
8. Term and Termination:
a. Either Party may terminate this Agreement with a 30-day written notice or
immediately for cause. In the event of termination for cause,the terminating Party
may do so immediately if the other Party breaches any material term or condition of
this Agreement, including but not limited to violations of safety protocols or misuse of
resources.The non-breaching Party shall notify the breaching Party in writing,
specifying the nature of the breach.
b. A meeting will be held annually to review the status of the partnership,assess Parties
contributed,and discuss future needs.
9. Indemnification:
a. Epic agrees to indemnify,defend,and hold harmless the City of Ashland,its officers,
officials,employees, and agents from and against any and all claims,damages,
liabilities, costs,or expenses(including reasonable attorney fees)arising out of or
related to Epic's activities,except to the extent caused by the negligence or willful
misconduct of Parks and Recreation or City.This indemnification shall include,but
not be limited to,claims arising from injury to persons or damage to property caused
by Epic,its volunteers,or its representatives during the performance of their volunteer
activities.
IN WITNESS WHEREOF, By signing below,the Parties acknowledges that they have read and
understood this Agreement and agrees to the terms outlined herein.
Epic sh n Parks and Recreation
By: By:
ame Name: Rachel Dials,
Title: /,I y� L Title:Deputy Director
Organ zation: �Y Organization:Ashland Parks and Recreation
Date: Date: (!
� I �IZCP
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