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2. Event Disclaimer

   Powhatan County Parks & Recreation offers programs and special events in a family-friendly atmosphere. All music that is performed should be suitable for all ages. Participating musicians should keep the family-friendly nature of Parks and Rec events in mind when selecting music and should not perform music that contains coarse or offensive language, profanity, vulgar words, references to sexual conduct, violence, or music that would otherwise be an affront to Powhatan County's community standards. Parks and Recreation reserves the right to review and approve all music that will be performed at events and to exclude any music it deems offensive. Musicians not willing to perform music that complies with these guidelines will not be allowed to perform at Parks and Recreation events. 

   Musicians are allowed to hang a banner, sell CD's, and collect tips during performances. We strive to give our artists a positive performance experience and will promote through advertisements, e-mails, and web highlights on our website and our Facebook page. We appreciate your interest in playing for the Powhatan community!

4. SECTION 1: ARTIST INFORMATION
6. Artist/ Performer/ Band Name*
7. Client Business Name
8. Number in Group*
10. Artist Representative*
11. Artist Phone Number*
12. Artist Email *
14. Artist Mailing Address*
16. City*
17. State*
18. Zip*
20. Bio/description of artist/band or performance to be used for promotion.*
22. Other Venues Played*
24. Website*
25. Social Media Handles*
27. Requested Performance Fee*
28. Do you want a merch table? *
    -- Select One --YesNo
29. Preferred performance length*
    -- Select One --45 min60 min90 minTwo 45 min sets
31. W-9 Form
    W-9 Fillable Form
32. W-9 Form

    A W-9 form is required for payment from the County. The form must be submitted at least 2 weeks in advance to receive a check in person, on the evening of performance, otherwise, checks will be issued and mailed after the W-9 form is submitted. Payment processing can take up to 14 days.

36. SECTION 2: EQUIPMENT DETAILS

    The County will be providing a PA system. To get a better understanding of your needs please answer the following questions. 

    Note: Musicians are required to bring their own instruments and gear such as drum kit, amps, DI boxes, special microphones, music stands, etc. 

38. How many vocal mics do you need?*
39. How many instrument inputs do you need? *
40. How many stage monitors do you need?*
42. Does your setup require any special power needs?*
43. How long do you need for load-in and setup? *
    -- Select One --30 min45 min60 min
44. How long do you need for soundcheck? *
    -- Select One --Quick line check only15 min30 min
46. List the instruments and how they connect. *
48. Please share any additional sound or technical information we should know (e.g., backing tracks, wireless mics, in‑ear monitors, special routing):*
52. SECTION 3: MUSIC PERFORMANCE AGREEMENT TERMS & CONDITIONS
54. MUSICIAN PERFORMANCE AGREEMENT

    By submitting this form, the Band/Performer identified on this form (“Artist”) agrees to perform at the Light Up Powhatan event on the date, time, and location indicated in this form, and the County of Powhatan / Powhatan County Parks & Recreation, located at 3834 Old Buckingham Rd, Powhatan, VA 23139 (“County”), agrees to host Artist under the following terms:

    Artist: The band/performer identified on this form (“Artist”).

    County: Powhatan County, 3834 Old Buckingham Rd, Powhatan, VA 23139 (“County”).

    The parties hereby agree to the following terms and conditions:

    1. Performance Details:

    • Event: Light Up Powhatan
    • Date and Time: Saturday, July 4, 2026, 5:00 PM to 10:00 PM. The final performance schedule within this window will be coordinated in writing (including by email) between County staff and Artist.
    • Arrival Time: Artist will arrive at least 2-3 hours before the event begins  for setup and sound check. The final schedule within this window will be coordinated in writing (including by email) between County staff and Artist.
    • Location: Fighting Creek Park, 2505 Mann Rd, Powhatan VA 23139

    Any changes to time or location will be coordinated in writing (including by email) between County staff and Artist.

    2. Compensation:

    Artist will be paid a performance fee for participating in Light Up Powhatan. The specific amount of the performance fee for Artist, and any additional reimbursement or benefits (if applicable), will be stated in writing by the County (for example, in an email confirmation or contract cover sheet) and/or as indicated in this form.

    Payment Schedule: Unless otherwise agreed in writing, any performance fee will be paid to Artist by check upon completion of the performance, in accordance with County policies and procedures.

    3. Equipment, Sound, and Setup

    County and Artist will coordinate in advance regarding whether the County or Artist will provide sound equipment, microphones, or other technical needs. Artist is responsible for bringing any personal instruments and equipment that are not specifically provided by the County. Artist agrees to arrive in time to set up and soundcheck as reasonably requested by County staff, and to clear the performance area promptly after the performance.

    4.  Conduct and Content

    Artist agrees to present a family‑friendly performance consistent with the nature of a public community event, and to comply with any reasonable requests from County staff regarding volume, language, or conduct. Artist will comply with all applicable County, state, and federal laws and regulations, including any rules communicated by event staff.

    5. Cancellation and Weather

    Light Up Powhatan is an outdoor event and may be affected by weather or other conditions.

    • By County / Weather: The County may cancel, shorten, or reschedule performances in its discretion for safety or operational reasons, including but not limited to inclement weather, emergencies, or other conditions. The County will make reasonable efforts to notify Artist as soon as practicable of any changes. If the event or performance is cancelled by the County for weather or other reasons beyond the County’s control, the County may, but is not obligated to, reschedule the performance or provide compensation, subject to County policies and available resources.
    • By Artist: If Artist needs to cancel the performance, Artist agrees to notify the County as soon as reasonably possible, and preferably at least thirty (30) days prior to the event, so that the County may attempt to find a replacement act or adjust the event schedule.
    • Force Majeure: If either party is unable to perform its obligations under this Agreement due to events beyond its reasonable control (including but not limited to serious illness or injury, natural disaster, acts of God, war, government action, or other unavoidable circumstances), that party will not be held liable for such failure, and the Agreement may be terminated without penalty. The parties will make reasonable efforts to reschedule the performance if feasible.

    6. Recording and Promotion

    The County may photograph, video record, or otherwise document the event, including Artist’s performance, for non‑commercial governmental purposes such as news releases, social media, and future promotion of County events and programs. By performing at this event, Artist grants the County permission to use Artist’s name, image, and likeness, and non‑exclusive recordings of the performance, in such materials without additional compensation. Artist may also take photos or video of their own performance, subject to any reasonable restrictions imposed by the County.

    5. Safety, Liability and Indemnification:

    • Indemnification by Artist: Artist agrees to indemnify, defend, and hold harmless the County and its officers, employees, and agents from and against any and all claims, demands, or lawsuits arising out of Artist’s performance or actions, including but not limited to personal injury or property damage caused by Artist or Artist’s equipment, except to the extent caused by gross negligence or willful misconduct of the County.
    • Insurance: Each party is responsible for maintaining its own insurance, if any, to cover its respective risks (e.g., personal injury, property damage, liability), consistent with applicable law and County policy.

    6. Miscellaneous:

    • Independent Contractor: Artist is an independent contractor and is not an employee of the County. Nothing in this Agreement shall be construed as creating an employer‑employee relationship. Artist is responsible for any taxes, licenses, or other obligations associated with its performance.
    • Dispute Resolution: Any disputes arising from this Agreement shall be resolved in a court of competent jurisdiction in the Commonwealth of Virginia.
    • Governing Law: This Agreement is governed by the laws of the Commonwealth of Virginia.

    7. Entire Agreement

    The information submitted in this form together with these Terms & Conditions constitutes the entire agreement between Artist and the County with respect to Artist’s performance at Light Up Powhatan, and supersedes any prior verbal discussions about this specific performance, except where otherwise required by law or formal written contract adopted by the County.

56. Electronic Signature Agreement

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

    1. I agree.
58. Electronic Signature
59. Date*
Leave This Blank:


61. 1. Receive an email copy of this form.
62. Email address

    This field is not part of the form submission.

63. Submit

* indicates a required field