Event Permit ApplicationPark Special Events Permit Guilford County, North Carolina(336) 641-7275www.guilfordparks.com <h2><strong>Guilford County Parks and Recreation Special Event Application </strong></h2> <p style="text-align: left;">You must fill out a Special Event Application if you are planning a run, walk, or bike event; block party, festival, exhibition, or inviting the public to your event at a Guilford County Parks facility. Please call 336-641-PARK(7275) to check availability. If the facility is available, you must then fill out this Events Application and submit it along with the application fee at least 60 days prior to your event. Please do not announce, advertise or promote your event until you have received approval from the Guilford County Parks Department.</p> <p style="text-align: left;"><strong><u>Special Information and Conditions of Receiving Approval for an Event</u></strong></p> <p style="text-align: left;"><strong>The following Events are allowed at the locations below:</strong></p> <ul> <li><strong>Bur-Mil Park:</strong> Run/Walk, Bike Event, Festival Exhibition, Golf Tournament, Allow Alcohol (Designated Areas)</li> <li><strong>Gibson Park:</strong> Run/Walk, Bike Event, Festival Exhibition, Allow Alcohol (Designated Areas), Baseball/Softball Tournaments</li> <li><strong>Hagan-Stone Park:</strong> Run/Walk, Bike Event, Festival Exhibition, Allow Alcohol (Designated Areas)</li> <li><strong>Northeast Park:</strong> Run/Walk, Bike Event, Festival Exhibition, Disc Golf Tournament, Allow Alcohol (Designated Areas), Baseball/Softball Tournaments</li> <li><strong>Southwest Park:</strong> Run/Walk, Festival Exhibition, Allow Alcohol (Designated Areas), Baseball/Softball Tournaments</li> </ul> <strong>Facility Alterations:</strong> Absolutely no permanent alterations or spray painting of any kind will be permitted. All temporary alterations must be approved by Management. Facilities must be cleared and cleaned of all trash, garbage, routing or directional arrows, and/or debris by the sponsoring organization after the event. The applicant shall be responsible for reimbursing the Guilford County Parks Department for any damages that occur during the proposed event. <strong>Recycling: </strong>All Guilford County Parks require you to recycle during your event. Recycling bins can be provided if needed. <strong>Public Safety: </strong>Management, in consultation with local law enforcement and Guilford County Emergency Services shall determine the number of law enforcement officers needed to appropriately manage street closures and for internal security. Management will also determine the number of Emergency Medical Technicians needed as well as the time when such services shall commence and end. The applicant is required to make arrangements for such services and pay the cost of such services upon receipt of contract and/or invoice. The Applicant shall be responsible for hiring and paying for any of the above-mentioned items. <strong>Alcohol:</strong> Alcohol is only allowed if you have prior approval of management. Be advised that some facilities do not allow alcohol. All beer and wine must be in a can or other non-glass container. Your event may require security if you have alcohol. <strong>Parking:</strong> Parking may be examined for ADA compliance. You may be required to provide a shuttle if the event places undue demands on surrounding parking areas. <strong>Staffing:</strong> The Applicant shall be additionally responsible for reimbursing Guilford County Parks for any extra staffing needed for opening early, closing late, managing parking, assisting with setup/breakdown, etc… <strong>Attendance: </strong>As part of this application process, applicant agrees to provide an attendance count of the event within five (5) days following the conclusion of the event. The information will be used internally to document attendance levels for future planning and administrative purposes. <strong>Trail Usage:</strong> Spray paint and other permanent markings are not allowed on trails or greenway surfaces. Trails must be cleared and cleaned of all trash, garbage, routing or directional arrows, and/or debris by the sponsoring organization after the event. <strong>Amendments/Revisions: </strong>Any and all changes to this application must be submitted in writing. Every effort will be made to accommodate your request but approval cannot be guaranteed. <strong>Insurance or Applicable Rider</strong><strong>: </strong>Comprehensive General Public Liability Insurance required: $1,000,000 per person per incident with a $2,000,000 Aggregate. The Certificate should state <em>Guilford County, its officers, employees and agents are additionally insured under the insurance policy</em>. Some facilities may have other specifications as well. This must be submitted at least one week before your event. Your event will not be allowed to take place if this requirement is not met. <strong>Exclusivity: </strong>Approval of this application does not grant your group exclusive use of any Guilford County Parks Facility. <strong>Event Hours:</strong> Events are restricted to public hours of the facility. If access is needed before or after hours of operation, the applicant will be required to pay for any staff cost associated with such use at the rate of $13 per hour, per staff person. <strong>If You Cancel Your Event:</strong> If a cancellation is received from you, in writing, more than 30 days from your event we will refund any money paid for your event minus a $10 administrative fee. <strong>If We Cancel Your Event: </strong>While it is not typical for Guilford County Parks to cancel events, some circumstances warrant event cancellations and park closures. Every effort will be made to allow your event to continue to take place but we reserve the right to cancel your event at any time before or during your event. If we cancel your event due to inclement weather, park closure or other reasons beyond our control, you will receive a full refund. If we cancel your event due to your inability to provide required paperwork, your event not matching paperwork submitted, your guests not following park rules or acting unruly, and related reasons, you will not receive a refund. <strong>Non-Discrimination Requirements:</strong> The applicant shall not discriminate against any worker, employee or participant by any other member of the public because of Race, Creed, Color, Religion, Sex, National Origin or Handicap nor otherwise commit any other unfair participation practice. Applicant and Sponsoring Organization Information Sponsoring Organization Name: * Are you a Non-Profit? * Yes NoIf you are a Non-Profit, what type? * 501(c)(3) 501(c)(6) OtherOtherApplicant Name * Applicant Name First First Last Last Title * Address Address Address Address City City State AlabamaAlaskaArkansasArizonaCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaOhioOklahomaOregonPennsylvaniaRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahVermontVirginiaWashingtonWest VirginiaWisconsinWyoming State Zip Zip Phone * Cell Phone * Email * Is the Day-of-Event contact the same as above? If no, please fill in contact info below. * Yes NoName * Name First First Last LastAddress * Address Address Address City City State AlabamaAlaskaArkansasArizonaCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaOhioOklahomaOregonPennsylvaniaRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahVermontVirginiaWashingtonWest VirginiaWisconsinWyoming State Zip ZipGeneral InformationType of Event: (Check all that apply) * Run/Walk Block Party Festival Exhibition Bike Race OtherOther Event Name * Event Date * Park where your event will be based: Bur-Mil Park Gibson Park Hagan-Stone Park Northeast Park Southwest Park Shelters/Areas needed (as discussed with park staff): * Inclement Weather/ Rain Date (If Applicable) Event Start Time * 121234567891011 : 00153045 AMPMEvent End Time * 121234567891011 : 00153045 AMPM Set-Up Time * Dismantle/Completion Time * Time you will need access to buildings/restrooms * If you are planning a run, bike, or walking event, please attach or include a hyperlink to a map of your requested route. Drop a file here or click to upload Choose FileMaximum file size: 516MB Proposed Route Website Link Distance of your route * Trails to be used * Estimated Daily Attendance * Basis on which this estimate is made. * Based on Similar Event Pre-Registration Numbers Previous Year's Event Total GuessEvent DetailsDoes the event involve the sale or use of alcoholic beverages? Be advised that some facilities do not allow alcohol. Yes NoAre you using a food service provider? * Yes NoIf yes, they will need to contact your facility of interest to set up a vendor contract. A copy of approval forms from the health department must be submitted prior to the event.Does the event involve the sale of non-food items? * Yes NoIf yes, you may need to fill out a Vendor Agreement.Will you use stages for this event? * Yes No If yes, number of stages? * Location of Stages * Will there be musical entertainment at your event? * Yes NoMusic and lyrics must not be obscene, profane, or indecent!Will amplification used? * Yes No Number of Stages * Number of Bands * Will you use Generators for this event? * Yes No Number of Generators * You must have one fire extinguisher for each generator. Extinguisher must be within 10 feet of each generator.Will there be any tents or canopies on the proposed event site? * Yes No Approximate number of Tents * You must have one fire extinguisher for each generator. Extinguisher must be within 10 feet of each generator. Tent Sizes * Tent Locations * Will any tent exceed 400 sq. ft. in area? * Yes NoNote: If yes, tent permits will be required from Building Inspections DepartmentWill you provide portable toilets for your event? * Yes No Number of Portable Toilets * (Mandatory minimum of 1 per 200 people and 1 out of every 10 must be accessible for those with disabilities, must be at least 25’ from any food operations) Toilet Locations * Will you have more than 150 participants? * Yes NoIf Yes, and hosting a trails event you may be required to have EMT’s on location during your event.Will you have more than 200 people? * Yes NoIf yes, you may need to have a park staff person present during your event at the rate of $13 per hour.Do you plan to use security? * Yes No If yes, what security company are you using? * Will you have bounce house/inflatable? (special conditions apply) * Yes No Number of Bounce House/Inflatables? * Bounce House Locations * Name of Bounce House/Inflatable company? * Will you charge admission or a registration fee for your event? * Yes No Cost per person? * Will fees be charged to vendors to participate in this event? * Yes No Cost per vendor? * Vendors will need to complete a vendor contract with the facility.Will signs and/or banners be displayed as part of this event? * Yes NoIf yes, check with management on signage placement.Will participants/vendors have to fill out any registration forms or waivers? Yes NoIf yes, please provide us with a copy of the forms.Will this event require street closures? * Yes NoIf yes, you may need to reserve law enforcement traffic control. How will parking be accommodated for this event? * Please list any Media Partners associated with this event: * <strong>APPLICATION FEE</strong> Application fees are refundable (minus a $10 administration fee) if your application is denied or if you cancel your event prior to 30 days from your event. Application fees will be applied to your event fee if your application is approved. The current application fee is $50 and is due when you submit your application. Your facility of interest will inform you of your event costs when your application is approved. To receive an estimate, call 336-641-PARK. <strong>AGREEMENT</strong> I have read and understand this application and the requirements placed upon this applicant and organization. I agree to abide by Guilford County and local town/city rules, regulations and ordinances should my application be approved. I will fulfill the requirements placed upon this application and understand that park/special event management reserves the right to cancel my event at any time if I fail to do so. I also understand that the sponsoring organization is responsible for the clearing of all trash and debris at the end of the event and the organization is responsible for reimbursing the Guilford County for any damages or additional facility staff costs caused by the event and/or its participants. The sponsoring organization agrees to pay for use of the facility, plus any additional costs that may be incurred by the event and/or its staff, volunteers, agents, participants or spectators. I understand that the Sponsoring organization I represent agrees to indemnify and hold harmless Guilford County for all injury or damage to persons or property caused by the event. I represent that I am authorized to execute this agreement on behalf of the sponsoring organization. * I agree Today's Date * Sponsoring Organization Signature * Clear If you are human, leave this field blank. SubmitΔ
