Special Event Permit Application

Special Event Permit Application

Deerfield Township Parks and Recreation
This application and resulting permit reflect the agreed upon and intended use of Deerfield Township and/or private property. Only applicants who have an approved Special Event Request Form should complete this application.

The completed application must be submitted at least 90 days prior to the event. A Comprehensive Site Plan and Insurance Certificate must accompany this application.

Any changes to the initial application must be made a minimum of 30 days prior to the event, and require additional review by Deerfield Township Staff.

Additional permits may be required for specific features of an event, such as fireworks, tents, structures, etc. The need for supplemental permits will be noted throughout the application. It is the responsibility of the applicant to ensure that all required permits are obtained. Deerfield Township reserves the right to revoke or terminate a permit if the applicant fails to obtain all permits required by law.
Special Event Request Code:
For questions, please contact Sarah at skirby@deerfieldtwp.com or 513.701.6977.
Please select the carrot (gray triangle) to the right of each section title. This will open the section and allow you to view and complete the questions.

Please complete sections in order. Answers impact the visibility of questions in future sections. (For example: If you select a park with formal sports facilities, then additional questions will be required regarding use of the fields in later sections.)

Please do not skip sections. If an item does not apply to your event, please open the section and answer the questions accordingly.
- (Contact noted below must be on site during the event.)
- Organization Name:
- Contact Name:
  
  First NameLast Name
- Contact Phone:
  
  Area CodePhone Number
- Contact Email:
- Event Name:
- Event Description:
- Location:
  
  Other
- Event Start Date:
  
  MonthDayYear
  Date
- Event End Date:
  
  MonthDayYear
  Date
- Event Start Time: (For Public)
  
  :HourMinutesAM/PM Option
- Event End Time: (For Public)
  
  :HourMinutesAM/PM Option
- For events that are open to the public on multiple dates and that do not start/end at the same time each day, please note the start/end times associated with each date.
- Set Up Date:
  
  MonthDayYear
  Date
- Set Up Start Time:
  
  :HourMinutesAM/PM Option
- Set Up End Time:
  
  :HourMinutesAM/PM Option
- Tear Down Date:
  
  MonthDayYear
  Date
- Tear Down Start Time:
  
  :HourMinutesAM/PM Option
- Tear Down End Time:
  
  :HourMinutesAM/PM Option
- Additional Comments:
- Will a fee be charged for this event?
- Anticipated Daily Attendance:
- Comments:
- (All features must be indicated on the site plan, including parking locations and traffic flow.)
- Number of vehicles for parking:
- Types of vehicles for parking
  
  Other
- Number of people YOUR ORGANIZATION will provide for directing traffic/parking:
- Will public parking lots be utilized?
- Public parking lot location:
- Will private parking lots be utilized?
- Private parking lot location:
- Private Parking Lot Location Contact:
  
  First NameLast Name
- Contact Phone:
  
  Area CodePhone Number
- Are there street crossings between any of your designated parking locations and the event location?
- Please list street crossing locations and describe your traffic management plan.
- Are there any park entrances that will need to be closed during the event?
- Please list entrance closure locations and describe the safety measures that you will be using.
- Additional comments on plan for parking and directing traffic.
- Type a question
- Will roads need to be closed for the event?
- Roads Impacted:
- Is YOUR ORGANIZATION hiring off-duty police officers or a private security firm for this event?
  
  Other
- Number of personnel YOUR ORGANIZATION is hiring:
- Private Security Company Name:
- Private Security Contact:
  
  First NameLast Name
- Contact Phone Number: (event day phone number)
  
  Area CodePhone Number
- (All features must be indicated on the site plan.)
- Will the Snyder House be used?
- Snyder House reservations are scheduled separately and require a Snyder House Contract. For availability and to complete the online booking request, please visit our website, www.DeerfieldRec.com.
  
  It is the event organizer's responsibility to ensure that all applicable Snyder House documentation is submitted within a timely manner. Please note that the space will not automatically be held for your event.
- Cottell Park Map
- Cottell Park Fields to be used:
  
  Other
- Fleckenstein Park Map
- Fleckenstein Park Fields to be used:
  
  Other
- Will field maintenance be required?
  
  Other
- Kingswood Park: Will the Community Pavilion be used?
- What will the Community Pavilion be used for?
- Additional Comments:
  (describe other areas of park to be used, field maintenance requirements, etc.)
- Will food or beverages be sold?
- Please contact the Warren County Health Department at 513.698.1228 for a food service permit.
- Will alcohol be served or sold?
- Please contact the Ohio Department of Commerce, Division of Liquor Control at 614.644.2411 for a liquor permit.
- Will there be open flames or cooking?
- Please explain the open flames/cooking:
- Please list the names of any food/beverage vendors that you will be using for your event:
- Will dumpster usage be required?
- Dumpster usage explanation:
- The event organizer is responsible for maintenance, damage, and supplies for public restrooms or obtaining portable restrooms.
  
  Public restrooms are available at the following parks: Cottell Park, Fleckenstein Park, Schappacher Park.
- Will YOUR ORGANIZATION provide portable restrooms for your participants?
- Quantity of portable restrooms that YOUR ORGANIZATION will provide.
- Additional Comments on Restrooms:
- (All features must be indicated on the site plan.)
- A separate permit is required for closed-sided tents 400 square feet or larger and open tents 700 square feet or larger.
  
  1) A Zoning permit is required from Deerfield Township, who may be reached at 513.701.6958.
  
  2) Once the zoning permit is approved, a permit can be obtained from the Warren County Building Department, who may be reached at 513.695.1290.
  
  3) Tent stake locations should be marked in white paint one week prior to the event. Please contact OUPS (Ohio Utilities Protection Service) at 1.800.362.2764 for utility locations at least three working days before the tent is to be erected.
- Will the event include tents or canopies?
- Will your event include any of the following?
- Tent Company:
- Company Contact Name:
  
  First NameLast Name
- Contact Phone:
  
  Area CodePhone Number
- Contact Email:
- Will temporary fencing be used?
- Please explain use of temporary fencing:
  The location of temporary fencing should also be indicated on your site plan.
- (All features must be indicated on the site plan.)
- Will amplification (speakers, sound systems, etc.) be used?
- Please explain use of amplification.
- Is water service required?
- Please explain water service required.
- Will Electrical Services/Generators be used?
- You will need to apply for an Electrical Permit from Warren County.
- Electrical Services Company Name:
- Contact Name:
  
  First NameLast Name
- Contact Phone:
  
  Area CodePhone Number
- Contact Email Address:
- (All features must be indicated on the site plan.)
- Prior to operation, all Carnival/Amusement Rides and Inflatables must be inspected and licensed with Ohio Department of Agriculture, Division of Amusement Ride Safety. Please contact the Division of Amusement Ride Safety at 614.728.6280 for questions on applicable permits, inspections, and licensures.
- Will the event include any of the following?
- Company Name:
- Contact Name:
  
  First NameLast Name
- Contact Phone Number:
  
  Area CodePhone Number
- Contact Email Address:
- Fireworks must be done by a State of Ohio licensed Pyrotechnician, who must provide State permit forms for approval by the Fire and Police Chiefs. The organizer shall supply Insurance information. The Fire Marshall is required to be present at the expense of the event organizer. For more information, please call the Fire Department at 513.701.6989.
- Will the event include Fireworks?
- Company Name:
- Contact Phone Number:
  
  Area CodePhone Number
- Contact E-mail Address:
- Please email promotional materials to skirby@deerfieldtwp.com
  
  To promote and strengthen our community identity, we ask that you recognize Deerfield Township as the location of your event and include the Deerfield Township logo on all promotional, advertising, signage, and event media. All materials must comply with Deerfield Township's Logo Use Policy. Copy of logo and policy available upon request.
  
  The Township reserves the right to review and approve, but will not unreasonably delay, advertising, publications, and communications prior to the publication or distribution.
- Please indicate the type(s) of media that will be used for advertising/promotion.
  
  Other
- Will signs/banners be placed in the Right-of-Way?
- Will signs/banners be staked into the ground?
- Please describe locations for staking signs/banners.
  Locations should also be noted on the site plan.
- What type(s) of assistance are you requesting from Deerfield? (Assistance from Deerfield is NOT guaranteed. Additional fees apply.)
  
  Other
- If Event Set-Up assistance is being requested, please thoroughly explain all tasks and timing.
- If Event Tear-Down assistance is being requested, please thoroughly explain all tasks and timing.
- If "Other" selected, please explain.
- Additional event information not covered in previous sections:
- I understand that selecting a check box or entering my name constitutes a legal signature confirming that I acknowledge and agree to the terms and conditions.
- I certify the facts set forth in the Special Events Permit Application are true and complete to the best of my knowledge.
- I understand that a Special Event Permit is not approved until Deerfield Township issues a permit number AND the permit has been signed by both Deerfield Township and the Grantee.
- I authorize Deerfield Township to investigate my background, or the background of any person or entity names in the application. Deerfield Township is hereby authorized to make any investigation of information provided in this application.
- I understand that additional permits may be required and that it is my responsibility to obtain all permits required by law. Deerfield Township reserves the right to revoke or terminate the Special Event Permit if I fail to obtain all permits required by law.
- The undersigned represents, stipulates, contracts, and agrees, for himself and the organization stated above, that he and said organization, jointly severally will indemnify and hold Deerfield Township harmless against liability for any and all claims for damages to property or injury to, or death of persons arising out of or resulting from the issuance of the permit or the conduct of the participants.
  Applicant Name (Please note that entering your name constitutes a legal signature.)
- Section 15: Application Status
  
  Please do not skip sections. If an item does not apply to your event, please open the section and answer the questions accordingly.
- Please ensure that you have opened each section and thoroughly answered the questions.
  
  You will not be able to submit your application unless all required fields are completed. (Questions that still need to be completed will be marked with a red asterisk. Please review each section for completeness before clicking on Submit Application.)
  
  To save and finish later, please change the application status back to In Progress and then click on the Save and Finish Later button. (This button is not visible unless the status is set to In Progress.)
- APPLICATION STATUS
- Code:
- Code2:
- Code3:
- P001F02.V2
- Should be Empty:

Special Event Permit Application

Section 15: Application Status