TOHS Special Event Permit Application

Town of Holly Springs Special Event Permit Application
General Information
A “Special Event” is defined as an event, festival or other activity held to engage the community, promote tourism or provide economic, social or wellness benefits to the community. A Special Event Permit Application is required for any event which is held on Town Property, or any event to be held on public right of ways. Special events may include runs, carnivals, festivals, concerts etc.

The Town of Holly Springs (TOHS) uses the following criteria when evaluating, scheduling and approving Special Events:
1. The nature of the event and how it can serve the Town of Holly Springs and its residents
2. The dates, times and available locations during which the proposed event will occur
3. Whether the activities are in compliance with other applicable laws and Town ordinances and fits within the mission of the department
4. Whether the event is to benefit non-profit community organizations
5. The general health, safety and welfare of the participants in/or attending the event
6. The impact and or cost of the event on the involved town departments
7. The frequency of the event or similar event(s)
Submitting the Application

The review and approval of a Special Event Permit Application is coordinated through the Parks & Recreation Department.

Hitting the submit button at the end of the application automatically sends your application to the Event Committee. If you have any questions, please contact Rachel Porter at rachel.porter@hollyspringsnc.gov or 919-567-4711.

Please allow time for our staff to review and consider the application. The applicant can expect an initial response within 5-10 business days. The Event Committee meets the second Tuesday of every month. The Committee must approve the event before a permit can be issued.

Upon review of the application, a Town employee will contact the applicant to set up a pre-event meeting to further discuss the details of your special event.

Special Event Permit Process
1. Browse our facility offerings and pick out a location(s) to best serve the group’s needs. Applicants are encouraged to choose an alternative location in the event the first choice is not available. Please visit www.hollyspringsnc.gov/parks for information about facilities and parks.
2. Please be sure to complete all sections of this application. All proposed activities and events are subject to the approval of the Town of Holly Springs. The application submittal will not be considered if the application is incomplete
3. Submit the application via e-mail, mail or in person. Submittal of an application does not grant permit or confirmation to conduct the planned event – all applications are subject to review. Applications that require road closures need to be submitted 180 days prior to event date, and applications that do not require road closures need to be submitted 120 days prior to event day.
4. Upon receiving a completed application, Parks & Recreation will notify applicants about the status of the application. Applicants will be informed of any additional information or documentation requirements. At this time, applicants may be asked to schedule a pre-event meeting with a town employee. If a pre-event meeting is deemed necessary a Special Event Permit will not be confirmed without one.
5. The pre-event meeting will consist of a review of our rules and regulations, a review of the permit application, and an opportunity to discuss logistics, expectations and questions about the facility and its use.
6. If the application is approved and all documentation has been received, an invoice for associated fees will be issued. All event fees must be paid at the time of booking. Applicants are required to inform Parks & Recreation in writing of any and all amendments to the original application at least 14 days prior to the event. Once all requirements have been met and fees have been paid, a Special Event Permit will be issued.
7. Cancellation Policy: No refunds will be given for cancellations made within 14 days of reservation.
Partnerships

Town staff reserves the right to partner with an organization for events it deems beneficial to either the department, or the Town as a whole.
Nonprofit Rental Fee Discount
A nonprofit organization with a 501(c)(3) designation, hereafter referred to as “Nonprofit,” may be eligible for a twenty-five percent (25%) discount for rental fees to host a special event. The requirements for eligibility are below. Please select each requirement that describes your organization.

Nonprofit must be physically located within the corporate limits of Holly Springs, as designated on the tax exempt certificate (P. O. Boxes are ineligible). The special event must be for charity only, i.e. 100% of the net proceeds are donated. This excludes athletic tournaments, camps, clinics, practices, and games where participants and/or teams pay a fee. Nonprofit must not have paid staff. Each nonprofit is limited to one discounted special event per fiscal year (July 1-June 30). By checking the box, you are certifying that the organization submitting this application has NOT received a discount within the current fiscal year. A completed Special Event Permit Application must be submitted at least 180 (request requires road closures) or 120 (request does not require road closures) days in advance of the event start date. Administrative expenses, including but not limited to staff fees, equipment use, lighting, etc. are not eligible for discounts. Nonprofit must hold a minimum of $2 million in liability insurance and name the Town of Holly Springs, PO Box 8, Holly Springs, NC 27540
Applicant Information
By clicking yes, I am verifying that I have read and understand the Holly Springs Special Event Permit process. *

Yes
Applicant Name *

First Name Last Name
Name of Event Organizer/Producer (if different from Applicant)

First Name Last Name
Production Company/Organization (if applicable)
Federal Tax ID or 501(c)(3) Number. Please attach verification of 501(c)(3) status.
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Address *

Street Address

Street Address Line 2

City State / Province

Postal / Zip Code
Applicant Email *
example@example.com
Applicant Daytime Phone Number *

Area Code Phone Number
Applicant Fax Number

Area Code Phone Number
Applicant Cell Phone Number *

Area Code Phone Number
Event Day On-Site Contact (if different than Applicant)

First Name Last Name
Phone Number for Event Day On-Site Contact

Area Code Phone Number
Event Information
Name of Event *
Event Sponsors (if applicable)
1st Choice Location *
2nd Choice Location
Event Date(s) *

Month Day Year
What time will setup begin? *

: Hour Minutes AM/PM Option
What time will the event begin? *

: Hour Minutes AM/PM Option
What time will the event end? *

: Hour Minutes AM/PM Option
What time will event teardown end? *

: Hour Minutes AM/PM Option
If the event includes multiple days, please attach a copy of the schedule.

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Brief Description of Event *
How would you categorize this event? *

Neighborhood Event Event on Private Property Event on Public Property Event Requires Road Closures
The Event is: *

Private (Invitation Only) Open to the General Public
Number of Participants *
Number of Spectators *
Does your event plan to charge admission for entry or participation? *

Yes No
Please give a description of price categories. *
Event Features

All event features are subject to the approval of the Event Committee. **An approved site plan will be required and must indicate all features**
Product Sales

The sale of any item (food, clothing etc.) must be pre-approved by the Town. The Town reserves the right to charge a fee to any vendor or to deny permission for the sale of items.
Are you requesting permission to sell food and/or beverages? *

Yes No
Does this event seek to include the sale, distribution, possession or consumption of alcoholic beverages on public property? *

Yes No
Are you requesting permission to sell other merchandise? *

Yes No
Vendors/Caterers

A vendor is anyone who is serving, selling, sampling or displaying food, beverages or other merchandise or services at the event to participants or the general public. Any applicant with food service must contact the Wake County Food Safety Department at (919)856-6609 for approval of any food preparation or service. Applicant must show plan for clean up and grease removal. The event organizer is responsible for ensuring that vendors follow all state and local tax and health code requirements.
Does your event include vendors/caterers? *

Yes No
Please list name(s), contact information, and descriptions of vendor and items being sold. *
Have the proper heath department permits been secured? *

Yes No Not Applicable
Have all alcohol permits been secured? *

Yes No Not Applicable
Please attach a copy of all necessary health permits and liquor licenses.

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Parking

No parking on grass without prior approval will be permitted at any facility.
Will additional parking beyond existing parking be requested? *

Yes No
Please describe your parking needs. *
Grilling

Fires are prohibited except within designated fireplaces or grills.
Does your event plan to use grills and/or fireplaces? *

Yes No
Please describe your grill and/or fireplace needs. *
Amplified Sound/Entertainment

Crowds must be orderly with no sound amplification that may disrupt other park users or surrounding residents. The Town reserves the right to make this judgment and will be discussed at the pre-event meeting. Please refer to TOHS Sound Ordinance.
Will your event be using amplified sound? *

Yes No
What are the hours of operation? *

: Hour Minutes AM/PM Option
Until
until : Hour Minutes AM/PM Option
Will you have an entertainer (band, DJ, performer, etc.)? *

Yes No
What are the hours of operation? *

: Hour Minutes AM/PM Option
Until
until : Hour Minutes AM/PM Option
Please Provide Names, Contact Information, and Description of Entertainer. *
Tents and Canopies

Written permission from HSPR is required prior to the placement of tent stakes, anchors, or any other objects into the ground. Placement of all such objects must be disclosed on a pre-approved site plan.
Will tents and/or canopies be used for this event? *

Yes No
Number of Tents *
Number of Canopies *
Please provide the sizes and descriptions of tents/canopies. If tent sides will be used, please indicate the number of walls with the tent dimensions. *
Inflatables/Amusement Rides
Will your event feature inflatables/amusement rides? *

Yes No
Number of Inflatables/Amusement Rides *
Please provide the name and contact information of the vendor and the description of inflatables/amusement rides. *
Electrical Power and Water

Event applicant has inspected the premises and agrees to accept it as is. Applicant has reviewed power and water availability at the event location and agrees to be responsible for any additional power and/or water needs. If using water or electricity provided by a Town facility, additional fees may apply.
Will you event require electrical power and/or water? *

Yes No
Please describe your needs. Include the number of AMPS required. *
Staging and Platforms
Will your event include the use or installation of stages and/or platforms? *

Yes No
Number of Stages *
Please provide size and description of the stage(s). *
Portable Toilets

There must be a minimum of one (1) toilet per 250 guests. Ten percent (10%) of toilets must be ADA compliant (minimum of one(1)) Applicant is responsible for providing extra portable toilets if the facility does not offer enough. Portable toilets will need to be included on the site map.
Will your event require the use of portable toilets? *

Yes No
Number of Portable Toilets *
Temporary Fencing

Temporary fencing will need to be included on the site map.
Does your event require installation of temporary fencing? *

Yes No
Barricades

Barricades will need to be included on the site map.
Will your event require the use of barricades? *

Yes No
Number of Barricades
Other Structures
Will your event include the use of other structures not identified above? *

Yes No
Number of Structures *
Please include a description of the other structures. *
Street Closures or Use of Public Way

Please Note: The Town of Holly Springs Police Department and other authorities where relevant have final discretion over the Route Plan, including but not limited to the placement and number of all barricades, signs, and police/volunteer locations.
Does the event propose closing or impeding normal access to any of the following? (Please check all that apply) *

Not Applicable Streets Sidewalks Alleys Parking Lots
Please describe locations, dates, and times of closures. *
Maps
Route Map

If the event is a run, walk or other activity in which participants follow a course, a map with the proposed route must be attached. All routes are subject to HSPR approval and use of any space outside HSPR property requires additional approval. Course map must show direction of travel, start/finish locations and all sections of the course.

NOTE: Events held on the Holly Springs Greenway must use temporary field marking chalk to mark the course. Signs (minimum of 18’’x24’’) must be posted every ½ mile along section of the trail to be used 10 days prior to the event with the dates and times of the event. The Greenway will remain open to the general public during the event.
How would you describe your event? *

Not Applicable Race Walk Bike Race Parade
Start Location *
Please type N/A if your event does not require road closures
End Location *
Please type N/A if your event does not require road closures
Please attach a route map. REQUIRED before review.

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Site Map

Event applicant is required to prepare a detailed site plan with all of the following: parking, vendors, emergency access; the location of fencing, barricades and other structures, portable toilets, dumpsters, tents, stages, inflatables; proposed street closures and traffic routes. All site maps are subject to approval by the HSPR. The applicant must meet with a HSPR representative for the purpose of addressing logistical issues. This meeting is required before an event is approved.

**Event cannot prohibit or impede access to public rest rooms, walk ways or trail systems**
Please attach a site map of the event. REQUIRED before review. *

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Event Security and Safety

The applicant is responsible for all costs for security and traffic control. The applicant will contract directly with a Private Security Company or the Town of Holly Springs Police Department for a minimum of one (1) off-duty sworn law enforcement officer per five hundred (500) people. HSPR or HSPD may require additional security at their discretion. Holly Springs Fire Department also requires two (2) staff members per five hundred (500) people.
Has or will the Town of Holly Springs Police Department been contracted for security purposes? *

Yes No
Please describe the arrangements you will make for providing proper security. *
Please describe the arrangements you will make for providing first aid staffing and equipment during your event. *
Name of Emergency Medical Service Provider *
Phone Number of Provider *

Area Code Phone Number
Site Location *
Times of Operation *

: Hour Minutes AM/PM Option
Until
until : Hour Minutes AM/PM Option
Insurance Coverage

Proof of Insurance is Required. Sponsor shall release TOHS from any liability and hold the TOHS harmless from any claims resulting from leased premises during the term of use. The event organizer is required to obtain liability insurance coverage with a minimum of two millions dollars ($2,000,000) of coverage per event. A Certificate of Insurance verifying this coverage must be submitted with the Event Permit Application. The Town of Holly Springs shall be named as an “additional insured” in the policy. TOHS may require a higher aggregate amount of liability insurance coverage on some events.
Please attach proof of insurance.

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Proof of insurance is REQUIRED no later than 30 days after notification that the event application has been approved Cancel of
Conditions of the Application
Submitting this Special Event Permit Application does not provide permission to conduct your planned event. Please do not publicize your event prior to receiving confirmation of approval. You will be contacted by HSPR staff within 5-10 business days with an initial response. The Event Committee meets on the second Tuesday of each month. A permit cannot be issued before committee approval.

I have read and do understand the terms and conditions of this permit, and do hereby agree on behalf of the organizer of this event that all persons participating in this event shall adhere to and abide by all applicable ordinances, rules and regulations.
Signature *

Clear
Date *

Month Day Year
Date
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Town of Holly Springs Special Event Permit Application

General Information

Nonprofit Rental Fee Discount

Applicant Information

Event Information

Event Features

Street Closures or Use of Public Way

Maps

Event Security and Safety

Insurance Coverage

Conditions of the Application