• 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

  • Applicant Information

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  • Event Information

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  • 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.

  • 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.

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  • Parking

    No parking on grass without prior approval will be permitted at any facility.

  • Grilling

    Fires are prohibited except within designated fireplaces or grills. 

  • 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.

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  • 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.

     

  • 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.

  • Staging and Platforms

  • 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.

  • Temporary Fencing

    Temporary fencing will need to be included on the site map.

  • Barricades

    Barricades will need to be included on the site map.

  • 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.

  • 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.


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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**

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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.
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  • 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.
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  • 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.  

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