Special Event Application

Form Submitter Name*

First NameLast Name

Form Submitter Email*

Name of event*

Type and purpose of event*

Park/Location of event*

If 'Other', what location are you requesting?

Date(s) of event*

Hours of operation*

Date of event setup*

MonthDayYear

Event strike completed date*

MonthDayYear

Expected attendance*

Organization name*

Organization address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Organization phone*

Area CodePhone Number

Primary contact*

First NameLast Name

Primary contact address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Primary contact phone*

Area CodePhone Number

Primary Contact Email*

Day of event contact name and phone number*

Charitable benefactor (if applicable)

Is group a non-profit organization?*

YesNo

If yes, attach copy of 501(c) 3

Browse Files

Federal ID# (Charitable/Non-profit status)

If no, what portion of proceeds will go to charitable organization?

Is this a sanctioned race (USATF, NCAA, NFHS, OHSAA, or other)?*

YesNo

How is this event being publicized?*

If there is an event registration link, enter here; otherwise enter N/A.*

Does the applicant intend to charge an event participation fee and/or event admission fee?*

YesNo

If yes, what is the dollar amount of participation fee and/or event admission fee?

Will applicant be collecting fee or admission charge day of event?*

YesNo

Event entertainment description

Will there be use of amplified sound?*

No person shall indulge in any noisy, boisterous conduct nor shall any person use any sound amplification device audible more than 20 feet from the device without specific written permit from the Director

Are electrical hook-ups needed?*

YesNo

Reserved areas do not have electricity; a generator is required and is the sole responsibility of the organization.

Will any signs, banners or pennants be posted or hung?

YesNo

Describe the proposed signage location(s) and include specific details on site plan.

Number of parking spaces needed*

Number of handicap parking spaces needed*

Shuttle parking needed?*

YesNo

How many shuttle spaces and what size are needed?

Where will shuttle drop-off and pick-up points be located?

Will vendors be present at event?*

YesNo

If yes, describe in detail number of vendors involved, specify the goods or services being vended and if they will be selling services and or goods during event.

Will there be food service at event?*

YesNo

Is a Food Truck(s) being used?*

YesNo

If yes to either question, describe in detail number of food service vendors involved, specify the food items being prepared and or served and if they will be selling their product during the event

All food service vendors preparing and/or selling product on event site must have approved Hamilton County food service license. Contact Hamilton County Board of Health 513-946-7800 for additional information.

Is this a first time event at Great Parks of Hamilton County?*

YesNo

If not, list years, parks and locations

A detailed site plan and a route map of walk/run portion of event must accompany your Special Event application. Site plan must include the following:

Tents: Sizes and location
Stage: Location and size
Vendor Booth Area
Start/finish areas
All electrical hookups/generators
Refreshment stands
Restroom accommodations
Parking areas, including handicapped spaces, vehicle/trailer locations, perimeter fencing, barricades, barriers and all entry/exit points

Detail of plan to keep site and adjacent public and private property free of trash and debris generated by this activity*

Upload Your Site Plan Here*

Browse Files

Upload Your Route Map Here (If Applicable)

Browse Files

Will additional trash receptacles, dumpsters and portable restrooms be needed for event? If yes, Applicant will need to contact local waste management company for any additional services needed.

YesNo

No person shall deposit, permit, or suffer to be deposited, in any part of the park district, any garbage, ashes, sewage, refuse, or any waste material whatsoever, otherwise than in receptacles or pits provided for such purposes.

Are there any special or unusual requirements that may be imposed or created by virtue of the proposed event and or activity?*

YesNo

If yes, please explain

Insurance
(Certificate of Insurance to be sent to Great Parks of Hamilton County Information@greatparks.org)

Minimum Limits of Liability will be $1,000,000 combined single limit per occurrence for bodily injury and property damage. Additional limits or coverages may be required by the Great Parks of Hamilton County.
Great Parks of Hamilton County shall be listed as “additional insured” and the policy endorsed to require that Great Parks of Hamilton County be provided thirty (30) days written notice of coverage modification or cancellation.
A certificate of insurance will be provided to the Great Parks of Hamilton County (14) days prior to the beginning date of the applicants event.

Police Services/EMS

Contact Great Parks of Hamilton County Ranger Department 513-521-3980 for questions regarding police and safety. Detailed safety plan required for all events including parking and road closure information.
If estimated attendance is 400 or above, our Ranger Dept. may require the use of one or more off duty details – minimum of 3 hours at $50 per hour.
Use of park roads for races is not permitted. All routes must be on paved trails.
No portion of the park shall be used for purpose of way except roads. Roadways, paths, sidewalks, and trails established for pedestrian travel, shall not be used for vehicular travel.
Emergency Medical Services plan is required. Applicant to contract with local EMS service provider to be on hand at event.

General Information

No permanent markings are to be used to designate the route. No markings are to be sprayed on, or attached to any building, park sign, tree, road surface, or trail surface. Temporary directional signs are permitted; however, these must be removed immediately following the event.
A valid Motor Vehicle Permit is required to enter the parks. Otto Armleder Memorial Park and Fernbank Park are cooperative ventures with the City of Cincinnati; a Motor Vehicle Permit is not required. These will be available for purchase the day of your event. It would be helpful to mention this requirement in your race promotions. Large groups may be required to purchase a Special Event MVP in advance.
Large groups may be required to lease multiple shelter areas to accommodate parking/event space needs.
All Great Parks’ bylaws, rules, and regulations must be followed.
Trails are always open to the public – runners and walkers participating in your event may encounter people with strollers, bike riders, roller blades and other walkers / runners.
Start times should be staggered to eliminate trail congestion.
No person shall remain in or use any part of the facilities of the park district during the times the park district is closed, unless by special written permit from the Director. The park district is open from dawn until dusk daily.
All persons while within the park district shall abide by conditions adopted and posted by the Board for the preservation of good order and the protection of property within the park.
No person shall possess an open container of beer or intoxicating liquor, as defined by R.C. § 4301.01, within any park, except within the confines and privacy afforded in a cabin, tent, camping vehicle, permit premises, or other non-public areas reserved or leased from district.
No person shall have in his possession an opened container of beer or intoxicating liquor on the premises of the holder of any permit issued by the department of liquor control as defined in R.C. § 4301.62. This section does not apply to beer or intoxicating liquor which has been lawfully purchased from the permit holder for consumption on the premises
No person, except authorized employees or agents of the Board, licensed concealed carry permit holders in full compliance with R.C. § 2923.125 or 2923.1213, or motor vehicle operators in full compliance with R.C. § 2923.16, shall possess a firearm, deadly weapon, dangerous ordnance, pellet gun, paint ball gun, air rifle, slingshot, or missile-propelling device within the park without a specific written permit from the Director.
No person shall discharge, ignite, or explode any fireworks in the park district. No person, except authorized employees or agents of the Board shall possess fireworks within the park without a specific written permit from the Director.
No person shall establish or maintain any camp or other temporary lodging place within the 14 Great Parks of Hamilton County –except in locations especially set aside by the Board as camps.
No person shall place any boat, canoe, raft, or watercraft of any type upon or in any lake, pond, stream, or other waters within the boundaries of the park district without specific written permission from the Director except for boats owned and operated by the Board. (B) No person shall swim, bathe, wade, nor enter into any waters in the park district where prohibited or in a manner contrary to regulations prescribed by the Board. (C) No person shall fish in any waters in the park district in a manner contrary to regulations resolved by the Board or in waters where fishing is prohibited by the Board. (D) Any outboard motor used on waters within the park district where not otherwise prohibited by the Board shall not exceed 5 horsepower, except those used for government purposes, without specific written permit from the Director.
No person, except park district employees or others authorized by the Director, shall use equipment or devices, including climbing spikes, ropes, harnesses, ladders, or scaffolding for climbing of trees. (B) No person shall engage in rappelling or any rock climbing activity within the park district, without permission from the Director.
No person shall voluntarily bring, land, or cause to descend, or alight upon or adjacent to park land or water, any helicopter, airplane, balloon, parachute, hang glider, or other apparatus for aviation, without specific written permission from the Director.
(A) Roller skating shall be permitted only in authorized areas of the park district. (B) The riding of skateboards is prohibited within the park district.

By signing this application, the applicant agrees to follow the guidelines listed in this document.

Review your application prior to submittal.

By my signature below, I certify that I have authority to make this application, and to bind the organization, if any, sponsoring the event, and that I, or the organization, will be financially responsible for any costs of fees that may be imposed for the Event.

Signature*

Date*

MonthDayYear

Special Event Application

Event Information

Organization Information

Primary Contact

Event Participation & Admission Fees

Parking

Vendors

Food Service

Prior Events

Event Area

Special Requirements