APPLICATION for Special Event Permit

Thank you for taking the time to complete the APRC Special Event/Outdoor Act Ashland Parks and Recreation Commission Logo

ivity Request APPLICATION. The applications must be submitted at least 90 days ahead of the proposed event. You will be invoiced for a $25 application fee.

NOTE: This form is for Special Events that are open to the public and must be approved by our Volunteer & Event Coordinator, Sulaiman Shelton. This form is not for private events. For information on planning a private event, please email or call 541.488.5340.

The asteriks indicate fields that are required.

* Applicant Name:

Organization:

* NAME OF THE PROPOSED EVENT:

* MAILING ADDRESS:

* PHONE (no spaces, no non-numeric symbols):

* Email:

* DATE(S) of EVENT:

* HOURS of EVENT (include set-up and take-down):

* ON-SITE CONTACT PERSON (day of the event):

* PHONE FOR ON-SITE CONTACT (no spaces, no non-numeric symbols):

* TYPE OF EVENT (Provide a specific, detailed description of the event. Include site plans, maps and any special requirements. Special requirements may include portable toilets, trash cans, amplification, promotion and potential impacts on the site):

* WILL YOUR EVENT REQUIRE A STREET CLOSURE?

Yes

List streets if applicable:

List times for street closure if applicable:

* WILL YOUR EVENT REQUIRE AMPLIFICATION? (If yes, prior approval by APRC required for all parks, with the exception of the Lithia Park Butler Memorial Bandshell. The amplification limit at the bandshell is currently at 1.5 hours, no louder than 75 decibels and must end by 8 p.m.)

Yes

* ARE YOU REQUESTING A BOOTH? (If yes, and your booth request is for Lithia Park, see the Butler Memorial Bandshell site plan link in your confirmation email. In addition, review the Selling in Parks & Special Event Booth Policy, also in your confirmation email)

Yes

HOW MANY BOOTHS? (The maximum number of booths allowed is 25, no larger that 10' x 10')

IS YOUR BOOTH INFORMATIONAL OR ARTISIAN?

Informational

Artisian

Mix of both

WHAT HOURS WILL THE BOOTH/S BE OPEN?

WILL MONEY BE EXCHANGED AT THE BOOTH/S?

Yes

If yes, how much in sales are you expecting?

Is a percentage of money from vendor booths supporting this event?

Yes

* HOW MANY PEOPLE DO YOU ANTICIPATE WILL ATTEND THE EVENT?

* IS THE EVENT A FUNDRAISER?

Yes

* IS THE ORGANIZATION RESPONSIBLE FOR COORDINATING THE EVENT A 501c3?

Yes

* IS THERE A FEE ASSOCIATED WITH THE EVENT?

Yes

If yes, how much is the event fee? (Note: With the exception of booths, selling in parks is prohibited; however, donations are allowed - Review the Selling in Parks & Special Event Booth Policy in your confirmation emaill)

* PLEASE DESCRIBE YOUR PLAN FOR RECYCLING AND CLEAN-UP DURING AND AFTER THE EVENT.

* REQUIREMENTS FOR RESTROOMS - The event organizer is responsible for providing portable toilets if it is estimated that there will be more than 200 people in attendance. Please describe your plan.

* PLAN FOR POTABLE WATER - Potable water is not available. The event organizer is responsible for supplying drinking water for the event. Please describe your plan.

* PLAN FOR GREY WATER - Please describe your plan to contain and dispose of grey water off-site.

PLEASE ACKNOWLEDGE THE WAIVERS BELOW BY INITIALING IN THE SPACE PROVIDED

* APPROVAL PROCESS - I understand that APRC staff will review my completed application and respond as soon as possible. Submission of application does not mean the event has been approved. Staff will contact me directly by email or letter. Please note that some events do require Commission approval and may require you to present your request at a Commission Business Meeting. Event requests requiring Commission approval should be submitted three (3) months prior to the the requested event date.

* INSURANCE - I understand that I must show evidence of two (2) million in liability insurance and the City of Ashland must be listed as additional insured on the policy.

* OTHER PERMITS - I understand that some events may require obtaining additional approvals/permits through other City Departments.

* DAMAGE TO PROPERTY - I understand that permit-holders will be held responsible for any loss or damages that may occur during the event.

* OTHER FEES - I understand that other fees may be assessed depending on the location of the event.

* SIGNATURE (Please enter your full name and then select SUBMIT)

Upon completion of this application you will receive a confirmation email of receipt.

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Special Event Request

APPLICATION for Special Event Permit

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