Park Users Policy Packet

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1 WATERFRONT PARK & BELVEDERE 129 RIVER ROAD LOUISVILLE, KY TEL. (502) FAX. (502) Park Users Policy Packet Checklist 1. Waterfront Park & Belvedere Special Event Permit Application [Pick the date] 2. Waterfront Park & Belvedere Special Use Policy Guidelines and Agreement for Rentals & Specifications. 3. Belvedere/Riverfront Plaza Weight Restrictions and Facility Specifications 4. Metro 5. Certificate of Insurance 6. Event Layout/Site Map 7. Load In/Load Out Schedule 8. Calendar Listing Form

2 APPLICANT INFORMATION Individual /Organization: Contact Name: Address: Phone Number: Mobile Phone Number During Event: City/State/Zip: Fax Number: Website: SECURITY DEPOSIT REFUND PAYABLE TO: SAME AS ABOVE ADDRESS? YES / NO IF NO, PLEASE FILL OUT THE FOLLOWING INFORMATION: Name: Attention to: Address: City/State/Zip: EVENT INFORMATION Note: Permits are issued on a first come, first, served basis. If your event is approved, a reservation deposit will be due 2 weeks upon receiving an invoice from WDC. reserves the right to reject any applications or disallow any permit at its sole discretion. 1. TYPE OF EVENT: Wedding Concert Charity Walk/Run Reception Festival Athletic Competition Wedding/Reception Family Reunion/Picnic Other: 2. PROPOSED NAME OF EVENT: 3. HAS THIS EVENT BEEN HELD PREVIOUSLY? YES / NO - If YES, please list venue, venue contact, date, and phone. Venue: Date: Venue Contact: Phone: 2

3 4. PROPOSED DATE AND TIME OF EVENT: If event reflects additional days other than the event date, there will be a user fee charge at a discounted rate for use of the venue for load in and load out. OPERATING TIMES DAY OF THE EVENT: START DATE START TIME END DATE END TIME SET UP EVENT TAKE DOWN 5. IS YOUR ORGANIZAION NON-PROFIT? YES NO - If YES, please attach a current verification of non-profit status and current board of directors roaster. 6. ESTIMATED EVENT ATTENDANCE PER DAY: 7. AREA(S) OF THE PARK DESIRED (PLEASE CHECK ALL THAT APPLY): North Great Lawn South Great Lawn Harbor Lawn Overlook Orange Upland Meadow Purple Upland Meadow Big Four Lawn Festival Plaza Brown-Forman Amphitheater Brown-Forman Lawn Other: West Belvedere East Belvedere Belvedere Overlook 8. EVENT ATTRACTIONS: Describe the activities and entertainment involved in your event in detail: (attach a separate sheet for additional information if needed): 9. STAGE: Would you like to use the Waterfront Development stage? YES / NO (It is a 20 x40 4 tall stage and there is an additional $600 charge added the user fee). If YES, you will need to clearly show the stage placement on a map layout that is to scale; scaled drawings are posted on the website 3

4 10. ELECTRICITY: Will your event require the use of electricity? YES / NO (Depending on your request, an additional amount will be added to your user fee. Electricity is available in fixed locations of the park) If YES, please provide your specific electrical needs amperage, voltage, and exact location. (ex: number of 110 outlets, 50 amp service for sound, 20 amp service for beer trailer etc.). Please provide a list of who/what needs to be plugged in at your event: WHO/WHAT AMPERAGE LOCATION If YES, a licensed electrician maybe requested to access electricity in certain areas of the park to hard wire a panel for your event. If an electrician is needed who will you use? Louisville Metro Electrical Maintenance? YES /NO (If needed, request their services on the Louisville Metro ) Electrician Company? YES / NO Company Name: 11. TENTS: Will a tent(s) be erected at your event? YES NO (If your tent(s) needs to be staked, they must be set up during the working hours, Monday Friday, 8 am-4pm, due to underground utilities) If YES, please let us know the size of tent(s) and how it will be secured (ex: water barrels, sandbags, cinder blocks). Please show the location of the tents on a map layout to scale. Scaled drawings are located on the website. Frame or Pole Tents: Secured with: How many tents: (please show on map location of each tent) Length/size of stakes approximate (must be less than 30 ): Rental Company Contact person/ Phone Number You may be required to complete a tent permit application through Louisville Metro Codes & Regulations. Will your event include one of the tent requirements below? - A structure 400 sq. ft. or larger with closed sides - A structure 700 sq. ft. or larger with open If yes, please follow the link to fill out a tent permit form - 4

5 12. WATER: Will you need water and/or sewage hookups? YES NO (Water and sewage are available in fixed locations. Event producer will provide own hose(s) and water key) If YES, please provide specific request and the amount needed: 13. CLEAN UP: Organization/individual responsible for clean-up of the event (volunteers or company): Cleaning Company Contact person/phone Number - The requires each event to use additional WDC branded cardboard garbage containers and recycling containers at $5 per box. However, you are responsible for bringing your own 55 gallon garbage bags to use as liners. Depending on attendance, how many do you need of each (please request a 1:1 ratio): - Garbage: Recycling: 14. PORTABLE TOILETS: Will you be providing portable toilets on-site for this event? YES NO (Please note that may require the event to rent portable toilets depending on projected event attendance. must approve location of portable toilets) If YES, please indicate the number of units: Company: To determine how many units are needed at your event, please review the Metro Special Event Handbook: If you are requesting the Festival Plaza as the location of your event, there are 8 restrooms which can be used for an additional $200 charge. Would you like to use Festival Plaza Restrooms? YES NO 15. MEDICAL SERVICES: Have you made provisions for onsite medical services? YES NO Louisville Metro Government requires EMS coverage for expected attendance over 5,000. Please visit the Metro Special Event Handbook for more information: 5

6 16. SECURITY: Have you made provisions for onsite security? YES NO If YES, please indicate company, contact, and phone number: Company: Contact: Phone Number: Louisville Metro Government has guidelines for security at your event. Please visit the Metro Special Event Handbook for more information: TICKETING: Is a registration, ticket/admission, fee required to attend/participate in the event? YES NO If YES, please explain the type of fee, amount and purpose of fee, and collection method. Also, indicate on the map gated areas for ticket/fee collection: 18. FENCING: Are you using any kind of fencing or partitions for your event? YES NO If YES, please explain what kind of fencing or partition will be used: Service Provider: Contact Information: 19. EQUIPMENT: Are you using special equipment for the load in of your event (Ex: Loaders, forklifts, golf carts, or gators)? YES NO If YES, please list what will be used, the quantity, and type of tires: 20. PARKING: Do you have any special parking needs for your staff, guests, volunteers, and/or equipment? YES NO If YES, please list your parking needs (parking lots within Waterfront Park can be used for a special event. A fee for parking spots and barricades will apply): 6

7 21. STREET CLOSINGS: Will any public street(s) need to be closed or blocked during event? YES NO If YES, please provide the with a list of road closures with corresponding times. If an event requires a partial or full closure of streets located in the public right-of-way, the event producer is required to provide a traffic control plan. Please visit the Metro Special Event Handbook for more information: ALCOHOL: Will you be serving or selling alcohol at your event? Serving YES NO Selling YES NO If YES, please visit the Metro Special Event Handbook ( for information on host liquor liability insurance requirements and temporary alcoholic beverage license guidelines. 23. CARNIVAL RIDES/INFLATABLES: Does your event have carnival rides and/or inflatables? YES NO If YES, please provide WDC a Certificate of Insurance from the carnival ride or inflatable company stating Louisville/Jefferson County Metro Government & as additional insured. 24. CERTIFICATE OF INSURANCE: For any event that takes place at Waterfront Park and/or the Belvedere, please provide a certificate of insurance that has both Louisville/Jefferson County Metro Government & Waterfront Development Corporation as additional insured. Certificate of Insurance Requirements: SOCIAL MEDIA: Does your event have any social media accounts? YES NO If YES, please list the organization/event account(s): Facebook: Instagram: Twitter: 7

8 Witness below the signature of an authorized representative of the Applicant. Applicant acknowledges that if this Application is accepted by the it constitutes a binding legal agreement between the Applicant and the. Applicant acknowledges that he has read and reviewed the attached Waterfront Park & Belvedere Use Guidelines for Rentals and Facility Specifications and agrees that, if this Application is accepted by the, the applicant shall comply with such Guidelines and ensure that its patrons, vendors, concessionaries, and exhibitors shall comply with such Guidelines. APPLICANT: SIGNATURE: TITLE: DATE: Date Received: OFFICIAL USE ONLY Received by: Approved Taken: Action Date: *Click in the signature box to configure a digital ID, which will serve as your legal signature. 8

9 WATERFRONT PARK CALENDAR If you want your public event listed on our website calendar, please complete this form and (with name of event in subject line) a digital picture or logo for your event that is at least 300 x 300 dpi in jpg format (bigger is better). Up to 2 additional photos may be submitted for use within the listing, with a dpi of at least 600 for the shortest dimension. Graphics will be posted at the discretion of the. Event Name Event Date Start Time End Time Location in Park Contact name (Individual and/or Organization) Phone # (REQUIRED) Alternate Phone # Address Website Event Description Admission

Park Users Policy Packet

WATERFRONT PARK & BELVEDERE 129 RIVER ROAD LOUISVILLE, KY 40202 TEL. (502)574-3768 FAX. (502) 574-4111 Park Users Policy Packet Checklist Waterfront Park & Belvedere Special Event [Pick the date] Permit