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Special Event Permit Application

2. City of Durham Special Events Permit Application
   This application requires the addition of supplemental documents, and we recommend that you scroll through the entire application prior to filling it out to determine which documents you will need to upload as attachments. IMPORTANT: Before completing this application, please ensure that you have reviewed the following information 1. The City's Special Events Webpage, including the Special Events Calendar 2. The City's Special Events Guidelines

   This application requires the addition of supplemental documents, and we recommend that you scroll through the entire application prior to filling it out to determine which documents you will need to upload as attachments. IMPORTANT: Before completing this application, please ensure that you have reviewed the following information 1. The City's Special Events Webpage, including the Special Events Calendar 2. The City's Special Events Guidelines

4. This application is due at least 60 days before event date
   Please contact the Durham Special Events Coordinator at 919-560-4974 with questions or issues regarding this application. If you would like to request this application in a fillable PDF format, please contact the Special Events Coordinator.

   Please contact the Durham Special Events Coordinator at 919-560-4974 with questions or issues regarding this application. If you would like to request this application in a fillable PDF format, please contact the Special Events Coordinator.

6. Special Events Guidelines
   Special Events Guidelines

7. Special Events Webpage/Calendar
   Special Events Webpage/Calendar

11. Event Description and Contact Information

13. Event Name

15. Event Date(s)*

17. Rain Date

18. Location

20. Please describe your event

22. Organization Name

24. Org Telephone

25. Website

27. Org Address

29. Are you a non-profit organization?

    If you answer yes, you will be prompted to provide a copy of your 501(c)3 status

    1. Yes
    2. No
31. Please attach a copy of your 501(c)3 status

33. Event Coordinator Name*

35. Title

37. Telephone

38. Fax

40. Cellphone Number*

    This number must be operational and onsite during event hours

42. Email Address*

44. Address

48. General Event Information

50. Type of Event (check all appropriate)*

    Note: You may be asked to provide a map and/or route of your event depending on your responses

    1. Assembly
    2. Foot Race
    3. Concert

    1. Rally
    2. Festival
    3. Parade

    1. Bike Race
    2. Walk-a-Thon
    3. Car/Motorcycle Show

    1. Block Party
    2. Community Gathering
52. Please attach a map of your event and/or your proposed route (including assembly and disbanding areas)

54. Please check any special activities that apply to your event

    1. Amusement Rides
    2. Petting Zoos

    1. Dunk Tanks
    2. Pony Rides

    1. Inflatables
    2. Mobile Stages

56. Please provide the start and end date/time for event Setup
    Please provide the start and end date/time for event Setup Start Date

    Please provide the start and end date/time for event Setup Start Time

    —

    Please provide the start and end date/time for event Setup End Date

    Please provide the start and end date/time for event Setup End Time

57. Please provide the start and end date/time for the event*
    Please provide the start and end date/time for the event Start Date

    Please provide the start and end date/time for the event Start Time

    —

    Please provide the start and end date/time for the event End Date

    Please provide the start and end date/time for the event End Time

59. Please provide the start and end date/time for event Breakdown
    Please provide the start and end date/time for event Breakdown Start Date

    Please provide the start and end date/time for event Breakdown Start Time

    —

    Please provide the start and end date/time for event Breakdown End Date

    Please provide the start and end date/time for event Breakdown End Time

60. What is the posted race start/finish time?
    What is the posted race start/finish time? Start Date

    What is the posted race start/finish time? Start Time

    —

    What is the posted race start/finish time? End Date

    What is the posted race start/finish time? End Time

62. Multi-Day Event

    If your event spans multiple days, please provide the event start and end times for each day

64. Is your event open to the general public?*

    1. Yes
    2. No

65. Is this a fundraising project?*

    1. Yes
    2. No

67. Is this the first time you are holding this event?*

    1. Yes
    2. No

68. How many years has this event been held in Durham?

70. Has this event been held in other cities?

    1. Yes
    2. No

71. Is this the first time this event is being held with current event management?

    1. Yes
    2. No

73. How does this year's event differ from previous years?

75. Total number of expected participants (volunteers, walkers, etc.) and spectators anticipated

    Daily total

76. Total number of expected participants (volunteers, walkers, etc) and spectators anticipated*

    Overall event total

78. What were your attendance totals for the last event?

    Daily total

79. What were your attendance totals for the last event?

    Overall event total

81. Please describe how your event will adhere to Covid guidance and protocols

    Describe how you will maintain social distancing, sanitization, enforcement of mask wearing, etc.

85. Police Department

87. Will your event have music involved?

    1. Yes
    2. No

88. Noise Ordinance
    City of Durham Code of Ordinances

90. Select manner of sound amplification

    1. Speakers or portable music player
    2. Professional sound system

    1. DJ
    2. Other

92. Noise Ordinance Acknowledgement*

    Please note that all amplified sound is subject to the City's Noise Ordinance. A special event permit does not grant an event permission to violate the City's noise ordinance

    1. I acknowledge that I understand that my issued special event permit does not grant my event the ability to violate the City's noise ordinance
94. Do you need any public streets to be fully or partially closed or blocked?*

    1. Yes
    2. No

96. Do you need any sidewalks to be closed or blocked off?

    1. Yes
    2. No

98. Please describe requested street/sidewalk closures*

    You may alternatively attach a detailed map and turn-by-turn directions

100. Detailed map and turn-by-turn directions

102. Will alcohol be served?*

     If alcohol will be served, you must obtain a permit from the Alcoholic Beverage Commission by contacting them or the City's ABC Coordinator, Officer Wilkinson at 919-560-4322 ext. 29173

     1. Yes
     2. No
103. ABC Commission
     Permit

105. Please attach proof of appropriate insurance coverage for the sale of alcoholic beverages

107. Secondary Employment Acknowledgement

     Please check that you acknowledge that you must contact Police Secondary Employment to arrange for off-duty law enforcement to be present at your event. You can contact Secondary Employment at 919-560-4222 x 29183

     1. I acknowledge that my event requires off-duty law enforcement
108. Secondary Employment
     Secondary Employment

110. Do you require other police services (traffic/parking direction, route layout, etc.)

     If yes, contact Police secondary employment at 919-560-4222 x 29183

     1. Yes
     2. No
112. Will you be utilizing a private security company for additional security needs?

     1. Yes
     2. No

114. Fire Department

116. Will you have tents?

     1. Yes
     2. No

117. Will your tent(s) have sides?

     1. Yes
     2. No

119. Will sides be over 700 sq. ft?

     1. Yes
     2. No

120. Will tent(s) be over 1800 sq. feet?

     1. Yes
     2. No

122. Will you have built structures, such as a stage?

     1. Yes
     2. No

     Please note that built structures, such as stages, may be subject to inspections by the City's Building Inspection Team.

123. Will you have any props or structures other than tents and stages?

     1. Yes
     2. No

125. Please describe structures

127. Fire Marshal Acknowledgment

     Please check the box acknowledging that your tent(s) may require inspection and permitting by the Fire Marshal, and you are responsible for contacting him to begin that process. The Fire Marshal may be reached at 919-560-4242 x 19240

     1. I acknowledge that I am responsible for contacting the Fire Marshal
128. Tent Permit
     Tent Permit

130. What are your plans for providing emergency medical services?*

     1. We are interested in contracting with the City to provide EMT services
     2. This event will have under 2,500 people and we will call 911 if needed
     3. We plan to use a private EMS company or other Health Services

131. County EMS
     County EMS

     Please visit the County EMS website for information about requesting EMS services

133. Will your event have over 1,000 total attendees?

     1. Yes
     2. No

134. EMS Coverage Acknowledgment

     1. I acknowledge that I am responsible for contacting Durham County EMS

     The event attendee estimate you provided indicates that you must obtain EMS coverage provided by the City or County. Please check the box acknowledging that you are responsible for contacting Durham County EMS to obtain appropriate coverage.

136. Please provide the following information for your private EMS or Health Services services

     Description of Service Company Contact Information

140. Parks and Recreation

142. Is your event location at a City park, trail, or DPR facility?

     1. A City park
     2. A City trail
     3. Parks and Recreation Facility
     4. None

144. Which park, trail, or facility?

146. Have you submitted the Parks and Rec use permit application and deposit?

     Please visit https://www.dprplaymore.org/161/Rentals for more information and to submit your permit application

     1. Yes
     2. No
148. Which section(s) are you planning to use?

     You may attach a map at the end of the application if needed

152. Restrooms & Site Cleanup

154. How will you handle restroom services?

     1. Portable Toilets
     2. Other

156. Please provide name/contact of rental company

158. How will you handle restroom requirements?

160. Are you requesting City trash/recycling receptacles?

     1. Yes
     2. No

     If yes, please contact Solid Waste Management at 919-560-4186 (fees apply)

162. How will you remove garbage/recycling?

164. What is your plan for site cleanup?

168. Parking

170. How will you provide parking for event attendees?

172. How will you provide parking for volunteers, staff, and VIPs during the event?

174. How will you provide handicap-accessible parking?

176. Are you requesting that parking spaces by reserved or closed during your event?

     1. Yes
     2. No

178. Please identify the street locations of the parking spaces to be closed or blocked

     Please provide block number, street name, and number of spaces for each requested location

182. Utilities

184. The City of Durham does not provide electricity for events. Please assess and make plans to accommodate the level of service you need.

     The City of Durham does not provide electricity for events. Please assess and make plans to accommodate the level of service you need.

186. Financial Transactions

188. Will admission, registration, or membership fees be charged?

     1. Yes
     2. No

189. Will tickets, admission, donations, or contributions be accepted onsite?

     1. Yes
     2. No

191. Please list all parties who will receive the proceeds from donations or contributions

195. Food & Drink Sales

197. Do you plan to sell, distribute, or give away food or refreshments?

     1. Yes- Sell
     2. Yes- Distribute/ Giveaway
     3. No

199. Please describe

201. Will gas grills, propane stoves, or similar be used?

     1. Yes
     2. No

202. Do you plan to serve alcohol?

     If yes, you must contact the Alcoholic Beverage Commission to obtain a permit

     1. Yes
     2. No
204. Type of alcohol

     Check all that apply

     1. Beer
     2. Unfortified Wine
     3. Fortified Wine/Liquor
     4. Mixed Beverages
208. Advertising and Notification

210. What media will you use to advertise your event?

212. If using the internet, please provide webpage where up-to-date information can be viewed by the public

214. Acknowledgement of City's Notification Procedures

     Please refer to the Special Event Guidelines for specific requirements for community notification.

     1. I acknowledge that I have reviewed and will adhere to the City's procedures related to notification of businesses and residents affected by my event
215. Signature Sheet
     Signature Sheet

     Please download and use this sheet to obtain signatures from affected homes and businesses. Completed forms can be attached to this application or emailed to specialevents@durhamnc.gov.

219. Please provide any supporting information, important details, or other information that you think the City should be aware of related to your permit application

221. Please upload any documents as requested in the Special Event Guidelines or elsewhere in this application

223. Conditions of your Application
     Submitting this Special Event Permit Application does not provide permission to conduct your planned event. Please do not send out publicity, flyers, or other media prior to receiving confirmation of approval. Your confirmation will be in the form of a PERMIT, issued to the organization and/or person responsible for conducting the event. Applicants agree to remove all props and items brought into the public areas and clean up all litter and debris that result from the event the same day as the event (unless explicit arrangements are made otherwise). Issuance of a permit does NOT grant applicants permission to tow vehicles from reserved or closed areas.

     Submitting this Special Event Permit Application does not provide permission to conduct your planned event. Please do not send out publicity, flyers, or other media prior to receiving confirmation of approval. Your confirmation will be in the form of a PERMIT, issued to the organization and/or person responsible for conducting the event. Applicants agree to remove all props and items brought into the public areas and clean up all litter and debris that result from the event the same day as the event (unless explicit arrangements are made otherwise). Issuance of a permit does NOT grant applicants permission to tow vehicles from reserved or closed areas.

225. Final approval of the permit will be authorized by the City Manager’s designee, the Lieutenant of the Police Department’s Special Projects Division. CANCELLATION POLICY: Written notification of intent to cancel your event must be received in writing a minimum of 21 days prior to the scheduled event date. It should be received by the Special Event Coordinator at the address above or emailed to SpecialEvents@durhamnc.gov.

     Final approval of the permit will be authorized by the City Manager’s designee, the Lieutenant of the Police Department’s Special Projects Division. CANCELLATION POLICY: Written notification of intent to cancel your event must be received in writing a minimum of 21 days prior to the scheduled event date. It should be received by the Special Event Coordinator at the address above or emailed to SpecialEvents@durhamnc.gov.

227. Acknowledgements*

     1. I certify that all of the information included in this application and in all supporting documentation is true and accurate to the best of my knowledge
     2. I have read, understood, and agree to the City of Durham Special Event Guidelines and to any rules, regulations, and fees outlined in it
     3. I have reviewed the City of Durham Special Events calendar and acknowledge that requesting a date that is already in use by multiple permitted events and/or very large events puts my event at risk of
     4. I and/or the sponsoring organization(s) agree to abide by the laws, rules, regulations, and deadlines of the City of Durham

229. Sign and Date

231. Please type name*

232. Date Signed*
     Date Signed

Leave This Blank:


234. 1. Receive an email copy of this form.
235. Email address

     This field is not part of the form submission.

236. Submit

* indicates a required field