Louisville Metro Parks Event Application
Date: ________________
CONTACT INFORMATION
Primary Contact: ___________________________________________________________________________________________
(Person to be contacted regarding this application, the event, or in case of an emergency)
Contact Address: ___________________________________________________________________________________________
Primary Phone Number: _____________________________________________________________________________________
WORK CELL HOME
Secondary Phone Number: ___________________________________________________________________________________
WORK CELL HOME
Email: ____________________________________________________________________________________________________
Fax: ______________________________________________________________________________________________________
Website: __________________________________________________________________________________________________
EVENT DESCRIPTION
Event Name: _______________________________________________________________________________________________
(Ocial name used to advertise event)
Event Sponsor: _____________________________________________________________________________________________
(Name of individual, group or organization organizing event)
Event Producer: ____________________________________________________________________________________________
(Name of individual, group or organization producing event, or agency with whom event is contracting)
Describe Event: ____________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
EVENT DESCRIPTION ATTACHED
Metro Park Location for Event: ________________________________________________________________________________
Date(s) and Time(s) of Event:
Load-In Date:
______ / ______ / ______ Time: ______ AM PM
Event Start Date:
______ / ______ / ______ Time: ______ AM PM
Event End Date Date:
______ / ______ / ______ Time: ______ AM PM
Load-Out/Clean-Up Date:
______ / ______ / ______ Time: ______ AM PM
ATTENDANCE
Total attendance expected: _________________
Peak attendance expected at any one time: _________________
SITE MAP REQUIREMENT
Regardless of events location, a site map must be submitted to Metro Parks with this application showing the location of
the event. All streets, alleys and rights of way aected by the event must be included, detailing specic event features and
equipment. You may download park maps at [Link]/parks.
VENDORS
An event that will have food or merchandise vendors must apply for a Master Vendor Permit.
A map of the location of all vendors must be attached.
Event Master Vendor Permit holder is responsible for adhering to all local vending ordinances and ensuring compliance
of all vendors with Louisville Metro Inspections Permits and Licenses, Health Department, Revenue Commission and the
Kentucky State Department of Revenue.
PLEASE CHECK ALL FOLLOWING ITEMS WHICH APPLY TO YOUR EVENT
STREET CLOSINGS
Event producers must notify aected businesses and residents of street closures.
Event producers must provide and/or pay for barricades for street closings. Placement must be approved by police.
If a State road will be closed, apply for a Street Closing Permit from the Kentucky Transportation Cabinet.
List streets to be closed for this event: __________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Closing:
______ / ______ / ______ Time: ______ AM PM
Reopening:
______ / ______ / ______ Time: ______ AM PM
Attach map of the event area showing street closing and event features.
PARKING Describe or attach parking plan: __________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
PARKING PLAN ATTACHED
TRAFFIC Describe or attach trac plan: _____________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
TRAFFIC PLAN ATTACHED
RENTALS FROM METRO PARKS
Picnic Tables (Set of 10)
Total: __________
Bleachers 40 (Wooden)
Total: __________
Trash Cans (set of 10)
Total: __________
Bleachers 45 (Aluminum) Total: __________
Pop-Up Tents
Total: __________
City Stage (if available)
Indicate position on attached site map
ADDITIONAL REQUESTS FROM METRO PARKS: ________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
ALCOHOLIC BEVERAGES
If you are serving or selling alcoholic beverages at your event you must obtain the following:
Permission letter from Metro Parks
Louisville Metro alcoholic beverage license (temporary or caterers)
Kentucky State alcoholic beverage license (temporary or caterers)
Proof of liquor liability insurance
Alcoholic beverage concessionaire or caterer: ____________________________________________________________________
Insurance company: _________________________________ Oce Phone: _________________________________________
EMERGENCY MEDICAL SERVICES Describe or attach Emergency Medical Services plan: ______________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
EMERGENCY MEDICAL SERVICES PLAN ATTACHED
INFLATABLES/CARNIVAL RIDE VENDOR
Company name: ___________________________________________________________________________________________
Main Contact Name: _________________________________________________ Cell Phone: ___________________________
CLEAN-UP PLANS AND PROCEDURES
Event producers holding an event on Louisville Metro properties, facilities, streets or right-of-ways are responsible for clean-up
and removal of debris from the area and all adjacent property aected, including sidewalks, steps, yards and alcoves.
Describe or attach clean-up plan: ______________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
CLEAN-UP PLAN ATTACHED
ELECTRICAL SERVICES
Electrical permit(s) may be required for temporary electrical service. For generators, contact the re district where event
will be held.
Public Utilities
Patch Box(es) Total: __________
Generator(s)
Total: __________
Indicate placement of patch boxes and/or generators on attached map.
RESTROOM FACILITIES
Number of permanent facilities at event location: _________________________________________________________________
Number of portable facilities: _________________________________________________________________________________
Name of supplying company: __________________________________________ Oce Phone: _________________________
Emergency Contact Name: ____________________________________________ Cell Phone: ___________________________
SECURITY
Event producers must provide adequate security for event management and crowd control.
Total number of security personnel or o-duty law-enforcement ocers on-site: _______________________________________
Organization providing security: ______________________________________________________________________________
Contact Name: ______________________________________________________ Phone: _______________________________
Describe or attach security plan: _______________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
SECURITY PLAN ATTACHED
TENT(S)
Number of Tents: __________ Tent Sizes: __________
Enclosed tents over 200 sq. ft. require a permit. ALL tents over 400 square feet require a permit. Contact Louisville Metro
Inspections Permits and Licenses, 444 South Fifth Street, Suite 101, Louisville KY 40202, 502/574-3321.
ADVERTISING
Describe (or attach) your events marketing plan and include copies of any print advertisements: ___________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
ADVERTISING PLAN ATTACHED
Website: __________________________________________________________________________________________________
OTHER
Describe or attach a description of any further special features of your event, including special requests or other relevant
information Metro Parks should be made aware of: ________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
SPECIAL FEATURES ATTACHED
METRO PARKS SPECIAL EVENT INSURANCE REQUIREMENTS
Proof of insurance is required from an event producer and event subcontractors, at least 30 days prior to an event.
General Liability Insurance
Event producer must submit a Certicate of Insurance providing proof of a commercial general liability insurance policy, written
on an occurrence basis for bodily injury, personal injury, property damage and product liability, with a minimum limit of liability
of $1,000,000 per occurrence and with a $2,000,000 aggregate.
The event producer must list Louisville/Jeerson County Metro Government and any metro-owned venues hosting an event as
additional insured and as certicate holder on all commercial general liability policies.
Liquor Legal Liability Insurance
Minimum coverage of Liability Limit is $1,000,000 for any one Occurrence. This coverage is required from the person or
company engaged in selling and/or dispensing alcoholic beverages. This coverage may be written as an endorsement on the
above mentioned Commercial General Liability Policy or as a separate policy. If the event producer subcontracts this service to a
vendor, only the vendor shall be required to purchase this coverage.
The event producer and alcohol server must list Louisville/Jeerson County Metro Government and any Metro-owned venues
hosting an event as additional insured and as certicate holder on all commercial general liability and liquor liability policies.
Workers Compensation Insurance (if applicable)
Insuring the employers obligations under Kentucky Revised Statutes Chapter 342 at Statutory Limits, and Employers Liability
$100,000 Each Accident/$500,000 Disease Policy Limit/$100,000 Disease Each Employee.
The Insurance Requirements should be reviewed immediately with your insurance agent in order to comply.
HOLD HARMLESS AND INDEMNIFICATION CLAUSE
The Applicant/Event Producer shall indemnify, hold harmless and defend Louisville Metro Government, and any other metroowned venues hosting an event, their elected and appointed ocials, employees, agents and successors in interest from
all claims, damages, losses and expenses including attorneys fees, arising out of or resulting, directly or indirectly, from the
Applicant/Event Producers (or Applicant/Event Producers subcontractors, if any) performance or breach of the contract
provided that such claim, damage, loss, or expense is: (1) attributable to personal injury, bodily injury, sickness, death, or to
injury to or destruction of property, including the loss of use resulting there-from, or breach of contract, and (2) not caused by
the negligent act or omission or willful misconduct of Louisville Metro Government, their elected and appointed ocials and
employees acting within the scope of their employment. This Hold Harmless and Indemnication Clause shall in no way be
limited by any nancial responsibility or insurance requirements and shall survive the termination of this Special Event Permit
Application.
Only applicants in good standing with Louisville Metro will be considered for approval. Any misrepresentation in this application
or deviation from the nal approved specications and activities described herein or failure to abide by all Federal, State and
Louisville Metro Laws, ordinances, policies and procedures may result in the immediate revocation of the approved permit and/
or refusal to issue a permit in the future.
Sign: _____________________________________________________________________________________________________
Signature of the agent duly authorized by the Special Event Permit applicant to bind it.
By signing this application, I understand that no permit will be issued unless all proof of insurance is provided.
Name (print): _______________________________________________________ Phone: _______________________________
Date: ______ / ______ / ______
RETURN APPLICATION (application must be received no later than 30 days prior to event):
Louisville Metro Parks Reservations Oce
1080 Amphitheater Rd
Louisville KY 40214
Phone: 502/368-5910
Fax: 502/368-5955