Metroparks Large Event Application

First Name

Last Name

Organization Name

Email Address

Phone Number

Address

City

State

Zip

Event Name

Event Summary (please describe in detail)

Estimated Attendance (daily & overall)

Does your event require a Setup Day prior to the Event?

Yes
No

Does your event require a Teardown Day after the Event?

Yes
No

Does your event include a walk, bike, run or any other type of route?

Yes
No

Have you hosted this event before? (If Yes, please describe where it was last located and a summary of the event).

Does your event plan to charge admission for entry? (If Yes, please describe pricing and sales plan).

Are you requesting permission to sell beer, wine or liquor at your event? (If Yes, please describe your plan).

Are you requesting permission to serve food at the event? (If Yes, please describe your plan).

Are you requesting permission to have other vendors at this event? (If Yes, please describe what types of vendors and describe your plan).

Does your event require a stage? (If Yes, please describe).

Does your event require Amplified Sound? (If Yes, please describe).

Does your event require Tents? (If Yes, please describe).

Will you be featuring Corporate Sponsors in promotion of, or at your event? (If Yes, please describe).

Will your event feature banners or temporary signage of any kind? (If Yes, please describe).

Do you have further questions for Metroparks Toledo as we review this Application? (Please list questions/comments here).

IMPORTANT METROPARKS EVENT GUIDELINES

AMPLIFIED SOUND Amplified sound must be directed away from residences. (1) For most parks amplification will be permitted only between the hours of 8:00am and 10:00pm. (2) For events with expected attendance of more than 1,500 people, Metroparks Toledo requires a completed Band Profile a minimum of 10 days prior to the event.

TENTS AND CANOPIES Once Metroparks Toledo authorizes the use of a tent for your event, you must obtain all applicable City of Toledo and/or State of Ohio tent permits. (1) All fees associated with tent rentals are the responsibility of the applicant. Tent inspections may not be available for weekend events, please be sure to factor inspections into your setup days and times. Metroparks Toledo has the right to approve the size and location of all tents, booths or canopies prior to installation. (2) The driving of stakes to install tents, booths or canopies is prohibited in all areas unless approved by Metroparks Toledo prior to the event.

VEHICLES Driving and parking vehicles on grass and trails is strictly prohibited without prior approval from Metroparks Toledo and is at the sole discretion of Metroparks Toledo.(1) The Permit Holder is responsible for the actions of its employees, volunteers, and/or vendors when they use golf carts and/or other motorized vehicles in the Event Venue. (2) Vehicles such as trucks, vans, automobiles, and motorcycles are not permitted in the Event Venue from one hour prior to the event until on hour after the event unless approved in advance by Metroparks Toledo. (3) During this restricted period, equipment and supplies must be transported using golf carts and/or hand dollies. (4) Driving on the grass is strictly prohibited unless approved in advance by Metroparks Toledo; failure to comply can result in Metroparks Toledo reserving the right to charge the Permit Holder for additional expenses incurred for the cost of lawn repair.

STAGES/PLATFORMS, PORTABLE TOILETS, DUMPSTERS, FENCING, BARRICADES, GENERATORS, ETC (1) Fencing, barricades, and bike racks are required for events where there may be a reason to control crowds at the event. (2) A minimum of 2 portable toilets and 1 accessible portable toilet per each 500 people estimated to attend are required. However, if alcoholic beverages are sold or served, 3 portable toilets and 1 accessible portable toilet per 500 people are required.

ADVERTISING AND MARKETING You must notify Metroparks Toledo prior to issuing any press release, media advisory, or invitation to the media to attend or cover your event. Invitation copy, pamphlets and fliers must be sent to Metroparks Toledo Outreach Division for review and approval PRIOR to being printed for distribution. Community-wide or national publicity for the event must be approved by Metroparks Toledo Outreach Division, and must be submitted prior to printing. Please allow up to two weeks for approval. NOTE: All promotions must be reviewed and approved.

METROPARKS LOGO INFORMATION Metroparks Toledo grants a limited, non-exclusive, revocable right to use its trademarked name (“Metroparks Toledo”) for the specific purpose of promotional literature, advertising, public service announcements or general information concerning the specific location of this event/activity. Promotional materials, including pamphlets, fliers, etc., associated with this event/activity require Metroparks Toledo approval. Community-wide or national publicity for the event/activity must be approved by Metroparks Toledo Outreach Division, and must be submitted prior to printing. (1) Permit holders ARE NOT permitted to use Metroparks Toledo trademarked logos unless authorized by the Metroparks Toledo Outreach Division. (2) Metroparks Toledo reserves the right to pursue all remedies, in law or equity, that might be available to it by applicable law, rule, or regulation related to the unauthorized use of its trademarked logos.

TRANSPORTATION/PARKING Provide a transportation plan that explains how participants/spectators will get to and from the proposed event location. Your description must identify proposed parking locations with recommended routes, public transportation modes and routes, and alternative modes of travel (such as bus, train, car pooling, shuttles, etc). You must also describe how you will inform participants/spectators about appropriate travel recommendations that will easily and safely guide them to your proposed event location. (1) If you are planning a walk/run event, please provide sufficient time for registration. (2) Parking is not allowed on Park District property other than at parking lots.

STREET CLOSURES OR USE OF PUBLIC WAY Metroparks Toledo does not permit the public way. If your event is requesting the closure of/use of a public street or public way (including sidewalks, crosswalks or street crossings) you must obtain approval and all necessary permits from Metroparks Toledo and/or other cities, townships, or municipalities that may be impacted.

EVENT SECURITY – METROPARKS RANGERS Only Metroparks Toledo Rangers may be utilized for security/law enforcement purposes on park property. Metroparks Toledo Ranger for Special Events and Facilities policy applies to activities or events conducted on Park District property which may require the scheduling of dedicated park rangers above and beyond their regular duties. (1) A variety of factors are assessed in determining the number of rangers assigned to cover a specific event or facility. Considerations include, but are not limited to: type of activity or event; presence of alcoholic beverages; attendance; road closures or traffic control. (2) Rangers are hired by the event client at the current rate of $65 per hour. There is a four (4) hour minimum for payment regardless of actual hours worked. (3) Notice of event cancellation is required at least 24 hours prior to the scheduled off-duty ranger shift start time. Cancellations made without 24 hour notice will be charged the four (4) hour minimum. (4) Payment for park ranger services must be rendered by the client prior to the event. Payment will be invoiced at the time the contract is issued and must be paid in full. (5) If an off duty ranger is not assigned or is absent a refund will be issued after the event date. (6) In the event the Ranger Department is unable to staff an event, the Chief of Rangers may authorize the use of an outside law enforcement agency with appropriate jurisdiction. The event client will be notified to work directly with the outside law enforcement agency. Payment for these services will be made directly to the outside law enforcement agency in accordance with their procedures and hourly rate. Private security will not be used as a substitute for law enforcement officers. The use of private security officers on park property requires prior authorization from the Chief of Rangers and requests to use private security for a specific task at an event will be reviewed on a case by case basis. (7) The Ranger Department reserves the right to approve/disapprove the use of external law enforcement or private security personnel at its sole discretion.

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