A Special Event is an organized activity such as a walk, run, fair, festival or other gathering hosted by a third party on JRPD property for public or private entertainment that requires the general or exclusive use of one or more park facilities or features and that may: Be advertised or open to the public; attract more than 100 people; require the use of the facility or park for more than 4 hours; provide some form of entertainment (shows, music, demos, etc.); offer items for sale; and/or require maintenance, sanitation and/or police services above and beyond what is already provided on a daily basis.
Please note that all of our facilities/parks are public property, so there are certain guidelines that must be followed. Policing, trash removal, proper care of the facility/park used, sanitation services, crowd control, insurance and related traffic or parking issues must be considered and addressed before a permit can be issued.
If your event matches at least one of the above criteria, please complete this application. Applications are reviewed on a first-come, first-served basis, with walk-in reservations processed first.
If Other is selected, please name location here:
Please be sure to provide yourself with ample time for set up and dismantling of your event. As the organizer, you are responsible for leaving the area in the same condition it was when you arrived. Cleanup should begin within one hour after the event is concluded and continue until completed.
Is this the first time your event has been held?
Will you be collecting money in connection with this event?
If Yes, please provide proof of a NC Sales Tax Certificate, including state tax identification number, or exemption letter if applicable.
Use this link to register your business with the NC Department of Revenue.
Are you requesting permission to sell, serve and/or sample food and/or beverages?
If you checked yes above, you must comply with all City, County, and State health code requirements, up to and including the submission of an Event Organizer Application to Onslow County Environmental Health. A list of vendors, (due no later than 21 days prior to event date) detailing items sold as well as contact information, is required and each vendor will be required to provide a Certificate of Insurance as detailed in this application, as well as a NC Sales Tax Certificate, including their state tax identification number or exemption letter if applicable.
Are you requesting permission to give away, sample, or sell merchandise?
If you checked yes above, a list of vendors, (due no later than 21 days prior to event date) detailing items sold as well as contact information, is required and each vendor will be required to provide a NC Sales Tax Certificate, including state tax identification number, or exemption letter if applicable.
Are you requesting permission to have amplified sound?
If you checked yes above, an Amplified Sound Permit is required from Jacksonville Public Safety.
Will your event make use of generators?
If you checked yes above, the generator and fire extinguisher location(s) will need to be indicated on your Event Site Plan. There will an inspection by the Fire Marshal.
Will your event have any tents and/or canopies?
If you have tents/canopies at your event, you may have to have an inspection by the Fire Marshal.
Will your event utilize parking outside of what the JRPD facility provides?
Will your event include the use of stages/platforms?
The location of the stages/platforms must be indicated on your event site plan and approved by JRPD.
Will our event be using portable restrooms?
All portable restroom locations must be indicated on the event site plan and approved by JRPD. The restrooms must be removed within 36 hours of the conclusion of your event.
Will your event require trash/recycling receptacles in addition to what is already provided at the park/facility?
Please note all receptacles locations on your event site plan.
The City of Jacksonville Sanitation Division will provide you with recycling and trash receptacles, as well as the liners for them. Your responsibility as the event organizer will be to make sure all trash/recycling are placed in these receptacles and to leave the items and liners in the receptacles.
Will your event include the use of fencing or barricades?
All fencing and/or barricade locations must be indicated on your event site plan and be approved by JRPD and Jacksonville Public Safety.
Depending on the information provided, your event may require additional permits and/or inspections. Those may included but are not limited to:
JRPD staff will notify you which of these will apply to your event.
This is required for all runs, walks, and bike rides. The map should indicate the following:
All proposed routes must be approved by JRPD and Jacksonville Public Safety.
Please attach a proposed Event Site Plan clearly indicating the set-up of your event. Relative locations of the following should be indicated on the proposed Event Site Plan:
Please provide a transportation plan that explains how participants/spectators will get to and from the proposed event location. JRPD recommends providing event participants/spectators with alternative modes of transportation that will help reduce traffic congestion. Please describe how participants/spectators will be receiving travel recommendations to the event. Also remember to provide sufficient time for registration if the event is a walk, run, or race. Parking is limited to designated parking spaces, unless specific permission is given by JRPD.
Inflatable items, amusement rides, water slides, etc. are not permitted on City property. Petting zoos and/or pony rides are only permitted with prior approval from JRPD.
The Applicant/Organization is required to submit a Certificate of Insurance providing proof of commercial general liability coverage, written on an occurrence basis for bodily injury, personal injury, property damage and product liability, with a minimum of $1,000,000 per occurrence and $2,000,000 aggregate, naming the City of Jacksonville as an additional insured on the policy. The insurer of the policy must be licensed by the NC Dept. of Insurance. Certificates are only valid if these requirements are met and the certificate is emailed or faxed directly to a designee of the City. Certificates of Insurance must be received no later than 20 days prior to the event date. Non-compliance with this requirement may result in denial of a permit.
Food/Beverage Vendors are also required to submit a Certificate of Insurance as described above; in addition proof of Automobile Liability coverage with a $1,000,000 single limit naming the City of Jacksonville as an additional insured on the policy must be provided.
Others that may be required to provide a Certificate of Insurance include, but are not limited to: DJ, production service companies, stage/tent companies, rental companies, catering/food service companies, photographer, petting zoo, pony rides, face painters, performers. JRPD staff will notify you which of these apply to your particular event.
I hereby certify that I fully understand and agree to abide by all of the material, rules and policies outlined herein. Failure to comply may result in my event permit being cancelled or terminated. RELEASE OF LIABILITY: I waive all rights and release all claims that might be had against the City of Jacksonville Recreation & Parks Department, its hired or contracted instructors, and their employees and agents, for any and all injuries or losses which may be suffered because of my use of City of Jacksonville facilities.
You will be contacted by a representative of the Jacksonville Recreation and Parks Department within 24 business hours after submitting this form completed in full. A meeting will then be scheduled, during which you are asked to bring as much information about your event as possible. Reservations will not be made until you have been contacted by a representative and are made on a first come, first served basis.
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