Parks and Recreation Special Event Application

Spanish Fork City will review the request for a Special Event to ensure that your rights and the rights of others can be maintained. Upon review, there may be conditions of approval including fees, attached to this permit. You must comply with any and all conditions to conduct this event.

Application Review Fees:

$0: City Park Stage (fees charged upon approval) or City Council Fee Waiver.
$25: Event when no fees are charged by applicant to participants.
$50: Events where fees are charged to participants (including vendors, registration, or suggested donations).

Fees are not refundable once we begin reviewing your application.

Important Guidelines:

Submitting an application does not guarantee approval. Please wait for official approval before advertising your event.
Standard processing time is ten (10) business days, though complex requests may take longer.
Applications received or events scheduled in July may experience delays or denials due to Fiesta Days.
Inflatables, bounce houses, dunk tanks, and play apparatus are prohibited on City property.
City Park is not reservable for events, with the exception of the stage.
Please submit all the information needed as missing information may delay the processing of your application.
City Parks are closed for the winter October 1 through March 31. No events will be approved during this timeframe.

Before you begin your application, please contact us at eharryman@spanishfork.gov 801-804-4607 to verify that the date you are requesting is available for the facility or park.

This is not an application to rent a pavilion, fairgrounds, Veteran's Memorial Building, or FitCity.

Applicant Name*

First NameLast Name

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Email*

example@example.com

Phone Number*

Please enter a valid phone number.Format: (000) 000-0000.

Company or Organization*

Event Name*

Type of event*

Some events may require additional fees and permits.

Event Website

Fairgrounds, contact the Fairgrounds office at (801) 804-4633Stage at Spanish Fork City Park (49 S. Main Street)River TrailSports ParkCanyon View ParkOther park or facility not listed above

The City Park Stage has rental fee of $10 per hour or $25 per day. Certain dates may not be available due to scheduled city events.

Please provide the name of the other park or facility that was not listed

Event Date (must be within this calendar year)*

Advance notice is required for all requests.

Event Start Time (include AM or PM)*

Event End Time (include AM or PM)*

Set Up Start Time (include AM or PM)*

Clean Up End Time (include AM or PM)*

If a multi-day event, please complete this information to provide more event date and time details.

Event requests may not be approved during the Fiesta Days celebration (mid July through the end of July)

Groups over 1,000: A Utah County Mass Gathering Permit may be needed for your event. Mass Gathering Permits are required for groups of 1,000 people for 2 or more hours. When directed, you will need to contact the Utah County Environmental Health at (801) 851-7525 or www.utahcounty.gov to obtain your permit. Please refer to the Utah Office of Adminstrative Rules on Permit Requirements (Admin. Code Reference: R392-400): https://adminrules.utah.gov/public/search/R392-400-1/Current%20Rules#

YesNo

If yes, please provide additional details such as admission fee, registration fee, t-shirt fee, type of vendors, suggested donation, fundraiser information, etc.

When fees are charged, you may need to obtain a Spanish Fork City Business License (Itinerant merchant) through Community Development. The fee is reduced for those who are a 501(c)(3) non-profit organization or fundraising. Please contact Community Development at 801-804-4580 if instructed to obtain a license.

In addition to your license, you may need to contact the Utah State Tax Commission Special Events Division for additional licenses.

NoYesNot sure (you will need to find out the answer to this as some of your fees are determined by this answer)Other: School within Nebo School District

If you answered Yes to the previous question, Please provide a copy of your organization's IRS Determination Letter, which you received when you received 501(c)(3) tax-exempt entity.

YesNo

Please provide additional information about your fundraiser.

NoYes, food trucks only that will be selling foodYes, food booths/vendors that will be selling foodYes, we will have a caterer (no on-site selling to the public)Yes, we will be serving food or snacks to our attendeesYes, we will be serving food and selling foodYes, food trucks that we are paying for (no on-site selling to public)

When food is involved (except for food trucks) you may need to contact Utah County Health Department at (801) 851-7525 or www.utahcounty.gov to obtain a food handlers or special event permits. When food is sold, additional permits may be reqired.

NoYes, FoodYes, CraftYes, other type of vendors

A Utah Temporary Sales Tax License may be needed when you have vendors. Please contact the State Tax Commission at (800) 662-4335, ext. 6303 or visit tax.utah.gov/sales/specialevents. If your event will only have food trucks, this doesn't apply to your food trucks.

NoYes, residential tents no bigger than 10x10 feet eachYes, residential tents no bigger than 10x20 feet eachYes, commercial tents larger than 10x20 feet eachYes, we will be having tents of all sizes

For tents in grass areas, our staff would like to be present before tents are staked into the ground to protect our city irrigation lines. If tents will be used over hard surfaces such as asphalt or concrete, they may not be staked into the ground. You will need to provide weights to hold your tents down.

NoYes

Please explain the type of amplified sound. How loud will the sound be? Will the sound disturb neighboring homes?

NoYes

NoYes, we will have our own generatorsYes, we would like to use the city plug outlets at the venue if they are available (please check the venue ahead of time to verify a plug outlet is there). If using the City Park Stage, you will need to check out a key before your event at the Parks & Recreation office and return it the next business day after your event.

NoYes

Road (paint or other permanent markers not permitted)Road and or crossing a road (police services may be required at an additional charge)Sidewalk (paint or other permanent markers not permitted)Trail (paint or other permanent markers not permitted)None

NoYes, I have already reserved itYes, I have not reserved it but I already checked online that it is available to rent.

Please view the Pavilion Rental page on our website at https://www.spanishfork.gov/departments/parkrec/parks/pavilions.php

Please upload your site plan (event map) here (include parking, restroom facilities, waste disposal, concessions, location of tents, etc.). This is required for any running events.

Additional information to add to site plan.

If your event is a sporting event such as a 5K race, please upload your route map here.

Additional information to add to route map. Please remember, we do not allow paint or other permanent markers.

Additional event information to add to application if it wasn't already asked.

Some events may need to provide general liability insurance and workers’ compensation insurance for requested event. We will contact you if this is needed for your event.

General liability insurance policy shall have at least a $1,000,000 per occurrence and $2,000,000 aggregate limit coverage and include Spanish Fork City as an additional insured. Said worker’s compensation insurance policy shall have at least a $1,000,000 aggregate limit. A summary of required coverages are shown in the chart below.

Applicant agrees to provide a certificate of insurance not less than 30 days before the date scheduled for operation for approval by CITY, indicating that appropriate insurance policies are purchased and in effect as of the proposed dates of operation. Any insurance policy shall contain necessary language to provide that CITY shall be notified if such policy is canceled prior to or during the dates of operation within CITY. In the event of such cancellation for any reason, applicant agrees to immediately cease operation within CITY. The insurance shall list the following as additional insureds on the certificate of insurance:

Spanish Fork City, its elected officials, appointed officials, employees, agents, and volunteers.

The undersigned acknowledges that the information in this application is true and correct and agrees to adhere to all rules, regulations, and policies established by Spanish Fork City. Applicant also understands that an Event Permit does not authorize any violation of the provisions of Spanish Fork City Code or any other code or law, rules, regulations or ordinances. The undersigned agrees to waive and release all rights and claims that might be had against Spanish Fork City, its employees, officers, boards or agents.

Signature*

Application Review Fee must be paid in order for application to be reviewed. Please select one (1) option and confirm that you are being charged the correct amount before you enter your credit card information. City Park Stage Rentals should not select an Application Review Fee option unless instructed to do so.

$25 Application Review Fee

No fees are charged by applicant to participants

$25.00

$50 Application Review Fee

Fees are charged by applicant to participants (this includes vendors, event registration fees, suggested donations, etc.)

$50.00

$0 Application Fee Waiver approved by City Council on current year budget

This option includes schools in the Nebo School District that are part of the Inter-local Agreement.

$ Free

$0 City Park Stage Rental Request

Please select if your event has NOT been pre-approved. An email will be sent later with a payment link after your approval.

$ Free

$25 City Park Stage Rental Fee, All Day (Pre-Approved)

If you have already been pre-approved for your Stage Rental, you may pay for it now. Rental fees are $25 per day or $10 per hour.

$25.00

$10 City Park Stage Rental Fee, Hourly (Pre-Approved)

If you have already been pre-approved for your Stage Rental, you may pay for it now. Rental fees are $25 per day or $10 per hour.

$10.00 Quantity

Total

$0.00

Credit Card

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Parks and Recreation Special Event Application

Event Information

Credit Card