HomeMy Public PortalAboutSpecial Event Rules and Conditions1 | P a g e
CITY OF PARKVILLE
EVENT RULES AND CONDITIONS
Contents
EVENT PERMIT CONDITIONS ................................................................................................................................................ 2
EVENT TIER GUIDE .................................................................................................................................................................... 3
USER FEES .......................................................................................................................................................................... 3
DUE DATE POLICY ......................................................................................................................................................... 4
REFUND POLICY .......................................................................................................................................................................... 4
EVENT RULES ............................................................................................................................................................................. 5
PERMIT REVOCATION ............................................................................................................................................................... 6
VENDORS ........................................................................................................................................................................................ 7
ALCOHOL ........................................................................................................................................................................................ 8
PICNIC LICENSE (NON-PROFIT ORGANIZATIONS): ................................................................................... 8
TEMPORARY CATERER’S PERMIT (BUSINESSES): ...................................................................................... 8
SANITATION GUIDELINES ....................................................................................................................................................... 9
PARADES, PARKING, AND PUBLIC SAFETY .................................................................................................................. 10
MISCELLANEOUS GUIDELINES ................................................................................................................................. 12
OTHER REQUIREMENTS ....................................................................................................................................................... 14
INSURANCE INFORMATION ................................................................................................................................................ 15
STANDING EVENTS ................................................................................................................................................................. 18
5K/10K SPECIAL RULES ................................................................................................................................................... 19
BLOCK PARTIES ........................................................................................................................................................................ 22
LEGAL .......................................................................................................................................................................................... 23
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EVENT PERMIT CONDITIONS
The following conditions must be met for issuance of a special event permit:
i. The Special Event Application is complete and all information contained in the
application accurately reflects the full scope of the event request
ii. The date and location for the proposed event is not already reserved by another
event
iii. The Special Event Application was completed and returned to the City within the
required time frame
1. Minimum 30 days before for Tier 1 events
2. Minimum 60 days before for Tier 2 & Tier 3 events
iv. The approved event fees, documentation, damage deposit, and/or
insurance requirements are received in accordance to the due date policy
v. A determination has been made that the proposed use would not be too disruptive
to residents, businesses, or the natural landscaping
vi. The conduct of the event will not substantially interrupt the safe and orderly
movement of other traffic into and out of the event location
vii. The concentration of persons, equipment, vehicles, or animals at the event or
assembly sites will not substantially interfere with adequate fire, police, and
emergency medical service into and out of the event location
viii. The conduct of the event will not result in illegal activity and/or violence to persons
or damage to property
ix. The conduct of the event will not require the diversion of a large enough number of
City employees that adequate staff is not available to complete day-to-day City
assignments.
x. FOR NEW/1st TIME EVENTS ONLY – The event coordinator is responsible for
scheduling a staff-applicant meeting prior to permit approval to review all event
details and ensure that all requirements are understood and can be met.
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EVENT TIER GUIDE
Please select the tier below which best corresponds with your event. City Staff will review and
confirm your selection. Be mindful of specific directions for certain tiers on the following pages.
Tier 1 Tier 2 Tier 3
Approximate Number
of Attendees
Park Events: 75 – 500
Other Events: 0-500
All Events: 500 - 5000
All Events: 5000+
Approval Required
City Administration
New Events: CLARB
Repeat Events: City
Administration
CLARB
Activities
(May include but are not
limited to)
• Minimal City
Staff/Safety Support
• No amplified music
• No alcohol
• No fireworks
• City Staff/Public
Safety support
• Amplified music
• Alcohol
• Fireworks
• Non-traditional use
of public space
USER FEES
Application Fee (Non- Refundable,
applied toward event fee)$25.00 English Landing River Stage (per day)$100.00/
$125.00
Public Park Event Fee
(Includes 1 Free Shelter)
$400.00 per
day Maxine McKeon Stage (per day)$100.00/
$125.00
5K/10K Event
(Includes McKeon Stage)
$325.00 per
day
Parade Event Fee*At Cost
Public Property Event Fee
(Includes Pocket Park & Block
Parties)
$50.00 per
day
Private Property Event Fee $25.00 per
day
City, Park or Police Employee
$30.00 per
employee,
per hour
Electrical Pedestal/Water Hookup $10.00 each,
per day
Distribution Panel $25.00 each,
per day Ball Field/Soccer Field
Temporary Sign Permit $10.00 Basketball, Pickleball, Volleyball Court
Temporary Caterer's Permit+ $15.00
*4th of July Parade and Parkville
Days Parade are exempt from
additional parade fees.
**Shelter Reservations come in
three hour blocks:
7:30 a.m. to 10:30 a.m.
11:00 a.m. to 2:00 p.m.
2:30 p.m. to 5:30 p.m.
6:00 p.m. to 9:00 p.m.
+ Requires the event to also
obtain a Temporary Caterer's
Permit (Business) or Picnic
License (Not for Profit) from
Platte County and the State of
Missouri. Details listed in the
Event Guidelines.
Event Rental Fees
Misc. Fees
Additional Rental Fees
(Resident Rate/Non‐Resident Rate)
Event Shelter Reservation**
(Max shelter capacity is 75 people)
$25.00/
$35.00
$20.00 per
space, per
hour
Event Support Fees
Field Reservations
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DUE DATE POLICY
The Due Date Policy is as follows:
Due Date Policy Tier 1
Due Date Required
30 Days Before
Event
Application, Fees, and all Supporting
Documentation
7 Days Before
Event
Deposit, Alcohol Approval, Proof of
Insurance, Other Additional Fees and
Requested Information
Due Date Policy Tier 2 and 3
Due Date Required
60 Days Before
Event
Application, Fees, and all Supporting
Documentation
7 Days Before
Event
Deposit, Alcohol Approval, Proof of
Insurance, Other Additional Fees and
Requested Information
Applications turned in after the due date will not be accepted.
Reasonable changes to a complete application are permitted after the due date. Please contact
City Staff as soon as possible to report any changes that need to be made.
REFUND POLICY
The Event Refund Policy is as follows:
Refund Policy Tier 1
Time before event Refund schedule
30+ Days 100% Refund
29-0 Days 0% Refund
Refund Policy Tier 2 and 3
Time before event Refund schedule
60+ Days 100% Refund
59-30 Days 50% Refund
29-0 Days 0% Refund
The application fee is only refundable if your event is mistakenly overbooked with another
event, your event is cancelled due to another city obligation, or the event is cancelled due to a
natural disaster (i.e. flood, tornado, etc.)
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EVENT RULES
EVENT PERMIT EXEMPTIONS
No person shall engage, participate in, aid, form or start an event unless a special event
permit is obtained from the City of Parkville. A special event permit shall not be required for
the following, although organizers must still comply with applicable regulations:
o Events administered by the City
o Political demonstrations and protests
o Funeral Processions
EVENT MODIFICATIONS
Minor changes of event content or logistics after approval is not unusual and requires only
staff notification
Major changes should be discussed with City staff as soon as possible to determine if re-
approval will be necessary
PERMIT DISPLAY
The special event permit holder shall have exclusive use of the stated area defined on the
application within the time frame described on the permit
The permit must remain in the possession of the special event permit holder at the stated
facility, and must be presented to any law enforcement officer or City employee upon
request
PUBLIC NOTICE
For all special event permits, City personnel shall post a notice of reservation at least 24
hours prior to the reservation time on or near the reserved space. The notice shall include
the permit number, date, and time period of the reservation
City staff will place the event on the City’s online events calendar to indicate which
spaces have been reserved, and to help the public plan future events. The City also
keeps a calendar at City Hall to manage all of the rentable spaces and facilities in the
parks.
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PERMIT REVOCATION
REVOCATION OF A SPECIAL EVENT PERMIT (PRIOR TO THE EVENT):
A special event permit may be revoked at the discretion of the City Administrator when the
health or safety of the public is threatened by an emergency, disaster, or other unforeseen
condition. In the event of a special event permit revocation due to reasons outside the
control of the applicant, the City will refund all event fees.
REVOCATION OF A SPECIAL EVENT PERMIT (DURING THE EVENT):
A special event permit may be revoked during an event for the following reasons:
o The applicant has knowingly made a false, misleading, or fraudulent statement of
fact to the City in the application process; or
o The event in progress does not satisfy conditions of event approval (page 2); or
o The event in progress does not adhere to the rules of event approval (page 3): or
o Payment of fees, charges, or deposits is found to be fraudulent or incomplete; or
o Any event activity occurs that was not specifically stated in the application; or
o The event does not adequately prepare security measures to ensure the health,
safety, and welfare of event patrons, residents, workers, and other visitors.
In the event of a possible permit revocation, the event organizer will be immediately
notified by City staff and will be given a reasonable opportunity to fix any violations.
If a special event permit is revoked, the event is cancelled and activities must be terminated
immediately.
The City Administrator has the responsibility to revoke a special event permit if the safety
of the public is threatened by an emergency, disaster, or other unforeseen condition.
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VENDORS
Vendors include all sellers of merchandise (including artists), service, or food/beverages.
Vendors also include carnival/amusement ride services.
o All vendors must have a Parkville business license per Chapter 605 of the Parkville
Municipal Code
o Vendors at events hosted by tax-exempt non-profit organizations with a principal
place of business in Parkville as defined by section 501(c)(3) of the Internal
Revenue Code are exempt from the business license requirement
The City requires a Vendor List as part of the Special Event Application. The Vendor List
must including the following information:
1. Trade name of vendor
2. Contact Information
3. Indicate generally what the vendor will be selling
4. Platte County Health Dept Permit # (Food/Beverage venders only)
5. Insurance certificate
The City requires a Vendor Map as part of the Special Event Application. The Vendor Map
shows the approximate location of each vendor or vendor area.
Vendors are responsible for collecting sales tax from consumers and remitting those
collected taxes to the State of Missouri.
Potable water connections are limited. Please note in the application the number of requested
water connections. Staff will attempt to accommodate as many as possible.
No sanitary sewer or drainage connections are available for vendors.
Grease or fat may not be disposed of on City property or in trash containers.
o Grease or fat disposed of on City property will result in revocation of any security
deposit and a charge of $1,000 to the post event invoice.
VENDOR INSURANCE
Parkville requires specified vendors hired by the applicant to carry insurance. Please see
the insurance guidelines below.
o The applicant will be required submit the certificate/s of vendor insurance at least
seven (7) days in prior to the event.
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ALCOHOL
Please plan ahead if you are planning to serve alcohol. Any event serving alcohol in City parks or on
public property must receive Picnic License (Non-Profits) or a Temporary Caterer’s Permit
(Businesses) from the City of Parkville and the State of Missouri, and a temporary liquor license from
Platte County. Approved alcohol permits must be complete and approved by the City of Parkville at
least seven (7) days before the event.
Having alcohol at a Tier 2 or 3 event may require that you have a police or other security presence.
The Police Department will provide more information at the Staff-Applicant, pre-event meeting.
PICNIC LICENSE (NON-PROFIT ORGANIZATIONS):
Step 1: Turn in or email a Request for a Picnic License to the City Clerk.
Please use the Standard Request for a Picnic License Template.
Step 2: The Request for a Picnic License will be placed on the next Board of Aldermen Agenda for
approval.
Step 3: After your request has been approved, you must fill out the State Application Form for a Picnic
License. Be sure to attach the City approved Request for a Picnic License to the state application.
Step 4: Once your request has been approved by the State, email the approved state documentation to the
City Clerk.
Step 5: After your request has been approved by the State, apply for a temporary liquor license with Platte
County. If you have any questions, call the Platte County Clerk (816-858-3342).
TEMPORARY CATERER’S PERMIT (BUSINESSES):
Step 1: Businesses with a current “by the drink” license in Missouri will need to fill out a
City of Parkville Temporary Caterer’s Permit. Turn in or email the completed Parkville Temporary
Caterer’s Permit to the City Clerk.
Step 2: After your request has been approved, you must fill out the State of Missouri’s Application Form a
Temporary Caterer’s Permit
Be sure to attach the City approved Parkville Temporary Caterer’s Permit to the state application.
Step 3: After your request has been approved by the State, turn in the approved state documentation to
the City Clerk.
Step 4: After your request has been approved by the State, apply for a temporary liquor license with Platte
County. If you have any questions, call the Platte County Clerk (816-858-3342).
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SANITATION GUIDELINES
SOLID WASTE AND RECYCLING
The City requires a Clean‐Up Plan as part of the Special Event Application.
Trash barrels with plastic liner bags are located throughout English Landing Park and the
Farmers’ Market area. The event organizer(s) is responsible for periodically emptying the
trash barrels as they become full, replacing them with a plastic liner, and hauling the full
bags to a City dumpster. Additional trash bags are the responsibility of the event
coordinator.
The City provides a 4 cubic-yard dumpster located at the east end of McAfee Drive that may
be used for additional trash disposal. If an event requires additional trash beyond the
capacity of the existing 4 cubic yard dumpster, the rental of additional trash collection
dumpsters is the responsibility of the event coordinator.
o The City will coordinate with the event organizer and determine the
placement of any additional trash or recycling receptacles or collection
dumpsters.
The City encourages events to use City provided recycling bins available free of charge. The
bins are locked up in English Landing Park behind the Park Headquarters building. A City
staff member will unlock the bins for use prior to the event. Please return the bins after the
event has been completed.
o The event coordinator is responsible for placing the bins throughout the event area
and returning them to the Park Headquarters at the event’s conclusion. Approved
collection material is listed on each container. If large amounts of cardboard are
collected, place the flattened cardboard alongside the recycling bins.
If the trash is not being emptied as containers become full during the event, City staff
reserves to the right to empty and re-line the containers at a cost of $30.00 per person per
hour. This will be charged to the post event invoice.
PORTABLE TOILETS
The City requires a Restroom Plan as part of the Special Event Application. For each 500
persons, a public event must have at least 4 toilets (one to be handicapped accessible) and
adequate hand washing stations.
o English Landing Park has a permanent, gender-separate, restroom facility that has
the equivalent of 4 toilets (2 are handicapped-accessible).
o The City will provide 2 additional portable restrooms and 2 ADA portable restrooms
during the peak season for public use (April 1st thru October 31st).
If the event duration is for more than 6 hours, the restroom units will likely need to be
cleaned and re-stocked with supplies. This service is the responsibility of the event
coordinator and must be outlined in the event application, restroom plan section.
o If the restrooms are not being cleaned and restocked during the event, City staff
reserves to the right to clean and restock the toilets at a cost of $30.00 per person,
per hour. This will be charged to the post event invoice.
o The City can provide cleaning services, if requested, for $30.00 per person, per hour.
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PARADES, PARKING, AND PUBLIC SAFETY
ROADWAY & PARKING LOT CLOSINGS
Street and parking lot closures are only permitted if approved by the Parkville Police
Department. Please indicate proposed closures in the Roadway and Parking Lot Closures
Section of the Special Event Application.
o The Police department will discuss the proposed closure or parade route with the
Parks Superintendent and Public Works director prior to the Staff-Applicant
meeting. Any recommended changes will be discussed at the Staff-Applicant
meeting.
PARKING & TRANSPORTATION
Parking space is limited in the downtown business and residential area. Existing parking
ordinances will be enforced. Illegally parked vehicles may be ticketed and/or towed.
If the event is in a location with limited parking availability, the event organizer will be
required to develop a Parking Plan as part of the Special Event Application in conjunction
with the Parkville Police Department. This plan displays how people will get to and from the
event. Shuttle bus service is recommended for transportation of persons from remote
parking areas to the event.
Use of Ball Field 1 for parking can be requested but is not guaranteed. Ball Field 1 is
unusable if the field is wet or damp prior to an event. The Parks Superintendent will
decide if Ball Field 1 is usable for parking the day of the event. This determination is based
on current Ball Field 1 conditions, current weather conditions, and weather predictions for
the duration of the event.
SECURITY
The City requires a Security Plan as part of the Special Event Application. Additional
security for all events will be at the discretion of the Police Chief or his/her designee.
Provide detailed contact information for any planned usage of a private security in the
Security Plan section of in the Special Event Application.
o The Police department will discuss the need for security with the Parks
Superintendent and Public Works director prior to the Staff-Applicant meeting. Any
recommended changes will be discussed at the Staff-Applicant meeting.
o The event organizer may request a police security presence of $30.00 per officer per
hour. Please note this on the designated place on the application.
o The Parkville Police Department reserves to the right to provide additional security
at a cost of $30.00 per officer per hour to an ongoing event deemed ‘unsecure’. The
decision to provide additional security shall be made between the Police Chief and
the City Administrator. This will be charged to the post event invoice.
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SITE PLAN
The City requires a Site Plan as part of the Special Event Application. This should be a
detailed narrative or map including a description of activities in the event, such as event
entry and exit, water stations, first aid, start/finish lines, location of activities inflatables,
and a time line of your event.
FIRST AID
The City of Parkville requires a First Aid Plan as part of the Special Event Application.
Coverage can be provided by either a private entity, the South Platte Fire Protection District,
or qualified individuals from the event staff.
MANDATORY WARNING INFORMATION
The City of Parkville will place warning signs at the entrances to all public events.
The state of Missouri exempts a community with a population of less than 10,000 from most
liability exposures if warning signs are posted during a fair or festival. In addition to posting
applicable signs, risk transfer practices are warranted when the event is to take place on the
property of a member community, but the member community does not have administrative
control over the activity.
City Prevention Steps:
Signs with a warning notice shall be posted and maintained in clearly visible locations at
major entrances to the event and throughout the event location as determined by the
governing authority.
These signs shall be in black letters on a white background with each letter to be a
minimum of one inch in height.
The language shall substantially state:
“WARNING: Under Missouri law, the City of Parkville is not liable for an injury to or the
death of any person resulting from the inherent risks of participating in or observing any
activities at this event pursuant to the Revised Statutes of Missouri.”
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MISCELLANEOUS GUIDELINES
UTILITY CONNECTIONS
Electric pedestals and distribution panels are available in numerous convenient locations in
English Landing Park. These are available, for a fee, for use during your event
The use of electric pedestals and distribution panels must conform to Southern Platte Fire
Protection District Festival Fire Code Regulations
Any expenses incurred by the City for the hardwiring of distribution panels by a certified
electrician will be charged to the applicant via the post event invoice.
FIREWORKS AND PYROTECHNIC OPERATORS
The City requires a Fireworks Plan as part of the Special Event Application.
All aspects of fireworks featured during an event must be controlled at all times by a
licensed and insured pyrotechnic operator. The City strictly controls viewing and launching
locations.
Parkville requires specified vendors hired by the applicant to operate at the event to carry
insurance. Please see the insurance guidelines below.
o The applicant will be required submit the certificate/s of insurance at least seven
(7) days in prior to the event.
MUSICAL/THEATRICAL PERFORMANCES
The City requires a Performance List as part of the Special Event Application. The
Performance List includes a list of performers, performance type, music genre, performance
times and duration.
o The Performance List must be turned in at least seven (7) days prior to the start of
the event.
Performances with amplified sound require a special event permit and must end by 11:00pm.
Performances with electrical supply requirements in excess of 200 amps (120/240 volts)
need to be located on or adjacent to the Maxine McKeon stage in English Land Park.
CARNIVALS AND RIDES
Carnivals are approved for the parking lot area between East Street, Main Street, the
railroad tracks, and McAfee Street.
o The City will consider proposed changes to the carnival area on a case by case basis
subject to approval by Community Land and Recreation Board (CLARB).
Parkville requires specified vendors hired by the applicant to operate at the event to carry
insurance. Please see the insurance guidelines below (page 13).
o The applicant will be required submit the certificate/s of insurance at least seven
(7) days in prior to the event.
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Carnival and ride operators must have current Missouri State Amusement Ride Permits for
all affected rides and devices brought to the event by the operator.
City staff will arrange for an inspection of carnival set-ups (electrical) by the Southern Platte
Fire Protection District.
Carnivals are prohibited from providing live animals as prizes.
SIGNAGE
A Temporary Sign Permit may be issued for special event provided they do not exceed
sixteen (16) square feet in area.
Temporary signs must be located on private property with the property owner’s permission.
Temporary signs may be up for a maximum of thirty (30) days.
All temporary signs shall have the date of removal printed clearly on the lower right-hand
corner, as viewed from the front.
Signs must be out of the sight triangle.
o The driver of a vehicle approaching or departing from an intersection should have
an unobstructed view of the intersection, including any traffic control devices, and
sufficient lengths along the intersecting highway to permit the driver to anticipate
and avoid potential collisions. Please visit the following website for more
information about sight triangles and sight distance.
Signs cannot be placed in the right of way.
HANDBILLS AND FLYERS
City Ordinance restricts the distribution of handbills and flyers per City Code Section
610.150.
Event handbills and flyers may be given to the Parks Superintendent for display on the
English Landing Park information bulletin boards.
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ADDITIONAL NATURE SANCTUARY GUIDELINES
All event rules, conditions, and guidelines apply to the Parkville Nature Sanctuary, Sullivan
Nature Sanctuary, and Wetlands.
The following rules also apply, at all times, in the Parkville Nature Sanctuary:
o No dogs
o No firearms
o No fires except in designated fireplaces
o No hunting, fishing, or trapping
o No picking or collecting
o No digging for roots or relics
o No camping
o No unauthorized vehicles (including bicycles, skateboards, etc.) except in the entry
parking lot
o No weddings.
Parkville Nature Sanctuary events are considered “Public Property Events” and shall be
charged an event fee at the rate of $50 per day.
OTHER REQUIREMENTS
PRE INSPECTIONS
Prior to the commencement of an event, the South Platte Fire Protection District Fire
Marshal will inspect event and vendor areas to ensure compliance with applicable fire
codes.
Prior to the commencement of an event, Platte County Health department will inspect food
preparation and serving areas to comply with applicable health codes.
DEPOSIT REQUIREMENTS
Prior to the commencement of an event, City staff shall physically observe, inspect, and
record the condition of the facilities and grounds with the event coordinator.
Applicants may be required to pay a security deposit to cover the cost of any cleanup or
damage incurred by the City of Parkville as the result of the event. Deposits will be
calculated at the Staff-Applicant meeting. Deposits are calculated by looking at foreseeable
areas of grass or park damage and then calculating the estimated cost to repair the area
back to normal.
City staff will calculate actual damage post event. Damage to any park property will result in
the loss of the deposit up the repair amount. The event organizer is responsible for any
damage expenses over the deposit amount.
Refunded deposits are issued approximately 14 days following the event.
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INSURANCE INFORMATION
The City of Parkville requires that certain activities be supported by evidence of insurance
coverage for the term of the special event permit.
The applicant shall secure and maintain, at its expense, through the duration of the event,
Commercial General Liability Insurance on an occurrence basis with minimum limits of
specified below. The City will only accept coverage from an insurance carrier that offers
proof that it :
a. Is licensed to do business in the State of Missouri;
b. Carries a Best’s policy holder rating of A or better; and
c. Carries at least a Class X financial rating.
No less than seven (7) days before the event, the applicant shall furnish the City with a
Certificate of Insurance on a standard ACORD form, indicating types of insurance,
policy numbers, dates of commencement and expiration of policies and carriers.
Applicant shall cause the City to be included as an Additional Insured, and shall
require its insurer to provide the City with advance notice of cancellation before the
event. Applicant shall deliver to the City a copy of an Additional Insured Endorsement,
using ISO Additional Insured Endorsement (CG 20 10), edition date 11/85, or an
equivalent (e.g., CG 20 10, edition date 10/93, plus CG 20 37, edition date 04/13 or other
carrier form) and a Notice of Cancellation Endorsement, using CNA form G-140327-B (Ed.
07/11), Travelers Form IL T4 00 (12/09) or other equivalent carrier forms. A copy of the
Notice of Cancelation Endorsement and Additional Insured Endorsement must be furnished
to the City prior to commencement of the event.
A special event permit will not be issued until the evidence of insurance in the form of a
certificate of insurance has been received and approved by the City.
The permit holder shall assume all risk of damage to the activity site and its property, injury
to its officers, directors, agents, contractors, or invitees, in or about the activity premises
from any cause, and waives all claims against the City.
INSURANCE REQUIREMENTS
Events are required to carry general liability insurance. See the requirements below:
1. Commercial General Liability. Written on an insurance industry standard occurrence form
(CG 00 01 10 01) or equivalent with:
• Premises/Operations Liability
• Products/Completed Operations
• Personal/Advertising Injury
• Contractual Liability
• Independent Contractors Liability (if applicable)
• Stop Gap or Employers Contingent Liability (if applicable)
• Liquor Liability/Host Liquor Liability (if applicable)
• Owned and Non-Owned Watercraft (if applicable)
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Minimum limit of liability shall be $1,000,000 Combined Single Limit Bodily and Property
Damage (CSL) each occurrence, $1,000,000 General Aggregate; except where higher limits are
specifically noted in “Other Permit Requirements” section. Commercial insurance must extend
to include the activities of all volunteers and volunteer activities.
2. Auto Liability. If vehicles are used or involved in the special event for other than nominal and
standard commute purposes, a policy of Business Automobile Liability, on an insurance industry
standard form (CA 00 01) or equivalent including coverage for owned, non-owned, leased or hired
vehicles, or equivalent coverage. Minimum limit of insurance shall be $500,000 Combined Single
Limit per occurrence.
Applicants are reminded that volunteers driving in the course of their activity must have current
liability insurance that meets the State of Missouri statutes. The City of Parkville does not require
evidence of liability insurance for individual volunteers or participants driving personal vehicles
(such as in parades) as a condition to issue the permit. However, permit holders are encouraged to
require, or provide, excess liability insurance for their volunteer drivers.
3. Workers’ Compensation. If statutorily required, the permit holder shall secure its liability for
industrial/workplace injury to its employees in accordance with Missouri statutes. The permit
holder shall be responsible for Workers’ Compensation Insurance for any subcontractor it may use
or hire for purposes of this permit activity. If the permit holder’s activities require working on or
around a navigable waterway the permit holder shall provide evidence of the United States
Longshore and Harbor Workers (USL&H) if necessary to be in compliance with Federal Statutes.
Other Permit Requirements
Food and Beverage Vendors: In addition to standard permit insurance requirements
$1,000,000 Combined Single Limit Bodily and Property Damage (CSL) each
occurrence, $1,000,000 General Aggregate per each vendor. ***
Inflatables or Pony Rides, Petting Zoos, and other animal related activities with non-
standard household pets: Changes to standard permit insurance requirements –
Increased Commercial General Liability minimum limits to $2,000,000 Combined
Single Limit (per occurrence) $2,000,000 General Aggregate. ***
Motorized and motor assisted carnival type rides, bungee jumps, trampolines, orbital rides,
and related rides and attractions commonly associated with a fair or carnival: Changes to
standard permit insurance requirements ‐ Increase Commercial General Liability
minimum limits to $5,000,000 Combined Single Limit (per occurrence) $5,000,000
General Aggregate. ***
Special Event Serving Alcohol: In addition to the Commercial General Liability insurance
above: Minimum Liquor Liability limits of $1,000,000 Combined Single Limit per
occurrence. ***
Fireworks Display: Changes to standard permit insurance requirements - Increase
Commercial General Liability minimum limits to $1,000,000 Combined Single Limit
(per occurrence) $2,000,000 General Aggregate. ***
Motorized and/or power supported tool and equipment activities, including chainsaws,
hydraulic lifts, Drilling augers, bucket lifts, and other similar items: Changes to standard
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permit insurance requirements ‐ Increase Commercial General Liability minimum
limits to $5,000,000 CSL (per occurrence). ***
Motorized individual participant activities, including motorcycles, jet skis, powered model
cars, boats and planes and non-standard personal car activities: Changes to standard
permit insurance requirements ‐ Increase Commercial General Liability minimum
limits to $2,000,000 Combined Single Limit (per occurrence) $2,000,000 General
Aggregate. ***
Auto Liability Insurance with minimum combined single limit of $1,000,000 coverage
to apply to all owned, non‐owned and hired autos used in connection with permitted
event. ***
***Evidence of coverage may be submitted by an event vendor
4. Other Provisions. All insurance coverage provisions, and limits, may be revised or increased by
the City to reflect risk exposure. All insurance policies and subsequent renewals must be maintained
in full force and effect, at no expense to the City, throughout the entire period of the permit. All
deductibles or self-insured retentions are the responsibility of the permit holder but must be
disclosed and are subject to approval by the City.
Important – All Certificates of Insurance must include a description of the permitted special
event in the “Description/Comments” section of the certificate.
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STANDING EVENTS
The following events have been granted permanent “standing” reservation timeframes with
first right of refusal for specific dates. Other events will not be allowed during dates reserved
for these events. In some cases, other park facilities will not be available for reservation
during these events. Please contact City Hall with specific questions
Standing events must comply with this guidebook and must fill out a Special Event
Application as a requirement in order to maintain the permanent reservation timeframe.
Due dates and deadlines still apply to standing events.
Standing Events:
1.
4th of July Celebration
2.
Parkville Days
3.
Parkville Microbrew Fest
4.
Parkville Ghost Stories (Nature Sanctuary)5.
Turkey Trot6.
Christmas on the River
Standing events are added at the discretion of the Community Land and Recreation Board
(CLARB).
Standing event organizers must notify the City of their specific event date by February 1st
each year to secure the date for the coming year. Failure to do so may result in the event
date not being held.
7.
Memorial Day Carnival Last Saturday in AprilMemorial Day Weekend4th of July 3rd Weekend in AugustHalloween WeekThanksgiving First Saturday in December
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5K/10K SPECIAL RULES
Required 5K Route (Begin at McKeon Stage follow the red loop)
Required 10K Route (make 5K loop twice, add the blue portion on the second loop of the course):
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Volunteer Requirements:
1.Busch & McAfee: At start of race, direct all racers toward Main St. Direct 5K racers toward
finish line after 1st lap and 10K racers straight to continue 2nd Also keep vehicle traffic out
of the race.
2.Parking lot entrance west of low‐water‐bridge: Hold all vehicles exiting parking lot while
racers are on McAfee.
3.East Street & McAfee: Hold all vehicle traffic off of McAfee while racers are on McAfee.
4.Main Street & McAfee: Direct all runners to turn south on Main St. to stay on course. Hold
all vehicle traffic off of course until racers are clear of roadway.
5.Main Street & North end of Grigsby Field: Direct racers to stay on right side of roadway.
Also turn 10K 2nd lap racers to run around Grigsby Field. Hold all vehicles off of race course
while racers are in the area.
6.300 block of Main St. (Trail crossing): Direct all racers running southbound on Main St. to
turn north onto Platte Landing Trail. Direct 2nd lap 10K racers coming from the river trail to
turn north onto Main St. Hold all vehicle traffic while racers are in the area.
7.Boat ramp in Platte Landing Park: Hold any vehicle traffic off of boat ramp while racers
are crossing. Direct racers to continue onto trail.
8.Platte Landing Park trail turn for 10K 2nd lap: Direct all racers toward English Landing
Park, and 2nd lap 10K racers around Grigsby Field.
9.West side of A‐trust Bridge: Direct all racers across bridge to English Landing Park. Hold
non-racers off bridge while racers are crossing bridge.
10.East side of A‐trust Bridge: Direct all racers to turn toward the course along the river.
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Hold non-racers off of bridge while racers are crossing bridge.
11.English Landing Park: Direct all racers to turn north on course. Hold non-racers off course
while racers pass.
12.English Landing Park: Direct all racers to turn west on course. Hold non-racers off the
course while racers pass.
Race notes:
Stay on designated course.
Use marked 5K/ 10K start/ finish line in front of McKeon stage.
Start both races at the same time for one mass start.
Volunteers need to know their assignments and know to hold vehicle traffic and non-racers
off course when racers are passing.
Volunteers need to be identified with reflective vest and hand flag, if positioned on a
roadway.
Place all directional arrows, mile markers, and signage on course prior to start of the race.
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BLOCK PARTIES
APPLICATION PROCESS
•Applicant must complete and sign the Block Party portion of the special event application.
•All residents affected by the block party are required to sign the block party petition.
o The petition form must include each address which would be blocked and must give
the date and opening and closing times of the party, and include a space for each
householder to show his consent or dissent for the party to be held.
•Applicant must pay the $50 public property event fee.
RULES
•Applicant must only block off the street portion specified herein during the hours requested
•Access must be granted for emergency vehicles and residents within the blocked off area
•Applicant and participants must comply with City Codes governing noise, liquor and
fireworks
•Applicant is responsible for clean-up (remove trash from street, sidewalks and public
property)
•Completed petition, application, and $50 public event fee must be presented to City at least
one (1) week before the party. The Chief and Public Works director may give City approval
to the party if he/she has the consent of each affected household. Completed application
and petition do not guarantee approval.
•A copy of the completed form will be returned to you to keep on-site during the event to
present it upon request to any police officer prior to or during the event.
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LEGAL
Parkville Municipal Code, Chapter 140 - City Parks, and the related sub-sections, contain
many requirements for Parks. The Event Rules and Conditions and Application Information
Guide publications are supplemental to Chapter 140 by reference therein (140:010
Definitions), and may restate what has been included in the Municipal Code as well as
additional requirements, which then have the same force and effect as the Code. Terms
defined in Section 140:010 are used in these Guidelines with the same definition as shown
in Section 140:010.
The Event Rules and Conditions and Application Information Guide publications are issued
by CLARB and are supplemental to Parkville Municipal Code. The Event Rules Conditions
and Application Information Guide, at a minimum, shall contain all of the requirements for
events set forth in these Regulations, and may contain additional requirements and
procedures as deemed necessary by CLARB and the Board of Aldermen. The Event Rules
Conditions and Application Information Guide shall be used by City staff in making
recommendations to CLARB. Changes in the content of The Event Rules Conditions and
Application Information Guide may only be made by Board of Aldermen upon the
recommendation of CLARB in accordance with the by-laws of that Board.
I have read and understand the Event Rules and Conditions and Application Information Guide. I
will abide by these terms and fees associated with my event.
____________________________________________________ _________________________________________
Event coordinator/applicant Date