Special Event & Facility Rental Application

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1 Special Event & Facility Rental Application

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4 Greenville County Parks, Recreation, & Tourism Dear Patrons, Thank you for choosing Greenville County Parks, Recreation, & Tourism to host your next event. GCPRT manages 55 parks and facilities on 1,984 acres throughout Greenville County. From a stunning camp & retreat center nestled in the shadow of the Blue Ridge Mountains to the multipurpose Greenville Health System Swamp Rabbit Trail greenway, we offer a variety of unique locations that will serve to make your special occasion a memorable success. We have provided in this packet all of the information you will need to reserve your desired GCPRT space, including the application and information on the application process. We look forward to working with you to help plan an event that will create special memories for you and your guests. Sincerely, Gene Smith Executive Director Greenville County Parks, Recreation, & Tourism

5 GENERAL INFORMATION GCPRT facilities are open to the general public year round. Your Special Event/Facility Rental Permit ensures your group reserved use of one of our facilities; however exclusive occupation of the site is often prohibited. All regular GCPRT facility rules must be observed at every event. We do not make exceptions for special events such as weddings. GCPRT is in no way responsible for the actions of the public during an event. Vehicle access is limited to parking lots only. This includes caterers, rental companies and wedding directors. At least 10% of the available parking spaces must be left open for other facility patrons. We encourage carpooling or shuttling guests to your event if visitation is likely to exceed this percentage. Preservation of historic and other park resources is important and may affect special event usage. o Historic sites are subject to special restrictions including off limit areas, decoration restrictions and amenity limitations. For o example, some sites do not allow public address systems, amplified music, grills or tents, and some sites do not have restrooms or electrical power. While events are not to be held on historic bridges, we encourage guests to visit these resources but prohibit use by the entire party at once. Nails, tacks, and staples are not allowed to be used in any of our structures; please use floral wire or non- marking tape. No fireworks, sparklers, rice, or confetti are allowed at any GCPRT site. The moving of park furniture, rocks, or other park resources is prohibited. To minimize your group s impact on the environment, please practice Leave No Trace ethics. Sites are to appear as if the event never occurred so please remove and properly dispose of everything you bring on site. GCPRT staff will have access to the property at all times and will have the authority to stop any activity that may compromise the resource. No alcoholic beverages are allowed on any GCPRT property. This document is our comprehensive Special Event & Facility Rental Application for all GCPRT facility rentals. Every effort has been made to keep this application simple and comprehensive. Please feel free to contact us at (864) x 142 if you have any questions throughout the application process. SUBMITTING YOUR SPECIAL EVENT PERMIT APPLICATION The review and approval of a Special Event/Facility Rental application is coordinated through the GCPRT Programs Department. Our Administrative Office is located at: 4806 Old Spartanburg Road, Taylors, SC Applications can be mailed or dropped off during the office hours of 8:30am until 5:00pm, Monday through Friday. You may also your application to joe@greenvillecounty.org. Please allow time for our staff to review and consider your application. You can expect a response within 10 days. Upon approval of your application, a GCPRT employee will contact you to set up a pre-event meeting to further discuss the details of the special event. SPECIAL EVENT PERMIT PROCESS 1. Browse our facility offerings on pages 2-3 to pick out a location to best serve your group s needs. You are encouraged to choose an alternative location in the event your first choice is not available. You may also visit for more details. 2. Please be sure to complete all sections of this application. All proposed activities and events are subject to the approval of GCPRT. GCPRT will not consider your submittal if the application is incomplete and does not include the non-refundable application fee. 3. Submit your completed application and non-refundable application fee by mail, or deliver in person to the GCPRT Office. Submittal of an application does not grant you a permit or confirmation to conduct your planned event; all applications are subject to review. Completed applications with appropriate fees and requested documentation/information must be submitted at least 30 days prior to your event. 4. Upon receiving your completed application and non-refundable application fee, GCPRT will contact you regarding the status of your application. You will be informed of any remaining fees that must be paid along with any additional documentation requirements. At this time you will be asked to schedule a pre-event meeting with a GCPRT employee at our Administrative Office, on site, or over the phone. The pre-event meeting is critical to the application process and no Special Event/Facility Rentals will be confirmed without one. 5. The pre-event meeting will consist of a review of our rules and regulations, a review of your permit application, and an opportunity to discuss logistics, expectations and questions you may have about the facility and its use. Please respect the time and commitment of our employees by promptly attending this meeting at the scheduled time.

6 6. If application is approved, all event fees must be paid at least 14 days prior to the event. Applicants are required to inform GCPRT, in writing, of any and all amendments to the original application 14 days prior to the event. Once all of GCPRT s requirements have been fulfilled, including receipt of all documents and payments, a Special Event Permit will be issued. 7. PLEASE NOTE: Costs incurred promoting and marketing events prior to the issuance of an approved Special Event/Facility Rental from GCPRT and changes relative to the event from other agencies involved are at the sole expense of the applicant. If the applicant would like to promote the event through GCPRT this can be arranged for an additional fee. Please see the Marketing/Promotion section under Event Features to sign up for a unique advertising opportunity that suits your event. 8. Cancellation Policy: No refunds will be given for cancellations made within 14 days of reservation. If a reservation is cancelled 14 days prior to reservation date, the fee may be credited to the user s account and used at a later time, or a refund less a $15 processing fee will be given in the form of a check or a credit card reimbursement depending on original method of payment. No cash refunds will be given. No refunds will be given for poor weather conditions. SPECIAL EVENT & FACILITY RENTAL APPLICATION APPLICANT INFORMATION NAME OF APPLICANT NAME OF EVENT ORGANIZER/PRODUCER (If different from Applicant) PRODUCTION COMPANY/ORGANIZATION (if applicable) FEDERAL TAX ID or 501(c)(3) NUMBER 1 1 Additional Documentation required: Please attach verification of 501(c)(3) status STREET ADDRESS APT/UNIT/SUITE CITY STATE ZIP CODE ADDRESS DAYTIME PHONE FAX CELL PHONE EVENT DAY ON-SITE CONTACT( if different than applicant) DAYTIME PHONE CELL PHONE EVENT INFORMATION NAME OF EVENT EVENT SPONSOR(S) (if applicable) 1 ST CHOICE PARK/FACILITY LOCATION SPECIFIC AREAS DESIRED 2 ND CHOICE PARK/FACILITY LOCATION SPECIFIC AREAS DESIRED DATE(S) 2 EVENT TIME STEP-OFF TIME (Applicable only for events with a route) Start: Finish: 2 Additional Documentation required: if your event includes multiple days please attach a copy of a schedule

7 BRIEF DESCRIPTION OF EVENT THE EVENT IS PRIVATE (INVITATION ONLY) or OPEN TO GENERAL PUBLIC SET-UP DATE(S) TEAR-DOWN DATE(S) SET-UP TIME(S) From: TEAR-DOWN TIME(S) To: EXPECTED NUMBER OF PARTICIPANTS From: To: EXPECTED NUMBER OF SPECTATORS ADMISSION/ENTRY FEES: Applicants cannot charge an entry fee to get into any GCPRT facility. Fees can be charged for admission to event. Does your event plan to charge admission? NO YES Description(s) of price categories EVENT FEATURES All event features are subject to the approval of GCPRT. Additionally, certain event features may require separate communication with the Greenville County Sheriff s Office, the local Fire Department, or other applicable agencies. See our list of helpful contacts at the end of this application. **An approved Site Plan may be required and must indicate all listed features** PRODUCT SALES The sale of any item (food, clothing etc.) must be pre-approved by GCPRT. GCPRT reserves the right to charge a fee to any vendor or to deny permission for the sale of items. ALCOHOL IS PROHIBITED. GLASS BOTTLES & CONTAINERS ARE PROHIBITED AT ALL FACILITIES. Are you requesting permission to sell food and/or beverages? NO YES Are you requesting permission to sell other merchandise? NO YES (If NO to above questions please disregard the VENDORS/CATERERS section of the application) VENDORS/CATERERS A vendor/caterer is anyone who is serving, selling, sampling or displaying food, beverages or other merchandise or services at the event to participants or the general public. Any applicant with food service must contact the S.C. Department of Health and Environmental Control at (803) for approval of any food preparation or service. Applicant must show plan for clean up and grease removal. The event organizer is responsible for ensuring that vendors follow all state and local tax and health code requirements. Does your event include vendors/caterers? NO YES Name, contact info, and description(s) of vendor and items being sold Have proper health department permits been secured? 3 NO YES Have all sales tax related permits been secured? 4 NO YES 3,4 Additional Information Required: Please attach a copy of necessary health and sales tax permits

8 PARKING No parking on grass without prior approval will be permitted at any facility. Will additional parking beyond existing designated parking be requested? NO YES Description(s) Include parking plans in Site Map GRILLING Fires are prohibited except within fireplaces or grills. Does your event plan to use grills and/or fireplaces? NO YES Description(s) AMPLIFIED SOUND/ENTERTAINMENT Crowds must be orderly. Sound amplification may not disrupt other park users or surrounding residents. GCPRT reserves the right to make this judgment and will be discussed at the pre-event meeting. Please refer to Greenville County, SC Code of Ordinances Chapter 15, Article 4. Will your event be using amplified sound? NO YES Hours of Operation TO Description(s) Will your have an entertainer (band, DJ etc.)? NO YES Hours of Operation TO Description(s) (artists, playlists etc) TENTS AND CANOPIES Must use sandbags or water barrels to secure structures, the use of stakes are not allowed in fields. Tents have the potential to damage underground irrigation systems and other utilities. Will tents and/or canopies be used for your event? NO YES Number of Tents Number of Canopies Tent/Canopy sizes INFLATABLES/AMUSEMENT RIDES Must use sandbags or water barrels to secure structures, the use of stakes are not allowed in fields. Will your event feature inflatable/amusement rides? NO YES Number of inflatables/rides Description(s) ELECTRICAL POWER Event applicant has inspected the premises and agrees to accept it as is. Applicant has reviewed power and water availability at the event location and agrees to be responsible for any additional power and/or water needs. Will your event require electrical power? NO YES Description(s)

9 STAGING/PLATFORMS, PORTABLE TOILETS, DUMPSTER, FENCING, BARRICADES AND OTHER STRUCTURES STAGES/PLATFORMS: Will your event include the use or installation of stages/platforms? NO YES Number of Stages Stage Description(s) DUMPSTERS: Will your event include the use of dumpsters? You are responsible for ensuring that area is cleaned immediately following the completion of the event. Dumpster requirements are based on the number of participants expected. One (1) 4-yard dumpster is required per five hundred (500) people. The use of GCPRT dumpsters requires prior approval by facility manager. Event applicant makes a commitment that the area will continually be patrolled for cleanliness. NO YES Number of Dumpsters Description(s) A copy of receipt for Contracted Dumpsters attached? NO YES Seeking approval to use GCPRT dumpsters? NO YES TEMPORARY FENCING: Will your event include the installation of temporary fencing? If yes, please identify in the site map. NO YES Description(s) BARRICADES: Will your event require the use of barricades? If yes, please identify in the site map. NO YES Number of Barricades Description(s) TOILETS: Will your event require the use of extra toilets? If yes, please identify in the site map. There must be two (2) toilets for every 500 guests per event hour. Applicant is responsible for providing extra portable toilets if the facility does not offer enough. NO YES Number of Barricades Description(s) OTHER STRUCTURES: Will your event include the use of other structures or features not identified above? NO YES Number of Structures Description(s)

10 STREET CLOSURES OR USE OF PUBLIC WAY Does the event propose closing or impeding normal access to any of the following? (Please check all that apply) NO YES: Streets Sidewalks Alleys Parking Lots Other If YES to any of the above, please describe locations, street names, dates and times NOTE: The Greenville County Sheriff s Office and other authorities where relevant have final discretion over your Route Plan, including but not limited to the placement and number of all barricades, signs, and police/volunteer locations. Applicant is responsible for contacting relevant authorities. Letters of approval must be received before permit will be approved. ROUTE MAP If your event is a run, walk or other activity in which participants follow a course, a map with the proposed route must be attached. All routes are subject to GCPRT approval and use of any space outside GCPRT property requires additional approval. Course map must show direction of travel, start/finish locations and all sections of the course. Start Location: End Location: : Is a copy of the event Route Map attached? NO YES NOTE: Events held on the Greenville Health System Swamp Rabbit Trail must use flour or temporary field marking chalk to mark the course. Signs (minimum of 18 x 24 ) must be posted every ½ mile along section of the trail to be used 10 days prior to the event with the dates and times of the event. The GHS Swamp Rabbit Trail will remain open to the general public during the event. Please consult GCPRT for prior approval SITE MAP Special Event applicant may be required to prepare a detailed site plan with all of the following: parking, vendors, emergency access, location of fencing, barricades and other structures, portable toilets, dumpsters, tents, stages, inflatable, proposed street closures and traffic routes. All site maps are subject to approval by GCPRT. The applicant must meet with a GCPRT representative for the purpose of addressing logistical issues. This meeting is required before an event is approved. **Event cannot prohibit or impede access to public rest rooms, walk ways or trail systems** EVENT SECURITY The applicant is responsible for all costs for security and traffic control. The applicant will contract directly with a Private Security Company or the Greenville County Sheriff s Office (864) for a minimum of one (1) off-duty sworn law enforcement office per five hundred (500) people. GCPRT may require additional security at its discretion. Has Private Security Company or Greenville County Sheriff s Office been contracted for security purposes? NO YES Please provide the following information requested below SCHEDULED DATE SCHEDULED TIMES TOTAL NUMBER OF SECURITY OFFICERS CONTACT PERSON PHONE FIRST AID PLAN Please describe what arrangements you will make for providing First Aid.

11 INSURANCE COVERAGE Proof of insurance coverage is required. Sponsor shall release GCPRT from any liability and hold GCPRT harmless in any claims resulting from leased premises during the term of use. The event organizer is required to obtain liability insurance coverage; the minimum will be one millions dollars ($1,000,000) of coverage per event. A Certificate of Insurance verifying this coverage must be submitted. Greenville County shall be named as an additional insured in the policy. GCPRT may require a higher aggregate amount of liability insurance coverage on some events. SIGNATURE I have read and do understand the terms and conditions of this permit, and do hereby agree on behalf of the organizer of this event that all persons participating in this event shall adhere to and abide by all applicable ordinances, rules and regulations. Name of Applicant / Authorized Representative (Print) Signature PAYMENT Date Check the appropriate boxes below and submit the payment of the non-refundable application fee. CASH CHECK MONEY ORDER CASHIER S CHECK CREDIT CARD $ PLEASE CHARGE MY (check one): VISA MASTERCARD DISCOVER / Cardholder s Name (as it appears on card) Account Number Expiration Date Signature

12 FINAL APPROVAL (Completed by GCPRT Staff) Date: Have all appropriate boxes been checked? YES NO Is the first aid plan acceptable? YES NO Is a copy of the event Route Map attached YES NO If no, have applicant contact that district s fire department to assist with plan. Has required pre-event meeting been scheduled? NO YES Date/Time: Location: Staff: Is Insurance Coverage needed? NO YES Amount of Insurance Coverage $ Is GCPRT named as Additional Insured NO YES Is copy of Insurance Coverage Attached? NO YES Total Fees Required $ Has applicant been notified of fees? NO YES Time & Date: Note: Comments : Approved By: Printed Name Signature Pre-Event Meeting Date: NOTES:

13 HELPFUL CONTACT INFORMATION Organization Telephone # Greenville County Sheriff s Office South Carolina Department of Revenue and Taxation Greenville Land and Waste Management Greenville County Codes Enforcement Greenville Road and Bridge Department South Carolina Department of Health and Environmental Control Greenville County Parks, Recreation, & Tourism Greater Greenville Sanitation Commission Greenville Office of Emergency Management

14 WEDDING INFORMATION With over 52 sites totaling 1,984 acres, GCPRT offers many beautiful venues to hold your wedding. We have a broad range of unique locations to match your vision of this special event. Please review and complete the Special Event & Facility Rental Application in order to start the planning process. Thank you for considering having your special event with us here at the Greenville County Parks, Recreation, Recreation & Tourism. Things to Remember: Preservation of historic and other park resources is important and may affect special event usage. Weddings that require the use of park amenities that will restrict the use of such amenities by the general public shall be reviewed on a case by case basis. District staff will have unrestricted access to the property at all times and authority to stop any activity that compromises the resource. Wedding reservations are for 3-hour time slots at our historic sites. Historic sites have special restrictions on where the event may be held. No ceremony will be permitted to be held on any historic structure (i.e. bridge). These restrictions will be identified during your Pre- Event Meeting with GCPRT staff. We appreciate your understanding of these historic sensitivities. Rice, confetti, birdseed, fireworks, and sparklers are not permitted. Bubbles are acceptable. Nails, tacks, and staples are not allowed to be used in any of our structures; please use floral wire or non- marking tape. The moving of park furniture, rocks, or other park resources is prohibited. Vehicles must park in parking lots only. Reservation must be cancelled at least 14 days prior to the event date to receive a partial refund. Refunds will not be given for cancellations made less than 14 days prior to the event. Alcohol is not permitted. Please contact (864) x142 or joe@greenvillecounty.org with questions regarding weddings with Greenville County Parks, Recreation, & Tourism.