St. Charles Park District
Special Event Request Form
Special events are defined as gatherings that serve 400+ participants. Types of special events include company picnics, races, festivals, etc.
Primary Contact's Name
Organization Name
Organization Type (select all that apply)
Associate Group
Individual
For Profit
Political
Non-Profit
Public Agency
Organization Address
Primary Contact's Phone
Alternate Phone
Email
Event Name
Event Description
Event Date
MM
/
DD
/
YYYY
Estimated Number of Participants
Event Setup Time
HH
:
MM
AM
Event Takedown Time
HH
:
MM
AM
Actual Start Time For Event
HH
:
MM
AM
Is the event open to the public?
Yes
No
Is this a new event in St. Charles parks?
Yes
No
Requested Park/Facility Location
Park/Facility Requests:
Pavilion(s)
Access to Power
Open Space
Access to Water
Indoor Space
Early Access to Park
Athletic Court(s)
Extra Garbage/Recycle Containers
Use of Park Trails/Paths
Please share more details regarding the items checked above.
Additional Requests:
Posting Signage in Park
Catering/Food Service
Posting Event on Social Media
Tent/Temporary Structure(s)
Entertainment
Vehicle Access to Park for Vendors
Amplified Music/Sound
Generators
Bouncehouse/Amusements
Other Vendors
Please share more details regarding the items checked above.
Event Checklist
The following items must be completed prior to your event.
1. Supplied a valid certificate of insurance listing the St. Charles Park District as additionally insured from requestor and all vendors.
2. Supplied site map, layout, drawings and/or aerials that detail walking/running routes, placement of vendors, tents, etc.
3. Paid permit fees.
4. Provided supporting documentation.
Event Guidelines
1. Event organizers, hosting organizations, vendors, participants, supporters and volunteers are expected to
comply with all established park ordinance
s.
In addition, at its discretion, the park district may reschedule, relocate, and/or cancel events in the interest of public safety, in response to severe weather, emergency facility maintenance, misrepresentation of event purpose and activities, and/or other circumstances.
Permit fees are nonrefundable for outdoor rentals.
2. Special
events must be approved by the Park Board in advance
of the event, and preferred dates are not guaranteed until the event is approved by the board, a permit has been generated, and permit fees are paid.
3. Event activities, site layout, and vendors
must be approved in advance
and included on your permit.
4. You are
free to choose your vendors
(music, tent rental, catering, etc.) and each will need to be added to the event permit.
5. The
park district will only provide permits for park areas.
If you event crosses agency boundaries, you may need to contact the other agency directly. Depending on the complexity of event, this may include the City of St. Charles and Kane County Forest Preserve District. For events running along the Fox River Trail, this may also include any of the local agencies along the Fox River from Aurora to Elgin. The Fox River Trail Coordinator must also be notified when your event takes place on the Fox River Trail.
6.
Park areas, pavilions, gazebos, parking lots, athletic fields, and/or trails must be restored to the condition in which they were found.
This includes placing trash and recycling in the park containers, removal of all promotional signage and all decorations, removal of all equipment and fixtures, removal of all walking/running ground markers, and/or removal of all contracted services (tents, port-o-lets, etc).
7.
Trails, paths, parking lots, roads, park areas, pavilions, and other park amenities, must not be permanently
marked or changed. Use materials that are easy to clean up, friendly to park settings, and free of residue.
8.
Organizations may be billed
for excessive clean up, property damage, or unscheduled staff labor.
9.
Certificates of insurance will be required
from the hosting organization, event partners, and vendors. Certificates must list the St. Charles Park District as additionally insured, and received no later than 10 business days before the event.
10.
Be specific in your request regarding any fundraising
that your organization is conducting. If you have a fundraising component to the event, include the purpose and whom it will benefit, how and when the fundraising will be conducted, whether the event be open to the public, and if there are any admission or entry fees to view or participate the event.
11.
The park district maintains the authority
to require qualified private security or sworn police officer(s) for the event.
12.
Parks always remain open to the general public.
Park paths, trails and roads must always remain clear.
13.
Personal vehicles are not permitted to drive inside any park.
Approved vendors may drive into park areas provided they are included on the event permit, observe all park ordinances, and have submitted a valid certificate of insurance.
14. Questions regarding available dates, ordinances, event guidelines, fees, and park amenities can be directed to the Parks Department.
Acknowledgement and Signature
As an authorized representative, I maintain that all the information submitted is accurate and complete to the best of my knowledge. It is understood that we must comply with all park ordinances, report any changes to our approved activities, and follow the event guidelines provided on this page.
Signature of Applicant
Type your name as your digital signature and check the box below:
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Verification
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