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Special Event Application

Steps

1. Step One This section is complete This section is incomplete
2. Event Information This section is complete This section is incomplete
3. Event Details This section is complete This section is incomplete
4. Signage This section is complete This section is incomplete
5. Cleanup/Sanitation This section is complete This section is incomplete
6. Additional Information This section is complete This section is incomplete
7. Insurance This section is complete This section is incomplete
8. Street Closure Information This section is complete This section is incomplete
9. Security Needs This section is complete This section is incomplete
10. Emergency Medical Services This section is complete This section is incomplete
11. Step Eleven This section is complete This section is incomplete
12. Agreement and Signature This section is complete This section is incomplete
13. Indemnification and Hold Harmless This section is complete This section is incomplete

Step One

Special Event Application
To host or hold an event in the City of Avondale Estates, including festivals, block parties, parades, etc., you are required to obtain an event permit from the City. This process includes coordination with Public Safety, Public Works and City Hall. Please complete the special event permit application in its entirety. Submitting an application does not equate to approval. Once an application has been reviewed, a staff member will reach out with any questions or concerns.
Applicant and Sponsoring Organization
First Name*
Last Name*
Address*
City*
State*
Zip*
Phone Number*
Email Address*
Sponsoring Organization *
Is sponsoring organization a non-profit?
Contact Person Name*
Contact Person Phone Number*
Is this event sponsored by the DDA/Mainstreet Board or the BOMC?
Is this a first time event?
If held before, where and when?
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Event Information

Name of the event
Type of event?
1. Concert/Music
2. Festival
3. Fireworks
4. Race/walkathon
5. Other
If you selected other, please specify.
Are you requesting use of the Town Green? Will you need to close the Town Green to the general public? Describe the activities proposed for the Town Green.
Date of event
Date of event
Event Hours
Event Hours Start Time
—
Event Hours End Time
Event set up time
Event set up time Start Date
Event set up time Start Time
—
Event set up time End Date
Event set up time End Time
Break down time
Break down time Start Date
Break down time Start Time
—
Break down time End Date
Break down time End Time
# of expected attendance
# of expected staff/volunteers
# of expected participating vendors
# of expected local businesses participating
Parking Plan
Briefly explain event and activities. Include purpose of the event and how participants will be notified if event is cancelled.
Please upload a site plan including location of stage, portable toilets, vendor booths, parking, etc.
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Event Details

Attach a schedule or brochure of all activities associated with the event.
Does your event involve the sale of alcoholic beverages? If yes, please describe.
Note: If alcoholic beverages are to be sold, a temporary special event alcohol permit is required and a copy of the state license must be sent to the Avondale Estates Permitting Office ten working days prior to the event date.
Will the event have amplified sound? If so, please describe.
Is the event free to the public? If not, please include admission cost.
Will vendors be cooking or heating food? If so, please describe.
Note: If food is to be sold, a temporary special event permit is required and a copy of the permit must be sent to the Avondale Estates Permitting Office ten working days prior to the event date.
Will there be any fenced areas? If so, please describe.
If event is cancelled, how will participants be notified.
Info About Renting the Town Green
The city built the Town Green to enhance the quality of life of Avondale Estates residents. The park was designed to:
be inclusive and welcoming to people of all ages, abilities, and backgrounds,
be a year-round draw bringing people to live, shop and dine downtown,
maintain flexibility to support high-volume events and daily uses like walking, and
support good stewardship of the City’s economic and natural resources.
As a public asset to the community, the city considers the impact of closing access to the Town Green to the public as well as the availability of city resources including public safety and public works when reviewing special event requests.
Rental Fees for Town Green Areas 
Rental fee pricing is for use of spaces up to six hours (including setup and breakdown). Prorated hourly fees will be added for events longer than 6 hours.
$1,000 - Market Pavilion and Plaza (+/- 250 people at 20 sq. ft. per person) 
$1,500 - Stage and Amphitheater (+/- 350 people at 20 sq. ft. per person)
$3,000 - Event Lawn (+/- 2,500 people at 10-12 sq. ft. per person)
$5,000 - Entire Town Green (+/- 3,100 people)
City Sponsored Events Open to the Public and Nonprofit Rates:

Nonprofits and local schools that seek to rent the Town Green or a portion of it will be charged 1/2 the rental fee if the proceeds support the local community.
The city reserves the right to reduce some or part of the fees for city-sponsored events that are open to the public and support the city’s stated objectives.

Additional permits and fees for reservations:
A security deposit of $400 is required.
Sanitation and security fees may also be required if city services are used.
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Signage

Will the event have signage? If so, please describe the type of signage and provide the quantities of each type. Cost will be determined per the number of pole banners that require installation by the City.
Note: If you would like for the City to considered allowing you to install pole banners, please submit the number of signs. As an event organizer, you are responsible for paying for design and installation. Banners can be installed no more than 2 weeks before the event and must be removed within 3 business days of the event conclusion. The city reserves the right to deny use of the pole banners.
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Cleanup/Sanitation

What is your clean up plan during and after the event?
The City of Avondale Estates Public Works can be hired for trash, recycling, cleanup or other needs. Service includes collection and disposal of event trash and recycling, trash cans, bags and recycling containers. Rates apply and vary depending on event. Please call the City of Avondale Estates for pricing and availability or other assistance needs TBD
Do you plan on hiring City of Avondale Estates Sanitation Department?
If you do not plan on hiring Avondale Estates Sanitation, please describe your plan.
The event must rent portable chemical toilets to accommodate the attendees. The City recommends one chemical toilet and one ADA unit for every 250 attendees, or portion thereof. An ADA unit is required. WAIVERS: The event may request in writing a waiver for portable toilets.
What portable toilet company is being used?
Number of toilets?
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Additional Information

Please upload any additional information you believe the City should know when reviewing your application.
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Insurance

A certificate of insurance must be filed with the City of Avondale Estates Permitting Office ten working days before the event. The City requires all certificates to be submitted on a standard ACORD form. The City of Avondale Estates must be listed as additional insured with respect to general liability. A minimum of $1,000,000 liability insurance is required. Please attach form here.
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Street Closure Information

Please provide a list of proposed streets to be closed including times streets to be closed.
Example: Clarendon Ave between South Avondale Plaza and Kingstone Rd. 5 pm to 6 pm.

Please note that City Staff will review proposed street closures and has the right to deny any closures.
Describe any parade route.
Are you requesting a complete or rolling street closure?
Assembly area:
Disbanding area:
The event organizer is responsible for notifying affected businesses and residents of street closures. City Hall will provide a map showing all parties that must be notified. The letter must provide an event contact person. A copy of the letter must be submitted to the City for approval prior to distribution. Please describe your plan.
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Security Needs

Please describe your security needs for this event.
Will you hire City of Avondale Estates Officers for this event? Note: The rate for City of Avondale Estates officers is $50 per hour per officer. (4-hour minimum)
Will you hire Dekalb County Officers for this event? Note: Arrangements for DeKalb County officers must be made through DeKalb County. Documentation of such arrangements must be provided
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Emergency Medical Services

Describe your plan for providing emergency medical services.
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Step Eleven

Weather Emergency Procedures
1. I HAVE READ AND UNDERSTAND THE CITY OF AVONDALE ESTATES WEATHER EMERGENCY PROCEDURES.
1. Events are held rain or shine. In the instance of extremely dangerous weather such as lightning, the City of Avondale Estates and the Emergency Manager/Fire Chief (or designee) will make a decision about the appropriate course of action.
2. The City Manager (or designee) will be in touch with the event contact person before the event.
3. When lightning and/or thunder occurs, advise participants to seek shelter in car or building
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Agreement and Signature

I, THE UNDERSIGNED, HAVE READ THE RULES AND REGULATIONS WITH REFERENCE TO THIS APPLICATION AND AM DULY AUTHORIZED BY THE ORGANIZATION TO SUBMIT THIS APPLICATION ON ITS BEHALF. THE INFORMATION HEREIN IS COMPLETE AND ACCURATE.
Name:
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Indemnification and Hold Harmless

In consideration of being permitted by the City of Avondale Estates to host a Special Event or Parade (the “Event”), the undersigned herby covenants and agrees that the City of Avondale Estates, their officials, officers, employees, agents, members, representatives, volunteers or their respective insurers (collectively referred to hereafter as the “City of Avondale Estates”) shall not be liable for any loss, damage, injury or liability of any kind to any person or property caused by, arising from, or in any way related to, the Event, nor shall the City of Avondale Estates be liable for any loss, damage or injury from any cause whatsoever to the property of person of the undersigned or any of its employees, agents, affiliates, representatives, invitees, licensees or other persons attending or affected in any way by the Event. Notwithstanding anything to the contrary herein contained or irrespective of any insurance carried by the undersigned for the benefits of the above enumerated entities, the undersigned agrees to protect, indemnify, covenant not to sue and hold the City of Avondale Estates harmless from and against any and all costs, expenses (including, without limitation, attorney’s fees), damages, losses, actions, causes of actions, fees or liabilities of any nature arising out of or in any way related to the Event. If executing this agreement on behalf of a business or organization of any kind, the undersigned affirms that he or she has the authority to sign on behalf of said business or organization and legally bind said business or organization.
Name:
Date:
Business/Organization Name:
Title and Position with Business or Organization:

Leave This Blank:

1. Receive an email copy of this form.
Email address

This field is not part of the form submission.
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Search Forms:

Special Event Application

Steps

Step One

Event Information

Event Details

Signage

Cleanup/Sanitation

Additional Information

Insurance

Street Closure Information

Security Needs

Emergency Medical Services

Step Eleven

Agreement and Signature

Indemnification and Hold Harmless