Special Event/Use Request

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Special Events are defined as any event that charges a fee and/or is open to the public for participation. It includes any event that requires special permits from the city including but not limited to road closures, alcohol, vending, and security. All events must comply with the Parks Code of Regulations. (Special Event Policy)(PDF, 351KB)

It includes any event that requires special permits from the city including but not limited to:

  • Road closures
  • Alcohol
  • Vending
  • Security

  • Any event that exceeds 250 participants. (This does not include hall rentals unless used for fundraising purposes)

Process

Step 1.Complete the Special Events Application

Events bring people together and inject excitement and joy into the community! This policy outlines how people and organizations can hold events that are safe, sanitary, and in compliance with regulations. There are a wide variety of events of different sizes and types, and this policy addresses this broad range of events.

 

Your organization must furnish liability insurance coverage for Event patrons with combined single limit coverage of not less than $500,000 per occurrence with the Unified Government WYCO/KCKS named as a additional insured as applies to the Event.

 

Step 2.Get Contacted

Once the application is received the host will be contacted to discuss additional details of the event. Please allow (3-5) business days for a response from the Special Event Coordinator.

Step 3.Get Approved

3. Once the application has been approved, it is the responsibility of the event host to submit all required documents to the Special Events Coordinator based on the size of the event. For small events all documentation must be submitted 30 days prior to the event. For medium and large events all documentation must be submitted 60 days prior to the event. This includes the insurance policy, fees for the rental, damage deposit, and any additional fees or permits.

 

If documentation is not received within the required 30 or 60 days, the event is subject to cancellation unless previous arrangements have been made with the Special Events Coordinator.

 

Fees

Event Types: 

 Free Community Events 

  1. This is an event that is 100% free to the community. There will be no vendors selling items or costs associated with participation. 
  2. The event organizer will be required to pay for the park, park shelter or building. The Parks and Recreation Department will waive 50% of the Special Event fee based on event size. The applicant will still be required to provide insurance and pay for other required permits and damage deposit.
 
Nonprofits 

Organizations with a §501(c)(3) status through the IRS must present documentation supporting their status. Event application must include any information regarding potential fees for participation, donations, and any fundraising components the special event might entail.  

  1. Local Wyandotte County nonprofits will be required to pay for the park, park shelter or building. The Parks and Recreation department will waive the Special Event size fee. Applicants will also be required to pay for other applicable permits, provide insurance and be responsible for the damage deposit fee.
  2. Local nonprofit organizations are only allowed to host 2 events yearly at this reduced rate. For additional events the Parks and Recreation department will waive 50% of the Special Event size fee. Applicants will also be required to pay for other applicable permits, provide insurance and be responsible for the damage deposit fee.
  3. Non-local nonprofit organizations will be required to pay for the park, park shelter or building. The Parks and Recreation department will waive 50% of the Special Event size fee. Applicants will also be required to pay for other applicable permits, provide insurance and be responsible for the damage deposit fee.

 

Events that charge fees (Excluding nonprofits)

This refers to any event that charges a fee for participation, vendors, tickets, attractions, tournament entry, etc.  These applicants will be required to pay all applicable special event fees, damage deposit, and provide insurance.

 

Recurring Events 

Any event organizer or organization wishing to host recurring events at the same location more than twice during the year may be required to enter into a Memorandum of Understanding with the Unified Government. The MOU will outline the fees for the event, the responsibilities of the Parks and Recreation Department, the responsibilities of the event organizer and any additional details regarding the event. Determination of whether an MOU is required will be made by the Director of the Parks Department. 

 

Event Size Fees

Small Events

Fee: $200 plus the cost of shelter/park rental

Includes events that will have less than (250) participants.

Medium Size Events

Fee: $425 plus the cost of shelter/park rental

Events of 251 - 500 people.

Large Events

Fee: $1,300 plus the cost of shelter/park rental

Events of more than 500 people.

NOTE: A minimum fee of $100 will be assessed for each additional day of the event including set up and tear down.

Fundraisers

Fundraising will only be permitted for nonprofit 501©3 organizations with proper verification from the IRS. Documentation must be obtained prior to any reservations are made for the event. Fundraisers are defined as any event that solicits money or pledges.

Damage Deposit

A minimum $300 damage deposit is required for your event. The amount of the deposit may increase depending on the size and nature of your event.

Insurance

The organization hosting the event must furnish liability insurance coverage for Event patrons with combined single limit coverage of not less than Five Hundred Thousand Dollars ($500,000) per occurrence with the Unified Government WYCO/KCK named as an additional insured as applies to the Event. Certificate of insurance must be submitted to the Special Events Coordinator no less than (60) days prior to the event.

Special Use Request

Individuals or groups requesting special use or reservation of areas, roadways, or facilities not normally reserved in accordance with Unified Government Parks and Recreation Department (UGPRD) policies and procedures may make application within the following guidelines for consideration.

  1. All requests must be submitted in writing no less than (60) days prior to the date requested. Any requests that are received that do not provide a workable timeframe for review and processing will not be considered.

  2. All requests shall contain the following information:
    • Name, address, phone number, email and fax number of individual making request. In the case of an organization, the name, address, city, phone number, email and fax number of the organization shall also be submitted.
    • Detail of location or facility (ies) requested, including dates and times desired.
    • Purpose of the request. Type of event.
    • Number of persons to attend or utilize the area or facility (ies) under the special use request.
    • Percentage of Wyandotte County residents attending or utilizing the special use request.
    • A statement addressing whether or not the planned activity or use is for commercial or profit purposes.
    • A statement addressing whether or not fees will be charged. Any proposed fees for participation shall have prior Department approval.
    • A statement addressing whether or not the existing facility (ies) will be adequate for the planned usage and, if not, what additional facilities or areas will be needed (i.e., restrooms, parking, tents, electricity, etc.)
  3. Permits will be issued or denied to organizations or individuals based on an appraisal of the information provided and the impact to the area, facility, and adjacent property owners.

  4. All current Department Rules and Regulations are to be observed.

  5. The Department has authority to cancel the Special Use Request for any violations of permit requirements or Department Rules and Regulations.

  6. The Department reserves the right to cancel any request due to severe or potentially dangerous weather conditions.

  7. Should Park Ranger/Security services be required, permit holder will be required to pay the fee.

  8. The UGPRD will not approve more than a total of one special event per facility, per day, utilizing weekdays or weekend days. Priority will be given to events held on weekdays and events that will be completed by 10:00PM on either weekdays or weekends.

  9. A fee will be charged for each Special Use Request as per the Fees & Charges set by UGPRD park board.

The above guidelines apply to all requests other than UGPRD-sponsored events. Unusual requests, upon UGPRD staff review, may be forwarded to the UGPRD administration for consideration.

Clean-up Responsibilities

Groups or individuals who use Unified Government Parks and Recreation Department facilities are expected to share the responsibility of keeping our facilities clean and well maintained. By having our groups perform cleaning tasks, we are able to keep the cost of renting facilities affordable and our facilities are left in good condition for the next program or rental function.

The following duties will be the responsibility of each group.

  • To facilitate smooth communication, please designate one person from your group to be the contact person for your group (normally this is the person who arranged to rent the facility).
  • Make sure all trash is picked up and put in trash cans. (reserved park area and parking lot)
  • Repair any turf, ceiling or wall damage that may have accrued during the event.
  • Sponge and Wipe off all tables. (Group provides their own cleaning supplies).
  • All food waste needs to be thrown away in trashcans.
  • Replace any tables that may have been moved.
  • Remove all signage used from the facility and surrounding areas. Remove all tape from walls and ceilings.
  • Sweep and clean floors and empty trash cans!

NOTE: UGPRD does not provide storage and/or office space. All rental group equipment provided must be removed at conclusion of event or each day. Please remember that your activities should be concluded and clean-up responsibilities should be completed prior to the scheduled ending time of your function. Additional charges could be assessed to groups who fail to vacate at the specified time.

Thank you for your cooperation, we hope you enjoy your visit with us!

These are just permits required through the Parks & Recreation Department. Please be advised that additional permits may be required by the State and/or County.

Vending

Fee: $50

Any individual or business that sells a product in exchange for profit on park premises must obtain appropriate vending permits. 

  1. Licenses may be obtained by contacting the Department of Business License at 913-573-8780. Additional charges may apply.
  2. The Event host should work with the Business License Department to determine if permits are required for each event vendor. 
  3. The permit must be on site for the duration of the event.
  4. The event host is responsible for paying the fee for the Parks and Recreation permit.

 

Road Closures

Any request for Road Closures should be obtained from Public Works at (913) 573-5400

It is the responsibility of the event host to complete all required paperwork. Additional charges may apply. A copy of the permit must be provided to the Special Event Coordinator.

Sound Amplification

Fee: $50 per day

This includes the use of any amplification equipment such as that used by a disc jockey or amplified band. This permit is not available for all parks.

Alcohol Permits

Fee: $50 per day

  1. The applicant must obtain proper licenses and permits through the County and State to serve and/or sell alcohol on Parks grounds. Contact the Business Licensing Department at 913-573-8780 for additional information. Please note this process takes a minimum of 4 weeks for approval.
  2. Security is required for any event that serves alcohol.
  3. No glass containers are allowed.

Live Entertainment/Dancing Permit

Any event that has alcohol and entertainment will be required to obtain a city live entertainment/dancing license. Proof of license must be obtained prior to receiving event permit. Contact Business License at (913) 573-8782 to obtain licenses. Additional charges may apply.

Port-a-Pots

Parks and Recreation will not provide additional restroom facilities for any event but may require additional port-a-pots rented at the owner’s expense. Parks and Recreation will determine the minimum number required to accommodate the size of the event. The host must receive approval for placement of port-a-pots within the park.

Dumpsters

If the event warrants additional dumpsters, Parks and Recreation has the authority to require the event host to rent one from an outside company of their choice. The host must receive approval for location of dumpster. It will be the responsibility of the event host to make sure that as trash barrels become full, they are emptied into the dumpster. Excess trash can result in the loss of deposit.

Additional Trash Barrels

If the park does not have adequate trash barrels for the event additional trash barrels can be delivered prior to your event at an additional cost. If the department is required to pick up excess amount of trash it can result in the loss of event host’s damage deposit.

Security

Any medium/large event or event vending and/or serving alcohol will require the presence of security. 

  1. Security must be obtained through the WYCO Sheriff’s Office.  A mandatory meeting with security is required.  
  2. The Sheriff’s Office will determine the appropriate number of law enforcement officers required and provide written documentation for the Special Events Coordinator.
  3. The host is responsible for paying all the law enforcement officers in cash, prior to the start of the event
  4. The event host must provide the special event coordinator with the contact information in writing for all law enforcement officers at least 4 weeks prior to the event.
  5. In the event the appropriate law enforcement officers have not been obtained 4 weeks prior to the event, Parks and Recreation has the right to cancel the event. 
  6. No advertisement of the event may be circulated until the security, insurance, permits and fees have been submitted.

 

Contact Us

Phone

(913) 573-8327

Fax

(913) 573-8328

Email

parksinfo@wycokck.org

Location

Parks & Recreation
5033 State Avenue
66102
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