TOWN OF FOUNTAIN HILLS SPECIAL EVENT APPLICATION

For-Profit 60 Days Prior to the Event ($300)

For-Profit 59 Days or less Prior to the Event ($550)

Non-Profit 60 Days Prior to the Event ($150)

Non-Profit 59 Days or less Prior to the Event ($275)

Notice - There is a $4 convenience fee for this use of this technology.

SPECIAL EVENT APPLICATION FEES

Application Fee (Non-Refundable) is due when submitting the application

For-Profit 60 Days Prior to Event $300 59 Days or less prior to the event $550

Non-Profit 60 Days Prior to Event $150 59 Days or less prior to the event $275

*A Non-Profit status letter from the Arizona Corporation Commission is required if applying for the non-profit rate.

Application Approval Process

1. Submit completed application with application fee

2. Attend the Special Event Committee Meeting (Date to be determined and will be emailed to applicants)

3. Approval Process- If the event is approved at the Special Event Committee meeting, you will receive an approval and invoice for the event.

BEFORE SUBMITTING YOUR APPLICATION

Thank you for your interest in hosting a special event in Fountain Hills. With gorgeous weather, scenic views, and easily accessible event venues, Fountain Hills is the perfect location for your next event!

Before you submit your application, there are a few things to remember:

Applications must be submitted a minimum of 60 days before the proposed start date of the event. Events with road closures must be submitted a minimum of 90 days in advance.
Submission of your special events application does not guarantee approval for your special event.
Special event permits are emailed to the event organizer upon approval of the application.
The event organizer is responsible for all aspects of the event including but not limited to; set-up, tear-down, trash/debris removal, possible damages, permit and application fees, and event contact information.
We ask that all applicants read Special Event Handbook to guide you through the process.

This COMPLETED application MUST be submitted to the Town of Fountain Hills no less than 60 days prior to the proposed event date. The permit application fee is due at the time of submission. An incomplete Special Event Application packet will not be accepted or reviewed. Town staff has the right to refuse to review and/or reject the application.

I certify that I have read the Special Event Guide and Rules. *

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EVENT CHECKLIST

Refer to the Town Code excerpts in this document as to whether or not you must submit the following. For a full listing of all attachments, visit http://www.fh.az.gov/284/Special-Events

Certificate of Insurance
Event Site Plan
Route Map- If Applicable
Signage Plan- If Applicable
Non-Profit or Affiliate- Attach a copy of 501c3
Fountain Hills Business License for Vendors- Must be submitted at least 14 days prior to the event.
Traffic Plan-Proposed Road Closures/Routes- Must be submitted at least 90 days prior to
Alcohol Application
State Liquor Application- Must be submitted at least 45 days prior to the event. All applications require Town Council approval.
Security- If you are using MCSO for security or for road closures, you must secure deputies through the MCSO Off Duty Management System. It is recommended that you request deputies at least 60 days in advance.
Tract 208 Parking Use Application-required for events on Avenue of the Fountains

APPLICANT INFORMATION

Name of Applicant Representative *

Corporation/Organization Name of D.B.A *

State of Incorporation *

Tax ID# *

501c3 # *

Town Sales Tax ID# *

Cell Phone *

Daytime Phone *

Email Address *

Street Adddress *

City *

State *

Zip Code *

Website *

Event Point of Contact *

Event Point of Contact Phone *

Event Point of Contact Email *

501c3 Verification

EVENT INFORMATION

Event Name *

Event Date(s) * +

Set Up Time(s) *

Break Down Time(s) *

Proposed Rain Date +

If so, where?

Anticipated Attendance *

Has this event been produced before? *

Yes

List event location and check all that apply. *

Town Property

I own the property

Private Property

Private Property Owner Name

If your event includes property that neither you nor the Town owns, you must attach a letter from the property owner granting permission for the proposed date(s) and time(s) of the event.

Property Owner Permission

Event Location on Town Property *

Fountain Park-Great Lawn

Fountain Park-Amphitheater

Avenue of the Fountains- East Plaza

Avenue of the Fountains-West Plaza

Avenue of the Fountains- East & West Plaza

Fountain Hills Street (bike or run event)

Centennial Circle

ALL EVENTS LOCATED ON THE AVENUE OF THE FOUNTAINS ARE REQUIRED TO SUBMIT A PARKING USE APPLICATION FOR TRACT 208 AND SUBMIT THE APPROVAL TO THE TOWN AT LEAST 14 DAYS PRIOR TO THE EVENT.

TRACT 208 APPROVAL LETTER

EVENT DESCRIPTION

Please describe your event in detail. *

EVENT FEATURES

All features listed must be identified on the site plan.

Alcohol- Will you have alcohol at the event? If YES, Please complete the alcohol application portion further down. *

Yes

Admission Fee Adult *

Admission Fee Child *

Will you be selling merchandise? *

Yes

Will you have vendors? *

Yes

VENDOR LISTS MUST BE SUBMITTED AT LEAST 14 DAYS PRIOR TO THE EVENT

Complete the Vendor List found online and submit it at least 14 days prior to the event.

All vendors must have a Fountain Hills business license and AZ Department of Revenue TPT License.

Vendor List

Amplified Sound and Entertainment

A complete list of entertainments will be required for the final approval. Once approved, no changes are permitted unless authorized by the Town.

Amplified sound shall be permitted through an approved event application permit. Approved times will be based on the proposed times listed below.

Will your event include amplified sound? *

Yes

Will sound checks be conducted prior to the start time? *

Yes

What times are you requesting amplified sound? Include start and finish times. *

Describe the type of sound equipment that will be used at the event. *

Are there any musical entertainment features related to your event? A list of all performers/entertainment is required at least 30 days prior to the event. *

Yes

Performers and Entertainment Form

Performers and Entertainment List

Tents or Canopies: Tents over 400 square feet and canopies on all sides over 700 square feet require a permit and inspection prior to the start of the event. *

Yes

How many tents? *

List the tent dimensions. *

Tent Company Name & Phone Number *

Open Flames and Cooking *

Yes

Stages and Platforms *

Yes

How many stages? *

List the stage dimensions. (Inspections will be required) *

Port- O- Johns *

Yes

How many port-o-johns? *

Company Name & Phone Number *

Electrical Services/Generators (Generators must be separate from tents a minimum of 20' and shall be isolated from contact by fencing or other approved means). *

Yes

Do you want to rent power boxes from the Town of Fountain Hills? $15 per box, per day, with a $100 deposit per box. *

Yes

Carnival/Amusement Rides (A separate permit by the Fire Department may be required) *

Yes

Temporary Fencing: If YES, indicate on the site map. Explain the type of fencing being used below: *

Yes

No No

Fencing- Please explain how your fencing will be attached to the turf or street area.

Event Signage and Banner *

Yes

Company Name & Phone Number

Town Signage Requirements

Upload your signage plan. Include all signage that may be placed inside and outside your event boundaries.

Inflatables (If YES, Please list the company information on the Vendor List and indicate the location on the site plan) *

Yes

Inflatables- How will the inflatable(s) be anchored? The Town of Fountain Hills prohibits the use of stakes in all Town event spaces. Acceptable anchoring tools include water barrels, sandbags, concrete blocks. *

PARKING/DELIVERIES

The Town of Fountain Hills does not allow for personal or non-essential vehicles to remain on the lawn of any of our parks or street medians during the running times of any event. Vehicles may be on the premises, except for the Avenue of the Fountains Plaza, for the purposes of loading and unloading only. A member of the organizer's staff/volunteer must be present for any and all deliveries made to the event location. All vehicles MUST be removed from the lawn/turf or street/median area and into designated parking at least 30 minutes prior to the start of the event.

EQUIPMENT DELIVERY AND PARKING LIST-Use this form to submit your information

You can find the map of event town parking here.

SUBMIT YOUR PARKING / DELIVERY FORM HERE.

WASTE MANAGEMENT & RECYCLING PLAN

You are responsible for properly disposing of all waste and garbage throughout the term of our event. Immediately upon the conclusion of the event, the area must be returned to its original condition. Should you fail to perform adequate clean-up or damage occurs to Town property, you will be billed at full cost recovery rates.

Some events may be required to provide additional dumpsters. You will be notified during the approval process if additional dumpsters are required.

What is your plan for disposing of grease, charcoal, and/or waste? *

How many trash receptacles will you be providing for proper food waste disposal? *

PUBLIC SAFETY PLAN

You may be required by the Town of Fountain Hills to have security and/or medical services present at your event. You may hire your own licensed outside security company or you may hire Maricopa County Sheriff's Office (MCSO) and/or Rural Metro Fire Department.

All MSCO deputies must be requested through the online process https://www.mcso.org/community/hire-an-off-duty-deputy

Will security be onsite? *

Yes

If YES, has security been contracted or scheduled? *

Yes

If YES, which company or service provider?

MCSO

Private Security

How many security personnel will be hired?

Security Company Name and Contact

Security Company Phone

Please describe our upload your security plan *

Security Plan

Has Rural Metro Fire Department (FHFD) been notified of your event? *

Yes

Have you made provisions for onsite medical services? *

Yes

Will Rural Metro Fire Department, or another safety agency be onsite? *

Yes

EMS Plan

Please describe your EMS plan or upload it. *

ALCOHOL APPLICATION

Any group requesting to serve alcohol in the Town of Fountain Hills at a special event MUST comply with Town Code Chapter 8. Any facilitation, selling or provision of alcohol must have a valid alcohol permit. Alcohol permits can be found online at The Arizona Department of Liquor website. Alcohol application must be submitted with the Special Event Application or a minimum of 45 days in advance.

Additional Documentation Required: If you requesting to serve alcohol at your event, you MUST attach copies of your Town issued Alcohol Application and State Liquor License.

Alcohol service and consumption on public property are allowed by special event permit only. If you are interested in serving alcohol at your event, you will need to obtain the appropriate license from the Arizona State Liquor Board and have your Town alcohol permit approved by the Town Council no later than 60 days prior to your event. Special Event Liquor License applications and/or an Extension of Premises application are required to be submitted with the Special Event Application. The Council will consider the permits for approval at their bi-monthly meetings on the first and third Thursdays of the month.

The Town of Fountain Hills REQUIRES that MCSO or a uniformed event security company be present at all events serving alcohol. NO EXCEPTIONS.

Additional rules are listed in the Special Event Handbook

We require all staff members or volunteers who are planning on consuming alcohol after their designated shift has ended, to remove any garment or badge that denotes them as event staff/volunteer before partaking in alcoholic consumption. We do not; under any circumstances permit volunteers to consume alcohol during volunteer breaks between shifts. Also, once a staff member or volunteer has consumed any alcohol, they may not come back on shift for the remainder of that day.

Who will be serving the alcohol? *

Professional bartender

Volunteers

Staff

Other Other

Is your event open to all ages? *

Yes

Explain how ID's will be checked and how you will prevent underage drinking?

How many alcohol locations will you have? List all the locations on the site plan *

Who is the alcohol purchased or donated through? *

Will alcohol be given away? *

Yes

Will alcohol be donated? *

Yes

Is alcohol included in the price of the event? *

Yes

Which type of state liquor license will be used for this event? *

Special Event Liquor License

Extension of Premise

Wine Fair/Festival and Craft Distillery Fair

STREET CLOSURES & TRAFFIC PLAN

Road closures require all promoters to submit a traffic control plan at least 90 days prior to the event date.

Before you submit your application there are a few things to remember:

All road closures MUST abide by all rules and regulations outlined in chapter 16 of the Town Code.

Does this event require a street closure? If YES, a Traffic Control Plan must be submitted at least 90 days prior to the event. Refer to the Town Code for traffic control regulations. *

Yes

Submit your Traffic Plan-Required if you have a street closure

Resident Notification: Please describe how you will notify the impacted business or residents of the proposed street closure.

Additional information for your street closure

Name of street(s) to be closed:

Additional information REQUIRED: Attached additional pages as needed; or for moving events such as parades, runs, walks, marches, etc.

Street(s) names:

Times of closure

	you must have at least one item
From	you must have at least one item
To	you must have at least one item

Street(s) names:

Times of closure

	you must have at least one item
From	you must have at least one item
To	you must have at least one item

Additional Information Required: An attached map of streets, clearly showing all proposed street closures must be attached to this application at the time of submittal. Incomplete applications will not be scheduled for the approval process.

Event will occupy

One Lane

Half of Street

Full Street

Closure Type *

Rolling Street Closure (street opens to normal traffic after participants pass)

Hard Street Closure

No Closures

Upload your traffic control plan at least 90 days prior to the event.

OR Email Traffic Plans to EPermits@fountainhillsaz.gov and layres@fountainhillsaz.gov

PARADE APPLICATION

Are you having a parade? *

Yes

Parade Date

Start Time

End Time

Location of the proposed assembly area

Location of proposed assembly area *

Have arrangements been made for traffic control and/or MCSO deputies?

Yes

If, YES, please explain.

During the event will you occupy all or a portion of the streets?

Yes

Approximate number of people *

Approximate number of animals

Type of animals

Approximate number of vehicles

Type of vehicles

Have arrangements been made for emergency personnel?

Yes

Have arrangements been made for traffic control and/or MCSO deputies?

Yes

Please provide other pertinent information. *

Attach a map of the parade route. Be sure to indicate starting point, proposed travel route, and the end point.

IMPORTANT INFORMATION

All applicants are advised that events, whether gated or non-gated, whether charging admission or not, and which are held in Town parks, streets, and/or sidewalks next to streets, are held on traditional public forums within which the exercise of U.S. Constitutional First Amendment rights have been and are traditionally conducted. The Town cannot and will not tolerate any restriction of such rights by applicants and/or their promoters, employees, agents, subcontractors, assigns, volunteers, security personnel, or others associated with applicants (collectively “Event Personnel”) in the holding of events. By signing this Permit Application, all applicants acknowledge and agree that the Insurance and Indemnification provisions contained respectively on Permit Application apply to alleged violations by Event Personnel of any of the laws, common laws, statutes, ordinances, and rules and regulations pertaining to the subject matters stated in this paragraph and that the insurance and/or self-insurance of applicants and/or Event Personnel will cover the Town, its respective officers, agents, employees, and volunteers should the Town, and/or its respective officers, agents, employees, and volunteers be subjected to claims, demands, lawsuits and/or other actions alleging such violations. Applicants are encouraged to consult with their own attorneys for independent legal advice about applicants’ duties and obligations concerning the subject matters contained in this paragraph.

Applicant acknowledges that applicant has read and understood this Notice, agrees to comply with and abide by its terms and has placed applicant’s initials in the space below to verify such acknowledgment and understanding.

Signature applicant’s authorized agent or applicant if event is held on Town Property *

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CERTIFICATION PROCESS

I hereby certify that the statements made in this application are true and complete to the best of my knowledge and that I am authorized to execute the application. Intentional omissions or falsification of information is sufficient grounds for denial of the application and subsequent revocation of the permit. I agree to indemnify, defend and save harmless the Town of Fountain Hills and its respective officers, agents and employees, and volunteers from any and all losses, claims liabilities, damages, costs, and expenses, including reasonable attorney’s fees and court costs, resulting from the conduct of the applicant, sponsor or promoter, their employees, suppliers, vendors or agents, or any of their guests, invitees or licensees with regard to the event applied for. I agree to indemnify, defend and save harmless, the Town of Fountain Hills and its respective officers, agents and employees, and volunteers from any and all losses, claims, liabilities, damages, costs, and expenses, including reasonable attorney’s fees and court costs, resulting from any facility, park or lake closure due to inclement weather. In such an instance, I understand that all event participants must follow the Town’s guidelines and procedures for lake/facility evacuation and that this event is being held inside the Town limits and all Town of Fountain Hills rules and regulations apply. I also understand that the Town of Fountain Hills reserves the right to determine if park facilities are unusable as a result of inclement weather.

I realize my submittal of this application request constitutes a contract between myself and the Town of Fountain Hills is a Release of Liability. I understand that I am responsible for all fees associated with this Special Event.

I have read the rules and regulations contained in the document and agree to abide by these rules and regulations. I am duly authorized by the organization to submit this application on its behalf and agree to be financially responsible for any fees and costs that may be incurred by or on behalf of the event in the Town of Fountain Hills. I certify that the information I have provided on this application is correct to the best of my knowledge. If the event details change, I agree to submit a revised application or provide additional information in writing, via e-mail, at least 10 days prior to the event.

PRINT NAME *

DATE *

I am the said applicant and submit this application request of my own free will. *

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