TOWN OF FOUNTAIN HILLS SPECIAL EVENT APPLICATION

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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.
  • 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 have developed a 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.

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 60 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 complete the MSCO Agreement and submit a certificate of insurance for MCSO at least 30 days prior to the Event
  • Tract 208 Parking Use Application-required for events on Avenue of the Fountains
 

APPLICANT INFORMATION


EVENT INFORMATION

Event Name *
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Set Up Time(s) *
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Break Down Time(s) *
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Has this event been produced before? *
If so, where?
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List event location and check all that apply. *
Private Property Owner Name
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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.

Event Location on Town Property *
Type of Event *
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.

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. *
Will you be selling merchandise? *
Will you have vendors? *

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.

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

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. *
Open Flames and Cooking *
Stages and Platforms *
Port- O- Johns *
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). *
Do you want to rent power boxes from the Town of Fountain Hills? $15 per box, per day, with a $100 deposit per box. *
Carnival/Amusement Rides (A separate permit by the Fire Department may be required) *
Temporary Fencing: If YES, indicate on the site map. Explain the type of fencing being used below: *
 
Event Signage and Banner *

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

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.


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.

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 Office (MCSO) and/or Rural Metro Fire Department.
Hiring MCSO requires an Insurance Agreement and Certificate of Insurance.
Will security be onsite? *
If YES, has security been contracted or scheduled? *
If YES, which company or service provider? *

Has Rural Metro Fire Department (FHFD) been notified of your event? *
Have you made provisions for onsite medical services? *
Will Rural Metro Fire Department, or another safety agency be onsite? *

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.

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? *
 
Is your event open to all ages? *
Will alcohol be given away? *
Will alcohol be donated? *
Is alcohol included in the price of the event? *
Which type of state liquor license will be used for this event? *

STREET CLOSURES & TRAFFIC PLAN

Road closures require all promoters to complete Appendix B at least 90 days prior to the event date.
Before you submit your application there are a few things to remember:
 
Road Closure -Appendix B and the Traffic Plan must be submitted at least 90 days prior to the event date.
The application must go through an approval process. If rejected the plan may be revised and resubmitted.
All road closures require hiring MCSO deputies.
 
Hiring MCSO deputies require a certificate of insurance and an MCSO Off Duty Agreement.
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. *

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.
 
 
Times of closure
 you must have at least one item
From
To
Times of closure
 you must have at least one item
From
To

Event will occupy *
Closure Type *

OR Email Traffic Plans to EPermits@fh.az.gov and layres@fh.az.gov

PARADE APPLICATION

Are you having a parade? *
Have arrangements been made for traffic control and/or MCSO deputies? *
During the event will you occupy all or a portion of the streets? *
Have arrangements been made for emergency personnel? *
Have arrangements been made for traffic control and/or MCSO deputies? *

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.

 

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