Special Events

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Special Event/Use Request

To host a special event at one of our facilities, complete the Special Event Application within (60) days prior to the requested date.

Special Events are defined as any event that:

  • Charges a fee;
  • Is open to the public for participation: not specific groups (ie church picnic, family reunion, or weddings).

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

  • Road closures;
  • alcohol;
  • vending;
  • security,and;
  • any event that exceeds 250 participants. (This does not include hall rentals unless used for fundraising purposes)

Process

To host an event:

Step 1.Complete the Special Event Application

Step 2.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.Once the application has been approved, it is the responsibility of the event host to submit all required documents to the Special Events Coordinator (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 (60) days the event is subject to cancellation unless previous arrangements have been made with the Special Events Coordinator.

Additional steps may be required depending on the size and nature of the event.

Special Event Application

Special Events require more planning for all involved. The attached Special Event Application must be completed and returned a minimum of 60 days prior to the requested date.

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.

Certificate of insurance must be returned with the attached application. A $300 damage deposit is required for your event. This can be a:

  • Check made payable to: Unified Treasurer,or;
  • Cash

Payment is due (60) days prior to your event. 

Special Events Application: English(DOCX, 136KB)   |  Español(DOCX, 117KB)

Special Use Request-Required Information

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 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 p.m. 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!

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 Event Permit Fees

  • Small Events — includes events that will have less than (250) participants. These events are completely free to the public with no cost for admission, or registration fees. (ex: health fair, small corporate event, community outreach).
    • Fee: $150 plus the cost of shelter/park rental 
  •  
  • Medium Size Events/Small Fundraisers — Events of less than 500 people. For additional explanation of fundraisers please see definition listed above. (Ex: walks, runs)
    • Fee: $350 plus the cost of shelter/park rental

  • Large Events/Fundraisers — Events of 500 people or more. For additional explanation of fundraisers please see definition listed above. (Ex: includes festivals, carnivals, walks, runs and corporate events, etc.)
    • Fee: $1,000 plus the cost of shelter/park rental

NOTE: 

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

Please note that all prices are subject to change without notice.

Additional Permits/Rentals

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

Vending

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

  • Each individual vendor are required to obtain the appropriate state and county licenses.  Contact Business License:  (913) 573-8782 to obtain licenses. Additional charges may apply.
  • The permit must be visibly displayed for the duration of the event.
  • The event host is responsible for paying the fee for the Parks & Recreation permit.

Fee: $100


Road Closures

Any request for Road Closures should be obtained from Public Works(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

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.

Fee: $50 per day


Stage Rental

The stage may only be rented for events in a park in Wyandotte County or by a registered neighborhood group.

  1. Registered neighborhood associations may rent the stage for their event or an event they are co-sponsoring.
  2. The stage must be reserved at least (2) weeks prior to the event.
  3. The stage will be delivered in a trailer and the renter will be given a key for access to the trailer.
  4. The organization/renter is responsible for the security and assembling the stage for their event.
  5. The organization/renter is responsible for making sure all pieces of the stage are in the trailer and ready for pick-up at the agreed upon time. The key should be left on the latch inside the trailer door. 
  6. Any organization wishing to use the stage outside of a Wyandotte County park must still provide event insurance as listed above.

Fee: $100 plus $250 deposit


Alcohol Permits

May be obtained but must first be approved by the Director of Parks & Recreation. 

  • The event host will still be required to obtain the appropriate state and/or county licenses. Proof of license must be obtained prior to receiving permit. Contact Business License:  (913) 573-8782 to obtain licenses. Additional charges may apply. 
  • Security is required for any event that serves alcohol.
  • No glass containers are allowed.
  • Limited to 3.2 beer only

Fee: $50 per day


Live Entertainment/Dancing Permit

Any event that will have live entertainment or dancing will be required to obtain the appropriate state and/or county licenses. Proof of license must be obtained prior to receiving event permit.

Contact Business License:  (913) 573-8782 to obtain licenses. Additional charges may apply. 


Port-a-Pots

Parks & Recreation will not provide additional restroom facilities for any special event. Additional port-a-pots must be rented at the owner’s expense to accommodate the size of the event.  The host must receive approval for location of port-a-pots.


Dumpsters

For medium and large events the event host is required to rent a portable dumpster 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 damage 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. Please keep in mind 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 serving alcohol will require the presence of security. 

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