HomeMy WebLinkAboutMain Street Events Chocolate Stroll, Concerts in the Park, Farmer's Market, July 4th Parade, Wine Walk (BPW approved 4/9/25) 'A. Git o: :, City of Jeffersonville
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PJ' Special Event Application
Any individual, business or organization planning a special event on any property owned by the City
of Jeffersonville, or is requesting any type of city services for the event, a Special Event Permit must
be issued.The permit application should be submitted at least 60 days prior to the event in order to
be considered. This application must be completed in its entirety. Any applications not properly
completed will be denied.
The applicant is required to attend a multi-departmental Special Events Committee meeting, which
takes place each month at Jeffersonville City Hall on the first Tuesday of the month at 10:00 AM. An
invitation to the meeting will be emailed once the application, route plan and/or site plan is
received.To be placed on the agenda, email your completed Event Permit Application and
documents to: parksinfo@cityofieff.net
This is the first step in a two-step process. Once the Special Events Committee has reviewed it, it
will be taken to the Board of Public Works for final approval.
SITE PLAN
Applications must include a detailed site plan which clearly shows all temporary structures including
but not limited to tents, portable toilets, stages, bleachers, dumpsters, fencing, inflatables, etc. at
the time of submission.
PERMIT FEE
All events approved by the Committee will be charged a non-refundable permit fee up to$200,
which will be based on the need for city services and determined at the committee's discretion.This
applies to individuals, businesses and non-profit organizations. The fee also is applied for events
that are "sponsored" by the City of Jeffersonville or one of its departments. The fee is payable by
cash, check, money order, or credit card. Permit fees are due 14 days after the event is approved.
INSURANCE
Event host must provide a current Certificate of Insurance that lists the City of Jeffersonville as
additional insured.The policy must include at least $1,000,000 for general liability coverage. Any
vendors for said event serving food, beverages, or alcohol must also provide a COI that lists the City
as additional insured.The Committee has the right to require additional coverage as it sees fit or
terminate an event if requirements are not met. All COIs are due at least 30 days prior to the event
date. Failure to turn in COls by the deadline may result in the event permit being revoked.
SECURITY
Most events approved by the Committee are required to have security on-site during all operating
hours. The number of guards required will be determined by the committee, based on an event
safety assessment—estimated attendance, alcohol service, risk factors, etc.The Committee may
waive the security requirement for small events with minimal risk. Security must be contracted with
the companies that are currently approved by the committee, Vigilance Security or Spartan
Security.The security contract/invoice must be turned in to the Committee at least 30 days prior to
the event date.
*The Jeffersonville Police Department does not provide security for events.Their role is limited to
enforcing laws and facilitating street closures.
ALCOHOL
Anyone requesting to have alcohol served at an event must use a vendor that has an alcohol
catering license and is currently approved by the committee—The Alcove, Ramiro's Cantina or Pearl
Street Taphouse.The event must also adhere to the following guidelines:
• ATC Catering Permit for the event on the specified date(s)
• COI listing City of Jeffersonville as *additional insured (must include alcohol liability)
If event is located in the City's DORA district:
• DORA Permit for the event on the specified dates(s)
• Barricades surrounding the POINT OF SALE ONLY (fencing, bike rack, etc.)
o Alcohol is allowed outside the POS perimeter, must be in a DORA cup
o Alcohol is only allowed in the DORA district perimeter
If the event is not located in the City's DORA district:
• Barricades surrounding ENTIRE area where alcohol will be *consumed (fencing, bike rack, etc.)
o Alcohol is not allowed outside the consumption perimeter
*AII permits and COIs must be submitted to the Committee at least 30 days prior to the event date.
IDHS PERMIT
Amusement and entertainment permits are required for events that include concerts and other
shows, amusement rides, movies, and dances. It is the applicant's responsibility to obtain necessary
permits from the Indiana Department of Homeland Security. The Special Events Committee does
not advise on these requirements. Click here for the IDHS website to learn more about the permit
requirements and application.
BUSINESS/ORGANIZATION INFORMATION �" 'p 1 ,
Name: Jeffersonville Main Street - downtown revitalization
For Profit Non-Profit v/ Government Neighborhood Assn Other
Address: 401 Pearl Street
Phone: 8122830301
Website: www.JeffMainStreet.org
Social Media: @downtownjeffersonville
Event Contact (name, phone, email): Jay Ellis, 502-718-2510, info@JeffMainStreet.org
Phone/Email/Website for Public Inquiries:
812-283-0301 / info@JeffMainStreet.org / www.JeffMainStreet.org
List all sponsors affiliated with the event:
EVENT INFORMATION
Name of Event: Chocolate Lovers Stroll, Concerts in the Park, Farmers Market,4th of July Parade, Wine Walk&Shop
Type of Event: Events to highlight Downtown Jeffersonville
Location: Historic Downtown Jeffersonville
Date(s): Chocolate Stroll:4/26,Concerts:6/6-8/29, Farmers Mkt:6/7-10/25,4th of July Parade: 7/4,Wine Walk: 7/25
Event Times: Chocolate Stroll:11am-3pm,Concerts:7-9pm,Farmers Mkt:9am-12pm,4th of July Parade: 10am-1pm,Wine Walk.5:30-8:30pm
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Setup Time: _ —Teardown Time:
Alternate Date (if applicable):
Private or Public Event: Public
Estimated Attendance: Chocolate Stroll:500,Concerts:300 per,Farmers Mkt: 1,000,4th of July Parade: 1,000,Wine Walk:500
Ticketed or Free Event: Chocolate Stroll:ticketed,Concerts:Free,Farmers Mkt:Free,4th of July Parade:Free,Wine Walk:Ticketed
Ticket Pricing(if applicable):
Is this a fundraiser for a non-profit organization? If so, provide name of the organization and contact info:
Detailed Description of Event:
All of these events are designed to highlight various aspects of beautiful Downtown Jeffersonville.
FOOD/ALCOHOL
Will food be served at the event? If so, list vendor(s):
Will alcohol be served at the event? If so, list vendor:
Note:All vendors are required to provide a Certificate of Insurance that lists City of Jeffersonville as additional
insured. Vendor COIs are due at least 30 days prior to the event. If alcohol is being served, the policy must
include alcohol liability coverage.
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REQUEST FOR STREET CLOSURE
Street Name(s)(include block numbers or cross streets): !Only requesting street closures for 4th of July Parade
(Spring St from Riverside Dr to 7th St; Court Ave from Spring St to Wall St; Wall St from 7th St to Court Ave:
Pearl St from Market St to Riverside Dr; Riverside Dr from Southern Indiana Ave to Wall St
Date&Time of Closure:
7/4 from 8am-12pm
Date&lime of Reopening:
7/4 12pm Note: Court Ave from Spring St to Wall St will need to stay closed until ceremony in Warder Park is over.
REQUEST FOR ELECTRICAL SERVICE
*The Committee will approve the use of City-provided electrical service as it sees fit.Applicant should plan to
use portable generators for all electrical needs unless otherwise advised by the Committee.
Describe the electrical needs for the event:
AMPLIFIED SOUND
*The City of Jeffersonville's noise ordinance requires that all amplified sound cease by 11 pm.
Will amplified sound be used at the event?
If so, provide the name of the company and contact info:
Describe any other use of audio/visual equipment at the event (include company info if different from above):
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FACILITIES AND EQUIPMENT
*The City does not provide ancillary facilities, equipment, etc.for special events.
List the company and contact info for each of the following that will be used at the event:
FENCING
RESTROOMS!Restroom trailer for Concerts in Warder Park and 4th of July Parade;Public restrooms at Big Four for Farmers Market
TENTS _. - - ---------- ..
REFUSE/RECYCLING
CLEANUP
PROMOTION AND ADVERTISING
Describe the promotional and advertising plan for your event:
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CONSENT OF APPLICANT
Applicant agrees that the contents of the application are complete, true and accurate to the best of their
knowledge, information and belief, and agrees to ensure compliance with the policies and regulations set by
the Committee.
SIGNATURE& DATE v 3/28/25
PRINTED NAME Jay Ellis for Jeffersonville Main Street, Inc.
TITLE Executive Director
*Sections below will be completed by Special Events Committee*
COMMITTEE ADVISEMENT
The City of Jeffersonville Special Events Committee hereby APPROV DENIES
this application based on the information provided at the meeting on PR1 \ Q\ i 262-C- (date).
APPROVED BY l
Committee Director: G-A.4A- ""'‘1\-V
Safety Director:
Police Department:
Fire Department: '-' /1/7
Parks Department: ;2 ' /G/
Street Department: //p, 1,77t �`
*The Committee reserves the right to rescind approval of this permit at any time if requirements are not met
by applicant in a timely manner, or if the event is determined to be a risk to public safety.
REQUIRED SUBMISSIONS
(Dates Received)
PERMIT FEE 1i ICI pUe WI
1 15}n 1OZS
INSURANCE \A/AWES)
SECURITY CONTRACT \AI AND)
VENDOR COI(s) NAI IPt\vEO
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