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HomeMy WebLinkAboutKy Shakespeare's in the Park's Tour (BPW approved 3/11/26) City of Jeffersonville J; 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@cityofjeff.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, which will be based on the need for city services and determined at the committee's discretion. The permit fee base rate is$150, but may be increased based on the need for city services, risk assessment and other factors. 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 COls 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 BUSINESS/ORGANIZATION INFORMATION Name: Kentucky Shakespeare For Profit Non-Profit Government Neighborhood Assn Other Address:616 Myrtle Street, Louisville, KY 40208 Phone: 502-574-9900 Website: kyle@kyshakespeare.com Social Media: www.instagram.com/kyshakespeare,www.facebook.com/KentuckyShakespeare,www.youtube.corn/©KentuckyShakespeare Event Contact(name, phone, email): Kyle Ware, 502-574-9900 xt. 15, kyle@kyshakespeare.com /"R1 Phone/Email/Website for Public Inquiries: 502-574-9900, kyle@kyshakespeare.com, matt@kyshakespeare.com, kyshakespeare.com List all sponsors affiliated with the event: EVENT INFORMATION Name of Event: Kentucky Shakespeare's Shakespeare in the Parks Tour: The Tempest Type of Event: Performance Location: Big 4 Station Park Date(s): Friday, May 15 Event Times: 6:30 p.m. e"N Setup Time: 5:30 p.m. ram., Breakdown Time (completed by): 8:30 p.m. Alternate Date(if applicable): n/a Private or Public Event: Public Estimated Attendance: 100 Ticketed or Free Event: Free Ticket Pricing(if applicable): n/a Is this a fundraiser for a non-profit organization? No If so, provide name of the organization and contact info: Detailed Description of Event: In 2026, Kentucky Shakespeare will produce its annual Shakespeare in the Parks Tour, a 90-minute, 5-actor production visiting over 40 parks throughout Southern Indiana, Metro Louisville, and Kentucky. The tour has performed in Jeffersonville since 2015. Performances are free to the public and family-friendly. This year's production will be Shakespeare's The Tempest. FOOD/ALCOHOL Will food be served at the event? If so, list vendor(s): No Will alcohol be served at the event? If so, list vendor:No Note:All vendors are required to provide a Certificate of Insurance that lists City of Jeffersonville as additional insured. Vendor COls are due at least 30 days prior to the event. If alcohol is being served, the policy must include alcohol liability coverage. REQUEST FOR STREET CLOSURE Street Name (include block numbers or cross streets): Date &Time of Closure: Date &Time of Reopening: 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. P"1 Describe the electrical needs for the event: One outlet at the pavilion used for performance sound system AMPLIFIED SOUND The City of Jeffersonville's noise ordinance requires that all amplified sound cease by 10 pm on Sunday-Thursday and 11 pm on Friday-Saturday. Will amplified sound be used at the event? Yes (preshow music, actors during the performance) If so, provide the name of the company and contact info: Kentucky Shakespeare uses its own sound system and operator. 4 Describe any other use of audio/visual equipment at the event(include company info if different from above): /°"\ 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 n/a RESTROOMS Permanent facilities have been more than sufficient for this event in previous years. TENTS REFUSE/RECYCLING ea"N, CLEANUP PROMOTION AND ADVERTISING How will the event be promoted? Kentucky Shakespeare will utilize print, online, and social media advertising and will also provide marketing assets to Jeffersonville to use at its discretion. OTHER NOTES 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 1/29/26 PRINTED NAME Kyle Ware TITLE Director of Education *Sections below will be completed by Special Events Committee* COMMITTEE ADVISEMENT The City of Jeffersonville Special Events Committee hereby APPROVES DENIES 1"k this application`based on the information provided at the meeting on�b I3/ L. k --,(date). APPROVED BY Committee Director: CAA,L,\02,V (\-V Safety Director: t . Police Department: U, A- Fire Department: 7 . cvf ?-atliii.0-Ctiv Parks Department: oatrigoi_ Street Department: /� *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. 4