Terms and Conditions for Non-Township Sponsored Special Events

I. Application Fee

All applications for non-Township sponsored events will include an application processing fee.  The fee is established by the Board of Trustees.  The current fee for a special event application is $75.00.  This fee covers all administrative reviews of the event, including zoning, fire, security, and staff resources to support the event (if required). 

Minor events, which incorporate less than twenty (20) attendees and do not impact park operations or require Township staff support (security, inspections, setup, clean-up, etc.) require a free permit obtained online via the Township website. Ongoing programs (for instance tennis lessons, yoga instruction, etc.) will be responsible for one application and payment each calendar year.  No event shall be published until the Applicant has received all necessary permits and approvals from the Township and other regulatory agencies.

The hourly rate for support staff of a special event will change yearly based on actual payroll and benefit costs plus a 7% administrative overhead fee.  The fee is posted annually on the Township’s rate and fee charge schedule.

Applications and a non-refundable fee shall be filed with the Township Office (950 Locust Corner Road) at least thirty (30) days prior to the event.  An event map may be required in some circumstances depending on the size of the event and whether public streets will be impacted by the event.  Large commercial or other special events exceeding four hundred (400) patrons and/or may have a significant impact on public right of way will require an application at least sixty (60) days prior to the event.

A deposit may be required prior to the special event based on the anticipated cost to the Township.

II. General Regulations for Special Events

  • A special event shall operate only on those days and during hours specified in the application and in no event shall exceed three (3) consecutive days.
  • All properties are limited to no more than five (5) approved special events in a calendar year, unless a waiver is granted by the Board of Trustees.  The waiver request must be submitted in written form to the Township Administrator.
  • The issuance of a permit by the Township does not imply Township sponsorship of the event.  Applicant may not use, print, or duplicate any of the logos, trademarks, trade names, service marks, identifications, or other rights of the Township in promoting the event, unless expressly granted permission in writing from the Township Administrator.
  • A parking and traffic plan may be required of the applicant.  The applicant may be required to provide, install, and remove traffic control equipment.  If traffic control measures are deemed necessary by the Pierce Township Police Department, the Applicant will be required to pay all costs associated with traffic control personnel.
  • All proposed athletic races will require additional information for permitting, such as the race course, provisions for water stations, traffic control measures, staging, parking, etc.
  • The Township may require the Applicant to employ at the Applicant’s own expense such security personnel necessary to protect the attendees at the event and preserve order in and around the special event site.  A permit will not be issued until both the Pierce Township Police and Fire Departments have approved the security for the event.  If the Township agrees to provide onsite security, costs will be billed based on currently hourly rates plus administrative overhead costs.
  • The applicant may also be required to provide a detailed emergency plan that details procedures for managing and responding to emergencies associated with the special event.  For special events that are anticipated to provide greater than 1,000 attendees, a crowd management plan must be submitted by the applicant.  The crowd management plan will be reviewed and approved by the Pierce Township Police and Fire Department.
  • The Applicant will be required to supply adequate sanitary facilities for the event.  All portable facilities shall be removed from the site within twenty-four (24) hours of the event.  Sufficient containers shall be provided at the site of the collection and disposal of waste.
  • The Applicant shall, at no cost to the Township, immediately clean up all trash and debris on the property, and/or along public right of ways, and pick up any materials left on the premises as a result of the special event.  Applicant will be charged a minimum fee of $500 (or greater if Township staff time exceeds that amount) for clean-up costs if the work is ultimately performed by the Township on public property.
  • Food vendors shall obtain all necessary permits and inspections required by the State of Ohio and Clermont County Health Department.  Proof of license shall be provided to the Township at least five (5) business days in advance of the event and shall be kept on-site for immediate inspection. Each food vendor must have a fire inspection once located onsite.
  • If a Township Park or other public property is being utilized, all general park usage requirements and restrictions shall be followed.  (See use of Township Parks at www.piercetownship.org/parks)
  • The Applicant shall provide a ten (10) day notice to all property owners within five hundred (500) feet of the property conducting the special event.  If the special event includes disruption to traffic on public roads (such as athletic races), the Applicant shall attempt to notify the public via social media and other widely used communication platforms.  Road closures or traffic disruptions will require additional approval from the Clermont County Engineers Office.
  • If amplified music and/or speaking is utilized, the following requirements must be met:
    • The Applicant shall designate a person affiliated with the special event that is responsible for monitoring sound levels and has authority to ensure that the sound does not exceed 90 decibels as measured 75 feet from the property line.
    • The amplified music and/or speaking can only be for a period of five (5) hours or less between the hours of 9:00 am and 9:00 pm Monday through Thursday.  On Fridays, Saturdays, and Sundays (excluding Sunday evenings after 9:00 pm) amplified music and/or speaking may begin at 9:00 am and extend to 11:00 pm.
    • The applicant shall provide a name and contact information for a person on-site at the event that will be able to respond to noise complaints and ensure that noise generated at the site complies with this policy.

III. Indemnity

The Applicant agrees to defend and hold the Township harmless from claims, demands, actions, or cause of action, or any nature of character, arising out of, or by reason of conducting an event authorized by a Special Event License.  Applicant will be required to sign the Township’s liability waiver if the Special Event occurs at a park, public property, or within the public right of way.

IV. Insurance

The Applicant shall provide the Township with a certificate of liability insurance showing proof of general liability insurance and liquor/malt beverage liability insurance (if applicable) meeting the following minimum requirements:

  • Applicant shall procure and maintain for the entire duration of the special event commercial general liability insurance or equal special event coverage protecting it from claims for damages for bodily injury and property damage, which may arise from, or in connection with, the event’s operation and use of the Township’s property with a minimum combined single limit coverage of $2,000,000 for any single occurrence.
  • If alcohol will be sold or served, the Applicant must have liquor liability insurance at the minimum amount of $1,000,000 per occurrence, along with the applicate state and local licenses.
  • The Township shall be endorsed as an additional insured on all liability policies.  The Applicant’s insurance shall be primary.
  • The Township reserves the right to modify the insurance requirements depending on the nature and scope of the event.

V. Criteria for Approval/Disapproval
In evaluating the permit application, the Townships shall consider the following factors:

  1. The event is reasonably considered to have a likelihood to cause injury to person or property, create a disturbance, cause disorderly conduct, or encourage or result in violation of the law, or community standards.
  2. The event will unreasonably and substantially interrupt the safe and orderly movement of pedestrians and vehicular traffic in the area;
  3. The proposed location is adequate for the size and nature of the event;
  4. The event does not unreasonably interfere with the intended use of the area (e.g.., athletic fields, picnic areas, shelters, etc.);
  5. The Applicant’s apparent ability to execute the event (including experience with prior similar events);
  6. The Applicant’s ability to obtain the appropriate insurance (when applicable);
  7. The event unreasonably conflicts with other scheduled special events in the community (may include adjoining jurisdictions);
  8. Approvals by other government agencies;
  9. All permit requirements have been met.

In the event that an application is denied by the Township, the Applicant may appeal to the Pierce Township Board of Trustees in writing, within five (5) days of denial.  The decision of the Board of Trustees is final.

VI. Other Requirements

The Township Administrator or their designee may place additional conditions reasonably calculated to protect the public health, safety, and welfare of persons attending the event or Township residents.