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A special event is a temporary event, gathering or organized activity, including but not limited to, parades, bicycle events, marathons, walk-a-thons, marches, fireworks displays, concerts, carnivals, other types of races, celebrations, and festivals which involves the use of city parks, facilities, or property and/ or interferes with the normal flow of vehicular/ pedestrian traffic.
Any individual or organization that is planning to host or produce an event which will be held on City of Russellville property or utilize City resources must complete this application and return it with the appropriate fees to the City of Russellville Police Department for approval. If the event is held entirely within a city park, contact the City’s Recreation and Parks Department for the appropriate facilities use permits.
It is the goal of the City of Russellville to support citizens who wish to host special events within the city limits; however, the submission of this application is not a guarantee that the event will be approved. The application may be denied if the event creates an unreasonable hardship on City resources or an unreasonable risk to the public. In the event of a denied application, the City of Russellville will consider alternatives to the time, place, and manner of the event that would allow the event to occur.
Depending on the type of event, additional permits and fees may be required as defined by applicable federal, state, or local law. Additional fees may be assessed if the event requires the use of additional City of Russellville resources, such as additional police officers for security. All additional fees must be paid in full, and required permits must be obtained before the approval of the event.
For consideration, the application must be submitted at least 45 days prior to the event. Any misrepresentation in this application or deviation from the final approved specifications and activities described herein may result in the immediate revocation of the approved permit. No application will be processed without the Hold Harmless Clause being signed.
City of Russellville Police DepartmentAssistant Chief Carey James479-968-3232Email: cjames@rsvlar.org
Event Name: Enter the name of the event. This name should be the one that you are using to advertise or promote your event.
Event Producer: Enter the name of the organization, corporation, neighborhood group, etc. that is producing the event. If the organization, corporation or group contracts with a firm or agency to produce the event, the event producer is the firm/agency contracted.
Primary Contact: Enter the name of the primary person who is to be contacted regarding the application or event.
Address, City, State & Zip: Enter the mailing address information in these blanks of the primary contact.
Phone: Enter the telephone numbers and email address of the primary contact. It is important that the city has the ability to contact this person at all times during the event to ensure it runs smoothly and successfully.
Secondary Contact: Enter name of 1 additional person who can be contacted regarding application or event.
Phone: Enter telephone numbers and email address of the secondary contact. It is important that the city has the ability to contact the primary or secondary person at all times during the event to ensure it runs smoothly and successfully.
Event Location: Describe where the event will be held.
Event Type: Check all boxes that apply to your event. If you will be using one of the City Parks or Trails, you must also complete a Special Event Application through the Recreation and Parks Department. For clarification purposes:
Not-for-profit means any IRS recognized 501(c)(3) organization.
For profit means the event’s purpose is to generate a profit that benefits only the event producer, individual, or an organization.
Public means the event is open to the public; Private means the event is only for select members of the public.
All other event types are self-explanatory
Event Description: Give a brief description of the event. Please describe any unique characteristics of your event.
Event Duration (Starting Date, Ending Date): Enter the dates that the event will be open and closed for attendance.
Hours of Operation: Enter the hours the event site will be open for attendance.
Site Preparation: Enter the starting date and time that you will start to prepare the event site. If no preparation is necessary, enter the Starting Date and Time of the event.
Dismantling & Cleanup: This is the date and time it will take to dismantle and cleanup the event site. Enter the date and time when the dismantling and cleanup will be completed and the streets/or sidewalks opened again.
Total Attendance: Enter the total number of attendees that you expect for your entire event, beginning to end.
Peak Attendance: Enter the highest number of attendees you expect at any one time during the event.
Event Features: Review list of possible features and check all that apply to your event.
Hold Harmless Clause: No application will be processed or permit issued for an event without the harmless clause being signed by the agent duly authorized by the event applicant. Proof of liability insurance may be required for a major event.
Site Map Requirement: Regardless of event location, a site map must be submitted showing the location of the event and the event features. Please review the site map requirements section of the application for all items that are required on the site map.
Street Closure: Enter the date and time of any requested street closures and the date and time the street will be reopened to traffic.
Security: It is the responsibility of an event producer to provide adequate security for an event. If security is being provided complete the security section of the event permit application.
Emergency Medical Assistance: The local Fire Department, in concert with Pope County Emergency Medical Services, may determine that an Emergency Response Team shall be required for major events. The fee for this service will be determined, if needed, upon review of this application.
Vendors: If you are having vendors set up at your event, then fill out this section.
Alcoholic Beverages: If you are selling alcoholic beverages, then fill out this section. Please contact the Alcoholic Beverage Control Division at 501-682-1105 to apply for a permit. When alcohol is on site, the City requires security to be present at all times. The number of security officers varies based on attendance per event. The Police Department has specific guidelines for the sale of alcohol.
Fireworks: Per City Ordinance 1515, additional permit and fee is required, and it is obtained through the Fire Department.
Electrical Service: If electrical service is required, then complete this section. Events needing more than 120 amps electricity will be required to provide an alternate power source or generators for power. Otherwise, event producers may use the City’s active electrical outlets for minimal requirements. The event producer is responsible to ensure proper usage of all electrical services, and is responsible for all electrician fees, including fees for servicing/repairing blown electrical services due to improper use of electrical supply.
Restroom Facilities: If groups of 500 or more are attending an event, the City requires the producer to supply portable restrooms. If restroom facilities (portables) are being provided, then complete this section.
Trash, Recycling, and Clean Up Plans/Procedures:
Any event producer holding an event on City property is responsible for trash removal during the event, and clean up and removal of debris after the event is concluded. Although it is not mandatory that recycling be a part of your event, it is highly recommended if aluminum or plastic drink containers will be a part of the event. Please contact the Recycle Works at 479-968-2213 for all your events refuse and recycling needs.
Parking lots and vendor booth areas must be cleaned, swept, washed, and restored to its original set up once the event is concluded. Sub-contractors must load out at end of event unless pre-arranged with the City (i.e. ice merchandisers, staging, lights and sound, soft drink dispensers, signage, decorations, tables, chairs, vehicles, delivery and supply trucks, portable restrooms, etc.).
Barricades and Fencing: The event producer is responsible for placement of all required barricades, cones, fencing, etc. Please contact the Transportation Division at 479-968-2406 to make arrangements.
Pavement Markings: Pavement markings are strictly prohibited except with temporary spray chalk material that is approved by the City.
Pavement Holes/Marring: Drilling into pavement (parking lots, streets, sidewalks, curbs, etc.) is strictly prohibited. All signage and anchoring must be accomplished with weights such as sandbags or concrete filled barrels.
Banners and Flyers: All banners and flyers must be pre-approved by the City including wording on banners and placement of banners.
Insurance Clause of Ordinance 2207: Per City Ordinance 2207 Section 19: Insurance. (a) The Applicant/Event Producer of a Special Event must possess or obtain public liability insurance to protect against loss from liability for damages on account of bodily injury and property damage arising from the event. Such insurance shall name on the policy or by endorsement as additional insured the City. A copy of the Certificate of Insurance shall be provided to the City Event Coordinator. (b) The insurance requirements of this can be waived by the City Event Coordinator for certain conditions listed in this subsection of Ordinance No. 2207.
City of Russellville Website: www.rsvlar.org
Any individual or organization planning to host or produce a festival or event which will be held on City of Russellville property or utilize City resources must complete this application and return it with the appropriate fees to the Special Event Planning Committee for approval. Any misrepresentation in this application or deviation from the final approved specifications and activities described herein may result in the immediate revocation of the approved permit. No application will be processed without the Hold Harmless Clause being signed.
Event Date Start, if single day event, put that date.
Please check all that apply.
If you are requesting to use one of the City Parks or Facilities (Hughes Center, etc), other rental fees and restrictions may apply. You must also contact the Recreation & Parks Department. Phone 479-968-1272.
Major Events require a site map. Indicate on map the exact placement of the following items, if applicable.
Use this to upload a site map of street closures.
The Chief of Police or his designee shall determine whether and to what extent additional police protection is reasonably necessary for the Special Event for traffic control and public safety. The Chief of Police or his designee shall base this decision on the size, location, duration, time and date of the event, the number of streets and intersections blocked, and the need to detour or preempt citizen travel and use of the streets and sidewalks. If additional police protection for the special event is deemed necessary by the Chief of Police or his designee, he or she shall so inform the applicant for the permit. All officers needed for security and /or traffic control for the event will be at the sole expense of the applicant or Organization. Officer rate of pay is $50 per hour, per officer with a 3 hour minimum when requested or required.
Type N/A if not needed.
Three hour minimum @ $50.00 per hour per officer. Type N/A if not needed.
The undersigned agrees to the terms as described above and also agree to pay directly to the Officer(s) at the conclusion of the event.
Number of Personnel
Please list types of vendor booths such as food, clothing, crafts, etc.
Alcoholic Beverage Vendor(s):
Fireworks Provider/Handler
Please contact Waste Management, Inc. for all your events refuse and recycling needs at "Waste Management #"
(How will trash be collected and disposed of?)
Per City Ordinance NO. 2207 Section 19: Insurance.
(a) The Applicant/Event Producer of a Special Event must possess or obtain public liability insurance to protect against loss from liability for damages on account of bodily injury and property damage arising from the event. Such insurance shall name on the policy or by endorsement as additional insured the City. A copy of the Certificate of Insurance shall be provided to the City Event Coordinator.
(b) The insurance requirements of this can be waived by the City Event Coordinator for certain conditions listed in this subsection of Ordnance No 2207.
The City shall not be liable to users’ employees, agents, invitees, licensee, visitors, or to any other person, for injury to person or damage to property on or about the leased premises caused by the negligence or misconduct of user, its agents, servant or employees, or of any other person entering upon the leased premises under express or implied invitation by user, or caused by the building improvements located on the leased premises becoming out of repair, or caused by leakage of gas, oil, water, smoke, or steam or by electricity emanating from the leased premises. The event producer agrees to indemnify and hold harmless the City from any loss, attorney’s fees, and expenses or claims arising out of any such damage or injury. The city reserves the right to revoke this application at any time.
The applicant ensures compliance with the following:
This field is not part of the form submission.
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