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Clarksville Parks and Recreation

parksrec@cityofclarksville.com

102 PUBLIC SQ

931.645.7476

SPECIAL EVENT PERMIT APPLICATION

The City of Clarksville is pleased that you have chosen our City for your event and would like it to be a success. We have designed the permit process to enable you to think through the elements needed for your event and to make the arrangements for all permits and approvals in a timely manner. This guide is intended to provide you with the information needed to complete a permit application.

The City of Clarksville reserves the right to refuse a permit to events that do not meet the basic eligibility requirements to hold an event within City limits or that are judged to present a risk of possible harm to business, or property damage, or involve illegal activities. This includes rides that have stops at establishments that serve alcohol and are open during the hours that the ride takes place.

Applications must be received no later than 45 days prior to your event date. Applications received after 45 days prior to your event will not be considered.

If at any time you have any questions regarding this application, please contact our office at (931) 645-7476 or parksrec@cityofclarksville.com. 

Guidelines

No person, firm, corporation or organization shall participate in, advertise for or in any way promote, organize, control, manage, solicit, or induce participation in an event on public property or a temporary street closure unless a permit has first been obtained from the City of Clarksville. This outline is intended to serve as a guide and may not be inclusive of all City, State, and Federal requirements. 

  1. Suggested filing is at least 180 days prior to the scheduled event. Events should not be advertised or promoted until an event permit has been obtained from the City of Clarksville. Failure to file in a timely manner may result in denial of permit. 

  2. Events under 200 participants require a $500 refundable security deposit at the time of approval. For events over 200, a $1000 security deposit is required upon approval. If cleanup is not done properly, the organization requesting the permit will be fined. At the end of the event, a Post-Event Checklist shall be completed by the Applicant’s event coordinator, or representative, to reassess the site for trash and damage. Damage deposit will be refunded after a satisfactory Post Event Check List has been completed and signed off by both the City of Clarksville and organization requesting the event. 

  3. Completed application, payment and supplemental documentation are due at least 45 days prior to the event

  4. The City of Clarksville will determine the minimum number of off-duty police officers and other public safety personnel required to assure the safety of all participants, the safety of the general public, and traffic flow around the event or parade. The event organizer will be responsible for hiring all necessary personnel deemed required by the City of Clarksville. 

  5. The City of Clarksville will review all special event recommendations and determine approval, denial, or approval with changes. 

  6. If beer is sold or given away, a permit from the City of Clarksville Beer Board is required. 

  7. If wine or liquor is sold or given away, applicant must satisfy and comply with applicable Tennesee Alcoholic Beverage Commission laws. 

  8. If the event is approved with changes, the Parks and Recreation Permit Coordinator will communicate all necessary changes required for approval. 

  9. Included with the letter of conditional approval will be an outline of all necessary additional requirements. 

  10. If the event permit is denied, the City of Clarksville will issue a letter of denial. 

  11. This application will not be processed unless all debts owed to the City of Clarksville, by the applicant, have been paid in full including property taxes, fees or fines.

Good Neighbor Letter/Signature List

The event organizer may be required to deliver written notice to all businesses and residents on or near the event site. The notice must include the following:

  • Date, time, and location of the event

  • Date, time, and location of all related street closures

  • Name, address and phone number of event organizer

It is suggested that the event organizers inform all businesses and residents within a two (2) block radius of the event, of the event dates and any related street closures. The event organizer must provide the City a copy of the letter/email, mailing list or signature list.

Insurance

If any stages, amusement attractions or amusement rides, including inflatables, will be erected for the event, applicant must give specific details as to the location and type of games/activities such as inflatables, horseshoes, relay races, etc. along with the name of the company providing the stages and/or activities. Applicant must also include a copy of that company’s insurance certificate indicating coverage and listing the City of Clarksville as additional insured. 

For stages, tents, inflatables, etc. constructed on the site prior to the event, that date must be included on Certificate of Insurance provided to the City of Clarksville. Stages MUST be removed from the site at end of the event. Rented inflatables/interactive that are set-up and manned by the applicant must be included specifically in the applicant’s Certificate of Insurance. 

A site map of your event must be included with this application. Please include locations of tents, stages, portable restrooms, dumpsters, fencing, food and beverage booths, and all sponsor or vendor booths. Also, indicate where streets will be blocked and what will be used to block the streets. This application will not be processed without a completed site map. 

Applicants must provide the City of Clarksville with a certificate of insurance for a commercial general liability naming the City of Clarksville as an additional insured. This policy must have a minimum coverage of one million dollars ($1,000,000.00). 

Security / Site Plan

Your security plan must be acceptable to the Chief of Police or their designee. The Chief or their designee reserves the right to require you to hire Off- Duty Law Enforcement Officers with jurisdiction such as: 

  • Clarksville Police Department

  • Tennessee Highway Patrol

  • Montgomery County Sheriff’s Office

  • Austin Peay Campus Police (if on Campus)

If you choose to use Reserve Deputies/ Officer there must be a Sworn Officer(s) accompanying them. The Chief or their designee will determine the Officer to Reserve ratio based on your event. 

Events selling alcohol will be required to hire Off-Duty Law Enforcement Officers with jurisdiction- no exceptions. 

Clarksville Police Officers must be paid for the event at the rate of $30.00 per officer, per hour, for a minimum of three (3) hours. After your application has been approved, you will be responsible for contacting the Clarksville Police Department at (931) 648-0656 to make arrangements for the necessary officers. All Clarksville Police Officers must be paid directly within seven (7) days after the event. 

Road closures and equipment shall be coordinated between organizer and Clarksville Street Department at (931)645-7464.

 

Vendors

The site map of the event should be returned that shows the location of the event vendors. 

  • Applicants with food vendors must abide by all Clarksville Fire and Rescue rules and regulations governing the use of propane and open flames. This information can be obtained by contacting the Fire Marshall at the Clarksville Fire and Rescue office at (931)645-7462. 
  • Applicants with events lasting longer than one (1) days and having food vendors must comply with the Montgomery County Health Department rules and regulations regarding food vending. The Montgomery County Health Department can be contacted at (931)648-7251. 
  • Applicants serving beer at their event must submit an application to the Clarksville Beer Board. This can be done by picking up an application from the Clarksville Police Department at 135 Commerce Street, Clarksville, TN 37040 or 1584 Vista Lane Clarksville, TN 37040. That application must be turned into the Vista Lane location. Their phone number is (931) 645-1126. Your approved event permit will be required as part of the beer permit application. 
  • Applicants serving wine or liquor at their event must satisfy and comply with all state laws and Tennesse Alcoholic Beverage Commission laws. 
  • Merchandise vendors without a City of Clarksville Business license must pay a daily business license fee. Daily business licenses may be purchased at the City of Clarksville Finance Department located at 1 Public Square at the rate of one dollar per day. (931)645-7435
  • Usage of City-owned electric outlets will be charged at the rate of $25.00 per meter, per day. The City electrician will meet with you prior to your event to show you where electric can be accessed.
  • Events that include deep-frying cooking oil operations are required to have a grease pit on-site. The primary event sponsor is required to remove all cooking grease from the site immediately after the event. Illegal dumping of cooking grease will be prosecuted. It is against City Code (26-2008-09) to dump grease, fats, and oils into the sewer system. All food waste must be kept in containers and disposed of properly. 

Application

Application, payment and supplemental documentation is due no later than 45 days prior to Scheduled Event. Late applications are not accepted. Please read the application carefully and fully complete each section. Completing this application does not guarantee that your request will be granted. 

Fees
The applicant will be redirected to the payment site after submitting this form.  

  • A non-refundable application fee of $30 is due at the time of filing.

  • An additional fee of $15 is due for parades/rides.

  • Deposit Upon Approval

    • Events under 200 participants require a $500 refundable security.

    • Events over 200 require a $1000 security deposit.

Check all that apply:

Full Address


Parade/Walk/Run/Ride Only

Assembly Location & Time

Disband Location & Time


Street Closures


Agreement

  1. I/We agree to abide by all ordinances and regulations of the City of Clarksville and all conditions placed upon the event by the City.

  2. I/We do swear or affirm that all of the information given in this application is true and complete.

  3. I/We do hereby agree to assume the defense of and indemnify and save harmless the City, its council persons, boards, commissions, officers, employees and agents from all suits, actions, damages or claims to which the City may be subjected of any kind or nature whatsoever resulting from, caused by, arising out of or as a consequence of such event and the activities permitted in connection therewith, and to submit a certificate of insurance prior to the event in an amount acceptable to the City.

  4. I/We agree to provide a copy of this signed Event Application to any vendors, planners, and related parties associated with the event to ensure they are familiar with the guidelines set forth herein.

  5. I/We understand that I/we assume the responsibility of the actions of any vendors, planners, and related parties for this event.

  6. I/we understand that granting of Special Event Permit does not imply the granting of other permit that is separately required.

  7. The application for an event permit shall be filed no less than 45 days or more than 364 days prior to the scheduled date of such event. 

  8. The City reserves the right to require one or more City of Clarksville police officers or other emergency personnel be present at any or all events that occur within city limits. 

Sign Here

Choose how to sign

Upload Certificate of Insurance (The City of Clarksville must be listed as additionally insured).

Upload Detailed Map of Event Site (detailing any temporary or permanent structures, street closures, parking etc. If applicable, list the location, blocks, streets and /or city intersections in which such event will occur).

Upload Detailed Security Plan

Upload List of Vendors

Upload Good Neighbor Letter, Mailing List or Signature List Required when event is at a stationary location. If parade/run/walk/ride appropriate media release is required to notify the public and surrounding businesses of road closures. Please read Guidelines section of this application for more information.

Upload Map of Route (if parade, run, walk, ride event)