Special Events Information and Application

Applicants are required to submit this application along with any and all required documentation at least 60 days prior to the event date. A non-refundable application fee of $50 is due upon approval. Potential fees for services provided by the Town of Elon, rendered during the event, are listed below. All additional fees will be invoiced after staffing and various needs are determined by the Town of Elon. Fees are due before the permit is rendered. Please pay here. Please review the Town’s Code of Ordinances here for further instructions.

Department/Item	Fee/Minimum Time
Special Events Permit Fee	$50 Non-refundable
Police Officer(s)	$35 per person per hour/Four (4) hour minimum
Fire Personnel/EMT	$25 per person per hour/Four (4) hour minimum
Public Works Personnel	$40 per person per hour/Four (4) hour minimum
Barricades/Road Closure Equipment	$5 per sign, $2 per cone
Electronic Traffic Signs	Rental cost plus $100 administrative fee
Trash/Recycling Containers	$10 per container

Event Notification

Applicants agree to notify property owners affected by the event between 15 days and 30 days prior to the event.

Vulgar Language and Lewd Conduct

Applicant agrees to restrict the use of vulgar language and lewd behavior by event participants, vendors, or talent that may offend patrons at the event. Specific consideration should be given to occasions with free admission and openly accessible event spaces.

Attendance

Applicant must make best efforts to take mechanical counts of attendance of the event by session or by day, and to provide such information to the Town of Elon within five (5) days following the conclusion of the event. The information will be used internally to document attendance levels for future planning and administrative purposes.

Event Advertisement

Do not announce, advertise, or promote your event until you have completed and submitted this application and you have received preliminary approval from the Town of Elon. Please contact the Planner, Mary Kathryn Harward, if you are planning to put out event signage at mharward@elon.gov or at 336.584.2859.

Street/Event Area Conditions

No permanent alterations to the street or permitted area will be allowed. Any and all festival/event equipment, trash, or remnants must be removed within twelve (12) hours of the end of the event.

Recycling

Organizers are encouraged to establish plans for reclaiming recyclable items during all special events. All special events are required to include within marketing literature (both print and electronic) that recycling will take place. The Town of Elon can provide this service for a fee or the applicant can request recycling bins from the Town of Elon by contacting the Elon Public Works department at 336.584.9600.

Public Safety Requirements

Police

The Elon Police Department shall determine the number of police officers needed to appropriately manage street closures and for internal security, as well as, the time when such services shall commence and end. The applicant shall be responsible for ensuring proper coverage is provided. The minimum charge is $35 per hour per officer for four (4) hours. Applicant must reserve the required number of officers by contacting the Elon Police Department at least thirty (30) days prior to the event. Please contact Lt. Demario Chavis at 336.584.1301 or at dchavis@elon.gov.

Fire/EMS

The Elon Fire Department will determine the number of Fire Personnel or Emergency Medical Technicians (EMTs) needed, as well as, the time when such services shall commence and end. The minimum charge is $35 per hour per person for four (4) hours. The applicant is required to make arrangements for such services at least thirty (30) days prior to the event and pay the cost of of such services upon receipt of the contract and/or invoice. The Elon Fire Department can be reached at 336.584.9190.

Public Works

The Public Works Department will determine the number of team members needed to appropriately service the event. The minimum charge is $40 per hour per person for four (4) hours.

Street Closure Guidelines

Closure Times: Streets are only permitted to close and open according to times listed on the special event permit.

Closure Set Up: Executing the street closure must be done by Town of Elon staff only.

Fire Lane: A 20′ wide fire lane must be maintained throughout all street closures.

Vendors: All festival vendors should be contained within the street closure, not on sidewalks.

Handicap Sidewalk Ramps: Handicap sidewalk ramps should remain unblocked throughout closure.

Event Name*
Event Description*

Describe your event.
Event Purpose*
Begin Date*
MM slash DD slash YYYY
End Date*
MM slash DD slash YYYY
Start Time of Event*

: Hours

Minutes

AM/PM
End Time of Event*

: Hours

Minutes

AM/PM
Sponsoring Organization*
Contact Person*
First Last
Address*
Street Address Address Line 2 City State ZIP Code
Phone*
Email*
Name of Person Applying*
First Last
Address*
Street Address Address Line 2 City State ZIP Code
Phone*
Email*
Name of Person who will be present at the event*
First Last
Address*
Street Address Address Line 2 City State ZIP Code
Cell Phone*
Email*
Number of participants*
Please enter a number from 0 to 2000.
If you believe that your event will exceed 2,000 people, please call DiAnne Enoch at 336.584.3601.
Location of the event*
Please describe the area where your event will be held.
Parking for the event*
Tell us where you plan to park your guests.
What time will parking for the event begin?*

: Hours

Minutes

AM/PM
What time will parking for the event end?*

: Hours

Minutes

AM/PM
Specify when officers need to arrive and will be released from event duty (payment is for a minimum of four hours)*
Special Conditions*
Please note the use of any large equipment, sound amplification devices, performing bands/DJs, or any other information relevant to the event.
Please check any of the following items that will be made available to the attendees during this event.*
Select all that apply.
Certificate of Insurance
Accepted file types: pdf, Max. file size: 50 MB.
Please attach proof of insurance or applicable rider – Comprehensive General Public Liability Insurance required: $1, 000,000 per person per occurrence with a $2,000,000 aggregate naming the Town of Elon as additionally insured. **The Certificate should be specifically worded: The Town of Elon, its officers, employees, and agents are additionally insured. If alcohol is being served at the event, Liquor Liability is required to be included on the Certificate of Insurance.
Map of Event
Accepted file types: pdf, Max. file size: 50 MB.
Please attach a map of the entire event area – This map should include street closures, vendor locations, port- a-john locations, stage, and entertainment locations, parking plan and any other significant details.
Emergency Risk Management Plan
Accepted file types: pdf, Max. file size: 50 MB.
Please attach a copy of your Event Emergency Risk Management Plan – This plan should take into consideration, but should not be limited to: Crowd Management, Electrical & Gas Safety, Responsible Alcohol, Service, Adverse Weather conditions, Security, Slip/Trip/Fall/Burn Hazards, Fire Hazards, Water Hazards, Venue Specific Hazards, Evacuation Plans, etc.
North Carolina Department of Transportation Letter of Approval (If Applicable)
Accepted file types: pdf, Max. file size: 50 MB.
Please attach a copy of the approval letter sent by NCDOT, if there is a request to close a state maintained street in the Town of Elon.
North Carolina Alcohol Law Enforcement (ALE/ABC) (If Applicable)
Max. file size: 50 MB.
Please attach a copy of your ALE/ ABC permit, if alcohol will be service at this event.
Consent*
By signing this event application, I acknowledge that I understand the rules and regulations pertaining to events, pickets and group demonstration permits set forth in this application.
1. Any permit issued is subject to the above activity being performed in a lawful manner and in compliance
with all provisions of the Ordinances of the Town of Elon and the laws of the State of North Carolina and
may be further limited.
2. The person named as the retainer of the permit will be contact by the designated police supervisor
prior to the date of the event in order to coordinate activities.
3. Use of vehicles, placards, loud speakers, amplifiers or any other mechanical devices will be permitted at
the discretion of the designated police supervisor and in accordance with Town Ordinances.
4. The conduct of the event and its participants will be under the supervision and control of the Elon
Police Department.
5. The Elon Police Department retains the authority to end the event prior to the schedule based on:
A. Violation of any section of the permit, State law, or Town Ordinance.
B. Security and/or protection concerns or event participants and the community.
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