§ 18-13. Major event.

Major park events shall be limited to no greater than four events per calendar year in Fairview Park and four events per calendar year in Wilgrove Park.

For all proposed major park events a completed Mint Hill Major Event Application form shall be submitted to town parks and recreation staff along with required documentation, fees and deposits in accordance with the most recently adopted fee schedule. Priority for event reservations shall be given based on the order in which reservation applications, including required fees and deposits, are received by staff. Such exclusive-use permits shall be issued on a first come, first served basis with the exception that current holders of special-use permits have the right of first refusal in subsequent years provided they state their intent no later than three months prior to the next year's use. Applications must be submitted to the Town no later than three months before the event. Once four complete applications for major events in a park during the same calendar year are submitted and approved by the parks and recreation committee, subsequent applications will be placed on a waiting list. Applications on the waiting list for the calendar year will be considered for approval in the event of a cancellation of a previously approved event.

All event applications shall address parking needs for event attendees (i.e., how many persons are expected to attend and the number of available parking spaces at the park facility.). In the event that parking for the event is expected to exceed over one-half of the park parking spaces on a weekend or three-quarters of the parking spaces on a weekday, the applicant shall be required to arrange for additional parking. The applicant may request use of designated overflow areas within the park or arrange for off-site parking. Use of designated overflow parking areas shall be subject to town approval and permission of owner of parking area. A written statement of permission from each off-site parking area owner must be submitted to the town at least 30 days prior to the event. It shall be the responsibility of the event organizer to clean up any off-site parking areas used and assume responsibility for any damages to the premises. For events generating exceptionally large traffic volumes in the vicinity of the park, the town, at its discretion, may require the use of off-duty policemen, contracted at the applicant's expense, to direct traffic. The town reserves the right to deny use of the facility for such event when, in its discretion, such event (1) would create an unreasonable amount of traffic on public streets and/or inadequate parking; or, (2) would create safety problems for persons walking to the facility from designated off-site parking facilities; or (3) would cause any situation town staff feels would impair the safety and welfare of Mint Hill residents.

The town reserves the right to require additional security and medical assistance personnel at any park event. Only security and medical assistance provided by the town or pre-approved by the town shall be allowed. Expenses for any additional park security or medical assistance, excluding routine non-event park security provided by the town, shall be borne by the applicant.

The applicant shall be responsible for ensuring that adequate restroom facilities and related materials are available for the event. Any additional cleaning costs for park restrooms shall be borne by the applicant. If event attendance is expected to exceed 250 people, the applicant shall be responsible for providing on-site portable temporary restroom facilities. The type, number and location of temporary restroom facilities shall be subject to town approval. All portable toilet facilities shall be removed from the facility by 8:00 a.m. the day after the event ends. All such facilities shall be locked during periods when they are not in use for the major event.

Cleanup and disposal of all trash generated by event activities, vendors and attendees shall be the responsibility of the event organizer. Subject to specific town approval, bagged trash will be picked up by the town for events having 250 or fewer attendees that generate low quantities of trash. For all other events, the applicant shall be responsible for providing for removal of all trash from the park by 8:00 a.m. of the day following the event. In approving an application for a major event, the applicant shall demonstrate that adequate refuse disposal and removal procedures will be in place, up to and including having adequate personnel to provide such services.

For any event using a tent, the organizer shall be responsible for obtaining all required permits and inspections from the Mecklenburg County Building Standards Department prior to the event. Permit copies must be submitted, at least five business days, to the town and posted at the tent.

The applicant is responsible for securing additional electricity, lighting, tents, and any other facilities or services related to set-up of event from appropriate sources at his own expense. Any permanent changes to park grounds, facilities or equipment are strictly forbidden without prior approval of the town. The applicant must list all outside equipment and portable event facilities proposed to be brought onto the park property for use during the event. Examples of outside equipment and portable event facilities include but are not limited to items such as inflatable play equipment, fair/carnival games, portable stages, tents, rides, concession, vending, and food preparation facilities. The town reserves the right to prohibit any equipment it deems hazardous to the public health, safety or welfare. The town, in its discretion, may require a deposit to cover potential damage to park grounds by portable event facilities, including tents. The town reserves the right to deny an application for an event where, in its discretion, it determines that noise levels generated by the event will have a negative impact on or are deemed not compatible with surrounding properties.

Food or merchandise vendors are not permitted at events unless licensed and listed on the event application. The town shall not enter into any agreement with any such vendor and the town shall bear no responsibility for any damage that may occur to any vendor equipment or merchandise at the park site.

Pursuant to existing town regulations, the consumption or sale of alcoholic beverages shall be prohibited at all times on park property including during all park events.

Any animals used in conjunction with any major events must be specifically approved by the town prior to such event taking place. The applicant must state the type and number of animals, how animals will be housed or tethered, describe degree of access to or contact with animals by public, and means that will be used for disposal of animal waste. Any injury to park users or damage to park vegetation or facilities caused by the animals will be the sole responsibility of the applicant. The town reserves the right to require additional security deposits for events involving animals, if, in the town's judgment, there exists potential for such damage. The town will review all applications for events involving animals on a case-by-case basis. In addition, all dogs brought by persons attending events must be leashed while in town parks. For specific events, the town reserves the right to prohibit any and all animals from the event in the interest of preserving the safety and welfare of all event attendees.

All applicants for major events shall provide a certificate of liability insurance with a minimum coverage policy of $1,000,000.00 covering all proposed activities and outside facilities included in the park event.

After review of a major event application for completeness by the town parks and recreation staff, the town parks and recreation committee shall consider the application. Consideration shall be based on the applicant's demonstration that he/she has adequately addressed issues of parking, security, restroom facilities, garbage disposal, and liability insurance for the proposed event. In addition, the town reserves the right to deny any application for a park event that endangers the public health, safety and welfare. Applicant may also be required to obtain other permits as deemed necessary by the Mint Hill Planning department, and any other applicable state and local agencies.

Signage for any major event at a town facility shall be in accordance with all applicable zoning regulations.

(Ord. No. 491, 4-28-2005)