Special Event Permit Application

Any event (i.e. festival, concert, run/walk, art show, etc.) that uses, or will likely have a large impact on, public or City-owned property, such as streets or parks, requires a Special Event Permit Application. If you are the person or organization hosting or sponsoring an event, you will need to fill this out. This is information that we require to ensure that everything goes smoothly and safely

Rules & Procedures

Event inquiries will be reviewed by the City Manager and any applicable city department staff prior to accepting and circulating a permit application. Reasons for permit denial include but are not limited to events causing an unreasonable impact of the public’s access of City-owned space. To view other reasons for permit denial, see section 93.34 of the City of Covington Code of Ordinances.

A complete application, including all fees and attachments, must be submitted to the City Manager’s Office no less than forty-five (45) days from the event date. It is important that you complete this application fully and include any extra attachments that may be necessary. If not, approval of your application will be delayed or denied.

Once we receive your application, appropriate fees, and any attachments, City staff will review all of the information and make a recommendation of approval or denial, to the City Manager. We might also make some changes or give a cost estimate for the use of City equipment and/or services. The City Manager will then approve or deny the application within seven (7) days of the staff recommendations.

For the complete details on rules and processes, including standards for approval and denial or how to appeal a denial, please see Section 93.30, et seq. of the City of Covington Code of Ordinances.

Section 1: Applicant Information

Name of Applicant:

Street Address:

City:

State:

Zip Code:

Email Address:

Phone:

Website:

Organization Type:

Non-Profit

For Profit

Individual

Other

Section 2: Event Details

Activities to be Conducted *

Check all activities that apply to your event. Your selections will determine the minimum required Impact Level below.

Block Party

Arts & Crafts

Music (live/DJ/Amplification)

Food & Beverage

Games

Low Impact

Food Truck

Fundraising

Silent Auction / Raffle

Show / Performance

Film / Photo Shoot

Drone / Model Airplanes

Bounce House

Medium Impact

Animals

Parade

Walk / Run

High Impact

Sporting Event

Carnival Rides

Special Impact

Beer Truck

Alcohol Sold

Alcohol Served

Alcohol Sampled

Fireworks

Other

Expected Total Attendance:

Prior Year Attendance:

If this is a first-year event, enter 0.

Impact Level:

Select your event's impact level. Higher-impact events require larger insurance coverage and a higher application fee. Your activity selections and expected attendance above may set a minimum required level.

Block Party Permit ($25 fee)
Neighborhood gatherings confined to a block or a portion of a street where no alcohol is allowed, served or consumed on public property; less than 200 people.

Low Impact Permit ($25 fee)
Events including, but not limited to, neighborhood picnics, social gatherings or meetings, small theatrical performances; no alcohol served; less than 1,000 people.

Medium Impact Permit ($50 fee)
Events including, but not limited to, dances, animal shows, rallies, flea markets; no alcohol served; 1,000 - 2,500 people.

High Impact Permit ($75 fee)
Events including, but not limited to, non-professional sporting events, circuses, carnivals with rides; no alcohol served; 2,500 - 5,000 people.

Special Impact Permit ($100 fee)
Events including, but not limited to, Maifest, Oktoberfest, Mardi Gras, rock concerts, professional sporting events, fireworks display; any event where alcohol is sold, served or otherwise available; 5,000 plus attending.

Covington Plaza - Single Day Permit ($500 fee)
Events that will take place within all or a portion of the City-owned area and associated amenities known as "Covington Plaza".

Covington Plaza - Multi-Day Permit ($1,000 fee)
Events that will take place within all or a portion of the City-owned area and associated amenities known as "Covington Plaza". Multi-day, not exceeding 4 days.

Name of Event:

Brief Description of Event:

Event Duration:

Single Day

Multi-Day

Setup Date:

Setup Hours:

Breakdown Date:

Breakdown Hours:

Event Access:

Public

Private

Section 3: Event Location

Streets

Will streets need to be closed?

Yes

No

Parks

Please contact the Recreation Dept. at 859-292-2151 to check on the availability of parks and to acquire the proper permit. Shelter rentals can be reserved through the online reservation system. If setup/teardown will take place outside of the day of the event, you may need to reserve multiple days. This application does not reserve park space. For further information about park amenities (bathroom, water access, etc.) please connect with the Recreation Dept. to make arrangements.

Will you use a Covington Park/Shelter?

Yes

No

City-Owned Parking Lots

To inquire about the use of city-owned or parking authority owned lots, please contact Kyle Snyder, Parking Authority Executive Director at kyle.snyder@covingtonky.gov or 859-292-2317. If approved, please attach permission documentation below.

Does the event use city-owned parking lots?

Yes

No

Private Property

Events held on private property that would have a direct impact on traffic congestion or flow to and from the event over public right-of-way, or impact the need for police, fire, or other public safety services, may require a Special Event Permit. Expecting 500 or more persons in attendance is presumed to have a direct impact on public right-of-way, police, fire, and other emergency services, and shall be deemed a special event.

Is the event on private property?

Yes

No

Section 4: Additional Requirements

Notifications

If requesting street closures, parking restrictions, and/or your event activities include amplification, you are responsible for giving written/electronic notification to any businesses and residents impacted. Notification should take place at least two weeks prior to the date the impact begins. Events that are multi-day and/or High/Special impact level should notify as early in advance as possible and also send a reminder two weeks prior. Those notified are within/bordering closures, near restricted parking, and areas near the event zone (including adjacent streets). Please attach proof of notification. Temporary or soft closures in which closures are staffed to allow for through traffic during the event are exempt from this requirement.

If you would like your event to be advertised on the City's calendar of community events, please attach additional marketing material or email it to events@covingtonky.gov.

I understand the notification requirements.

Insurance

A Certificate of Liability Insurance naming the City of Covington as an additional insured is required for all events except Block Party. Minimum coverage requirements by impact level:

Block Party: Not required
Low Impact: $500,000
Medium Impact, High Impact, Special Impact, and Covington Plaza: $1,000,000

Upload your certificate in Section 5 (Documents) below, or email it to events@covingtonky.gov after submitting.

Additional Permits

Indicate which additional permits apply to your event.

Alcohol Permit

Silent Auction / Raffle Permit

Fireworks Permit

Food Service Permit

Food Truck Permit

Parade Permit

Temporary Structure (Tents/Stages) Permit

Vendor License

Drone / Model Airplane Permit

Waste Management

To assist with trash and recycling disposal at your event, organizers can choose from the following options. Proposed waste management plan must be submitted with this application and the final plan must be submitted 30 days prior to the event.

Waste management service:

Rumpke

Self-Organized

To speak with a Rumpke representative, email Covington@Rumpke.com or call 1-800-828-8171. Rumpke emergency contact: 859-250-9151.

Detail of waste management plan:

Section 5: Documents

All documents are optional at the time of submission. If you do not have a document ready, you may email it to events@covingtonky.gov with your reference number after submitting.

Site Map:

Attach a site map clearly showing where the event will occur and any requested street closures and parking restrictions. If applicable, include a detailed site plan showing the location of tents, stages, portable restrooms, booths, fencing, alcohol points of sale, etc. Base maps can be found at linkgis.org/mapviewer/. List all locations and areas that will be used or impacted by the event. Accepted formats: PDF, Word (.doc, .docx), JPG, PNG.

Certificate of Liability Insurance:

Must name the City of Covington as an additional insured. Accepted formats: PDF, JPG, PNG.

Proof of Notification:

Documentation showing that required parties have been notified. Accepted formats: PDF, Word (.doc, .docx), JPG, PNG.

Marketing Materials:

Flyers, posters, or other promotional materials you would like included on the City of Covington events calendar. Accepted formats: PDF, Word (.doc, .docx), JPG, PNG.

Section 6: Payment & Signature

Application Fee: TBD (based on selected Impact Level above)

Payment Method:

Credit / Debit Card

Check

Terms & Conditions

By submitting this application, I certify that the information provided is accurate and complete to the best of my knowledge. I understand that submitting this application does not guarantee approval of the permit. I agree to comply with all City of Covington ordinances, regulations, and any conditions that may be attached to the permit if issued. I understand that the City of Covington reserves the right to revoke this permit at any time for non-compliance. I further understand that the application fee is non-refundable.

I agree to indemnify and hold harmless the City of Covington, its officers, agents, and employees from and against any and all claims, damages, losses, and expenses arising out of or resulting from the conduct of the permitted event.

I have read and agree to the Terms & Conditions.

Applicant Signature

Type your full legal name:

Draw Your Signature