Montgomery County Parks & Heritage Services Department

Special Use Permit Application

Policy
Special Use Permits exist to safely control and properly direct the activities permitted in the Parks and Heritage
Services (PHS) Department.

Individuals and/or organizations must apply for a Special Use Permit to utilize a park facility, heritage facility or
region trail. These activities include (but are not limited to): use of trails for runs/walks/bike-a-thons; organized
gatherings; wedding ceremonies; etc. When in doubt, persons should contact the appropriate park or site to inquire
whether a permit is needed. (Picnic pavilion reservations and photography permits are a separate process and
form.)

The Department of Parks and Heritage Services reserves the right to refuse any application for use determined to
be in conflict with Department/County purpose or in violation of Rules & Regulations set forth by the County
Commissioners, or deemed inappropriate for the site.

Department/County sponsored events take precedence over events scheduled by outside parties. Applications are
accepted and processed on a first-come, first-served basis. Applications must be received a minimum of thirty (30)
days in advance of the activity.

Fundraising
The use of a park, heritage facility or region trail for the raising of funds is restricted. Non-profit organizations and
individuals operating a program or function that requires the implementation of a fee or donation must collect such
fees/donations prior or after the scheduled event (not on County property). Non-profit organizations must provide
proof of their non-profit tax status (an IRS letter) attached to their application.

Publicity for fundraising events which mention the park/site/trail by name are subject to approval by the Depart-
ment and must be approved prior to publication, advertising, internet/website posting. Allowing the event on
County property does not mean the County condones, co-sponsors or `co-hosts' the event.

Vendors on site
An individual or organization may utilize food/beverage vendors and charge appropriate fees for such food/
beverage as long as the use of the vendor is directly related to and is providing a service function to the special
permit activities of the day. Permittee (applicant) must submit a list to the park (15 days prior to event) with a list
of items to be sold by vendors; items are subject to approval by PHS. All vendors must have proof of general li-
ability insurance.

Any food/beverage vendors will supply proof of liability, as well as health department certificates. Montgomery
County Health Department regulates temporary food permits. Electricity is the sole responsibility of the permittee.
Park/site electricity is NOT available for use by vendors, for PA systems, bands, etc. (except for prior approved
events utilizing the Green Lane Park amphitheater).

Items required by permittee

Permittee will be required to submit a completed application, proof of non-profit status (if applicable), proof of
insurance, damage deposit (as applicable) and rental fee. Permittee will acquire any additional permits (i.e., health
department food vendor licensing) and pay any fees required for any additional support services (dumpster, port-a-
johns, etc.).
Special Use Permit - Conditions
1. All applications for special use of Parks/Sites/Trails shall be returned to the County location that you are re-
questing.
2. The permittee shall be required to submit proof of liability insurance in the minimum amounts of $1,000,000
property damage and $1,000,000 bodily injury. The Certificate of Insurance shall name the County of Mont-
gomery as an additional insured. The County reserves the right to require additional coverage amounts de-
pending upon the nature and extent of the activity. The County reserves the right to add parties as additional
insured.
3. The permittee is responsible for making all necessary contacts and arrangements with other local agencies to
secure required inspections, permits, licenses, etc. (This includes, but is not limited to health inspections, food
disbursement permits, fire code regulations, parade permits, electrical codes, etc.).
4. The permittee is required to comply with all applicable local, state and federal laws, ordinances, regulations,
codes, permits requirements as well as Park/Site/Trail regulations.
5. The permit is only for the use of the specific area at the time period designated. It does not grant permission
for activities for other areas within or outside of the Park/Site/Trail. Park buildings, facilities and grounds will
not be open to the permittee until the time(s) approved on the permit form. Parks/Sites/Trails will not take
reservations for rain dates for special use events.
6. Issuance of a permit does NOT guarantee exclusive use of an area of Park/Site/Trail (pavilions and some
buildings excepted unless specifically stated). The area for which the permit is issued will remain open to the
public during park visiting hours. No section of the Park/Site/Trail may be fenced, blocked or otherwise made
inaccessible to the general public.
7. Public restroom facilities are limited or unavailable in some areas. The permittee may be required by the De-
partment to provide portable restroom facilities as a condition of the permit. Location of portable restroom
facilities as well as arrival and pick up dates must be discussed with the Park/Site/Trail in advance. Any public
restroom access/use may not be restricted as part of the permit.
8. Public address system and sound amplification equipment are allowed with PRIOR permission/approval and
noted on the permit. If approved, audio amplification may not interfere with any visitor activities. Park/Site
staff will have the final say on what an appropriate volume may be. PA systems are not allowed on the Trails.
9. Food concessionaire vendors will be allowed as long as the vendor is providing a direct service function to the
permittee's activities. Operation of a food concession requires written approval of the Department as well as
the Department of Health. NO ELECTRICITY is provided by the Park/Site for vendors. Electric/power needs
are the responsibility of the permittee.
10. The Department of Parks and Heritage Services reserves the right to require certain supporting services such
as (but not limited to) security or traffic control for some events. This will be contracted for and paid for di-
rectly by the permittee.
11. PHS does not supply personnel for set up, maintenance or clean up for events, nor does it supply equipment
for permitted event use (i.e., water hose, electric cords, fencing). It is the permittee's responsibility to either
contract for such services or use their own personnel and equipment (please note contracted service providers
must be coordinated with the Region Manager and supply proof of liability insurance).
12. Permittee is responsible for all cleanup of the area both during and after the event. The permittee is responsible
for the removal of all trash, litter and debris from the area assigned for the permit, including that generated by
caterers, vendors, or any other individual or organization involved with the event. The permittee will make
arrangements to have trash and other materials removed from the Park/Site/Trail periodically during the event
to prevent any unsightly accumulation of such materials. All trash and other materials will be removed from
the premises immediately after the conclusion of the event.
13. The area(s) used by the permittee must be left in the same condition as prior to the beginning of the event.
Additionally, special care must be taken to prevent damage to Park/Site/Trail resources, especially during
loading and unloading and set-up/take-down activities. Any damages or failure to restore the area may be as-
sessed and may result in penalties such as additional fees or loss of permit privileges for the permittee.
14. The person named to be in charge of the event on-site on the application must have full authority to make de-
cisions about the event and must remain on-site at all times during the event. He/she shall be responsible for
any and all individuals, groups, vendors and contractors involved with the permit.
15. The permittee and all participating parties will immediately comply with any directions and requests made
before, during or after the event, by Department personnel. Department personnel at the site during the day are
there for the Site/Region, and are not assigned to an event or under the direction of anyone associated with the
event and those personnel are under the authority of their supervisor only.
16. If an event requires electrical power, prior special arrangements must be made. The permittee must supply
generators, cables and/or extension cords as well as plastic matting to cover them. All electrical connections
must be in compliance with local electrical codes and inspected and approved by Department personnel. The
Department reserves the right to require an inspection by certified electricians (at the permittee's expense) if
the situation warrants such precautions.
17. No smoking will be permitted in any building, or near trash receptacles or close to any other location deemed
hazardous.
18. The use or possession of alcoholic beverages on County property is forbidden.
19. The permittee may not install equipment or make alterations or adjustments to existing equipment or facilities.
20. Only with prior written approval (wording and location) from the Park/Site/Trail will banners, signs, pennants,
posters, etc. be allowed. Temporary signs, if permitted, are the full responsibility of the permittee for installa-
tion and removal. Signs placed on the Trails must be off the County easements and permission procured by the
land owner. No signs may be placed more than 24 hours in advance of the activity.
21. Department staff may take action deemed necessary to preserve order and protect County property and the
safety of the visitors due to weather conditions, natural or manmade disasters or other emergency situations.
Such action, however, does NOT relieve the permittee of his/her responsibilities.
22. Organizations utilizing facilities under a special permit will have control of those who may be admitted to the
activity, but not the site as a whole. Site, building, play areas, trail or parking access cannot be restricted dur-
ing normal operating hours. County Commissioners or Department employees shall not be refused admittance
for administrative, supervisory or custodial purposes.
23. Changes to the event must be made in writing and approval must be given by the Park/Site/Trail.
24. Failure to comply with, or violations of the conditions listed above, listed on the permit, and any other condi-
tions applicable to the permit, or the violations of any law or regulations may be basis for revocation of the
permit and may result in prosecution.

Created: 4/17/08 Revised: 9/25/08 Revised 1/30/10

If your event requires a special use permit and will abide by the regulations above, please contact the staff
at the location you wish to utilize to see if the date is available and if your event will be allowed.

Once you have spoken with the location staff, please fill out the attached application and mail to the Park/
Site/Trail you will be utilizing. Application should be accompanied by any paperwork or fees required.

SPECIAL ACTIVITIES FEES (For example: Circus, Dog shows, Run/Walks, Fundraisers, Sports Field Use,
etc.) These events use open areas at individual Parks/Sites or Trails.
Resident Non-resident
Short Term Assembly Fee $20/period $20/period
(90 minutes or less, no picnic pavilion, non-commercial, 50 person max)
Small-scale (20-99 persons) $80/day $150/day
Moderate-scale (100-499 persons) $140/day $280/day
Large-scale (500+persons) $1,200/day $2,000/day
Use of Tents on the Grounds: In addition to the regular rental or special activity fee, a $1,000 tent fee will be
assessed per 48 hour period for reception tents (larger than 10 ft x 10 ft).

Talk to the individual location if you wish to rent additional facilities such as a pavilion, the old mill
house or amphitheater. Additional fees will apply.

Payments can be made in person with cash, checks or credit card (at some sites). Checks should be made
to County of Montgomery. Credit cards cannot be used over the phone or on-line at this time. A re-
ceipt will be issued at time of payment. Please call the individual location in advance of coming to make
arrangements. Office hours can differ from the open hours of the location.

Once your event is approved and all paperwork completed, you will receive a written permit.
Please have the permit with you and be able to present it if asked during your event.
 COUNTY OF MONTGOMERY
COMMISSIONERS
JAMES R. MATTHEWS
CHAIRMAN
JOSEPH M. HOEFFEL BRUCE L. CASTOR, JR.
RONALD H. AHLBRANDT
DIRECTOR

TEL: 610-278-3555
DEPARTMENT OF PARKS FAX: 610-278-3556
AND HERITAGE SERVICES TDD: 610-631-1211
ONE MONTGOMERY PLAZA E-mail: rahlbran@montcopa.org
SUITE 703
P.O. BOX 311
NORRISTOWN, PENNSYLVANIA 19404-0311

APPLICATION for SPECIAL USE

Applicant or Organization Name:________________________________________ Date:____________________

Person in Charge of Event:____________________________________ Montgomery County Resident?:________

Address:_____________________________________________________________________________________

Telephone Number:___________________ Alternate Telephone Number:__________________________

Email:_______________________________________________

Date and Time requested:_______________________________ Expected Number of Participants:_____________

What specific areas/buildings/pavilions of which specific park/trail/historic site are being requested for use?:
____________________________________________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

________________________________________________________________________________________
Please explain in detail your proposed activity:
____________________________________________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

________________________________________________________________________________________
After discussions with the Park/Site/Trail staff, the Permittee must provide:

____Certificate of Insurance ___Food Disbursement/Concession/Health Dept. Certification paperwork

____Traffic/Parking Control ____Removal of Trash ____Portable Restrooms

____Proof of Non-Profit Status ____Other:_____________________________________

Your event hopes to include:

____Performers _____Sound Amplification/PA system

____Posters, Signs, Banners ____Catering ____Specialized Equipment

____Other:_________________________________________

Is your event is open to the public or a pre-registration event? __________________________________________

Is this a non-profit fund raising event?:______________________________________________________

Are you expecting any media/photographers at this event?:________________

If yes, please give some additional details:________________________________________________
____________________________________________________________________________________

Additional Information/Comments:_______________________________________________________________

____________________________________________________________________________________________

____________________________________________________________________________________________

Please sign and date the statement below. An original signature is required for processing of your request.

This agreement between _________________________hereinafter called the permittee and the Montgomery
County Department of Parks & Heritage Services is as follows: Whereas the permittee does hereby remise, release
and forever discharge Montgomery County, its servants, agents, successors and assigns from any and all liability of
any nature and/or any and all actions and cause of action, suit, debts, dues, accounts, bonds, covenants, contracts,
agreements, judgments, claims and demands of whatsoever nature in law of inequity arising from or due to the use
of a Montgomery County property. The permittee also agrees to indemnify, defend and hold harmless the Depart-
ment of Parks & Heritage Services, the County of Montgomery, its agents, employees, servants, successors and
assigns from any and all claims and losses accruing or resulting to any person, firms or corporations in connection
with the usage of the above listed premises. I have read and will be responsible for ensuring that the Depart-
ment procedures, rules and regulations will be followed.

Date: _________________ Permittee Signature: ______________________________

Print Name: ______________________________

Please print, complete and return this form with all needed documentation and fee to
the proposed location of the event.

OFFICE USE ONLY

Application recd date:___________ By:________ Complete Application: Y or N

Park/Site approved:______________By:________ Fee:_______ Collected:___________

Permit Issued:__________________ Balance Due:________ Security Deposit:_______