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Special Event Policy

Special Event:  The Town of Knightdale defines a Special Event as an organized activity or other gathering that utilizes or impedes public right-of-way whose scope goes beyond normal rental capacity, and is located on property owned by the Town of Knightdale. This includes but is not limited to walk/run, fair, festival, expo, concert, fundraiser event, competitions, or other gatherings that exceed the rental scope.  This does not include events conducted by the Town of Knightdale or pre‐existing arrangements with existing community programming partners. The Town reserves the right to require event organizers for events requesting to utilize private property to submit an application, if the nature and scope of the event dictate an impact on the Town of Knightdale resources; to include: Emergency Management, Traffic Control, and Trash or Debris Removal.

Special Event Classification:  Special events are sorted into classifications based on factors that include anticipated attendance, staffing needs from Town employees, and overall scope of the event.  

Class 4 Events: A special event that meets any of the following criteria:

  • Anticipated Attendance of 1,000 or more, or
  • May require 50 or more extra staff hours, or
  • Requires Road closures or traffic control on roads other than Wilder Nursery Trail and/or Whistle Post Way. 
     

Class 3 Events: A special event that meets any of the following criteria:

  • Anticipated Attendance of 500-999, or
  • May require 20 or more extra staff hours, or
  • The requested facility is the Knightdale Station Park Amphitheater and Stage


Class 2 Events: A special event that meets any of the following criteria:

  • Anticipated Attendance of 200-499, or
  • May require less than 20 extra staff hours
     

Class 1 Events: A special event that meets any of the following criteria:

  • Anticipated Attendance less than 200, or
  • Require no or sparse extra staff hours

Application: 

Any event organizer desiring to hold a special event on any public property in Knightdale must complete the online Special Event Request Form.

Reviewing of Application:  Submitted applications will be reviewed by Knightdale Parks and Recreation staff and presented to the Parks and Recreation Director.  If the application is approved by the Parks and Recreation Director, the proposed Special Event will be reviewed by the Department Director of any Town of Knightdale department impacted by the special event.  At any point in the application review process, Department Directors, or Knightdale Parks and Recreation staff may propose recommendations or conditions for approval.  This includes, but is not limited to location, date, event time, and layout.  If all Directors of impacted Departments approve the application, it will then proceed according to the Classification of Event:

  • Class 4 Events: The request will be sent to the Town Clerk who will place it on the Town Council’s next regular meeting agenda.  The agenda item will be placed under New Business as a legislative action.
     
  • Class 3 Events: The request will be sent to the Assistant Town Manager’s office for review.
     
  • Class 2 Events:  The request will be sent to the Parks and Recreation Director for review.
     
  • Class 1 Events: The request will be sent to the Parks and Recreation Director for review.

Event Equipment and Layout:  Tables, chairs, tents and other set‐up equipment while not provided by the Town of Knightdale are permitted on public property with prior approval.  A preliminary layout of the event area, including locations of all tables, chairs, tents, vendor set‐up, portable restrooms, road closures, parking plans, and other equipment must be submitted with the application.  A final layout must be submitted no later than the following deadlines:

  • Class 4 Events: 30 days
     
  • Class 3 Events: 30 days
     
  • Class 2 Events:  14 days
     
  • Class 1 Events: 14 days

Approval of final layouts will be issued within 5 business days of submission.

Knightdale Station Park Amphitheater and Stage:  The amphitheater and stage are only intended for non-profit purposes, town events, or town-sponsored events that are open to the public.

Evaluation Criteria: The criteria for evaluating and scheduling special events are as follows:

  • Completeness of application and event layout.
  • Impact and cost of the event on public health, welfare and safety.
  • Impact and cost of the event on Town support services.
  • Impact of the event on the environment.
  • Repetitiveness of events with the same, or similar, themes.
  • Impact on the surrounding businesses or residences.
  • Ability for the park or public place to remain open to other users.
  • Perceived benefit of event for Town of Knightdale community.
  • Likelihood of attendance by Town of Knightdale residents.
  • Previous history of event organizer in facilitating special events.
  • Priority is given to service organizations, and community groups.

Application Deadlines:

Applications must be completely submitted no later than the time specified by the Special Event Classification outlined below. 

  • Class 4: 180 Days before event
  • Class 3:  120 Days before event
  • Class 2: 60 Days before event
  • Class 1:  60 Days before event

 

Exceptions to Deadlines:  Applications that fail to meet the deadlines outlined above may be reviewed by the Town if, in the opinion of Knightdale Parks and Recreation staff, there is sufficient time to process and approve the application, identify any conditions of approval, and arrange resources to effectively service the event.

Fees: 

Application Fee: The $25 application fee is non-refundable and is due at the time of submission.  Applications will not be reviewed until the application fee is paid. Payments can be made online at  https://knightdale.recdesk.com/Community/Program/Detail?programId=176.  , or by cash or check at 207 Main Street, Knightdale, NC 27545 Monday-Friday from 8:00am-5:00pm

Deposits, Facility Fees, and Support Services Fees:  Upon approval, the Event Organizer will be sent an invoice with any applicable Facility Fees, Deposits, and or Support Services fees as outlined in the fee schedule for the current fiscal year.  Support Services include, but are not limited to, Police, Fire/EMS, Parks and Recreation, and Public Works services that are required for public safety.

Deposit Fee Structure: Deposit amounts vary based on the classification of the event. 

  • Class 4 Event Deposit:  $500
  • Class 3 Event Deposit: $250
  • Class 2 Event Deposit: $100
  • Class 1 Event Deposit: $100

The application fee, facility usage fee, and staff charges fees are non‐refundable. The special event deposit will be returned in full provided that the property is left in appropriate order and no damage is reported.  Failure to return the Town facilities to their pre‐event condition will result in loss of deposit, liability for repair and/or additional clean up fees as determined by the Town, as well as potential denial of future applications.  The Town’s decision on any loss of deposit shall be final. The Town will charge facility rental fees as outlined on pages 9-11 in the Knightdale Fee Schedule.  The fees are intended to cover wear and tear, initial supplies, water, electricity, etc. Facility fees shall not apply to special events that are solely within the right of way of public streets.  The Town reserves the right to obtain additional fees for other arising or unusual expenses as it deems necessary.  

Payment Deadlines: Deposits are due no later than 30 days after the approval notification.  Full payment of Facility Fees and/or Support Services is due no later than 30 days prior to the event date.  If special event approval occurs within 30 days prior to the event date, all Deposits, Facility Fees, and/or Support Services are due on the date of approval.  Failure to abide by the fee payment deadlines will result in the cancellation of the event, and the forfeiture of any Deposits.

The Town of Knightdale reserves the right to be the final authority in estimates of attendance, need for Support Services, and/or assignment of resources and equipment to special events.

All fees can be paid online or in person via credit or debit card, cash, or check.  A link will be provided at each stage of the application process that requires fees.

Event Cancellation/Refund of Fees: If the special event is cancelled after the payment of fees because of conditions beyond the control of the event organizer, the Town may consider a partial to full refund of fees paid, with the exception of the application fee.  Knightdale Parks and Recreation staff will assess any costs already incurred by the Town of Knightdale and coordinate with the affected Department Directors to ascertain the amount of refund.  

Inclement Weather: The Town of Knightdale reserves the right to reschedule approved events due to extreme temperatures, inclement weather forecasts, or other natural events that present hazards for staff and participants.  The Town of Knightdale will work with the event organizer to identify a potential rescheduling date.  If a rescheduling date cannot be mutually agreed upon, the Town of Knightdale may consider a partial to full refund of fees paid as outlined in the section above. 

Should inclement weather occur during the event, staff, event organizer, and participants will adhere to the following protocol:

  • Lightning: all activity is to be suspended for 30 minutes following the first sighting of lightning.  Each successive sighting shall delay the restart by an additional 30 minutes until a complete 30-minute cycle has been completed without a new sighting.
  • Severe Weather Watch: Event organizers will be prepared to stop activities and secure the facilities if conditions worsen.
  • Severe Weather Warning: all activities will stop, and all participants must leave the facility in an orderly manner and/or seek cover at the nearest safe location.

Events that are postponed, due to inclement weather or otherwise, must be completed by the originally approved event time.  The Town of Knightdale may consider a partial refund of Facility Fees, due to time lost from inclement weather.

Approval Schedule: Notifications regarding approval or conditional approval will be made within 60 days of submitted Class 4 Special Event Applications, within 45 days of submitted Class 3 Special Event Applications, or within 30 days of submitted Class 2 and Class 1 Special Event Applications.

Revocation of Approval: The Town shall have the authority to revoke the Special Event Approval upon violation of the conditions set forth herein.  Other conditions for revocation of approval include, but are not limited to:

  • The application contains false or misleading information or does not set forth all of the information requested, or
  • The Special Event is operated in such a manner as to create a public nuisance or to constitute a hazard to the public health, safety and welfare, or
  • The applicant and/or sponsor of the event has failed to obtain and maintain any health, business or other license or permit required by law for the activities carried on during the Special Event, or
  • The applicant and/or sponsor of the Special Event has violated or is attempting to violate any of the terms and conditions of this Article, or
  • Unapproved changes to the event, scope, layout or otherwise from the approved version of the event.

Insurance:  A Certificate of Insurance for the organization is required and due at the time of application submission and must meet the minimum set forth below:

  • Maintain Commercial General Liability to protect the Applicant against any and all injuries to third parties, including personal injury and property, and special and consequential damages, resulting from any negligent action, omission or operation by the Applicant, its officers, employees, agents and contractors or otherwise in connection with the event described herein. This insurance shall provide bodily injury and property damage limits of not less than $1,000,000 for each occurrence, respectively, and shall provide at least $5,000 in Medical Expenses (Med Pay) coverage. The minimum liability coverage required may be increased depending on the nature of the services provided.
  • If event participant age group includes preschool (0-5), youth (5-11) and/or teen (12-17) the instructor or business must maintain Sexual Molestation Liability of not less than $1,000,000 per occurrence.
  • Maintain owned, non-owned, and hired Automobile Liability insurance, including property damage insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the applicant associated with the Event. In addition, all other mobile equipment used by the Applicant in connection with the event, will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy. This insurance shall provide bodily injury and property damages limits of not less than $1,000,000 combined single limit/each accident.
  • All insurance policies by endorsement or otherwise shall include the Town of Knightdale as an additional insured party. Certificate Holder should be the Town of Knightdale mailing address:

Town of Knightdale
950 Steeple Square Court
Knightdale, NC 27545

Hold Harmless Clause: Permittee/organization hereby shall assume all risks incident to or in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind or nature, to person or property, directly or indirectly, arising out of or in connection with the permitted activity or the conduct of permittee(s) operation. Permittee hereby expressly agrees to defend and save the Town of Knightdale harmless from any penalties for violation of law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with the permitted activity or conduct of its operation or resulting from the negligence or intentional acts or omissions of permittee or its officers, agents, and employees.

Rules:  All applicants must adhere to Town ordinances and posted park/facility rules, with exception of any items extended by written permission only.

The following activities are prohibited for all Special Events:

  • The closing of public rights-of-way (unless required and supervised by the Knightdale Police Department)
  • The erection of temporary fencing
  • Event admission, or registration fees (unless it is a fundraiser event operated by a registered non-profit organization or service organization)
  • Vendor participation fees
  • Firearms (unless specifically permitted by State law)
  • Events longer than seven hours, including set-up, break-down, and clean-up
  • Events that take place outside of facility hours
  • Overnight storage
  • Fireworks and explosives
  • Open flames (unless approved by the Fire Department during review)
  • Smoke/fog generating equipment or apparatus
  • Glitter and rice
  • Alcohol
    • Alcohol sales, consumption and possession are prohibited on Town property unless approved by the Town Council.   Event organizers must also acquire all required permits from the North Carolina Alcohol Beverage Commission.
  • Tobacco
  • Illegal Substances
  • Gambling
  • Vulgar language
  • Any items to be affixed to the facility, except with non-damaging fasteners
  • Construction or installation of temporary structures other than tents or canopies

Discrimination: The applying organization, association, or entity shall not discriminate or advocate discrimination on account of race, color, religion, creed, national origin, age, sex, or disability.

Political Groups: Political groups and/or events are not permitted.

Protests, Picketing, and/or Public Demonstrations:  This policy does not pertain to protests, picketing, and/or Public Demonstrations. 

Trash Receptacles: The event organizer is responsible for requesting trash receptacles from the Town of Knightdale.  It is the event organizer’s responsibility to deposit any trash into appropriate trash receptacles and ensure additional trash receptacles are moved to the designated collection location following the event.  Failure to do so will result in the forfeiture of the deposit.  If the size of the event warrants additional receptacles, it will be the event organizer’s responsibility to make all arrangements and pay any fees applicable for any additional equipment or services. 

Portable Restrooms:  Portable restrooms may be required for all events with anticipated attendance of 500 or more.  Portable restrooms may also be required based on the facility.  Please contact Knightdale Parks and Recreation for details. 

Sound:  Sound equipment is not provided.  The use of a sound system during an event must be indicated in the Special Event Application.  All sound equipment must follow Sec. 84.04 of the Code of Ordinances.

Modification of Policies:  The Town reserves the right to waive, modify, and/or amend said policies, partially or in its entirety, at any time solely at the Town’s discretion.