2. Check List for Hosting Special Events

SECTION 2

CHECKLIST FOR HOSTING SPECIAL EVENTS

Six Months Prior to Hosting a Special Event
Reserve a venue. Contact the Codes and Regulations Department/Permits and Licenses Division if you would like to host your festival or event in a Louisville Metro owned venue.
(See Venues, Section 22)

Three Months Prior To Hosting a Special Event
Contact the Codes and Regulations Department/Permits and Licenses Division to request a Special Event Permit application package and a copy of the "Louisville Special Events Handbook."

Prepare a Special Event Permit application to submit to the Codes and Regulations Department/Permits and Licenses Division no later than 90 days before your festival or event.

Request city services, resources and rentals on your application that you think you might need for your event.
(See Rentals, Section 14)

Obtain all appropriate insurance for your Special Event. Certificates of Insurance required from event producers, fireworks and pyrotechnics vendors, food and alcohol vendors, carnival ride and inflatable operators, etc., must be submitted to the Codes and Regulations Department/Permits and Licenses Division along with an applicant's Special Event Permit application and approved by Louisville Metro Risk Management Division.
(See Insurance Requirements, Section 12)

Prepare applications for all other permits and licenses required for your particular Special Event:

Temporary Alcoholic Beverage License - If you plan to serve or sell alcoholic beverages at your event, you must submit an application for a Temporary Alcoholic Beverage License to the Codes and Regulations Department/Permits and Licenses Division and the Kentucky State Alcoholic Beverage Control Commission, along with a required Certificate of Insurance in the amount of $1,000,000.
(See Alcoholic Beverage Control, Section 3; Insurance Requirements, Section 12)

Health Permit - If you plan to serve or sell food or drinks at your event (other than pre-packaged), you must submit an application for a Health Permit to the Louisville Metro Department of Public Health and Wellness.
(See Health Permits, Section 11)

Fireworks/Pyrotechnics Permit - If you plan to have fireworks or pyrotechnic displays at your event, you must submit an application for a Fireworks/Pyrotechnics Permit to the Codes and Regulations Department/Permits and Licenses Division, along with a $175 application fee and proof of insurance.
(See Fireworks and Pyrotechnic Displays, Section 10)

Carnival Rides and Inflatables Permit - If your event will include carnival rides or inflatables, you must submit an application for a Carnival Rides and Inflatables Permit and proof of insurance to the Codes and Regulations Department/Permits and Licenses Division, which must be approved by Louisville Metro and by the Kentucky Department of Agriculture's Office of Regulations and Inspections at least 30 days prior to an event.
(See Carnival Rides and Inflatables, Section 6; Insurance Requirements, Section 12)

Master Vendor Permit - If you plan to create boundaries around a specific event area, and/or if you plan to control all vending within that designated event area, you must submit an application to the Codes and Regulations Department/Permits and Licenses Division for a Master Vendor Permit.
(See Vending, Location and Conveyance Permits, Section 21)

Vendor ID/Tag - If you plan to allow fixed or mobile vendors at your event, the event producer must submit a Personal Conveyance Permit to the Codes and Regulations Department/Permits and Licenses Division. Along with an application for a Master Vendor Permit, the event producer must submit a list to the Codes and Regulations Department/Permits and Licenses Division of all those authorized vendors within the boundaries of the Special Event.
(See Vending, Location and Conveyance Permits, Section 21)

Tent or Temporary Structure Permit - If you plan to erect at least one tent or temporary structure over 200 square feet in size (if closed in) or over 400 square feet in size (if open-sided), you must submit an application to the Codes and Regulations Department/Permits and Licenses Division for a Tent or Temporary Structure Permit and attach a Certificate of Flame Resistance and Site Map, showing the location of the tent(s). If a tempory object/structure(s) is to be placed in the right of way, event orgainizer must contact Department of Public Works at 502-574-5810 for application and regulations.
(See Tent or Temporary Structures, Section 20; Site Maps, Section 18)

Electrical Permit - If your event needs electrical service for booths, cooking equipment, lighting, sound systems, etc., you must submit an application to the Codes and Regulations Department/Permits and Licenses Division for an Electrical Permit. Electrical service at special events must be inspected and approved by the Electrical Maintenance Section of the Louisville Metro Public Works Department.
(See Electrical Services, Section 8)

Street Closing - If you need to close streets to host a block party or event, you must submit an application for a Special Event Permit to the Codes and Regulations Department/Permits and Licenses Division. You will need to rent, place, transport and remove barricades as well.
(Note: while event organizers are responsible for paying the costs of all barricades and signage, the Louisville Metro Police Department will determine the placement of all barricades and signage.)

Neighbor Notification - If your event is going to require street closings, traffic or bus route changes or other features that will affect the public, it is the event organizer's responsibility to notify all affected neighbors and businesses and prepare and distribute a press release and a Site Map to local media outlets before the event. (See Street Closing, Section 19; Block Parties, Section 5; Barricades, Section 4; Site Map, Section 18.)

Parade - If you plan to host a parade, walk, road or foot race, rally or public gathering in Louisville Metro you must file for an event permit with the Codes and Regulations Department/Permits and Licenses Division. A site map must be attached to both applications before submitting them to the Codes and Regulations Department/Permits and Licenses Division. By city ordinance, the Louisville Metro Police Department must approve all Event Permits before they are issued by the Codes and Regulations Department/Permits and Licenses Division.
(See Parades, Walks, Races, Rallies and Public Gatherings, Section 13)

Signs and Banners Permit - If you want to work with Louisville Metro Public Works Department to install signs or banners promoting your event on light poles or in public rights-of-ways, you must obtain a Signs and Banners Permit from Louisville Metro Public Works Department.
(See Signs and Banners, Section 17)