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Special Event Form

  1. TC Police Dept Logo Navy- Color w Transparent Background

  2. Anyone requesting to host an event on public property needs to submit an application. Public events include road races, block parties, festivals, and parades. They can have entertainment, games, and food and beverages. To hold a public event, you may need to get permitted through several departments in the Town. Give yourself plenty of time to apply. You must apply at least 30 days before a big event, or two weeks before a smaller one. Anyone approved to hold a public event must follow the Town's rules and regulations.

  3. SUMMARY OF EVENT

  4. DESCRIPTION

  5. Event Category*

  6. Anticipated Attendance

  7. Anticipated Participants

  8. DATE / TIME

  9. CONTACT INFORMATION

  10. Is this an annual event?

  11. Is your event part of a larger marketing campaign?

  12. APPLICANT AND HOST ORGANIZATION

    A written communication from the Chief Officer of the Host Organization authorizing the applicant and/or professional event organizer to apply for this Special Event Permit on their behalf must be submitted with your permit application.

  13. ORGANIZATION STATUS / PROCEEDS / REPORTING

  14. Is the Host Organization a commercial entity?

  15. Is the Host Organization a bona fide tax exempt, nonprofit entity? If yes, you must attach to this application a copy of your IRS 501(C) tax exemption letter providing proof and certifying your current tax exempt, nonprofit status.

  16. Are patron admission, entry or participant fees required?

  17. Are vendor fees required?

  18. SITE PLAN / ROUTE MAP

  19. Your event site plan/route map should be submitted in blueprint or CAD format and include but not be limited to:

  20. NARRATIVE

  21. SECURITY PLAN

  22. Have you hired a licensed professional security company to develop and manage your event’s security plan?

  23. MEDICAL PLAN

  24. Have you hired a licensed professional emergency medical services provider to develop and manage your event’s medical plan?

  25. ACCESSIBILITY PLAN

    This checklist is intended to serve as a planning guideline and may not be inclusive of all City, County, State and Federal access requirements. You may attach more detailed information if necessary.

  26. Will there be a Clear Path of Travel throughout your event venue?

  27. Have you developed a Disabled Parking and/or Transportation Plan (including the use of public transportation or shuttle services) for your event?

  28. Will a minimum of 10% of portable rest rooms at your event be accessible?

  29. Will all food, beverage and vending areas be accessible?

  30. Will all signage be provided in highly contrasting colors and placed so pedestrian flow will not obstruct its visibility?

  31. If telephones are provided, will at least one telephone at each phone bank have a volume control and is hearing aid compatible?

  32. If an information center is provided at your event will customer service representatives be available to assist disabled individuals?

  33. If all areas of your event venue cannot be made accessible will maps or programs be made available to show the location of accessible rest rooms, parking, phones (if any), drinking fountains, and first aid stations?

  34. PARKING AND SHUTTLE PLAN

  35. Will your event involve the use of a parking and/or shuttle plan?

  36. SAFETY EQUIPMENT

  37. Will your event involve the use of traffic safety equipment?

  38. ENTERTAINMENT AND RELATED ACTIVITIES

  39. Are there any musical entertainment features related to your event?

  40. If yes, complete the following information or provide an attachment listing all bands/performers, type of music, sound check and performance schedule.

  41. Will sound checks be conducted prior to the event?

  42. Will sound amplification be used?

  43. Do you plan to have a patron dance component to either live or recorded music at your event?

  44. Will inflatables, hot air balloons or similar devices be used at your event?

  45. Does your event include the use of fireworks, rockets, lasers, or other pyrotechnics?

  46. Will your event include the use of any signs, banners, decorations, or special lighting?

  47. Will there be massage activities at your event?

  48. Do your event plans include any casino games, bingo games, drawings or lottery opportunities?

  49. ALCOHOL

  50. Does your event involve the use of alcoholic beverages?

  51. If yes, please check all that apply

  52. FOOD CONCESSIONS OR PREPARATION

  53. Does your event include food concession and/or preparation areas?

  54. Do you intend to cook food in the event area?

  55. If yes, please specify method

  56. CONCESSIONAIRES

  57. Will items or services be sold at your event?

  58. Will items or services sold at your event present unique liability issues (e.g. body piercing, massage, animal rides, etc.)?

  59. PORTABLE REST ROOMS

    You are required to provide portable rest room facilities at your event, unless you can substantiate the sufficient availability of both ADA accessible and nonaccessible facilities in the immediate area of the event site which will be available to the public during your event. All applicants hosting an event must follow the chart below to determine the amount of restrooms needed.

  60. Duration of Event

    Duration of Event

  61. Do you plan to provide portable rest room facilities at your event?

  62. SANITATION AND RECYCLING

  63. MITIGATION OF IMPACT

  64. Have you presented your event concept to the officially recognized community groups that represent the venue area? If yes, please attach letters of endorsement or support from each of these groups.

  65. Have you meet with the residents, businesses, places of worship, schools and other entities that may be directly impacted by your event? If yes, please attach a complete list of these entities.

  66. Do you have a sample of the notice that you propose to distribute two weeks prior to your event? If yes, please attach.

  67. MARKETING AND PUBLIC RELATIONS

    Primary Contact for Communications: Jill Lind, 682-237-2987, jlind@trophyclub.org

  68. Will this event be marketed, promoted, or advertised to the general public in any manner?

  69. Are you seeking to partner with the town for this event?

  70. If yes, you must contact Jill Lind, Communications & Marketing Manager at jlind@trophyclub.org All marketing/communication materials must be approved by the Communications & Marketing Manager.

  71. Will there by live media coverage during the event?

  72. Do you have a plan to control or limit the placement and/or distribution of promotional signage, stickers, and other items?

  73. INSURANCE REQUIREMENTS

  74. AFFIDAVIT OF APPLICANT

    I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief that I have read, understand and agree to abide by the rules and regulations governing the proposed Special Event under the Trophy Club Municipal Code and I understand that this application is made subject to the rules and regulations established by the Town Council and/or the Town Manager or the Town Manager’s designee. Applicant agrees to comply will all other requirements of the Town, County, State, Unified Port District, MTDB, Federal Government, and any other applicable entity which may pertain to the use of the Event venue and the conduct of the Event. In the event that a possessory interest subject to property taxation is created by virtue of this use permit, I agree to pay all posses-sory interest taxes and the Town shall not be liable for the payment of such taxes I further agree that the payment of any such taxes shall not reduce any consideration paid to the Town pursuant to this use permit. I agree to abide by these rules, and further certify that I, on behalf of the Host Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the Town of Trophy Club.

  75. FOR INTERNAL USE

    To be determined by the Special Event Review Committee:

  76. Liability Insurance & Endorsement Agreement naming the Town of Trophy Club as additional insured is required.

  77. Town of Trophy Club SPECIAL EVENT REVIEW COMMITTEE APPROVAL:

  78. Save a copy to your files.

  79. Leave This Blank:

  80. This field is not part of the form submission.