Special Events Handbook

Welcome to the City of Louisville! Louisville Metro Government (LMG) and the Office of Special Events (OSE) are committed to providing local and visiting events with the highest quality of service and customer care. Hosting your event here means dedicated staff and resources are available to support and accommodate your needs.

The Office of Special Events, along with supporting Metro agencies, have re-evaluated the cities’ Special Events program and made some much needed improvements. By doing so, you are now offered a product and service that ensures your event is affordable, efficient, and safe!

The Special Events Handbook is a tool to educate all event producers about Louisville Metro Government’s process for approving events, available resources and its expectations for producing an event within the Louisville Metro area. The OSE team values your input and welcomes all comments and suggestions for continuous improvement.
 

INFORMATION ON BRIDGE CONSTRUCTION TRAFFIC


ASSESSED FEES
SPECIAL EVENTS CHECKLIST
PERMITS
EVENT TYPES AND SUPPLEMENTAL REQUIREMENTS
SUPPORTING AGENCIES FOR SPECIAL EVENTS

Special Events Applications



Applications  
Below are PDF files for special events:  
Special Events Permits Application (ONLINE APPLICATION) Pyrotechnic Application 
Notification of Party Petition Auto Sales Application
Temporary ABC License Application and Instructions  Tent Permit Application
Master Vendor Application  View City Special Events Calendar
Event Recycling Guide View street closures for special events
How to create a Map for your Application  
Link to LOJIC.org  
  You will need Acrobat Reader to view. To download and install Acrobat Reader for free click here.
   

 

Special Event Application must be submitted manually or online.:

  • When hosting an event for (25)+ attendees;
  • 90 days prior to the event start date;
  • When (2) or more city services are needed;
  • When an event will affect the city streets, sidewalks, or Louisville Metro Government property;
  • When displaying fireworks, selling food and alcoholic beverages, closing streets, bagging meters and using large tents (additional licenses and permits are required).

Accordingly, site maps must accompany all Special Event applications.  A site map must clearly define the event area being permitted and include all of the following, if and when applicable:

  • All affected streets, alleys and rights-of-way, including those that will be closed;
  • Alternate routes for traffic and buses, if streets are going to be closed;
  • Designated entrances and exits;
  • Designated parking areas;
  • List locations of installed signage and banners
  • List locations of all barricades, traffic control devices, erected tents and temporary structures, participating vendors - fixed and mobile, dumpsters, recycling and trash receptacles, tables (picnic) and seating layout
  • Placement of stage(s), signs and banners, permanent and portable restroom facilities;
  • Sources of electrical supply and service, including permanent electrical power sources and portable generators.

 

Once the application is completed, submitted for review and the application processing fee is paid, the OSE will send a copy of the application and all supporting documents to the respective Metro agencies for review and approval. The respective agencies have (10) business days to review the application and prepare a cost estimate, after which the OSE will issue a Special Events Permit to the event producer. Permits can be emailed and/or picked up in the Office of Special Events. If the application is denied, the event producer will be contacted as soon as possible and no later than (10) business days prior to the scheduled event date and advised regarding next steps.

ONLINE CALENDAR

The OSE maintains an on-line calendar containing information about festivals and events in the Louisville Metro area and posts approved events to the website the first of each month. Special Events - Road Closures.

View City Events Calendar

ENFORCEMENT OF SPECIAL EVENTS

The Office of Special Events ensures all city permitted events adhere to the policy set forth with the primary administrative citing responsibility resting with it and any other enforcement agency (i.e. Louisville Metro Police, Louisville Fire department etc.). It is the responsibility of the event producer to operate under the terms and conditions of the approved permit abide by the Louisville Metro Code of Ordinances and Chapter 100, Parades & Public Assemblies.

APPEALS PROCESS FOR DENIED EVENT APPLICATIONS

If an event application is denied, an event producer has the right to appeal in writing, within (5) business days of the notice of denial to: the Office of Special Events. (up)

 

ASSESSED FEES

Application processing fees are due in advance before the application is processed.

 

Type

Event Type

Fee

[1]Insurance Required

Application

Submittal

Class A

5,000 participants +

$75

Yes

90 days

Class B

500 – 5,000 participants

$75

Yes

90 days

Class C

Less than 500 participants

$40

[2]No

60 days

Class D

Pyrotechnics and Fireworks

$175 - $200

Yes

60 days

Class E

Auto Sales

$50

No

14 days

Class F

25 participants +

$40

No

60 days

 

 

METRO AGENCY BILLING

Any and all outstanding fees from a previously held event must be paid before a newly submitted Special Events permit application is reviewed or approved. This includes penalty and administrative costs. Pursuant to all Louisville Metro ordinances and policies, each department will assess fees for requested services and provide a cost estimate to the event producer within (10) business days from when the OSE receives the application. Upon receipt of the invoice, the event producer has (14) business days to submit 50% of the total cost due for event services payable to OSE. Once payment is received and the application is approved, services will be rendered. Once all service work orders are closed, a complete invoice will be submitted to the event producer and the remaining balance due no later than (30) business days after the invoice is sent payable to Office of Management and Budget (OMB).

CANCELATION

Application fees are non-refundable and are forfeited if an event is canceled or if the event application is denied.  The Office OMB will refund 25% of total event service fees for events canceled (30) or more business days prior to the scheduled event.  If an event is canceled less than (30) business days ahead of the scheduled date, no refund will be granted.  Should Louisville Metro Government cancel or postpone an event, a full refund will be remitted to the event producer. All refunds will be received within (30) business days.

DAMAGE & CLEAN-UP

The OSE will apply a damage deposit fee prior to issuing an event permit. The damage deposit, net of any event related damage cost, will be returned to the event producer within (14) business days after the event area has been examined by the respective Metro agency. Damage or clean-up costs exceeding deposited amounts will be billed to the event producer.

 

Damage Deposit fees

 

               Type

Status

Fee

Class A

Good standing

$500

Class B

Conditional standing

$1,000

 

      

Louisville Metro Office of Special Events

444 South 5th Street, Ste. 200

Louisville, KY  40202

(502) 574-3591

                                                                                                                     (up)

 

 

SPECIAL EVENTS CHECKLIST

☐CERTIFICATES OF INSURANCE/PERMITS AND LICENSES

All appropriate insurance, permits and licenses must accompany the Special Event application.  Accordingly, if a festival or event is going to be held on public property and/or Metro property with over 500 participants, then the event producer must comply with the following requirements before an event application is reviewed, approved and a permit is issued.

General Liability:

Event producers, businesses and not-for-profit entities must submit a Certificate of Insurance providing proof of a commercial General Liability Insurance policy, written on an occurrence basis for bodily injury, personal injury, and property damage, including products/completed operations liability, with a minimum limit of liability of $1,000,000 per occurrence / $2,000,000 aggregate.  The event producer and its vendors must list Louisville/Jefferson County Metro Government as an additional insured on all commercial General Liability policies.

☐Personal Liability:

      An event producer is not a business or not-for-profit entity, but is an individual who expects more than 500 participants at the event and/or intends to serve or sell alcoholic beverages at the event, or have inflatables, the event producer must submit a Certificate of Insurance providing proof of personal liability insurance, through either a homeowners policy or other Liability Insurance policy, in an amount not less than $500,000 combined single limit per occurrence. If alcohol is going to be served or sold by an individual event producer, regardless of the size of the event the Certificate of Insurance must specify that Incidental/Host Liquor Liability coverage is provided for that particular event, and specify the date of the event. Accordingly, if the same individual event producer decides to hire a vendor to service or serve or sell alcoholic beverages, rather than providing the alcohol themselves, they must follow the instructions under Liquor Legal Liability Insurance. The same individual event producer, when using a vendor to provide carnival rides or inflatables, must also obtain General Liability Insurance from the vendor.

Louisville Metro’s insurance disclaimer

All event related insurance policies must state that Louisville Metro with reasonable notice to event producers,  reserves the right to require insurance of event producers and/or vendors for activities other than those specifically mentioned, or to increase the minimum acceptable limits of liability.

All Certificates of Insurance required for an event must be submitted by event producers at least (30) business days prior to the event. Approval of insurance by Louisville Metro does not in any way relieve or decrease the insurance liability of an event producer or vendor. Louisville Metro does not represent the specified limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liability of the event producer or vendor. All insurance must be placed with insurance companies with an AM Best rating of no less than A-VI unless special approval is obtained from Louisville Metro Risk Management Division. 

Insurance & Liability

Risk Management Division
611 W. Jefferson Street
Louisville, KY 40202

(502) 574-1388

 

☐Temporary Alcoholic Beverage License:

If an event producer plans to serve or sell alcoholic beverages at an event, the event producer must submit an application for a Temporary Alcoholic Beverage License to the Metro Louisville Forward 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 per occurrence / $2,000,000 aggregate.

☐Liquor Legal Liability:

If an event producer has a business which manufactures, distributes, sells, or serves alcoholic beverages, and intends to serve or sell alcoholic beverages at an event, the event producer must submit a Certificate of Insurance providing proof of a Liquor Legal Liability Insurance policy or properly endorsed General Liability policy. Accordingly, if an event producer hires a vendor to serve or sell alcoholic beverages, rather than providing the alcohol themselves, they must submit a Certificate of Insurance from the vendor providing proof of a Legal Liability Insurance policy or properly endorsed General Liability policy.

In either case, the minimum acceptable limit of liability of $1,000,000 per occurrence / $2,000,000 aggregate applies. This requirement applies to the business or group which serves or sells the alcohol. The firm which is required to supply the Liquor Legal Liability Insurance policy must list Louisville Metro Government and any Metro owned venues hosting an event as additional insured on the policy.

☐Host Liquor Liability Coverage:

If an event producer is a business which does not manufacture, distribute, sell or serve alcoholic beverages but intends to serve or sell alcoholic beverages at an event, the event producer's commercial General Liability policy should not include the ISO Form CG 2150 0989 -- liquor liability exclusion amendatory endorsement or similar exclusion limiting coverage for serving or selling alcoholic beverages. Accordingly, if this same event producer decides to hire a vendor to serve or sell alcoholic beverages, rather than providing the alcohol themselves, they must follow the instructions under Liquor Legal Liability Insurance.

If an event plans to serve and/or sell alcoholic beverages of any kind, a Temporary Alcoholic Beverage License must be obtained from the Louisville Metro Codes & Regulations Department/Licenses and P Division following approval from the Kentucky Alcoholic Beverage Control Commission.

Alcohol Beverage Control

Louisville Metro Codes & Regulations
Licenses and Permits Division
444 S. Fifth Street, Ste. 200
Louisville, KY 40202
(502) 574-3591
(502) 574-5245 fax

Kentucky State Alcoholic Beverage Control
1003 Twilight Trial
Frankfort, KY 40601
(502) 564-4850
(502) 564-1442 fax
                                                                                                       

www.abc.ky.gov                                                                                                                           (up)

abc.info@kentucky.gov                               

 

 

PERMITS

☐Carnival Rides and Inflatables:

If an event includes carnival rides or inflatables on Metro property, a Certificate of Insurance must accompany the application from the carnival ride or inflatable company stating Louisville/Jefferson County Metro Government is added as an additional insured.  Accordingly, if events are held on Waterfront or Belvedere property, these entities must also be included as additional insured along with proof of commercial General Liability Insurance.

☐Electrical:

If an event needs electrical service for booths, cooking equipment, lighting, sound systems, etc., the event producer must submit an application to the Louisville Forward 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 & Assets Department.

Electrical Maintenance

636 E. Gray St.

Louisville, KY 40202

(502) 574-3261

☐Fireworks/Pyrotechnics:

An event producer must submit the following to the Office of Special Events for fireworks or pyrotechnic displays:

  • An application which includes a $175 processing fee
  • Proof of insurance
  • Shooter’s Resume
  • Signed pyrotechnic permit sheet
  • Synopsis
  • Site map of the display area
  • Updated Alcohol, Tobacco, Firearms (ATF) license

 

The application, processing fee and the required documents will be forwarded to the Fire Division having jurisdiction for inspections.   A Certificate of General Liability Insurance is required, provided by the licensed or approved surplus lines insurer in Kentucky with a satisfactory AM best rating and be in effect for the duration of the event.  Required minimum insurance limits are $1,000,000 per occurrence / $2,000,000 aggregate with the following specific additional insured language required by Ordinance: “Louisville/Jefferson County Metro Government, its officials, executives, employees and agents, along with Fire Chief ___(insert name of Fire Chief)_____, ____(insert name of Fire District)___, and their officials and personnel are named as additional insureds for the named insured’s  general liability coverage as respects the      (insert date of display)    fireworks display at ____(insert street address of event)  , Louisville” Fees will be applied according to the Fire Marshall’s inspections. [3]If the event requires a fire apparatus and stand-by crew, either in the urban or suburban area, the following are available for a fee:

  • Fire Apparatus
  • Officer
  • Operator
  • Firefighter
  • Firefighter/EMT

 

Accordingly, if an event producer intends to display fireworks or pyrotechnics and obtains a Fireworks or Pyrotechnics Permit from the Louisville Division of Fire or the Fire District having jurisdiction, or contracts with a fireworks/pyrotechnic vendor who obtains the required permit, the following is required:

  • Minimum combined single limit of liability for all displayers is $1,000,000 per occurrence / $2,000,000 aggregate (amount may be increased at the discretion of Risk Management based on potential risk associated with the event);
  • The firm that actually launches the fireworks must provide a Certificate of General Liability Insurance with a minimum limit of liability of $1,000,000 per occurrence / $2,000,000 aggregate.

 

Louisville Fire Department
1135 W. Jefferson Street
Louisville, KY 40203

(502) 574-3701       

                                                                                                                               

☐Health:

[4]If food or drinks will be served at an event, an application for a Health Permit​ must be submitted to the Louisville Metro Department of Public Health and Wellness.

[5]Accordingly, if food or drinks (other than pre-packaged) will be sold or served at an event, event producers or individual vendors must obtain a Health Permit from the Louisville Metro Department of Public Health & Wellness. The Health Permit must be obtained and submitted to the Louisville Metro Louisville Forward Department, Permits and Licenses Division before a Special Event permit is issued. 

Public Health & Wellness

Louisville Metro Department of Public Health and Wellness
400 E. Gray Street
Louisville, KY 40202

(502) 574-6520

Master Vendor /Vendors:

If an event producer wants total vending control of an event on Metro or private property, the following is required:

  • Submission of a Master Vendor application Vendor Application Form (PDF) along with a $75.00 application processing fee;
  • Include with the application, a total count of all participating vendors;
  • Provide the vending boundaries.

A Master Temporary Location Permit is recommended for all major special events. The permit holder will control what vendors sell within the event boundaries and will be responsible for ensuring all vendors within the event boundaries are in compliance with all permitting and other legal requirements including, but not limited to:

  • Obtaining Personal Conveyance and Health Permits;​
  • Obtaining a tax ID number from the Commonwealth of Kentucky Department of Revenue;
  • Registering with the Louisville Metro Revenue Commission.

 

Food Trucks:

[6]Special Event Food Truck:

A Special Event permit is required for food truck vendors when requesting a specific location and time on city right-of-way for a public event. All food trucks have three options to block a specific parking area for business.

  1. Pay Meter up to (4) hours of parking time.
  2. Apply for a $25.00 Parking Permit.
    1. Permit if for Buses
    2. Food Trucks
    3. Vending Mobil Vehicles
    4. Limos
  3. Apply for a $40.00 Events Permit.
    1. Must with hold an event  - with a restaurant, festival, special occasion    
    2. All Event Permits are issued to a producer
    3. Producer of the Event must be present for the listed above occasions.
    4. When requesting a Special Events Permit – there must be (2) or more Trucks associated with the event.

        

Louisville Metro Office of Special Events

444 South 5th Street, Ste. 200

Louisville, KY  40202

(502) 574-3364

 

Mobile Food Truck Vendors:

Food truck vendors may contact PARC when needing to bag meters.

Louisville Metro Public Works & Assets Department

Permit Division
444 S. Fifth Street, Ste. 100
Louisville, KY 40202

(502) 574-3121
(502) 574-3310 fax

www.louisvilleky.gov/publicworks

 

Additional vendor information

  • If a vendor has purchased a license prior to a major event taking place, the vendor must contact Louisville Forward before the scheduled event to ensure availability of the desired locations;
  • If a major event overlaps a vendor’s desired location, the vendor will be required to get permission from the Master Vendor, and pay an additional $20.00 vendor fee in advance;
  • Any vendor selling unpackaged food or drinks must also apply for and receive permits from the Louisville Metro Department of Public Health and Wellness.

Vending Location and Personal Conveyance:

If an event takes place on public property (i.e. public streets and rights-of-ways) and is used to vend products, food or drinks, the following is required:

  • Submission of a Special Events Permit application along with Vendor Application Form (PDF)
  • A permit for each fixed location and mobile vendor within an event's boundaries;
  • The vending permit identification card must be posted in a conspicuous location at a fixed location accessible to inspectors from the Louisville Forward Department/Permits and Licenses Division;
  • The vendor permit identification card must be worn by each mobile-vendor during an event;
  • The permit fee paid by an event producer will be determined by the number of fixed vendors and mobile vendors  listed on the Master Vendor Permit application;
  • It is the responsibility of an event producer to collect the appropriate permit fee from each vendor.

          

Louisville Metro Office of Special Events

444 South 5th Street, Ste. 200

Louisville, KY  40202

(502) 574-3591

 

  ☐Private Event Building Code:

As of November 19, 2013, private events using temporary structures not open to the public, whether on public or private property, that do not charge an admission fee and will be occupied by less than 1,000 occupants, do not require Special Events tent permits.   

Pole Banners:

If pole banners are needed for a special event, the following is required:

  • Submission of a pole banner permit application along with a $25 application processing fee;
  • A signed Hold Harmless Clause must accompany the application;
  • Art work must be reviewed for approval and meet specifications;
  • Pole banners must display the city seal;
  • Banners are not permissible above entrances, exits or where there is a steady flow of vehicle traffic.

[8]Tent or Temporary Structures:

If an event producer is using tents or temporary structures, the following is required:                       

  • Submission of a tent or temporary permit application along with a $125.00 application processing fee;
  • A Certificate of Flame Resistance;
  • Site map and staking plan;
  • Contact the Department of Public Works & Assets when tents or temporary structures will be placed on the right-of-way.

                  A structure 500 sq. ft. or larger with closed sides

                 A structure 700 sq. ft. or larger with open sides

Once the application and the supporting documents have been submitted and reviewed, the Department of Louisville Forward will inspect:

  • All structures to ensure proper installation and safety regulations are in accordance with the Kentucky Building Code;
  • All electrical panels, connections, cooking and heating fuel (storage distributions).
  • Any tent used while cooking must be made of flame retardant material and have a label that has a National Fire Protection Associations (NFPA) approved fire retardant listing;
  • All cooking and open flame operations must have a fire extinguisher that is approved for that operation on site;
  • All deep fat cooking operations must have a type "K" fire extinguisher on site;
  • No tent used for cooking is permitted within (20) feet of any non-rated tent or any combustibles.

Louisville Metro Public Works & Assets Department/ Temporary Structures on the Right-of-Way

Permit Division
444 S. Fifth Street, Ste. 100
Louisville, KY 40202

(502) 574-3121 or (502) 574-3321

(502) 574-3310 fax

www.louisvilleky.gov/publicworks

 

☐Temporary Sale/ Display of Motor Vehicles:

The following is required for the temporary sale and/or when displaying a motor vehicle:

  • Location site map;
  • If applicable, a copy of the State License of the dealer(s) conducting the temporary sale or display
  • Certification from the Zoning Official;
  • The sale or display of motor vehicles cannot exceed (7) business days outdoors and (14) business days indoors.

 

 

Louisville Metro Office of Special Events

444 South 5th Street, Ste. 200

Louisville, KY  40202

(502) 574-3364             

                                                                                                 (up)

 

EVENT TYPES AND SUPPLEMENTAL REQUIREMENTS

☐Parade, Walk/ Run, Rally, Public Gathering Walk/Run:

☐Block Parties, Festivals, Parades, Rallies, Competition, Entertainment:

If an event producer plans to host one of the above listed events, the following is required:

  • Submission of a special event permit application along with a $25 (parade) $40 (small)  or $75 (large) application processing fee;
  • Site map indicating street closure(s) between 8am -11pm;
  • Designed route map;
  • Prepare and distribute a press release and camera-ready site map to all local media outlets for any street closings, traffic or bus route changes;
  • A petition from 75% of the affected residents/businesses stating they do not object to the street closure;
  • Documentation (i.e. fliers, letters, email, etc.) notifying affected residents and businesses;
  • Event(s) must not create traffic or safety problems;
  • Access for local traffic and emergency vehicles must be maintained at all times;
  • [10]Must provide own barricades for Louisville Metro Police Department (LMPD) placement;
  • Provide traffic control plan which includes the location(s) of posted Detour Signage for partial and full closures
  • Additional Type 2 lighted barricades after dark;
  • Event barricades and signage must be removed by the first business day following the event to ensure that Louisville Metro streets and right-of-ways are reopened to traffic as soon as possible.

 

☐Filming Production:

 

When filming in a business or residential area, the following is required:

 

  • Submission of a Special Event Permit application along with a $40 application processing fee;
  • A list of all potential filming locations;
  • Site map indicating filming sites;
  • Written notification must be provided to the affected residents and businesses;
  • Do not remove, trim or cut vegetation or trees unless previously approved by the property owner or the department of Public Works & Assets;
  • Adhere to the noise ordinance pursuant to Louisville Metro Codified Ordinance Chapter 99;
  • All sets and props must be removed immediately after use;
  • Do not trespass;
  • Louisville/ Jefferson County Metro Government reserves the right to require insurance based upon the complexity and scope of the filming production.

           

Louisville Metro Office of Special Events

444 South 5th Street, Ste. 200

Louisville, KY  40202

(502) 574-3591

 

☐Recycling and Waste Reduction Plans:

If an event is anticipating a total of 500 people or more, an event producer is required to submit a Recycling and Waste Reduction Plan with the Special Events application.  The submittal of this plan assists event producers in considering how to reduce landfill-bound waste at an event and provide an avenue for city officials to hold event producers accountable for proper disposal of recyclables and landfill-bound waste.  To learn more, please refer to the Event Recycling Guide:

 

The Recycling and Waste Reduction Plan is approved by the Division of Solid Waste Management Services and must include the following:

 

  • [12]A site map of the festival or event area, showing the location and size of recycling and garbage collection dumpsters;
  • [13]The names and contact information of individuals and/or groups responsible for managing recycling and garbage services during and after the festival or event;
  • A list of locations where all recycling and garbage collection will be transported and disposed, if recycling and garbage collection is being self-managed.

Events smaller than 500 people are strongly encouraged to follow the requirements listed above.

Required Terms During Event:

  • Recycling containers are available at a minimum 1:1 ratio with garbage containers;
  • Recycling and garbage containers are clearly labeled, easily distinguishable, and placed beside one another;
  • Recycling containers must accept (at a minimum) cardboard, mixed paper, plastic bottles and cups, aluminum cans, and glass bottles.

[14]recycling & waste management options

  • Contact Louisville Metro’s Solid Waste Management Services to determine logistics for the city to manage collection, transport, and dispose of recycled and landfill-bound materials;
  • Hire a private hauler to manage collection, transport, and disposal of recycled and landfill-bound materials;
  • Self-manage collection, transport and disposal of recycled and landfill-bound materials to an appropriate recycling processing facility and landfill.

 

Louisville Metro Public Works & Assets Department
Solid Waste Management Division
600 Meriwether Avenue
Louisville, KY 40217 

 (502) 574-3571
(502) 574-4155 fax

 

☐RESTROOM FACILITIES

Occupational Safety and Health Administration (OSHA) and the Louisville Metro Department of Public Health and Wellness require event producers provide:  one chemical-type toilet for every 500 people and one handicap chemical-type toilet per every ten units (if permanent restroom facilities are not available at an event venue) and if total number of units is less than ten, one handicap chemical-type toilet should be made available.

Portable Restroom Unit Estimator

 

 

 

Hours of Operation

No. People

1

2

3

4

5

6

7

8

9

10

1-50

1

1

1

1

2

2

2

2

2

2

50-100

2

2

2

2

3

3

3

3

3

3

100-250

2

2

2

2

2

3

3

3

3

3

250-500

2

4

4

5

6

7

9

9

10

12

500-1,000

4

6

8

8

9

9

11

12

13

13

2,000

5

6

9

12

14

16

18

20

23

25

3,000

6

9

12

16

20

24

26

30

34

38

4,000

8

13

16

22

25

30

35

40

45

50

5,000

12

15

20

25

31

38

44

50

56

63

6,000

12

15

23

30

38

45

53

60

68

75

7,000

12

18

26

35

44

53

61

70

79

88

8,000

12

20

30

40

50

60

70

80

90

100

10,000

15

25

38

50

63

75

88

100

113

125

12,500

18

31

47

63

78

94

109

125

141

156

17,500

22

44

66

88

109

131

153

175

197

219

20,000

25

60

75

100

125

150

175

200

225

250

HOW TO USE THIS CHART

Use the chart to calculate the number of portable restrooms needed for adequate sanitation conditions.

 

1.Determine the total hours of the event, and use the longest day if the event spans multiple days

2.Determine the total number of people to attend , the peak day and if the event spans multiple days

3.Plan for more if food and beverages are being served and if there are intermissions causing a surge in people seeking restrooms.

4.If alcohol is being served, add 15-20% more restrooms.

5.Don’t forget to order handicapped units and hand sanitizers for each unit.

6.Keep in mind that this is an estimate. One unit provides approximately 200 uses.

7.OSHA and the Louisville Metro Department of Public Health and Wellness require an event producer provide one chemical-type toilet for every 500 people if permanent restroom facilities are not available at an event venue.

Security and Traffic Control

It is the responsibility of an event producer to provide adequate security for an event. The type and location of the event, presence of alcoholic beverages, availability of sufficient Louisville Metro Police personnel and other factors will determine the amount of security needed at any event. Louisville Metro may require an event producer to provide private security, hire off-duty police officers or reimburse Louisville Metro for expenses it incurs by providing on-duty police officers for security, traffic control and crowd control.

The Louisville Metro Police Department and the Louisville Division of Fire or Suburban Fire District having jurisdiction will have the exclusive right and responsibility to determine the extent of police protection and private security protection at an event. The Louisville Metro Police Command Staff and Fire Marshall assigned to a particular event will have sole discretion in all matters pertaining to security, traffic and crowd control at Special Events in the Louisville Metro area.

Louisville Metro Government will not accept responsibility for providing on-duty personnel for the following:

 

Gate security
Beer/alcohol sales security
Security for VIPs and celebrities
Security for money handling
Stage security
Overnight security or security outside event hours
Private parking lot security
Security for event equipment trailers supplies, etc.

 

pre-determines routes

As a quick reference and for your convenience, LMPD has created various pre-determined route maps located ().

Traffic Control Plan

If an event requires a partial or full closure of streets located in the public right-of-way, the event producer is required to provide a [17]traffic control plan.  All traffic control measures associated with the proposed event must conform to Part-6 of the Manual on Uniform Traffic Control Devices (MUTCD), latest edition www.mutcd.fhwa.dot.gov.

 

The plan may include but, not be limited to:

  • Signage, barricades, flashing boards, cones or other commonly used traffic control devices;
  • Provide legible map showing the proposed closures (lane, road, alley or right of way) and the associated detour routes. 

When closing streets, sidewalks, alleys or other areas located within the public right-of-way for an event, the following is required: 

  • Affected residents and businesses must be notified at least (30) business days before an event;
  • Proof of notification of all residents, businesses and other affected parties must be attached to a Special Event Permit application;
  • At least 75% of all affected residents and businesses must sign a street-closing petition;
  • Signage and Meters are required upon request to close any city streets;
  • A street closing press release and camera-ready site map must be provided to local media outlets (14) business days prior to an event;
  • If an event is planned or proposed on a state maintained road, contact the Permitting Division of the Kentucky Department of Transportation, District Five;
  • Event producers are responsible for renting, placing and removing signage and other traffic control devices used for the event. 

For those events where LMPD is responsible for traffic control, a statement to that effect is required on the Special Event Permit Application.  If event organizers utilize private companies for traffic control, they may be required to use LMPD’s traffic control plan.

 

Louisville Metro Police Department
Special Operations Division/Special Events Unit
633 W. Jefferson Street
Louisville, KY 40202

(502) 574-7454
(502) 574-2149 fax

 

Second Street bridge closures

For an event producer wanting to close the Clark Memorial (Second Street) Bridge, the following is required:

  • Contact the Jeffersonville Mayor’s Office at (812) 283-6633 ext. 5116 to close the Indiana side of the bridge and obtain a permission letter;
  • Submit a State Encroachment application to close the bridge or any state-maintained right-of-way to the Department of Highways;
  • Notify the permitting division of the Kentucky Transportation Cabinet and apply for an Encroachment Permit.

Department of Highways, District Five

8310 Westport Road

Louisville, KY  40242

(502) 210-5400                                                                                                                            (up)

Supporting Agencies for Special Events

LOUISVILLE METRO EMERGENCY MEDICAL SERVICES (LMEMS)

Louisville Metro Emergency Medical Services (LMEMS) will provide EMS coverage for special events across the community.    Coverage is required per the table below. Coverage needs to be requested at least (15) business days prior to the scheduled event. By doing so, it will help LMEMS determine staff type, staffing requirements and ensure safety for all participants. Accordingly, coverage will be based on expected participants, special needs or risk factors and the nature of the event. EMS coverage must be provided at all events defined as ‘major events’.

 

Event Type

EMS Crew

5,000 participants +

1

5,000 to 15,000

2

More than 15,000

3

 

 

LMEMS reserves the right to refuse coverage at an event if minimal staffing requirements are not mutually agreed upon, or if inadequate notice is given regarding coverage needs. Event producers hiring LMEMS to cover a special event will be asked to enter into a contract that defines the following:

  • Event dates and times;
  • Number of units needed for adequate coverage;
  • Any changes in the event date, time, location, etc. must be communicated to LMEMS as soon as possible;
  • Fees will be assessed on a case-by-case basis.

EMS  Type

Description

Fee

ALS Ambulance

A dedicated, fully-equipped ambulance staffed with at least one paramedic and one emergency medical technician;

$120.00 per hour

ALS Bike Team

At least one paramedic and one emergency medical technician on bicycles (particularly useful for large crowds in areas with little or no vehicle accessibility);

$110.00 per hour

BLS Ambulance

A dedicated, fully-equipped ambulance staffed with two emergency medical technicians

$75.00 per hour

BLS Bike Team

T  No emergency medical technicians on bicycles (particularly useful for large crowds in areas with little or no vehicle accessibility).

$65.00 per hour

 

 

These services include the following:

  • The LMEMS crew will be assigned to an event and will not be available to make emergency calls outside of the event venue. Event producers will not be charged travel time to and from the event; however LMEMS will charge the standard Louisville Metro Government mileage reimbursement rate. If additional crews are required, they will be provided at their designated hourly rate.
  • LMEMS reserves the right to require the event producer to provide hydration stations (non-alcoholic beverages) at an outdoor event if the combination of temperature and humidity are 85 degrees and above. The number of hydration stations required will be based on the anticipated size of the event and expected attendance.
  • If any sort of mass casualty incident occurs at an event which causes large numbers of participants to need medical attention, the producer of the festival or event shall bear the costs of additional LMEMS personnel and equipment required at the scene according to the rates listed above.

Louisville Metro Emergency Medical Services (EMS)
437 S. Third Street
Louisville, KY 40202

(502) 574-4355
(502) 574-4372 fax

 

LOUISVILLE METRO PARKS DEPARTMENT (Parks)

 

Parks must be contacted for events being held in Metro Parks. Subject to availability, the Parks department may be able to rent its portable stage and other equipment and resources for specific public events. 

Louisville Metro Parks

Louisville Metro Parks Reservations Office

1080 Amphitheater Road

Louisville, KY  40214

(502) 386-5865

 

LOUISVILLE METRO PARKING AUTHORITY (PARC)

Meter Bagging

Parking Meters

Hours of Operation

Time

Cost

On-street Parking

Monday – Friday

After 6:00pm &   Before 7:00am

$3.00

per space

On-street Parking

Saturday & Sunday

All Day

$3.00

per space

 

 

  • For any event that occurs during normal hours of operation, (Monday – Friday, 7am to 6pm), the standard rate structure applies –(see PARC web site)

 

Louisville Metro Parking Authority (PARC)/On-street Parking

215 W. Muhammad Ali. Blvd.

Louisville, KY 40202

(502) 574-3817

www.louisvilleky.gov/PARC/

Louisville Metro Parking Authority (PARC)/Off-street Parking

Off-street Parking /Garage/Surface Lots

www.louisvilleky.gov/PARC/eventparkingform

 

LOUISVILLE METRO MAYOR’S OFFICE

Events requested to be held in the Rotunda are considered on a case-by-case basis.

 

Louisville Metro Mayor’s Office/Rotunda

Metro Hall

527 W. Jefferson St. Ste. 400

(502) 574-2003

 

LOUISVILLE METRO WATERFRONT DEVELOPMENT

 

Event producers must also submit a Special Events Permit application to the Waterfront Development Corporation if they plan to host an event at Waterfront or on the Belvedere.          

 

Waterfront Development

129 River Road

Louisville, KY 40202

(502) 574-3768

(502) 574-4111 fax                                                                                                                      (up)

 

 

Appendix

 

Solid Waste Management Best Practice Guide

Pre-determine race routes

 

[1] Insurance certificate must name Jefferson County/Louisville Metro Government as an additional insured

[2] No, unless alcohol or rides

[3] Fees are assessed per event

[4] Does not apply to events serving only pre-packaged foods

[5] Permit fees do not apply

[6] Permit is valid up to (2) months

[7] Must be 150ft away from another vending station and/or restaurant

 

[8] PRIVATE EVENT. Any event that involves the use of temporary structures which are not open to the public, regardless of whether on public or private property, and do not charge an admission fee if occupied by less than 1,000 occupants.

PUBLIC EVENT. Any event that involves the use of temporary structures which are open to the public, regardless of whether admission is charged or whether on private or public property.

 

[9] Event types include, but not limited to: arts and cultural events, conventions, conferences, college sports, neighborhood and   

    church picnics, national, religious, etc.

[10] While event producers are responsible for renting barricades and signage, the Louisville Metro Police Department will     

    determine placement

[14] Disposing of cooking oils or waste in Lou. Metro drainage sewers or sidewalk openings is enforced under Chapter 224 KRS

[15] Lou. Metro does not provide restroom facilities

[16] Chart is from the "Sanitarium & Health Official Guide & Portable Restroom Requirements at Special Events and Crowd Gatherings" from the University of Missouri-St. Louis study.
 

[17] Contact the Office of Special Events for assistance

                                                                                                                                                      (up)