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Step One

City of Winona Department of Parks and Recreation
Special Event Guidelines
This form is designed to assist event planners and City Staff toward creating a successful event. This document does not constitute approval or make guarantees in any manner.
Instructions for completing
After submitting all forms, your application will be reviewed by department staff. You will be notified if the event has been approved. Do not assume that all aspects of the event will be approved; you may be asked to make changes to your plan based on the availability of services and scheduling of other events. Therefore, do not make any arrangements for your event until approval from the city has been received.
APPLICATION PROCESS
1. Complete this event information form and submit to Park Rec.
2. Contact Park Rec to discuss event details and logistics.
3. Park Rec staff will forward a department review sheet to various city departments for final review and approval.
4. Depending on the type of event, the applicant may be required to obtain additional permits or licenses and present to City Council.
5. Upon final approval and review by the City of Winona, a permit is issued and includes certain conditions and/or restrictions for which the applicant will be responsible to meet.
EVENT INFORMATION
Name or title of Event*
Name of organization (if applicable)
Date(s) of Event
Date of application*
Date of application
Applicant's First Name*
Applicant's Last Name*
Address*
City*
State*
Zip Code*
Phone Number*
Email Address*
On-site event contact First & Last Name (if different from above)*
On-site event contact Phone Number*
Event website (if applicable)
Tax exempt number (if applicable)
Setup start time*
Event start time *
Event end time*
Breakdown end time*
Where specifically would you like to hold your event?
Are you planning a competitive event?
1. Yes
2. No
3. I'm not sure
Please indicate/describe the space you would like to hold your event.
What facilities/amenities does your event need? *
Describe the event and its community and/or cultural benefit*
How many people are expected at this year's event?*
How many people were at last year's event (if applicable)?
SITE PLANS & MAPS
Attach a detailed site map of event activity areas, restrooms, barricades, first aid stations, event management contact points, street closures, electrical needs, etc. This step is required, your application will not be submitted without it.
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Step Two

GARBAGE & RECYCLING
Remember to include these areas on your event site map.
The City does not provide street sweeping services or additional recycling or trash containers for special events. You are required to develop and implement plans that ensure the proper disposal of waste and recyclables generated by your event and its attendees. At the conclusion of the event, the venue and surrounding areas must be cleaned and returned to a condition equal to or better than the condition prior to your event. If you fail to perform adequate clean-up and/or repair damages to City property, the City will provide the services and bill the host organization at full cost recovery rates for clean-up and/or repair. Recycling: Contact Winona County to make specific arrangements for pickup and return of recycling containers. (507) 457-6468
The event is required to provide its own garbage receptacles, trash liners, and to maintain the receptacles throughout the event. The City does not provide additional garbage cans. The City will collect and remove trash bags from one central location the morning of each event date. *
1. Yes
2. No
Check "Yes" if you understand and agree to provide and maintain your own garbage cans.
You must provide additional garbage receptacles at an approximate ration of 50:1, (50 people to one 240 liter receptacle). How many receptacles will you provide?
What is the name and phone of the vendor providing the additional garbage receptacles and disposal?
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Step Four

STREET CLOSURES
Remember to include these areas on your event site map.
Do you intend to close a street?*
1. Yes
2. No
If yes, list the specific streets and describe the exact type of closure requested.
Do you plan to use fencing, barricades, or other means of crowd control?*
1. Yes
2. No
If yes, please describe*
How many City provided barricades are you requesting?
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Step Five

FOOD & ALCOHOL
Remember to include these areas on your event site map.
Do you intend to serve food at your event?*
1. Yes
2. No
If yes, describe the type(s) of food and your service plan.
Do you intend to serve alcohol at your event?*
1. Yes
2. No
If yes, describe the type(s) of alcohol and your service plan.*
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Step Six

RESTROOMS
Remember to include these areas on your site map. Depending on the size and type of your event, you may be restricted from using City-owned restrooms or be expected to pay pumping & cleaning fees.
How many permanent restrooms are on-site?*
Portable toilets should not be included in the overall number of required toilets because these must remain available to the general public after your event has concluded.
How many restroom facilities are needed using a 50:1 ratio?*
50:1 ratio is 50 participants to 1 toilet
What is the name and phone of the vendor providing the restrooms?
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Step Seven

Insurance requirements
Insurance requirements General liability insurance may be required for your event as determined by the City Clerk. Liquor Liability can be provided by whichever business/organization/non-profit that is providing the alcohol services. The insurance limits are $2,000,000 per occurrence. The certificate holder must also be listed as Additional Insured. If any city owned and/or maintained roadway or city equipment is being utilized, the city must also be listed as certificate holder. The certificate holder must be listed as The City of Winona Park and Recreation, 207 Lafayette Street, Winona, MN 55987. All food vendors and caterers are also required to provide a current copy of their General Liability Insurance.
Cancellations & Refunds
No refund if the reservation is canceled within five business days of the event. A $10 fee will be withheld if the reservation is cancelled outside of the (5) five business days of the event date.
Conclusion of event
At the conclusion of the event, the venue and surrounding areas must be cleaned and returned to a condition of equal or better than the condition prior to your event. If you fail to perform adequate clean-up and/or repair damages to City property, the City will provide the services and bill the host organization at full cost recovery rates for clean-up and/or repair.
Additional terms
The City reserves the right to revoke any permit granted for an activity that is found to be in violation of any ordinance, law, or condition of approval.
Electronic Signature Agreement*
By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
1. I agree.
Electronic Signature*
Today's Date*
Today's Date
The following fees may be applicable for your event

Leave This Blank:

1. Receive an email copy of this form.
Email address

This field is not part of the form submission.
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