Thank you for choosing Prince William County Department of Parks & Recreation (PWCDPR) for your special event. Your application requires a non-refundable $25.00 application fee payable via credit card, check or money order. Checks should be made payable to Prince William County.
Please read through this application and submit in its entirety.
- Applications should be submitted no less than 60 days in advance of the event.
- Completing the application does not guarantee or imply acceptance or approval of event or reservation of date or amenity.
- No publicity of event can occur until organizer receives written approval from PWCDPR.
- The Department will provide applicant with a response within two weeks of receipt of completed application.
- Incomplete applications or applications submitted less than 30 days prior to the event date are subject to denial.
- An event site map must be submitted with the application for races / walks. Vendor use may be denied if not included in original submission.
- A vendor list, with contact information, must be submitted with the application.
- Additional information or documentation may be required based on the type of event and/or event activities.
- Applications are reviewed in the order they are received. Fees will be assessed upon review of application.
This question requires a valid email address.
If someone else is the contact on the day of the event, please provide their name, phone, and email for communication
This question requires a valid email address.
Requested Event Date: Please allow 2 months lead time and an alternate date
23. Event Description: please attach and / or provide below, an overview of your event, intended audience and its purpose *This question is required.
Please provide estimates for the following
34. For events anticipating over 100 in attendance please include Parking Plan, Volunteer Plan, Event Layout. Athletic events or races require the following in addition to the above: Emergency Plan. A first aid station may also be required. Large scale events require Marketing Plan, Parking Plan, Volunteer Plan, Emergency Plans. * These plans are subject to be reviewed by Prince William County Public Safety Agencies (Police, Fire and/or Emergency Management).
For large events or events which pose parking or access issues for sites, additional security or additional impact fees and additional portable restrooms may be required and will be at the expense of the event organizer.
Insurance Requirements
All special events are required to have a current certificate of General Liability insurance coverage of $1,000,000 listing the PWC Department of Parks & Recreation as “Additional Insured” on the policy. (Aggregate must apply per site and not nationally in the event of a nation, multi-location festival or event).
- Insurance requirements may be increased due to the size and type of the event as deemed necessary by the PWC Risk Department.
- The insurance policy must clearly identify that the event, not the organization is covered.
- The policy must include the name, date, and location of the event.
- The insurance company should be approved by and in good standing with the Virginia Bureau of Insurance.
Prince William County Department of Parks & Recreation (PWCDPR) Special Event Agreement
- Acknowledge that all information provided in the application is correct. Changes cannot be made without written permission from PWCDPR staff.
- Permission for use is only for the date, time, and purpose stated on the application.
- Upon approval of the event, follow the written terms and conditions provided by PWCDPR.
- Provide Certificate of Insurance ten (10) business days prior to the event date.
- The PWC Chief Park Ranger will establish the required security needs for the event and if required, the applicant will provide security for the event.
- Agree to pay for all fee based services, such as: rental fees, staffing fees, alcohol fees, equipment fees, portable restroom fees, clean up fees, and field preparation fees associated with this event.
- Confirm that an event organizer will be on site at the beginning of setup and throughout the duration of the event.
- Ensure all event participants, volunteers, and spectators follow all laws, ordinances, and park rules. Please note that alcohol is prohibited without special permission and permit from PWCDPR staff and the Virginia Department of Alcoholic Beverage Control (ABC).
- Require all vendors to possess appropriate licenses, vendor permits, and insurance.
- If requested, allow PWCDPR to set up informational table promoting programs and events.
- Unless noted in agreement, permit is for non-exclusive use of the park/facility.
- Remove any private equipment, signage, etc., by the park/facility closing time the day of the event.
- Leave park/facility in same condition as found, placing trash and recyclables in provided containers.
- Agree to indemnify, protect, and hold harmless Prince William County, its officers, officials, employees, and agents from any and all claims, demands, actions, suits, damages, loss and expenses to any person or to any property arising out of or in connection with the Agreement herein for the use of the said park/facility and to pay for any costs associated with the above resulting from the use of the park/facility by the organizer or event attendees.
- PWCDPR has the right to cancel the event for any reason, but cancellation is likely if safety of participants or condition of property is at risk.
- Understand that failure to comply with Prince William County ordinances, codes, park rules, terms of this agreement and written conditions can be used as grounds for immediate cancellation of event and/or revocation of facility usage and/or loss of future privileges.
As the organizer of the Special Event described in this application, I understand that the above terms are my/our responsibilities and requirements for the event, and by submitting this application I agree to them.
37. Name of Authorized Event Representative *This question is required.
This question requires a valid email address.