Special Event Permit

Thank you for your interest in planning an event in Plain City. Special events are an important way to build community. Depending on the details of your event, you may need to obtain additional permits or approvals to ensure a well-planned and safe event. This webpage contains information that you will need to apply for a Special Event permit.

Permit Application
The first three (3) pages should be retained for your reference. Starting on page four of the application packet, you will find a series of questions outlining the requirements for your event. Some information may not be applicable to your specific event. However, the event organizer must complete the Special Event permit application and submit with it any and all required documentation. Special events must have the final approval of the Village of Plain City Administration.

Special Event Criterion
If your event is a parade only, please only fill out the street closure document. If your event is an organized walk/run/bike, sporting event, festival, or similar with more than twelve (12) expected participants in any street, or other public place in the Village, you will need to submit a Special Event permit. Special events in Pastime Park fill out a different special event form. To determine if your event requires a Special Event permit, please contact the Village of Plain City Parks & Recreation Director at 614-873-3527 ext 118.

Special Event Permit Application
This application must be completed and submitted to the Village of Plain City at least 90 days prior to the start of the event.

Requirements and Conditions
The Special Event permit application must be accompanied by a $50.00 application fee in the form of a check or money order made payable to the Village of Plain City. The application fee is non-refundable under any and all conditions, including rejection of Special Event Application.

Certificate of Insurance
A Certificate of Insurance showing evidence of a commercial liability policy and additional insured endorsement naming the Village of Plain City, its officials, employees, agents, and volunteers as an additional insured, with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate, covering any such claims for bodily injury and property damage is required for special events. Coverage to the additional insured shall be provided on a primary and non-contributory basis. In addition, the special event that is covered by the insurance must be named on the certificate. Upon approval of your special event, an original copy of the Certificate of Insurance and additional insured endorsement is due at least 30 days prior to the event. The Village of Plain City reserves the right to request additional insurance for the event if deemed necessary by the Village staff.

Fire and EMS Services
All events shall have a plan in case of extreme weather or other threats. Events are encouraged to share these plans with both Police and Fire departments. If determined upon application that the size of the event will necessitate Fire and/or EMS services, the applicant will be notified and a meeting will be scheduled to discuss the extent of the need. Any special requests for services will be made to the Pleasant Valley Joint Fire District 30 days prior to the event. Costs for these services will be determined once a request is made. These costs will be the responsibility of the applicant.

Fireworks Requirements
Request for permission for fireworks displays must be submitted to the Plain City Police Department, and the Pleasant Valley Joint Fire District in accordance with the Ohio Fire Code and State of Ohio fireworks regulations at the time of event application. The fire department and PCPD both must approve fireworks sites and security measures, including storage. PVJFD will determine any associated fees once a request is made. Any costs incurred with the setup, inspection, and oversight of the fireworks event will be the responsibility of the applicant.

Indemnification and Hold Harmless Agreement
A signed agreement in which the applicant and/or sponsor of the special event agrees to defend, hold harmless and indemnify the Village of Plain City, its officials, employees, agents, and volunteers from any loss, injury, damage, expense, claim, and cost of every nature and kind whatsoever, including attorney fees, arising out of or in conjunction with applicant’s use of the public property, public right of way, public equipment or public personnel at, during, or in conjunction with the special event described within the permit must be submitted as part of the completed special event application.

Alcohol Consumption and Service
The Village of Plain City Code requires the applicant and/or sponsor of the special event to obtain special duty police officer presence, the amount of officers to be determined by the police department based on the size and type of event and the number of participants(see page 14 for rates). Applicant is also required to obtain the required permits for the sale or service of alcoholic liquor during Special Events. Applications for a State of Ohio and Village temporary special event liquor permit are available from Ohio Liquor Control Commission. A copy of the liquor permit must be submitted to the Village at least 30 days prior to the event.

The Village of Plain City reserves the right to discontinue the use of any amplified sound/loudspeakers if deemed unreasonable by the Plain City Police Department. Sound emanating from permitted community events is subject to the Plain City noise ordinance. The Village can place certain requirements on sound emanating from events, including specific times of operation and overall sound level. Events must indicate on their permit the types of noises that will result from their event. Permission for event may not be granted if the noise will be deemed to cause too much inconvenience for surrounding neighbors and/or businesses. The Plain City Police has the ability to cancel activities at any time if, at their sole discretion, the sound caused by an event is causing an unreasonable burden on surrounding residents or wildlife.

Block Parties
Special event registration is not necessary for block parties; however, the Village of Plain City requires that a Street Closure Application be submitted for approval at least 15 days prior to the event.

Compliance with Village Ordinances
The applicant shall comply with all Village of Plain City Ordinances.

Village Staffing at Special Events
During the Special Event application review, the Village may require Police or Public Works personnel at the event. The cost for any Village personnel involved during the day(s) of the event and in preparation for the event will be charged back to the sponsoring agency or applicant. The Village will determine the number of personnel necessary to ensure the safety of the participants and spectators, to minimize inconvenience to the residents and to reduce public liability exposure to the sponsoring agency or applicant, as well as to the Village of Plain City. An invoice for Village services and personnel will be transmitted to the sponsoring agency or coordinator within 30 days of the conclusion of the event. Public Works crew are $40/per hour, per person.

Food and Beverage Service
Food and beverages may not be sold or given away at any event, unless approved and licensed by the Madison/Union County Health Department. The sponsoring agency or applicant is responsible for coordinating these approvals and inspections. A list of all vendors and/or caterers (including mobile vendors) who will be selling or providing food and/or beverages may be required to be provided to the Village. Plain City has the right to deny permission for any vendor to sell or serve food on public property. Ohio Fire Codes do not permit cooking inside of assembly tents. A basic fire inspection will be required for all food vendors using open flame or fueled cooking devices.