Mecklenburg County Park and Recreation – Athletic Division
Check List for Races
Do not announce, advertise or promote your event until you have a signed contract.
1. Complete a special event application.
2. Applications must be received at least 60 days prior to the event.
a.
b.
c.
d.
Site Map: Must be submitted to Athletic Facility & Event Staff
Detailed Race Schedule: Including Race Start Times, Registration Start Time, Awards, etc.
List of Proposed Vendors: Mecklenburg County Park & Recreation coordinates all food vendors.
Insurance Requirements:
County is to be given written notice of at least ten (10) days in advance of any modification or
termination of any program of insurance.
A. Automobile Liability
Evidence of current automobile insurance (attach copy of automobile Policy declarations Page(s)
– as Attachment C – which show the vehicle and coverage amounts as the appropriate one of
the following:
• If USER owns or leases commercial vehicles to provide goods or perform a service under
this Agreement, automobile liability must be provided at a limit of not less than
$1,000,000 per accident, combined single limit, each occurrence, for bodily injury and
property damage liability covering all owned, non-owned, and hired vehicles.
• If USER does not own or lease any vehicles, but has employees using their vehicles to
provide goods or perform a service under this Agreement, USER must provide hired/nonowned automobile liability coverage at a limit of not less than $1,000,000 per occurrence
aggregate.
• If USER does not own or lease any commercial vehicles to provide goods or provide
services under this Agreement, and has no employees using their vehicles to provide
services under this Agreement, but uses his or her own personal vehicle to provide
services under this Agreement, personal automobile liability may be provided at limits of
not less than $30,000 each person, $60,000 each accident and property damage liability
of $25,000.
B. Commercial General Liability Insurance with a limit not less than $1,000,000 per
occurrence/aggregate including coverage for bodily injury, property damage, products and completed
operations, personal/advertising injury liability and contractual liability. “Mecklenburg County” 600 E.
Fourth St. Charlotte, NC 28202 shall be named as an additional insured under the commercial
general liability insurance for operations or services rendered under this Agreement.
C. Worker’s Compensation
Insurance meeting the statutory requirements of the State of North Carolina and any applicable
Federal laws; and, Employers’ Liability - $100,000 per accident limit, $500,000 disease per limit
policy, $100,000 disease each employee limit. If the USER does not employ more than 2 full time
employees, waiver letter must accompany this Agreement.
3. Park and Recreation staff will contact you pending approval and availability.
4. If accepted, your date will be tentatively held for 30 days pending completion of the following steps:
a. Site Visit: Meet with Park and Recreation staff to discuss logistics, limitations and regulations for your
proposed event.
b. Parking/Security Plan: May be required for certain events prior to receiving a contract.
c.
Trash/Recycling Plan: May be required for certain events prior to receiving a contract.
d. Contract: Complete a Mecklenburg County Park and Recreation “Performance Agreement/Contract” outlining
the duties of the COUNTY and the CONTRACTOR.
e. Payment: Fees vary depending on the location, length of the event, desired facilities, and additional services
requested. All fees are derived from the 2013 Mecklenburg County Park and Recreation Fees and Charges
Schedule. Copies can be obtained by contacting Park Management. Fees are payable at time of reservation
Traffic and Security

There is NOT designated “Event” parking at any park site. If your event is at a park that has limited parking, a
parking plan must be approved that involves alternate parking and possible shuttles. Parking plans should be
turned in after application has been processed and tentatively approved by the Athletic Facility & Event
Coordinator. Your event staff or security will be required to post someone at these lots to ensure proper parking.

During Peak Season (March-October) if your event has more than 200 participants you must contact Charlotte
Mecklenburg Police Department (CMPD) to hire off-duty to be on site during the time of your event.

For events hosting 500 or more you must contact CMPD and hire officers for crowd control. CMPD will let you
know how many officers will be required for your event.
CMPD Secondary Employment and Special Events (Off-Duty)
The Charlotte-Mecklenburg Police Department authorizes its police officers to provide law enforcement related
services; such as traffic direction and business security in exchange for a fee paid by the employer. Officer Sharon
Davis is the Secondary Employment Coordinator and Officer John Ruisi is the Special Events Coordinator.
For questions please contact the Secondary Employment Office at 704-336-3229. Officer Davis can be reached via
email at sdavis4@cmpd.org. Officer Ruisi can be reached via email at jruisi@cmpd.org or at 704-336-2505.
Sanitation

You are responsible for your own clean up. This includes festival grounds and any parking lots used by your
guests. You are required to stay on the premises until the grounds have been cleaned and approved by park
personnel.

If attendance is 200 or more people you are responsible for providing port-a-jons with hand sanitizing stations.
Appropriate number of units will be determined in the Performance/Contract Agreement.
Port-a-john rentals: 704-375-8988
Port-A-John Vendor Options
Port-a-John of the Piedmont – 212 Bulb Avenue, Gastonia, NC. (704) 865-2515
A Sani-Can – 8151 Webbs Road, Denver, NC 28037, (704) 483-5641

If your event has more than 500 people and food is served/sold a dumpster will be required. Schedule unit to be
delivered/removed within 48 hours of your events start/finish. Contact Republic Waste at 704-596-2077 to
reserve the appropriate size unit.

Recycling is strongly encouraged and required for events with more than 500 people. Contact the Mecklenburg
County Environmental Control office at 704-336-3461 to get information concerning recycling.

Additional trash boxes/cans will be required for events that have more than 200 people. You will be responsible
for the purchase of these boxes or cans. Contact Park Management for a list of vendors.
Mecklenburg County Waste Reduction Office (Recycling)
In order to make recycling at your event a success, start by requesting a Mecklenburg County Event Recycling
Tool Kit. Contact Mecklenburg County Waste Reduction at 704-432-1772 or you can download the necessary
information by clicking: Event Recycling Toolkit Guidelines and Event Recycling Toolkit Application.

Park and Recreation reserves the right to schedule additional Department staff, in excess of our routinely
scheduled staff, to maintain and monitor any event. The cost of that labor will be itemized in the Performance
Contract/Agreement.
Noise

Park and Recreation may authorize the use of sound amplification so long as sound produced does not register
more than:
55db(A) – As measured anywhere along the boundary of the nearest residentially occupied property.
75db(A) – Ten feet or more from ANY electromechanically speaker.
Amplified Sound Permitted Hours:

Monday – Saturday
8am – 8pm
Sunday
1pm – 8pm
City of Charlotte no longer issues amplified sound permits for parks. All sound amplified sound requests are
subject to Park and Recreation approval in accordance with the conditions above. An approved/signed
Performance Contract will serve as your permit. The person to whom the Performance Agreement/Contract was
issued must be present at the location and during the times permitted.
Food/Drink and Retail Vendors
 Mecklenburg County Park & Recreation will coordinate all food vendors. Tournament Directors will need to
contact the Athletic Facility and Event Coordinator to request food vendors. Food vendors will pay a fee to sell on
site.
Alcoholic Beverages
To possess or consume alcohol you must first obtain a special use permit from the Department. That approval will
only be given to sponsors for events which are closed to persons not attending or participating in the event while beer
and/or wine are being possessed or consumed; and to sponsors presenting evidence that the event will comply with
the ABC laws of the State of North Carolina and will comply with the conditions of the special consumption permit to
be issued by the Director.
North Carolina Alcohol Beverage Commission Guideline for Special One-Time Permits
The Commission may authorize the issuance of a special one-time permit for certain functions or activities as
described below. The fee for each permit is $50.00.
1. A permit may be issued to a person who acquires ownership or possession of alcoholic beverages through
bankruptcy, inheritance, foreclosure, judicial sale, or other special occurrences, and who does not already
have a permit authorizing the sale of that kind of alcoholic beverages. The permit may authorize the sale or other
disposition of the alcoholic beverages in a manner prescribed by the Commission. Complete a Special One-Time
Permit Application and submit with the above fee amount.
2. A permit may be issued to a nonprofit organization to allow the retail sale of malt beverages, unfortified wine, or
fortified wine, or to allow brown bagging, at a single fund-raising event of that organization. A permit for this
purpose shall not be issued for the sale of any kind of alcoholic beverage in a jurisdiction where the sale of that
alcoholic beverage is unlawful. Complete a Special One-Time Permit Application for Sale of Alcoholic Beverages
and submit with the above fee amount.
3. A permit may be issued to a permittee who is going out of business to authorize the sale or other disposition of
his alcoholic beverages stock in a manner that would not otherwise be authorized under his permit. Complete a
Special One-Time Permit Application and submit with the above fee amount.
4. A permit may be issued to a collector of wine or decorative decanters of spirituous liquor authorizing that
person to bring into the State, transport, or possess as a collector, a greater amount of those alcoholic beverages
than is otherwise authorized by this Chapter, or to sell those alcoholic beverages in a manner prescribed by the
Commission. Complete a Special One-Time Permit Application and submit with the above fee amount.
5. A permit may be issued to a nonprofit organization or a political organization to serve wine, malt beverages,
and spirituous liquor at a ticketed event held to allow the organization to raise funds. For purposes of this
subdivision “nonprofit organization” means an organization that is exempt from taxation under Section 501(c)(3),
501(c)(4), 501(c)(6), 501(c)(8), 501(c)(10), 501(c)(19), or 501(d) of the Internal Revenue Code or is exempt from
similar provisions of the General Statutes as a bona fide nonprofit charitable, civic religious, fraternal, patriotic, or
veterans’ organization or as a nonprofit volunteer fire department, or as a nonprofit volunteer rescue squad or a
bona fide homeowners’ or property owners’ association. For purposes of this subdivision “political organization”
means an organization covered by the provisions of GS 163-96(a)(1) or (2) or a campaign organization
established by or for a person who is a candidate who has filed a notice of candidacy, paid the filing fees or filed
the required petition, and been certified as a candidate. The issuance of this permit will also allow the issuance of
a purchase-transportation permit under GS 18B-403 and 18B-404 and the use for culinary purposes of spirituous
liquor lawfully purchased for use in mixed beverages. Complete a Special One-Time Permit Application for Sale of
Alcoholic Beverages and submit with the above fee amount.
Permits to Sell Alcohol
North Carolina Alcohol Beverage Commission – 400 East Tryon Road, Raleigh, NC 27610, (919) 779-0700
Show Pros Entertainment Services Inc. – 514 Springbrook Road, Charlotte, NC 28217, (704) 525-3784

Selling beer and/or wine is permitted with special approval from the Director or his designee. A written letter of
request is required and details for an enclosed beer garden. Beer/Wine must be contained in a beer/wine garden.
The garden must be fenced off with an entrance that is secured by an officer and an event person to check
identification. You must stay in the contained area to consume all alcohol. Additional insurance (Host Alcohol
Liability Insurance $1,000,000 is required and must be obtain at least 30 days prior to your event). You
then must contact Special Event Services with Charlotte Mecklenburg Police Department to discuss officers
required for your event 704-336-2505. You will also have to obtain a beer/wine permit from Park and Recreation,
the cost is $52 per area.

If you are NOT selling beer and/or wine, you must still get permission to serve. A written letter of request is
required and details for a beer garden area. Beer/Wine must be contained in the beer garden area. The garden
must be designated and you must stay in the contained area to consume all alcohol. You will also have to obtain
a beer/wine permit from Park and Recreation, the cost is $52 per area.
Tents

If your event requires tents, they must be secured with sand bags or water barrels. Stakes are not allowed to
irrigation and underground utilities. Staking can be accommodated if coordinated in advance with Park and
Recreation Management and Utility Location Services.

Tent will be no larger than 10’x10’ and consistent in appearance. Tents larger than 10’x10’ must be approved by
park management

Tents larger than 20’x20’ (400 square feet) require preapproval and issuance of a permit from the Charlotte Fire
Department, Fire Prevention Office. The fee for a tent permit is $130.00 and a Multiple Tent Permit is $260.00.
You must contact the Fire Prevention Bureau at 704-336-2101 to arrange a site inspection for approval,
and to provide the complete permit application and appropriate fee. In some instances, particularly for very
large tents requiring advanced review of plans, mailings the application to our office in advance may be
warranted. You will still need to contact our office to arrange an inspection with the area inspector.
Chapter 24 of the North Carolina Fire Code
The erection of any tent in excess of 400 square feet (except tents used exclusively for camping) shall require prior
approval and a permit issued by the Charlotte Fire Department, Fire Prevention Bureau Office. In addition, any tent with
an occupant load of 50 or more persons shall require the submittal of detailed site plan, indicating seating/table
arrangements, location of any stage or other interior structure, and exit arrangements.
Tent Vendor Options (Also Carry Other Event Supplies)
Party Time Rentals – 514 Springbrook Road, Charlotte, (704) 525-5400
Classic Party Rentals – 600 Phillip Davis Drive, Charlotte, (704) 523-9300
Party Reflections – 3412 Monroe Road, Charlotte, (704) 332-8176
Additional Considerations

If businesses are surrounding your location that will possibly be used for parking it is your responsibility to contact
these businesses to seek permission to park.

If your event is a first year major event with more than 500-1000 people and the surrounding neighbors will be
impacted, you may be required to attend a neighborhood association meeting to give a brief overview of your
event. This will be determined by the Athletic Facility & Event Coordinator.

Amusement Permit is required if you are bringing inflatable’s, rides, etc. You can obtain this permit from our
department. The cost is $20 for half a day and $40 for a full day. Renter must show proof of at least $1,000,000
liability insurance. Mecklenburg County must be shown as an additional insured.

A Performance Agreement must be signed at least 30 days prior to your event. Also you will be required to pay
all fees, present certificate of insurance, permits and all other required documentation upon signing the
Agreement.

Mecklenburg County reserves the right to terminate any contract at any time and for any or no reason.

Park and Recreation Refund Policy:

In the case of shelter rentals, special facility rentals, and athletic field rentals, there will be no refund of the
facility fee (or down payment if applicable) if the cancellation is made less than thirty (30) days prior to the
reservation date. Cancellations made fewer than thirty (30) days in advance provide little opportunity for
rental to another party.

A refund less a 10% service charge will be approved when the registrant submits a written request at least
thirty (30) days before the rental date. Exception: a non-refundable deposit is required to reserve major
revenue-producing facilities: 1) Grady Cole Center, Memorial Stadium, Aquatic Center, and major multi-field
softball complexes. The deposit will be credited toward the final payment of facility rental. If the reservation is
cancelled, the deposit is forfeited. (The Special Facility Manager, at his/her discretion, may allow the deposit
to be credited to another event or reservation, provided the party making the reservation has not cancelled
previous reservations.)
Should you need any assistance with any of the above please feel free to contact us
Preston Buckman, Recreation Coordinator/Supervisor
Athletic Services Section
Mecklenburg County Park and Recreation
1200 West Tyvola Road
Charlotte, NC 28217
Office: 704-529-3273, Fax: 704-523-2862
Preston.Buckman@MecklenburgCountyNC.gov