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City of Hoover - Event Request Form

Please complete and submit the Event Request Form if you would like to host your event in The City of Hoover.

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Event Details

This Event Request Form must be completed and returned to the City of Hoover 30 days prior to the event to allow for the City approval and planning process to be accomplished. Event contact will be notified of status following internal review.
Name of Event:*
Date(s) of Event:*
Start Time:*
Start Time:
End Time:*
End Time:
Location of Event:*
Description/Purpose of Event:*
Estimated Attendance:*
Parking Location:*
Pavilion Rental (Veterans Park Only):
1. Barn (next to the sand volleyball courts)
2. Modern (middle of the park with restrooms)
Tickets Required:*
1. Yes
2. No
Ticket Price(s):
Will items be sold at the event?*
1. Yes
2. No
List items to be sold:
City of Hoover Business License
A City of Hoover Business License must be obtained for any vendor selling at events. Please contact our Revenue Department at (205) 444-7516 for the process of applying for the license & tax reporting.
Will there be food vendors?*
1. Yes
2. No
Only Permitted Food Vendors Allowed
Permitted Food Vendors List
List food vendors:
Will the event include: *
1. Alcohol Sales
2. Alcohol Tasting
3. None
Events at Veterans Park on Valleydale:
Alcoholic beverages are not permitted in any facility, including but not limited to, parking lots, picnic areas, and gazebos.
Event Details and Special Requests:*
Will any streets be traversed for the event?*
1. Yes
2. No
If yes, please list all streets involved:
Please list the time at which units of the event will begin to assemble at any such assembly areas:*
Please list the interval of space to be maintained between units of the event (if a parade):
Please submit a copy of your Event Map
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Event Organizer

Event Contact Name:*
Organization:*
Address:*
City:*
State:*
Zip:*
Date of Birth:*
Date of Birth:
Email Address:*
Business Phone:*
Mobile Phone:*
Please submit a copy of your Driver’s License*
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Veterans Park on Valleydale Events

You must be a Hoover or Shelby County resident and at least 21 years of age or older to rent a facility at Veterans Park on Valleydale. Please provide resident name, address, and telephone number. Note: The event contact may be different from resident listed and fees may be provided from the organization and not the resident.
Will your event be held at Veterans Park on Valleydale?
1. Yes
2. No
Name:
Phone:
Address:
City:
State:
Zip:
The renter is granted exclusive use only of the specific area reserved, for the designated time. Restrooms, drinking fountains, playgrounds, parking lots, ponds, and other portions of Veterans Park on Valleydale will remain open to the public throughout any event date requested. Please be aware that residents utilize many of the amenities of the park each day prohibiting the closing of the park for any event.
Please review and sign the Veterans Park Facility Rental Agreement:
Veterans Park on Valleydale Rules & Regulations
Facility Rental Agreement
Please attach your signed copy of the Facility Rental Agreement.
Acknowledgment - By submitting this form, I declare that I:
agree to ensure that Article VII, §11-153 of the Municipal Code of the City of Hoover, Alabama, applicable Hoover Parks and Recreation Rules and Regulations, and the provisions set forth in the Veterans Park on Valleydale Rules & Regulations and General Rules for Use Agreement (“Regulations”) relative to the event herein requested will be adhered to by myself, my guests and/or my organization;

understand that the failure to follow the Regulations at the event herein requested may result in forfeiture of the security deposit given, cancellation of the event, and/or loss of future reservation privileges of Hoover public facilities; and

certify that (i) I have read all parts of this application and have understood all parts and (ii) all information provided thereon is true and correct.
I have read and agree with the Veterans Park on Valleydale Rules & Regulations
(Please Type Name)
Date
(Please Type Date)
Your signature indicates agreement with Hoover Parks and Recreation Rules and Regulations and the provisions of the Veterans Park on Valleydale Rental Agreement, as well as your acceptance of responsibility for all damage. Failure to abide by those rules may result in disqualification from future use of facilities.
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Fees

Insurance

Organization must provide adequate insurance for event and list "City of Hoover" as an additional insured. Events at Veterans Park on Valleydale must list "City of Hoover and Hoover Parks & Recreation Board" as an additional insured. The following is a summary of City of Hoover minimum insurance requirements for necessary event coverage:
Commercial General Liability $1,000,000. Commercial Automobile Liability $1,000,000 CSL. (if no vehicles are owned, then CGL should include coverage for non-owned & hired).
Worker’s Compensation - Statutory. Worker’s Comp Coverage B (Employer’s Liability) $100,000. (if no worker’s compensation coverage, then a release should be provided).
Events involving unique exposures such as water (fishing, boating, swimming, etc.), participant driving activities (test driving, driving an obstacle course, test & tune, etc.), pyrotechnics, or other unusual exposures require higher limits.
If alcohol will be sold at the event, insurance certificate with proof of liquor liability must be provided.
Certificate of Liability Insurance must be submitted 30 days before event date.
Is this a Hoover City School event?*
1. Yes
2. No
Acknowledgment
By my signature hereon, I declare that I have read, understood, and acknowledge that the Certificate of Liability Insurance must be submitted 30 days before the event date.
Name
(Please Type Name)
Date
(Please Type Date)
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Participant Waiver

If an event involves an athletic activity such as walking, jogging, running, etc., or requires a participant to pay a fee such as an entry fee, ticket fee, etc., the event organization must provide to the City copies of signed waiver forms for each participant which include the City of Hoover and Hoover Parks & Recreation Board. Waiver forms may be organized to allow multiple signatures per page.
Does your event involve an athletic activity such as walking, jogging, running, etc., or require a participant to pay a fee such as an entry fee, ticket fee, etc.?*
1. Yes
2. No
3. Hoover City School
If Yes, Participant Waiver must be submitted with Event Request Form
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Agreement

Following receipt by the city, this Event Request Form will be evaluated by City of Hoover staff to determine whether appropriate city staff will be necessary and therefore required for public health and safety reasons. The city reserves the right to require that city personnel be on site during an event depending on the projected event attendance, the nature of the event, and/or other event considerations. It is the city’s sole responsibility to determine the appropriate staff required to cover an event. When such personnel are required by the city, the fees will apply and shall be paid at least seven days prior to the event date. It should be noted that, when needed, staff is required for a minimum of four hours.
Event Organizer and members of the Event Organizer’s group or organization (collectively, the “Even Organizer”), individually and collectively, agree to comply with (i) all the rules and regulations of the City, (ii) the ordinances of the City set forth in the Municipal Code of the City of Hoover (including, but not limited to, Chapter 11.5 relating to Parks and Recreation) and (iii) as applicable, the Hoover Parks and Recreation Rules and Regulations for each event held at Veterans Park on Valleydale Road. In addition, the Center for Disease Control (CDC)’s recommendations for the prevention of the spread of COVID-19 must be adhered to for the event.
No outside organization will be permitted access to the permanent concession area at Veterans Park on Valleydale.
Acknowledgment
By signing this application, I, as the Event Organizer:
• declare that I have read, understood, and acknowledge the foregoing agreement;
• agree to indemnify, defend, and hold the City and its officers, officials, employees and agents harmless against all claims, liability, loss, damage, or expense incurred by the City on account of any injury to or death of any person or any damage to property caused by or resulting from the activities for which the permit is granted; and
• attest that I have read the CDC’s guidance at: https://www.cdc.gov/coronavirus/2019-ncov/prepare/prevention.html and agree to abide by any COVID-19 distancing and other safety guidelines issued by the state, county, and the community for the event;
By typing your name in the box below, you are digitally signing this Event Request Form*
(Please Type Name)
Date*
(Please Type Date)

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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