Parks & Recreation Department
HC 39 Box 3A
Flagstaff, AZ 86001 (928) 679-8000 FAX: (928) 774-2572
2011 Event Application & Event Management Plan
Event Applications and Event Management Plans are processed in the order received and preference is given to
organizations that are in “Good Standing,” rate high in the Lessee Events Criteria and are established as an annual event.
First review of applications will take place after December 6, 2010. A complete Event Application and Event Management
Plan must be submitted by the appropriate deadline according to the Event Level. Applications will not be reviewed after
the stated deadline for each event level. If any portion of the Applications and Event Management Plans are incomplete
the proposed event will not be considered until a complete application is submitted. Submitting this request does not
guarantee dates or use of facility. Payment will not be accepted until such time a contract has been
Contact & Event Information
Event Title:_____________________________________ Today’s Date:___________________________________
______________________________________________ Setup Date(s): Hours:
Business/Organization Name:______________________ ______________________ ___________________
Website:______________________________________ ______________________ ___________________
Event Producer:_________________________________ Event Date(s): Hours:
Person Responsible:_____________________________ ______________________ ___________________
*Note, the person listed will be CCPR’s main point of contact. ______________________ ___________________
Address:_______________________________________ ______________________ ___________________
______________________________________________ ______________________ ___________________
Phone:__________________ Fax:__________________ Move Out Date(s): Hours:
E-mail:________________________________________ ______________________ ___________________
Second Contact:________________________________ ______________________ ___________________
Phone:________________________________________ Are you collecting admission or registration/entry
On-Site Contact:________________________________ Fees?:____________
Phone:________________________________________ Please list the fees
Will this event be: Public Private Adult: $________________ Child: $_______________
Type of organization producing PUBLIC event: Other: $_______________________________________
For-profit Anticipated Total Attendance for event: _________
Non-profit (tax id #___________________________) Anticipated Daily Attendance for event: _________
To be approved as a tax exempt, non-profit organization,
your current tax exempt, non-profit status is required via For Equestrian Events Only:
a copy of the IRS 501(C) form. Please attach it to Total Number of Stalls Requested per day:__________
your application. Move in Date:__________ Move out Date:__________
For non-profit groups: How are the proceedes used?: Will you purchase shavings from CCPR?
_______________________________________________ Will you be selling your own shavings?
Facilities Requested (Check all that apply and see Fee Schedule for current rates)
Fairgrounds Commercial Building Posse Arena
Beverage Concessions Building Entire building with restrooms Posse Announcer’s Booth
#1 (Hobbies & Collections Bldg.) Entire building without restrooms Camping (adjacent to Arena)
#10 (Floriculture Building) Restrooms only Arena lights
#14-15 (Home Econ. Buildings) Grandstands
“BBQ” Building Arena, Large (Rodeo)
Carnival Lot Campground Fence panels to enclose arena
Livestock Barns (submit list) Group Sites, 4 ea. (qty:______) Announcer’s Booth
Fairgrounds Lights Individual Sites, 90 ea. (qty:_____) Arena, Round Jumping
Fairgrounds Camping (with rental # of sites w/utilities (qty:______) Arena, Motorized
of the Fairgrounds Only) # of sites w/o utilities (qty:_____) Restrooms at Grandstands
Other (submit list) Picnic Ramadas Racing Office
Cochise Secretary Building
Maricopa Crow’s Nest
FUTS Trail Yavapai
Soldiers Trail Posse
Parking Lot (as event venue; not Covered Stalls, 198 ea. (qty:____)
parking use) Uncovered Stalls, 80 ea. (qty:____)
Fairgrounds Lot Individual Camping
North Fairgrounds Lot Blanket Camping Permit
Grandstands Lot # with utilities (qty:______)
Other (describe___________) # w/o utilities (qty:______)
NOTE: Semi trucks are only allowed on asphalt areas of the Fairgrounds and Grandstand for delivery drop-off or pick-up.
Additional Services Requested (Check all that apply and see Fee Schedule for current rates)
Services and Equipment are subject to availability.
Arena Harrowing (1 free per day-submit Arena Watering (1 free per day- submit a Folding Chairs (qty:_________)
footing description and a schedule) schedule)
Additional Tractor Work (submit footing Additional Water Work (submit a schedule) Folding Tables (qty:_________)
description and a schedule)
P.A. System, (qty:__________) Spider Boxes, (qty:__________) Picnic Table Relocation or Removal
Location for PA: Location for Spider boxes:
Arena Lights (submit a schedule) Trailer Storage (before or after event) Additional Ticket booths (qty:______)
Additional Bleachers CCPR Staff Assistance scheduled in CCPR Staff Assistance scheduled in
(qty:______/size:_______) advance and outside the hours of 7:00 a.m. advance and between the hours of 7:00
(qty:______/size:_______) and 5:00 p.m. at $37.50 per hour per person, a.m. and 5:00 p.m. at $25.00 per hour
(submit schedule) per person. (submit schedule)
Additional Trash and Recycling Additional Trash Can Liners (qty:_______)
Receptacles (qty Trash:_________)
(qty Recycling: _________)
Other facility or amenity needs not listed above (may require additional fees):_____________________________
THE LESSEE IS RESPONSIBLE FOR RESTROOM MAINTENANCE DURING THE EVENT, TRASH COLLECTION AND
DISPOSAL DURING AND AFTER THE EVENT, AND SITE AND FACILITY CLEAN-UP AFTER THE EVENT. LESSEES ARE
REQUIRED TO PROVIDE THEIR OWN DUMPSTERS AND RESTROOMS (restrooms only-if not included in facility rental).
Additional Event Questions
Is this an annual event? Yes No If yes, how many years have you been holding this event?________
If a new event, do you propose this as an annual event? Yes No
List three facility references if this is your first time renting Coconino County Parks & Recreation facilities:
Facility Contact Person Location Phone Number Email
What is the target audience?
Anticipated audience demographics: Rank each column from 1 – 6, with 1 being the highest percentage.
Age (0 – 12) _____ Flagstaff _____
Age (13 – 19) _____ Northern Arizona _____
Age (20 – 29) _____ Metro Phoenix _____
Age (30 – 39) _____ State Wide _____
Age (40 – 49) _____ National _____
Age (50 +) _____ Other _________________ _____
Nature of Event Activities:
Will the Event Use or cross Fort Tuthill Hiking Trails?:
If yes, indicate trail(s) to be used or crossed and complete the Trail Agreement Form and Attach to Application
Will it be necessary to close a hiking trail due to the event?:
If yes, mark map of areas to be closed.
List sponsors of the event:______________________________________________________________________
What type of advertising/promotion will you be doing prior to the event?
Will there be alcohol sold or distributed to public?
If yes, a copy of the Special Event Liquor License and a signed letter from the Coconino County Sheriff’s Office approving
law enforcement services will be required prior to receiving a Special Event Contract. NOTE: A liquor license is not
required for private events not selling alcohol (events not open to the public.)
Will there be any items sold, including concessions?
If yes, how many vendors will be selling items? Food______ Other______
Provide a list of all vendors and their amperage and water requirements (attach a list on a separate sheet of paper if
NOTE: Lessee is required to purchase CCPR Vendor Permit(s) (see Fee Schedule)
Lessee is responsible for certifying food vendor compliancy with all Coconino County Health Codes.
How many portable toilets and hand washing stations will be available? ________________
How many dumpsters will be available? ________________
NOTE: CCPR does not provide portable toilets or dumpsters; (reference CCPR Special Event Rules for suggested number)
Will there be Carnival/Amusement rides?
If yes, list company(s), address and phone number, and provide a detailed layout Event Management Plan.___________
CCPR Staff typically receives calls about events at the facilities. If you have a flyer advertising the event,
we would appreciate receiving a copy to assist in answering questions from the public.
NOTE: Traffic and parking control may be deemed necessary at the sole discretion of CCPR. CCPR has sole authority in
appointing traffic and parking control personnel and/or a parking management firm, and setting parking fees.
By signing the Event Application and submitting the Management Plan, the applicant avows that the information therein is
complete and accurate. If determined that any information on the Application is false or incomplete, such falsifications or
incomplete information may result in the refusal of the application for said event. If any portion of the Application and
Event Management Plan is incomplete the proposed event will not be considered until a complete Application is
submitted. Coconino County Parks and Recreation reserves the right to refuse any event. This form is for application
purposes only and does not confirm the availability of either venue or dates requested.
Applicant Name: _______________________________________________
Signature of Applicant:___________________________________________ Date:__________________________
Coconino County Parks & Recreation Leasing Policy and Special Events – Leased Facility Rules, Polices & Procedures
By signing below I attest to being aware that the associated documents (fees, rules and policies) are available online at
http://www.coconino.az.gov/parks.aspx?id=14732 and in hardcopy, if requested by calling Coconino County
Parks and Recreation at 928-679-8000. I understand it is my responsibility to read, ensure I understand, and uphold the
Coconino County Parks and Recreation Leasing Policy and the Lessee Special Events – Leased Facility Rules, Policies and
Applicant Name: (Print Name)__________________________________________________________________________
Signature of Applicant:________________________________________________ Date:__________________________
Parks & Recreation Department
HC 39 Box 3A
Flagstaff, AZ 86001 (928) 679-8000 FAX: (928) 774-2572
Event Management Plan
Submit an illustrative, detailed and descriptive site plan of the event area indicating the location(s) of
equipment and activities. Facility maps are available to download on-line at
http://www.coconino.az.gov/parks.aspx?id=14732. Please use the maps provided as guidelines.
NOTE: Site plans submitted with insufficient detail will not be accepted.
Please include on map:
Stage(s)/Amplified sound equipment First aid/Emergency stations Booths
Liquor distribution/Control areas Electrical services/Generators Vendors
Merchandise/Food vendors Portable toilets and Activity/Amusement areas
Controlled access/Admission areas hand washing stations Carnival/Amusement rides
In/Out gates Transportation transfer areas Other temporary structures
Emergency access Temporary water service Other related event components
Bleachers Cooking areas not listed above, such as VIP
Picnic tables Tents/Canopies (weights must Accommodations, Lost Children,
Routes for trail use be provided-no staking allowed) Emergency Evacuation and traffic
Temporary fencing Trash containers and dumpsters control plans (when requested.)