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Parks & Recreation Department
HC 39 Box 3A
Flagstaff, AZ 86001 (928) 679-8000 FAX: (928) 774-2572
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 (see attached), and are established as
an annual event. First review of applications will take place after November 1 of each year. A complete Event Application
and Event Management Plan must be submitted by the appropriate deadline according to the Event Level (see Leasing
Policy, Application Process section). 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 issued.
Contact & Event Information Today’s Date:___________________________________
Event Title:_________________________________ Setup Date(s) Hours:
Business/Organization Name:______________________ ______________________ ___________________
Event Producer:_________________________________ ______________________ ___________________
Person Responsible:_____________________________ Event Date(s) Hours:
Address:_______________________________________ ______________________ ___________________
______________________________________________ ______________________ ___________________
Phone:__________________ Fax:__________________ ______________________ ___________________
E-mail:________________________________________ ______________________ ___________________
Second Contact:________________________________ Dismantle Date(s) Hours:
Phone:________________________________________ ______________________ ___________________
On-Site Contact:________________________________ ______________________ ___________________
Phone:________________________________________ Admission or Entry Fees:_________________________
Will this event be: Adult: $________________ Child: $_______________
Public Private Other: $_______________________________________
Type of organization producing PUBLIC event: Anticipated Total Attendance for event: _____
For-profit Anticipated Daily Attendance for event: _____
Non-profit (tax id #___________________________)
If you are a bona fide tax exempt, nonprofit organization,
a copy of the IRS 501(C) tax exemption letter certifying
your current tax exempt, nonprofit status is required.
Event Description: (Provide a detailed description of your event, addressing issues found in Lessee Events Criteria
and Priority Rating System, if additional space is needed use an 8 ½” x 11” paper and attach to application.)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Facilities Requested (Check all that apply and see Fee Schedule for current rates)
Group Pavilion Skate Track Basketball Court
CCPR offers the following services and equipment for a fee, check with CCPR for availability: (Check all
that apply and see Fee Schedule for current rates)
Picnic table relocation or removal CCPR Staff Assistance outside the hours CCPR Staff Assistance between the
of 7:00 a.m. and 5:00 p.m. at $37.50 per hours of 7:00 a.m. and 5:00 p.m. at
hour per person, (submit schedule, based on $25.00 per hour per person, (submit
availability) schedule, based on availability)
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.
• Other facility or amenity needs not listed above (may require additional fees):_____________________________
__________________________________________________________________________________________________
• Is this an annual event? Yes No
If yes, how many years have you been holding this 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?
Contestants
Spectators
Both
• Anticipated audience demographics:
Rank each column from 1 – 6, with 1 being the highest percentage.
Age (0 – 12) _____ Tuba City _____
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:
Educational
Competitive
Spectator
Participatory
Other:__________________
• List sponsors of the event:_____________________________________________________________________
__________________________________________________________________________________________________
• What type of advertising/promotion will you be doing prior to the event?
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Radio
TV
Newspaper
Press Releases
Flyers/Posters
Website
(Web address:____________________________________________________)
If your event is approved, promotional information submitted on the Calendar of Events Form will be included on
Coconino County Parks & Recreation calendar of events.
• Will there be any items sold, including concessions? Yes No
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 necessary)
______________________________________
______________________________________
______________________________________
______________________________________
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.
• Will there be portable toilets and hand washing stations? Yes No
If yes, how many? ________________
NOTE: CCPR does not provide portable toilets; (reference CCPR Special Event Rules for required number)
• Will there be dumpsters? Yes No
If yes, how many? ________________
NOTE: CCPR does not provide dumpsters, lessees will have to provide their own dumpster or remove trash from
property
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 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
incompletion 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: _______________________________________________
(Print Name)
Signature of Applicant:___________________________________________ Date:__________________________
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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 provided for your convenience. Please use the maps provided as
guidelines.
NOTE: Site plans submitted with insufficient detail will not be accepted.
When applicable, include on map:
Stage(s)/Amplified sound equipment Electrical services/Generators Vendors
Merchandise/Food vendors Portable toilets and Activity/Amusement areas
Controlled access/Admission areas hand washing stations Other temporary structures
In/Out gates Cooking areas Other related event
Emergency access Tents/Canopies components not listed above, such
Picnic Tables Trash containers and dumpsters as VIP Accommodations, Lost
Routes for runs/walks Temporary fencing Children, Emergency Evacuation
First aid/Emergency stations Booths and traffic control plans (when
requested.)
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