2. Town of Kennebunk Special Event Application

   Persons requesting to hold a Special Event in the Town of Kennebunk must complete and submit a "Special Event Application” online preferably at least sixty (60) days prior to the requested event date. The Town requires a minimum of forty five (45) business days to process the application.

   For purposes of this application, a “Special Event” shall be defined to mean: Any activity which occurs upon public or private property that will affect the standard and ordinary use of Town-owned property, public streets, rights-of-way or sidewalks, and/or which requires additional levels of town services. This includes, but is not limited to, fairs, festivals, carnivals, sporting events, foot races/walks, bike-a-thons, markets, parades, exhibitions, auctions, dances, and motion picture filming. Special Events do not include: regular park activities, functions held on school properties that are sponsored by the school district, or regular work being performed by Town agencies. Be advised that the event will not be approved if any part of the event is deemed to be unsafe by the Town of Kennebunk.

4. Special Event Application Fee

   A fee in the amount of $25.00 shall be submitted with each Special Event Application. The fee will be refunded only if the Town does not approve the application. 

   Note: the following groups are exempt from this fee: 

   1. Town Sponsored Events (including those in conjunction with Waterhouse Events) 
   2. RSU #21, Kennebunk Free Library and Kennebunk Utility Districts
6. Before completing the Special Event Application - I have read, understand and agree to the Special Event Application Payment Procedure*

   1. YES

   1. NO

   The Special Event Application Payment Procedure can be viewed HERE.

   The Department Detail Rates Sheet can be viewed HERE. 

7. Before completing the Special Event Application - I have read, understand and agree to the Town of Kennebunk Special Event Policy*

   1. YES

   1. NO

   The Town of Kennebunk Special Event Policy can be viewed HERE.

11. 1) Event Information
13. Date of Event*
14. Name of Event*
16. Location of Event*
18. Start Time of Set Up*
19. Start Time of Event*
20. Finish Time*
22. Description of Event*
24. Estimated # of Participants *
25. Estimated # of Attendance*
27. Will food be served or sold?*

    1. YES*

    1. NO
28. *If yes, what?
30. Will anything else be distributed or sold?*

    1. YES*

    1. NO
31. *If yes, what?
33. What equipment, materials, displays and the like will you bring on site? *
35. Will you use signs or banners?*

    1. YES*

    1. NO
36. *If yes, how many?

    Please include the sizes of the signs/banners you will be using

40. 2) Organization Information
42. Name of Organization
44. Organization Mailing Address
46. Business Telephone 1
47. Business Telephone 2
49. E-mail Address
50. Fax Number
52. Is this an annual event?*

    1. YES*

    1. NO
53. *If yes, how many years has it been run?
55. Are you a non-profit organization?*

    1. YES

    1. NO
57. Do you have a 501(c)(3)?*

    1. YES

    1. NO
58. 501(c)(3) Number
62. 3) Event Coordinator
64. Is event co-sponsored by Town?*

    1. YES*

    1. NO
65. *If yes, please be aware that any and all event flyers must include an approved Town of Kennebunk Seal and a copy must be included with this application. All digital flyer files must be sent to wreichl@kennebunkmaine.us to be posted on the Town's Website.
67. Event Coordinator Name*
69. Event Coordinator Mailing Address*
71. Event Coordinator Telephone 1*
72. Event Coordinator Telephone 2
74. Event Coordinator E-mail*
75. Relation to above organization (if applicable)
77. Contact Person Name (if different than Event Coordinator)*

    This is the person who will be present during the event(s) and can be contacted for questions via the telephone and e-mail provided below.

79. Contact Person Telephone*
80. Contact Person E-mail*
84. 4) Type of Event
86. Type of Event*

    1. Festival / Fair
    2. Race

    1. Walk
    2. Bike Ride

    1. Concert
    2. Parade/March

    1. Other*
88. *If other, please clarify
90. Will there be entertainment?*

    1. YES*

    1. NO
91. *If yes, please list location, times, who, live, etc.
95. *5) General Service Questions
97. *If Town services are required the applicant will be assessed a cost, prepayment is required.

    The Town reserves the right to determine if Town services are necessary to ensure the safety and well-being of the community. Any required services will be subject to applicable fees. Detail rates by department can be viewed HERE.

101. 5. A Department of Public Services
104. Is any Public Services assistance requested?*

     1. YES*
     2. NO
105. *If yes, please describe
107. What is your plan for cleanup and debris disposal for this event? *
111. 5.B Parks and Recreation Department
113. Will this event take place in a Town park or on Town property?*

     1. YES*

     1. NO

     If taking place at the Dorothy Stevens Community Center, Town Hall Auditorium or Waterhouse Center, an online application must be completed online and approved for the respective facility HERE. 

114. *If yes, where?
116. Has the "Use of the Town of Kennebunk Parks and Fields Request Form" been completed?*

     1. YES*

     1. N/A

     Forms can be located online HERE and if applicable, must be attached to this application. 

117. *Town of Kennebunk Parks & Fields Request Form Attachment
119. Is any Parks and Recreation assistance requested?*

     1. YES*

     1. NO
120. *If yes, please describe
124. 5.C Fire Department / Rescue
126. Will the Fire Department/Rescue have access to all sites at all times in the event of an emergency?*

     1. YES

     1. NO
128. Will you have First Aid or medical staff present? *

     1. YES*

     1. NO
129. If yes, who and qualifications?
131. Will there be any use of fire such as a bonfire?*

     1. YES*

     1. NO

     *If yes, the applicant must obtain a fire permit from the Fire Department and upload a copy of the permit to this application.

132. *Fire Permit Copy Attachment
134. Is any Fire Department/Rescue assistance requested?*

     1. YES

     1. NO
135. *If yes, please describe
139. 5.D Police Department
141. Is there a need for traffic control for this event?*

     1. YES*

     1. NO
142. Is there a need for crowd control for this event?*

     1. YES*

     1. NO
144. Will the event require the closure and or modification of any Town of Kennebunk road(s)?*

     1. YES*

     1. NO

     The final decision regarding the closure and or modification of any Town of Kennebunk road(s) will be determined by the Kennebunk Police Department.

146. *If yes to any of the above, please describe in detail which road(s) will need to be closed and or what modification of the road(s) will need to be done, or any necessary traffic/crowd control.
148. Is any other Police Department assistance requested?*

     1. YES

     1. NO
149. *If yes, please describe
153. 6) Site Plan Sketch of Special Event (Completed by Event Coordinator)

     Please provide the following information, if applicable: (attach a separate map if necessary)

     • General Map of Vendor Locations
     • Street Closures/Parking Information Locations
     • Location of Event Coordinator’s Booth
     • Location of Garbage Can
     • Location of Water/Electricity Source
     • Location of Loudspeakers/Rest Facilities
     • Location of Tents/Stages/Grandstands
     • Race/Walk/Ride/Parade/March Map Route
155. Site Plan Sketch/Map
156. Site Plan Sketch/Map
158. Site Plan Sketch/Map
159. Site Plan Sketch/Map
163. 7) Indemnification and Release Provisions: Applicant must provide a Certificate of Liability Insurance with the minimum amount insurance being one million dollars ($1,000,000.00). The following wording must be put in under DESCRIPTON OF OPERATIONS: The Town of Kennebunk is an additional insured as respects to (name of event) being held on (date(s) of event) being held by (name of insured)

     In consideration for being permitted to use any Town of Kennebunk facility(ies) and/or rights-of-way, the applicant agrees to defend, indemnify and hold harmless the Town, its officers, employees, and insurers, from and against all liability, claims, and demands, which are incurred, made, or brought by any person or entity on account of damage, loss, or injury, including without limitation claims arising from property loss or damage, bodily injury, personal injury, sickness, disease, death, or any other loss of any kind whatsoever, which arise out of or are in any manner connected with the use of the Town facilities and/or rights-of way, whether any such liability, claims, and demands result from the act, omission, negligence, or other fault on the part of the Town, its officers, or its employees, or from any other cause whatsoever.

165. Certificate of Liability Insurance

     You may upload a copy of your Certificate of Liability Insurance if you already have coverage in place for the event.

167. 8) Municipal Services and Materials

     The Town reserves the right to require municipal services as reasonably deemed necessary by Town staff. If Town materials/equipment, other than motorized vehicles, are needed for the event, a deposit will be required, with the deposit based on the cost of materials/equipment borrowed (up to $250).

169. Applicant’s Statement of Agreement:

     I have read and understand the Special Event Policy. Everything I have stated on this agreement is correct to the best of my knowledge and I have authority on behalf of the firm or agency holding this event to commit it to the statements contained herein. This permit, if granted, is not transferable and is revocable at any time at the discretion of the Town of Kennebunk.

171. Applicant Typed Signature*
172. Date*
     Date
174. Applicant Title*
176. Guidelines for events:
     • Applicant shall comply with all State of Maine and Town ordinances
     • Participants shall use sidewalks and crosswalks were appropriate 
     • Any trash generated during the event must be collected by the applicant before the end of the event 
     • Proper advance notifications of persons living and residing within the affected area shall occur
180. TOWN OF KENNEBUNK RELEASE AND INDEMNITY AGREEMENT

     Town of Kennebunk Release and Indemnity Agreement can be found HERE, and must be attached to this application.

181. Town of Kennebunk Release and Indemnity Agreement*
Leave This Blank:


183. 1. Receive an email copy of this form.
184. Email address

     This field is not part of the form submission.

185. Submit Submit and Print

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