Public & Private Event Permit FAQs

Five Rivers MetroParks has 18 parks throughout the Dayton region, protecting more than 16,000 acres of land, 42 miles of river corridor, and hundreds of miles of both natural surface and paved trails. The MetroParks mission speaks of providing outdoor experiences that inspire a personal connection with nature. Events hosted in a MetroPark can provide opportunities for people of the community to gather and celebrate together, instill a sense of community pride, spread awareness of regional cultural heritage, and help support important social causes. Bringing special events to a MetroPark also showcases the beautiful places MetroParks protects and introduces thousands of new visitors to local parks, rivers and trails.

Event permits are required for public events such as walks, runs or rides; athletic competitions; festivals; or any other organized activity that may alter the normal public use of MetroParks managed property (including paved recreation trails) or require the use of MetroParks staff or services.

In addition to the criteria above, a permit is also required for:

• Any gatherings of 200 or more people;
• Gatherings that exceed the stated capacity of a park facility or area;
• Events that are publicly promoted, including promotion or social media;
• Events with a participation or entrance fee;
• Events that require partial or exclusive use of an area of the park;
• Events that require special exceptions to MetroParks Rules and Regulations, including use of stage at RiverScape or Island MetroParks, set up of a tent larger than 10 x 10 or large decorations/props, amplified sound, personal cooking equipment or food trucks, or if requesting use of a park area that is not routinely reservable.

Unsure if an event requires an event permit? Please email the permit coordinator with information about the requested activity. Responses are typically received with two business days.

• 1 Year Prior: Events may be booked up to one year in advance. It is strongly encouraged to start the application process as early as possible in order to confirm date(s), location, and approvals.
  • NOTE: Events at RiverScape MetroPark that require street closures require a completed application submitted by March 1 of the calendar year in which the event will occur.
• 120 Days Prior: Events with more than 500 attendees, and any requesting the sale of alcohol as part of the event, require a completed application submitted minimum of 120 days in advance.
  • Application for F-Permits for those events intending to have alcohol sales must be provided (where applicable) for review and signature 90 days prior to the event.
• 60 Days Prior: All public and private events with an anticipated attendance of less than 500 require a completed application submitted a minimum of 60 days prior to the event. Applications must be submitted with a run/race/ride route (where applicable).
  • NOTE: After a completed application has been received, MetroParks staff members will contact applicant to clarify needs and communicate fees. Approval to use Five Rivers MetroParks name, logo, or location information in event marketing will not be given until down payment is received and written conditional approval has been issued. Refunds for special use permit down payments are not permitted.
• 30 Days Prior: All conditions for approval must be met no later than 30 days prior to event date. This includes, but is not limited to, valid certificate of insurance; signed addendum; complete list of vendors and their products; food, grease, charcoal and gray water management plan (if applicable); approved F permit from the State of Ohio (when alcohol is being served); and any unpaid fees. Event may be canceled by MetroParks if all conditions have not been met and outstanding fees have not been paid.
• 14 days Prior: Applicant must coordinate set up and tear down plans with MetroParks at least 14 days prior to the event date.
• 7 Days Prior: Proof of all required state and local health permits for food concessionaires is due.

• Online application submitted by the applicant, with accurate and complete required data in all fields.
• Run/race/ride route map submitted (where applicable)
• An event site plan (where applicable).

Submitting a permit application does not reserve, hold or guarantee dates or venues, nor does it imply approval of an event.  An event date may be “held pending review,” but depending on staffing, adjacent events, or the nature of the event, the date(s) and time(s) may not be approved, or changes may be proposed.

To receive written conditional approval for use of a facility for a specific use on a date(s) and time(s), applicants must first:

• Complete payment of down payment.
• Return a signed addendum.

Conditional Approval is required prior to advertising or publicizing an activity or event.  To receive Conditional Approval, permit applicants must:

• Pay, at a minimum, the agreed upon down payment AND
• Sign and return the event permit addendum.

The use of MetroParks branding and logo on any event advertising is strictly prohibited.

Permit applicants who collect registration fees or advertise an event prior to receiving final permit approval do so at their own risk and shall bear any and all related costs.

A permit applicant assumes all responsibility for marketing an event at a MetroParks managed property. However, Five Rivers MetroParks may promote permitted public events through agency communication channels such as ParkWays magazine, metroparks.org, social media and email newsletters. Levels of promotion are dictated by the type of event and the ability of the community group to supply all required information by promotional deadlines. Mission-focused and partner events receive priority.

A permit can be downloaded from the Permit Portal once the MetroParks point of contact marks the permit application approved. Applicants will be notified by email when the application status changes. All outstanding fees must be paid for the permit to be approved.

A permit serves as a contract with Five Rivers MetroParks and outlines all associated rules and regulations.  The permit is not valid until the permit has been downloaded and signed by the applicant. There is no need to return a signed copy of the permit to MetroParks. However, the permit should be kept on event permit applicant’s person during the event in case verification is requested.

The final permit issued by Five Rivers MetroParks is valid only for the area(s) and event activities, including set-up and dismantle, depicted on a site plan and as described in the permit application and any attachment and/or amendments made to the application during the review process. Failure to comply with the MetroParks terms and conditions of the permit may result in the immediate cancellation of the event or the denial of future permit applications.

** One person must be responsible for the entire application process, including all signatures. This person will be considered the permit applicant and is required to be present for the event. **

If a permit applicant would like to close any streets or roads for an event, a formal request for a temporary street closure must be made to the appropriate managing government agency. Except for RiverScape MetroPark, all street and road closures must be negotiated directly by the permit applicant with the governing agency. Proof of road closure approval(s) and related safety precautions may be required for MetroParks event permit approval.

Events at RiverScape MetroPark that require street closures require a completed event permit application submitted to MetroParks by March 1 of the calendar year in which the event will occur. MetroParks will manage the approval of these closures with the City of Dayton. MetroParks will place and dismantle the street barricades for road closures at RiverScape per the event addendum. Fees to close the street are based on costs for required staffing, equipment and timeframe. Once an application is reviewed, a quote specific to an event will be provided.

Five Rivers MetroParks requires a permit for the sale of alcoholic beverages on all MetroParks managed property. Promotion, retail, and wholesale purchases of alcohol are governed by the Ohio Revised Code (ORC) Section 9.03.

Permit applicants must obtain an event permit or Memorandum of Understanding from MetroParks and the appropriate permit from the State of Ohio Division of Liquor Control.

Temporary Liquor Permits may be obtained by nonprofit organizations through the State of Ohio Division of Liquor Control to sell or serve alcoholic beverages at special events.  Any temporary permit applicant must submit a form signed by the real property owner(s) where the event is to be held giving consent to the sale of alcoholic beverages at the special function. MetroParks may sign a temporary permit application as the real property owner or on behalf on the real property owner (for MetroParks managed properties), as the case may be. MetroParks signature on the temporary permit application does not guarantee the issuance of any MetroParks permit.

MetroParks may permit a nonprofit organization that has obtained the appropriate permit from the Division of Liquor Control to sell or serve alcohol at a MetroParks event or program or in conjunction with an Event Permit where alcohol is provided either for sale by the drink or with an entrance fee, cover charge, etc.

To serve alcohol, the following are required of the permit applicant:

• An event permit, or Memorandum of Understanding;
• Permit applicants must pay an alcohol administration fee; This alcohol administration fee is not refundable if the applicant chooses to not have alcohol within 30 days of the event date.
  • $50 for private consumption
  • $250 for Temporary Liquor Permit
• Permit applicants must pay MetroParks the associated fees for Ranger(s) hours required, as determined by MetroParks. Contracted professional security may be considered in lieu of Rangers, as approved by MetroParks;
  • $45/hour per ranger
• Compliance with all applicable laws and MetroParks regulations.

To sell alcohol or charge an entrance fee which includes the sale or distribution of alcohol, the following are required of the permit applicant:

• An event permit, or Memorandum of Understanding;
• Permit applicants must pay an alcohol administration fee;
• Permit applicants must pay MetroParks the associated fees for the number of additional Law Enforcement Ranger(s) hours required, as determined by MetroParks;
• Compliance with all applicable laws and MetroParks regulations.
• Provide a verbal description and diagram or map of the area where alcoholic beverages will be sold, and the type of signage proposed to separate the designated area; the area cannot include public facilities such as restrooms and children’s play areas;
• Apply for the appropriate Temporary Liquor Permit from the State of Ohio at least 90 days prior to event date. The application must be signed by MetroParks as the real property owner.  Underlying jurisdictions or adjacent real property owners may also be required to sign the permit application if streets are closed or other circumstances are proposed that will involve other real property owners; Actual permit must be provided to MetroParks at least 30 days prior to event date,

Provide to MetroParks 30 days prior to event date, a Certificate of Liability Insurance including an additional $1,000,000 Liquor Liability to existing coverage and MetroParks noted as an “Additional Insured”, and other Additional Insured(s) as may be required;

Alcohol purchased for resale, including beer, wine, and intoxicating liquors must be purchased from a brewery, winery, distillery, or wholesale distributor. The sales, services and consumption of permitted alcoholic beverages must take place in a designated and approved area(s).

Proof of identification and age are required when selling alcohol. Sales of alcoholic beverages must end one hour prior to the end of permit period. Alcohol service must end one-half hour prior to the end of permit period. Sales and alcohol service locations must have signs posted with these hours noted.

Deadlines:

• Application for Temporary Liquor Permit must be provided (where applicable) 90 days prior to the event for review and signature.
• The approved Temporary Liquor Permit must be submitted to MetroParks no later than 30 days prior to event date.

MetroParks welcomes the addition of food to events. When proposing food vendors and food trucks the following documentation is required:

1. A complete list of vendors and their products 30 days prior to a permitted event.
2. Food, grease, charcoal and gray water management plan (30 days prior to permit period start)
   1. View City of Dayton Storm Drain Best Practices.
   2. The responsibility for gray water collection and disposal belongs to the permit applicant. Gray water can be disposed of via several local companies. Put gray water in designated locations only.
   3. All food booths must have complete coverings under them with no gaps to catch all food droppings and splatter, including three feet up sidewalk behind the booth. Food trucks must have means to capture any fluids or food matter that may leak from vehicle or generators. All cooking, prep, and supplies must be kept within food trucks or on tar paper.
      1. Examples of suggested protective materials:
         1. Tar Paper/Felt Roof Underlayment (Available at home improvement stores)
         2. Pig Mat (Available online and at auto supply stores)
      2. Local services for grease collection and disposal
   4. Proof of all required state and local health permits for food concessionaires (seven days prior to permit period start.)

Additionally,

• Permit applicant is responsible for conveying all applicable Conditions of Use and Supplemental Guidelines to all subcontractors and vendors.
• Water provisions vary by MetroParks location.
• Glass beverage containers are not allowed.
• Ground surfaces under all grills and grease producing equipment must be covered with MetroParks approved material prior to set up.
• Food vendors and food trucks should be familiar with the MetroParks Green Event Guidelines. Per the green event guidelines, MetroParks recommends that all products provided onsite by vendors, including plates, cups and utensils
• Standard 110V power is available in designated areas. Additional electrical connections may be available upon request subject to access fees. Extension cords and electrical appliances provided for use by permit applicant must be appropriately rated and warranted to be in good working order. Permit applicant assumes all responsibility for the liability associated with electrical appliances and extension cords used in conjunction with a permitted event.
• Generator sound transmission must be confined to the permitted area and should not interfere with the use and enjoyment of the park by other persons. Permit applications should indicate proposed location(s) and generator specifications, including watts and weight, for MetroParks review and approval. Generator permitting is limited to invertor generators unless specifically stated otherwise.
• Food trucks and vendor vehicles are limited to specific parks and locations only and must always remain in parking lots, roadways, or other areas specifically designated in the permitted event layout.
• Advanced load-in, set up, or delivery of equipment and/or delayed tear down or departure of equipment in the days before or after an event may require a multi-day permit.

MetroParks reserves the right to disallow any product sales inconsistent with MetroParks policies, mission, and image as a public agency.

MetroParks seeks to maintain a standard for security. Changes to event scope that affect this standard shall be compensated by the permit applicant. MetroParks has final authority in requiring a minimum number of officers, volunteer and staff positions, private security staff, as well as traffic controllers necessary to staff a proposed event.

The permit applicant is responsible for the safety and security of the people and physical elements in and around a venue. Ensuring the safety of all those affected by the event includes implementing safety measures that address all aspects of the proposed event. These measures may involve hiring private licensed security and/or implementing other safety strategies ranging, but not limited to, lighting , alcohol management, and venue design, etc. The permit applicant must pay in full for private security services deemed necessary for overnight equipment and supply monitoring.

MetroParks may require Law Enforcement Ranger(s) to be present at an event to supplement a security plan and to provide additional presence at an event. These sworn officers are there to maintain peace and order and it is not the responsibility of rangers to provide the services that are the job of private security staff. If an event impacts the community outside a MetroParks managed property, police services in addition to those needed to directly support an event may be required. If the required public safety is not provided, and/or proves inadequate, the MetroParks maintains the right to alter any or all components of an event and/or to provide additional Law Enforcement Ranger(s) that will be billed directly to the permit applicant.

MetroParks Law Enforcement Rangers will be assigned to an event any time alcohol is served or sold. Ranger hours will be charged to the permit applicant at the time the permit fees are assessed. The number of Law Enforcement Rangers and the hours required shall be determined by MetroParks. In addition to MetroParks Law Enforcement, professional security is recommended for the duration of events offering alcohol for sale.

To ensure the safety of volunteers, staff, and the general public, the permit applicant must ensure best practices are followed related to money handing, money movement throughout the event, and the transport of money offsite, (i.e. bank deposit). Money handling should be considered as part of an event safety plan. MetroParks Law Enforcement Ranger(s) may be available to assist in the movement of money upon request.

Five Rivers MetroParks determines insurance requirements for permitted activities based upon the nature of the activity and the risk involved.  View a list of the general insurance requirements for all public events, programs and organized recreational trail use for which a Special Use Permit is requested.

As a public agency, MetroParks seeks to recover some of the public dollars associated with permitting facilities and resources for exclusive use by groups or individuals. Pricing is based on partial reimbursement of the direct and indirect cost MetroParks incurs to provide the resources and services requested.  Fees begin with a base fee for use of a standard Event Use Area within a park. Events must be held in park spaces that are designed to accommodate the anticipated attendance, which may be dictated by the parking available. The base fee for a standard event area includes:

• MetroParks staff administration and coordination
• Reserved use of area for three hours for private events and six hours for public events, during standard park hours
• Routine Ranger patrol
• Reserved area preparation
• Park clean-up and trash removal
• Qualified authorization to set up personal or rental property including but not limited to tables, chairs, tents, props, decorations, music, etc.

For events using a portion of the recreation trails that travel through a MetroPark or are managed by MetroParks or the Miami Conservancy District, applicants will be required to pay a $25 Recreation Trail Fee. This fee may be added to the base fees, should the event also take place within a MetroPark.

Additional event permit fees may include:

• Early park opening or late closure
• Water Station setup
• Additional security or rangers
• Electric or water access
• Supplemental labor
• Alcohol administration

Payments may be made by credit card online through the Special Use Permits Portal or by phone through the MetroParks point of contact for a special permit or the Permit Coordinator at 937-274-3127.

Payments may be made by check, payable to Five Rivers MetroParks, 409 East Monument Avenue, 3rd Floor, Dayton, Ohio 45402, Attn: Permit Coordinator

A non-refundable down payment of 25% of the total fees is a requirement for conditional approval. All outstanding fees must be paid no later than 30 days prior to event date. If not paid 14 days prior to the event, the event may be canceled. All event cancellations must be made in writing. Special use permit fees (except for the required down payment, trail use and alcohol administration fees) paid in advance of the event are refundable if requested at least 14 days prior to the permit usage date.

Registered non-profit organizations, government agencies and/or (primary, secondary, and post-secondary) educational institutions specifically serving the citizens of Montgomery County are eligible to receive a 50% discount off permit rental fees. To receive this discount, the applicant must complete and submit an organization discount request prior to signing and returning the permit addendum.

• Non-profit organizations must attach their IRS 501(c)(3) or 501(c)(6) Tax Determination Letter or other documentation to prove current non-profit status to the non-profit application. Organizations that do not meet criteria or cannot provide such evidence will not receive a discount.
• Government and educational institutions will provide a letter of request on agency letterhead stating the request for the discount.

Rental fees for the RiverScape MetroPark pavilion and ice rink are excluded from any discounts.

If an applicant cancels or reschedules the date of a proposed event or any permitted elements of the event, the applicant must notify MetroParks in writing no less than 14 days in advance of the set-up time for the event to receive any refunds. Refunds for special use permit down payments, trail use fees and alcohol administration fees are not permitted. Should personnel or other resources be dispatched to support the proposed event or an event activity that has been cancelled, the applicant will be assessed the cost of the services provided.

If a permitted activity or event has been publicized and the permit holder determines that a cancellation or postponement is necessary, the permit holder must notify MetroParks and the media 72 hours prior to the scheduled event or immediately upon the decision to cancel if the decision is made inside the 72-hour time frame.

In case of emergency, or should an event pose a threat to public safety, MetroParks reserves the right to cancel the permitted activity prior to use (defined as the promoted start to the activity) without liability. Examples of such instances include but are not limited to inclement weather, fire, local, state, or national emergency. Permit Holder will meet with MetroParks to assess park conditions prior to announcing a cancellation.

A refund of fees, excluding the non-refundable down payment, will be made if cancellation by MetroParks is necessary. A desire to reschedule for any reason may not be available and would potentially incur additional cost.

Five Rivers MetroParks is committed to being a good steward of the environment, both through the management of more than 16,000 acres of land, as well as through policies and practices. When hosting an event at a MetroPark, please be a good steward of the environment by following some simple green practices.

• Recycling is encouraged at all events that occur on MetroParks property. Green or brown waste containers or blue recycling containers are located throughout parks. Inside facilities, blue recycling containers are available. Any material that can be recycled should be recycled during an event. Attendees should be encouraged to place waste in the green containers and recyclables in the blue containers. If obtaining services from a private waste hauler, ensure that they provide containers for recyclable materials
• Food and beverage:
  • POLYSTYRENE (Styrofoam or #6 plastic) is strongly discouraged.
  • Recyclable food and beverage packaging and containers are encouraged.
  • Per our local recycler, Rumpke, plastic cutlery, service ware and to-go containers do not recycle.
  • Utilize multiple water fountains at the event as a substitute to handing out or selling plastic water bottles. Also, encourage participants to bring their own refillable/reusable bottles to the event.
    • Apply to use the City of Dayton Water Trailer or Tap
  • Allow participants to take leftover food or beverages home, in non-Styrofoam containers, or donate any NON-PERISHABLE food items to charities or other organizations.
• Minimize the amount of printed material needed for an event.
• If catering or bringing in food, consider food vendors that bring food in recyclable or compostable containers, or containers that produce a low volume of waste. This could save money by minimizing required park staff to manage waste.
• Develop a waste minimization plan prior to the event. The plan should identify all potential waste sources and plans for recycling or disposal.
  • Limit the distribution of plastic bags to participants at events. If bags must be distributed, consider reusable bags.
  • Place all recyclable materials in the blue recycling containers. Separate non-recyclables (garbage) in the appropriate waste containers.
  • Ensure that suppliers/service providers will recycle all applicable waste.
  • Compost waste when possible.
  • Reuse or donate any materials, goods or products utilized during the event.
  • Accurately measure attendance for the event in order to eliminate as much waste as possible
• Encourage event guests to save gas and reduce emissions by carpooling. Better yet, suggest biking to the event via the over 300 miles of paved bike paths connecting to MetroParks locations.

Interested in working the Five Rivers MetroParks sustainability coordinator to make an event greener? Please email tim.pritchard@metroparks.org or call 937-279-6979.

There are three phases of the application cycle. View each of the steps:

For events that occur year after year, applicants can submit a permit application based on a former application instead of creating one from scratch each year. However, this does not mean that event locations are automatically “held” for returning events.  Applicants are encouraged to reapply immediately following an event in order to secure requested dates and locations for the following year.  To do so,

1. Log into the permit portal and locate the permit that will be the basis of a new application. Click “View”.
2. On the permit details screen, click “View permit request” to see the details of the permit application.
3. Scroll to the bottom of the application and click the “Duplicate Permit Request.”
4. The application is copied and now becomes a new editable form with values from the previous application carried over, but editable. Please review and correct information in application, including the new dates and times.
5. Accept the terms of use, uploads any necessary maps and documents and submit for approval.
6. Once an application is submitted, a new permit number is assigned, and the review process begins.

From time to time, members of an organization may need to transition ownership of a permit application to another person. To do this, the current applicant/owner should:

1. Log into the permit portal and locate the active application that they want to share. Click “View”.
2. On the permit details screen, click the “Add New User” link in the Users with Access box
3. Add the full name and email address of the party that needs to be added to the permit application, then click “Send Invite”.
4. The detail view for the permit will then be displayed again and a note will appear that the top indicating that the email has been sent.
5. The invited party will receive an email with a link to establish their account to start administering the permit application.
6. The permit is added to the invitees dashboard list on the permit portal as if they created it, however, they are not able to invite any additional people, only the original “owner” of the permit can invite.
7. If the original owner is not available for some reason, MetroParks staff members can invite the new party in their absence.

If a commercial photographer is hired to shoot still or moving pictures of the event, the photographer is required to have a photography permit from Five Rivers MetroParks.  A permit for drone flight may be obtained for commercial or scientific research purposes. An Unmanned Aircraft Systems (UAS) Permit also includes permission to make multimedia recordings and commercial still photography.  Recreational flight of UAS is not permitted on MetroParks property.

Permits for photography, multimedia or UAS must be applied for and held by the photographer or pilot, not the event permit applicant.