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Special Event Application Instructions

MPO Jeren Luttrell
PO Box 2007
211 N Elm St Jenks OK, 74037
918-299-6311
jluttrell@jenksok.org
Special Event Applications are submitted for review and approval for events conducted on a public property, public right of way or easement, and/or events that require the use of other public resources. This application is required on all such events within the City of Jenks and must be submitted 90 days before the event (exceptions may be granted for special, unusual circumstances). There is no fee for a Special Event Application or its approval.
The point of contact during the application process will be MPO Jeren Luttrell; his contact information is listed above. He will be glad to answer questions and offer guidance during this process to insure that your submitted application packet is complete with all required documentation.
Once the completed application packet has been accepted, a date will be scheduled for the applicant to present their plan to the Special Events Committee. The Committee will send its recommendation regarding the event to the City Council, who will vote to approve or deny the event. You may attend the City Council meeting for your event’s City Council review. Agendas are displayed at the City of Jenks City Hall at 211 N. Elm and online at www.jenks.com.
An application approval does not imply city sponsorship. The applicant will be responsible for any extra ordinary costs relating to the public for the event; for example, required city personnel and services, approved barricades, directional signage, adequate cleanup, and/or damages occurring to city property and/or facilities. The applicant has the responsibility to be aware of and comply with City Ordinances and Regulations including, but not limited to, Curfew Ordinance, County/City Public Health Regulations, police safety requirements, and insurance coverage requirements.
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Application

Event and Event Organizer Information
Event Title*
Event Description*
Date of Event*
Date of Event
Event Location (Include Site & Street Maps)*
Diagram/Map*
Total Anticipated Attendance (Participants, staff, vendors, crowd, etc.)*
Event Organizer*
Email Address*
Primary Contact*
Primary Phone*
Secondary Contact
Secondary Phone
Primary Email Address*
Primary Mailing Address*
City*
State*
Zip Code*
Agency Status*
1. Profit
2. Non-Profit
3. Fundraiser/What Cause
Fundraiser/What Cause (Please Specify)
TIMELINE OF EVENT
Event Start
Date*
Date
Time*
Time
Street Closing (for setup)
Date *
Date
Time*
Time
Event Closes
Date*
Date
Time*
Time
Street Opening
Date*
Date
Time*
Time
Street(s) requested to be closed*
Attach diagram/Maps as appropriate
Map/Diagram
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Event Coordination & Consideration

Event Overview

1. Describe your organization and its purpose.*
2. Describe your experience managing similar events and/or activities.*
3. What is the purpose of the event?*
4. Summarize your event.*
5. Has an event like this been held before? By whom?*
6. What do you see as the biggest challenge for a successful event?*
7. What is your budget for the entire event?*
8. Do you have adequate funding to hold the event at this time? If not, when will you have the funds and how will you acquire them?*
9. What is your advertising plan?*
10. How many people will be needed to staff the event?*
11. List all the organizations that will provide staff for the event (include numbers).*
12. List any special equipment needed and the organization that will provide it.*
13. List any special equipment needed and the organization that will provide it.*
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Affidavit of Application

Affidavit of Applicant
City personnel and services, approved barricades and directional signage will be required for street closings, traffic/crowd control, and security. The Event Organizer has the responsibility to be aware of and comply with City Ordinances and Regulations including, but not limited to, Curfew Ordinance, City/County Public Health Regulations, and Police/Park/Public Safety requirements. Further, the Event Organizer is responsible for:
1) Providing evidence of public liability coverage in a sum of not less than $1,000,000 (one million) dollars, including property damage coverage of not less than $100,000 (one hundred thousand) dollars before the event date or within ten days of Council approval, whichever comes first, and

2) Notifying businesses in the affected areas two weeks prior to the event.

Failure to comply with these requirements may result in additional fees and denial of subsequent applications by the Event Organizer. An application approval does not imply City sponsorship. Review the cover letter for further information in reference to Special Events.
I certify the information contained in the foregoing application is true and correct to the best of my knowledge and belief, and that I have read, understand, and agree to abide by the rules and regulations governing the proposed Special Event.
I further certify that I, on the behalf of the Event Organizer, am also authorized to commit that Organizer and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Jenks.
Electronic Signature Agreement
By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
1. I agree.
Electronic Signature
Print Name*
Date*
Date
Route To: Jenks Police Department, Attn: MPO Jeren Luttrell, P. O. Box 2007, Jenks, OK 74037, email: jluttrell@jenksok.org
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Hold Harmless Agreement

City of Jenks & Related Entities Hold Harmless Agreement
Name of Event Sponsor*
hereinafter referred to as “APPLICANT”
Address of Applicant*
City
State
Zip Code
The APPLICANT has made an application to use certain property, streets, sidewalks, or easements under the ownership or control of the City of Jenks, Oklahoma, or its related public trust entities e.g. the Jenks Public Works Authority and the Jenks Aquarium Authority d/b/a the Oklahoma Aquarium, hereinafter collectively referred to as “CITY”, for a special event to be held on
Date*
Date
Between the hours of*
Between the hours of Start Time
—
Between the hours of End Time
Event described as*
That APPLICANT warrants that any participating agencies selected or employed by APPLICANT for the special event carry public liability and property damage insurance.
That in consideration of CITY granting APPLICANT approval for the special event above described, APPLICANT agrees to hold CITY, its officers, agents and employees harmless and indemnify the same from any claims which could be asserted by APPLICANT, its invitees, agents or employees, for damages, personal injury or death which occurred as a result of said special event which was not caused by the deliberate or grossly negligent acts or acts of CITY’s officers, agents or employees.
Date*
Date
Name of Sponsoring Organization*
Electronic Signature Agreement
By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
1. I agree.
Electronic Signature
Print Name*
Phone Number*
Witness Signature
For Office Use

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

This field is not part of the form submission.
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Special Event Application

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Special Event Application Instructions

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Event Coordination & Consideration

Event Overview

Affidavit of Application

Hold Harmless Agreement

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