THE FOLLOWING IS AN OUTLINE FOR OBTAINING A SPECIAL EVENT PERMIT

FROM THE TOWN OF NOLENSVILLE

No person, firm, corporation, or organization shall participate in, advertise for or in any way promote, organize, control, manage, solicit, or induce participation in an event on public property or a temporary street closure unless a permit has first been obtained from the Town Manager.

This outline is intended to serve as a guide and may not be inclusive of all Town, State and Federal requirements.

1. Obtain Permit Application Form from the Town Manager's Office (7218 Nolensville Road or online at nolensvilletn.gov.)
2. Return completed application along with a check or money order for $100.00 payable to the Town of Nolensville to the Town Manager's office a minimum of ninety (90) days prior to the event. Suggested filing is 180 days prior to scheduled event.
3. The completed Special Event Permit Application Form will be distributed to representatives in the necessary Departments. The Department representatives will recommend approval, denial or approval with changes. Department representatives may also list any prerequisites required by that Department.
4. The Town Manager's Office, with the help of other Town Departments, will determine the minimum number of off-duty police officers and other public safety personnel required to assure the safety of all participants, the safety of the general public and traffic flow around the event or parade. The event organizer will be responsible for hiring all necessary personnel deemed required by the Town Manager.
5. The Board of Commissioners will review all large (500 persons or more) special event recommendations and determine approval, denial, or approval with changes. Small special events will be reviewed by the Town Manager.
6. If alcohol, beer and/or wine is sold or given away, a permit from the relevant board is required. Please read "Additional Requirements" section of this application for more information.
7. If the event is approved with changes, the Town Manager's office will assist and/or guide the organizer with making necessary changes.
8. Included with the letter of conditional approval will be an outline of all necessary additional requirements.
9. Once the event organizer submits all documentation and meets all necessary additional requirements, the Town Manager's office will issue a Special Event Permit. At this time, the event organizer may be required to post a sanitation and environmental services security deposit, the amount of which will be dependent on the size, nature, and duration of the event.
10. If the event permit is denied, the Town Manager's office will issue a letter of denial. The event organizer may appeal the Town Manager's decision to the Board of Commissioners.

ADDITIONAL REQUIREMENTS

Read the following section carefully. It contains information that is important to the approval of your event.

A. TENT PERMIT

Contact: Town of Nolensville Fire Department and Building Codes

Department: Phone: 615-7776-6689 Fire Chief, David Windrow /615-776-6692 Building Official, Monty Kapavik

A tent permit is required for all tents 10x20 or larger that are erected for a special event. Large events (with 500 persons or more in attendance) will be required to have a meeting with the Codes Department and the Fire Department to discuss safety issues.

B. ELECTRICAL PERMIT

Chris Bridgewater, Codes Inspector 615-776-6698

C. HEALTH DEPARTMENT PERMIT

Williamson County Health Department 1324 West Main Street Franklin, TN 37064 615-794-1542

If food will be served, the event organizer must call the Health Department to discuss rules and regulations. Health Department official(s) may do an on-site inspection of all food vendors. The Health Department has the right to close any vendor not abiding by health codes.

D. FIRE DEPARTMENT REGULATIONS AND INSPECTIONS

Fire Chief, David Windrow 615-776-6689

The Fire Chief's Office reviews site plans to determine clear access for emergency vehicles and clear access to fire hydrants and stand-pipes. Event organizers will be required to provide a copy of a site diagram indicating the location of all tents, vendor booths or trailers, vehicles parked on site, stages, portable rest rooms, fencing, entrance gates, alcohol, and non-alcoholic beverage booths, etc. The diagram must also indicate where street will be blocked and how (fencing, barricades, etc.)

The site diagram should be returned with the completed Event Application and will be forwarded to the Fire Chief's Office for approval. Any changes to the site diagram after initial approval must be re-submitted for review. Organizers of large events MUST meet with the Fire Chief's office 30 days prior to event and 5 days prior to event. If the Fire Department On-site Inspector determines that all rules have not been adhered to, or that unapproved changes have been made to the site layout, he/she can delay or stop the event until the site layout is revised and approved.

E. ALCOHOLIC BEVERAGES 

1. Beer Board Permit

Town Recorder, Montique Luster 615-776-6691

Town Hall Business Office

7218 Nolensville Road

Nolensville, TN 37135

Events where beer is available will be required to apply for a beer permit. If there is any question as to whether a permit is needed, the event organizer should contact the Town Recorder at the above number and discuss the event in detail. A temporary Special Event Beer Permit application must be in the name of the owner and signed by the owner, officer, chairman or director of the organization. Due to the time involved in obtaining a Beer Permit, it is suggested that the event organizer start this process at least thirty (30) days prior to the event.

Fill out application completely and return it with appropriate fee. The application fee is non-refundable. The application must be filed fifteen (15) days prior to the next Beer Board meeting. The Beer Board meets monthly as needed.

2. Tennessee Alcoholic Beverage Commission

226 Capital Boulevard

Nashville, TN 37219-1804

The Tennessee Alcoholic Beverage Commission (TABC) is responsible for the enforcement and regulation of all phases of the alcoholic beverage industry in the State of Tennessee. For the sale or give-away of alcoholic beverages, other than beer, please contact them directly. A copy of the TABC permit will be required at your event.

F. TOWN OF NOLENSVILLE SERVICES

If Town services are needed, (Police, Fire, Public Works, or other staff members), applicant must pay $50 an hour for a minimum of four (4) hours for each member.

If you are not using Town resources, please provide the Town with the contact information of all outside resources being used.

G. EMERGENCY MEDICAL SERVICES

1. Nolensville Fire Department:

Fire Chief, David Windrow 615-776-6689

615-741-1602

2. Williamson Medical Ambulance Services:

EMS Support | Williamson Medical Center | Support for Community

Events (Please fill out the request form.)

H. EVENT SIGNAGE

Town of Nolensville Planning Department:

Town Planner

7218 Nolensville Road

Nolensville, TN 37135

615-776-6693

The Town of Nolensville Planning Department restricts certain types of signage and sign placement. Contact the Planning Department for specific details.

I. LITTER-FREE EVENT

The Town of Nolensville encourages all events held in the Town to be Litter-free. Event coordinators should obtain information from Keep Williamson Beautiful at www.keepwilliamsonbeautiful.org

• Event organizers must ensure that the grounds are provided with an adequate number or receptacles for garbage and refuse.
• The placement of receptables and number needed will depend on the event grounds layout and should be placed:
• in high traffic areas, seating area, toilet and handwash areas and activity areas
• along walkways from food booths to where events are being held
• in close proximity to food booths (these receptables should be covered.)

J. SANITATION AND ENVIRONMENTONAL SERVICES DEPOSIT

Event organizers must post $1,000 deposit for events over 200 persons and a $250 deposit for events under 200 persons. The deposit will be refunded if the applicant restores the area to its condition prior to the event. If the applicant fails to restore the property to its prior condition, then the applicant shall be responsible to the Town of Nolensville for any costs incurred in restoring the property after the event. Surrender of the deposit in no way relieves the applicant of the responsibility for any costs incurred by the Town of Nolensville in excess of the deposit. The check should be made payable to the Town of Nolensville and delivered to the Town Manager’s office.

Williamson County Solid Waste 615-790-0742

Williamson County can provide information dealing with waste removal.

* NOTE: Fats, oils and grease are a leading cause of sewer backups, septic system failures and environmental disasters. Events that include deep frying cooking oil operations require that a grease pit be secured for on-site use. The primary sponsor of the event must provide proof a grease waste hauler is contracted to handle the grease waste and removal of the grease pit.

All cooking grease MUST be removed from the site immediately after the event. Illegal dumping of cooking grease will be prosecuted. Sponsors needing assistance securing a grease waste hauler should contact the appropriate Williamson County solid waste department.

K. TOILETS AND HAND WASHING FACILITIES

• Public toilets and hand washing stations must be provided by the event organizer based on anticipated peak attendance at any one time.
• A hand washing station is to be comprised of running water with liquid soap and disposable paper towels. When approved by a public health inspector, a handwash station may be comprised of 1) a hand sanitizer dispenser and/or 2) a sanitizing towelette dispenser.
• Regardless of the number of handwash basins located with the permanent toilets, additional hand washing stations will still be required in close proximity to the temporary/portable toilets.
• Event organizers should always have a contingency plan in place in the event that attendance exceeds anticipated numbers and additional toilet and hand washing stations are needed on short notice.
• Toilet and hand washing stations should be place in strategic locations that are easily accessible to people in all areas and/or venues at the event as well as easily accessible for needed servicing and maintenance during the event.
• Signage should be in place to direct people to the facilities.
• A maintenance schedule for the toilet and hand washing stations should be set up to ensure that facilities are cleaned and supplies replenished as needed. ADA Facilities: A minimum of one handicap-equipped toilet facility must be provided, with at least one additional handicap-equipped toilet for every 10 regular toilets required. After the minimum of two hand washing stations are provided, one additional station is required for every 10 toilets. One Handicap-equipped toilet must be provided at all sites, with one handicap- equipped toilet for every 1,000 people thereafter.

L. GOOD NEIGHBOR & ROADCLOSURE LETIER

Good Neighbor/Road Closure Letter

The event organizer may be required to deliver written notice to all businesses and residents on or near the event site. The notice must include the following:

• Date, time and location of event; and
• Date, time and location of all related street closures; and
• Name, address and phone number of event organizer; and
• Name, address and phone number for Town Manager's office

It is suggested that the event organizers inform all businesses and residents within a two (2) block radius of the event. The event organizer must provide the Town Manager's office a copy of the letter and a mailing list of whom received the letter.

M. VENDORS

For events that have multiple vendors, a form must be completed for each vendor that contains the Name of Business and Name of Managing Agent. A map of the event should be returned to the Town Manager's office that show the location of each vendor.