Asheville, NC – Hosting an event at Jones Park or any of Asheville’s public parks can be an exciting way to connect with the community. Whether you’re planning a birthday celebration, wedding reception, festival, or a community gathering, understanding the event application process is essential. In this step-by-step guide, we break down everything you need to know to ensure your park event runs smoothly—from permits to planning logistics.
Step 1: Choose Your Park and Event Area
The first step in applying for a park event is selecting the right location. Asheville offers a variety of parks and outdoor spaces, each suited for different types of events. Jones Park is perfect for smaller gatherings and community activities, while larger parks may be better suited for festivals or events with higher attendance.
- Consider your needs: Do you need a pavilion, open lawn, or specific amenities like BBQ grills, sports fields, or playgrounds?
- Accessibility: Ensure the location is accessible for all guests, including those with mobility challenges.
Once you’ve chosen the park and event space, check the availability on the city’s park reservation website. Parks in Asheville are popular for events, especially during peak seasons, so it’s crucial to plan ahead.
Step 2: Review Event Guidelines
Each park in Asheville has specific guidelines for hosting events. These rules help maintain the park’s natural beauty and ensure everyone has a positive experience. Guidelines may include:
- Event types allowed: Some parks may limit the types of events, especially those that require a lot of setup or bring large crowds.
- Noise restrictions: There might be noise level limits, especially in residential areas. If you plan to have a live band, DJ, or speakers, check the noise ordinance times.
- Decorations: Many parks do not allow decorations that may damage park property (e.g., no nails in trees, no confetti).
- Food and beverages: You may need to apply for a food permit if you plan to have vendors or a large catering setup.
Before you submit your application, read through these guidelines thoroughly to avoid any surprises.
Step 3: Submit Your Application
To apply for your park event, you’ll need to submit an application form. This can often be done online through Asheville’s parks and recreation website. Key details you’ll need to provide include:
- Event type and description: What type of event are you hosting (e.g., concert, birthday party, community fair)?
- Event date and time: Specify the date and time for your event. Include setup and cleanup times.
- Estimated attendance: Provide an estimate of how many people will be attending. Some parks require this to ensure they can accommodate the crowd size.
- Special requirements: Will you need tables, chairs, or access to electrical outlets? Let the city know so they can provide the necessary equipment or inform you about additional fees.
- Insurance requirements: Some events may require liability insurance. If you’re hosting a larger event with vendors, alcohol, or amplified sound, you might need to show proof of insurance.
Application deadline: Submit your application at least 2-4 weeks before your event, especially during peak event seasons (spring and summer).
Step 4: Pay Fees and Obtain Permits
Once your application is reviewed, you may be required to pay a reservation fee to secure your booking. Fees can vary depending on the size of the event, the type of amenities requested, and whether the event is commercial or nonprofit.
- Payment options: Most parks allow payments via credit card or check. Be sure to check the accepted payment methods when submitting your application.
- Additional permits: Depending on the nature of your event, you might also need extra permits, such as:
- Alcohol permit: If you plan to serve or sell alcohol, a special permit is usually required.
- Sound permit: For amplified sound, such as live music or a public announcement system.
- Food vendor permit: If you have food vendors, each vendor may need to apply for a separate food service permit.
Once your payment is processed, you will receive a confirmation and any additional permits required for your event.
Step 5: Plan Your Event Logistics
Now that your event is approved, it’s time to start planning the logistics. Consider the following:
- Staffing: Will you need volunteers or hired staff for registration, food, or crowd control?
- Equipment rentals: If you need extra tables, chairs, or tents, many parks offer rentals or you can hire a third-party vendor.
- Event signage: Place clear signage to guide attendees, especially if your event involves multiple areas or activities.
- Cleanup: Make sure you have a team set up for cleanup. The park will require you to leave the space in the same condition it was before the event.
It’s always a good idea to do a site visit a few days before the event to confirm details and get a sense of the layout.
Step 6: Enjoy Your Event and Follow Up
On the day of the event, arrive early to ensure everything is set up according to plan. After your event, don’t forget to:
- Follow up with the city: If any issues arose during the event or if you had any concerns, provide feedback to the park’s recreation department. This helps improve future events and can benefit other park visitors.
- Post-event clean-up: Ensure the area is fully cleaned before you leave. Some parks charge a cleaning fee if the area is not properly maintained.
- Conclusion: A Successful Park Event Starts with Planning
Applying for a park event in Asheville is a simple process if you follow these steps. By choosing the right park, reviewing the guidelines, and submitting a complete application, you can ensure a smooth and successful event. Whether it’s a small birthday celebration or a large community festival, Asheville’s parks offer the perfect backdrop for any occasion.
Ready to host your own event at Jones Park or another Asheville park? Start your application today and create memories that last a lifetime!
