Special Use Applications

Thank you for visiting the
Monroe County Parks'
Special Use webpage!

SPECIAL USE INFORMATION

Contact Information  

  • For Field Permits, Recreation Permits, Camp Permits, Film/Photo/Video Permits and Event Permits (and for Vendor Permits & Tent Permits associated with Events) you can call the Special Events Coordinator, Corey Bryant, at 585-753-7281 or email coreybryant@monroecounty.gov.

  • For Private Rental Permits, you can call Park Representative, Jean Hermes, at 753-7275 or email jhermes@monroecounty.gov.

  • For Tent Permits (not associated with Events) you can call Park Representative, Curtis Perry, at 753-7275 or email cperry@monroecounty.gov.

  • Please feel free to also reach out to us via fax 585-753-7284, via US Mail, or in person at 171 Reservoir Ave, Rochester, NY 14620.

 

Categories of Special Use  

  • Special Use Applications are to be filled out if your PROPOSED activity is ANY of the following (not an exhaustive list)
    • #1) It is open-to-the-public; and/or
    • #2) It falls into any of the eight categories described below: 

A.      Event:  All open-to-the-public Ticketed Events, Benefits, Charity Events, Awareness Events, or Fundraisers; All Races, Runs, Walks, Triathlons, or Bicycle or Motorcycle Rides, etc.; all Festivals, Concerts, or Music & Theater Performances/Events, Food Truck Events; all Fishing Derbies, Boating Events, Memorial Events. 

B.      Field: All single-day or seasonal athletic field use, leagues, tournaments, and athletic events; all fee-based Clinics, Classes, Exercise Classes, Tours, or Recreation Club activities or programs that are not considered Events.  Please note: You may also need to submit Parts E and/or F.

C.      Recreation/Other:  All free (non fee-based) and/or open-to-the-public Clinics, Hikes, Classes, Exercise Classes, Tours, or Recreation Club activities or programs that are also small/ less than 25 people (over 25 people will need to complete a Field or Event Application).  This category is a catch-all for other activities for which we want visibility.

D.      Private Rental:  All large (i.e. over-capacity of lodge or shelter) Weddings/ Ceremonies/ Receptions/ Photos, Rehearsal Dinners, Corporate Functions, Company Picnics, Church Picnics, Graduation Parties, Pig Roasts, Fraternity or Sorority Parties, etc.; All requests for a private event that is not associated with a lodge or a shelter (Rental of additional facilities may be required in order to accommodate your parking, bathroom, or other needs.)  Please note: You may also need to submit Part E.

E.      Tent:  All Special Use Private Rentals (D), or any other Shelter/ Lodge/Facility rentals with any tents over 15x15 need to also submit the Special Use Tent Permit Application (Part E).  All tents must be in conjunction with a facility, lodge, or shelter rental.

F.       Vendor:  All Special Use Field (B), Recreation (C), or Private Rentals (D) with groups selling anything on Park grounds need to also submit the Special Use Vendor Permit Application (Part F).

G.      Youth Group Camping & Camps (Summer/School Break):  All Youth and Scout camping groups over 50 people; all Camporees, Klondikes, and large camping events; all requests for non-designated and/or unique camping locations; all Summer or school break camps.

H.      Film/ Photo/ Video:  All commercial, non-commercial, or Student Film, Photo, or Video Shoots/ Projects.

Submitting your Special Use Applications  

1.    Choose the appropriate category of Special Use application.  

2.    All applications are "fillable" online, but must be attached to an email message.

  • Click on the proper application at www.monroecounty.gov/parks-forms
  • Save it to your desktop as "spec use app"
  • Then click "Save As"
  • Then name your file with the following format "park initials", "organization", "17" (example: "MPP Joe Schmo Organization 17")
  • Fill out all boxes in all sections
  • Click "Save" when you are done filling out the application
  • Attach your application to an email to the appropriate staff person]

3.    You can also submit applications by U.S. Mail, or in person.

 

Timeline for submission of Special Use Applications

If you are planning to obtain a Special Use Permit for a Monroe County Park, please fill out the pertinent application/s and submit it/them to the Monroe County Parks Department according to the schedule below:

          A.      Event- Part 1 at least 45 days prior to your proposed event. 

  Part 2 at least 21 days ahead of your proposed event.

          B.      Field- starting the last Friday of each January, at 8:30am, and at least 21 days ahead of your proposed activity/ies or program/s.

          C.      Recreation- at least 21 days ahead of your proposed activity/ies or program/s.

          D.      Private Rental- upon reservation of facility, and at least 21 days ahead of your date/reservation.

          E.       Tent- upon submission of Part A or D, and at least 21 days ahead of your date/reservation.

          F.       Vendor- upon submission of Part A, B, C, or D, and at least 21 days ahead of your date/reservation.

          G.      Camping- upon reservation of facility, and at least 21 days ahead of your date/reservation.

          H.      Film, Photo, Video Shoot - at least 21 days ahead of your proposed shoot.

*Submitting applications earlier than the timeline suggests increases chances of accommodation and permit being issued.

**If your organization has several events planned of a similar nature, you only need to fill out the pertinent application once, as long as you also include detailed information about each separate activity date.

INSURANCE REQUIREMENTS

If your activity qualifies as a “Special Use” or you are a Tent, Inflatable, or other Entertainment Equipment Provider, please note that your organization MUST provide the following insurance documents.  

HELPFUL HINTS ARE IN RED

CONTACT YOUR INSURANCE COMPANY FOR ANY QUESTIONS OR TO OBTAIN DOCUMENTS #1-3

  1. ACORD CERTIFICATE OF INSURANCE (COI) to meet these requirements:
    1. GENERAL LIABILITY INSURANCE 

                                 i.      $1 million each occurrence AND

                                 ii.      $3 million general aggregate (OR lower general aggregate PLUS

                                          Excess or Umbrella Liability coverage in an amount to provide $3

                                          million total)

  1. COMMERCIAL AUTOMOBILE INSURANCE LIABILITY LIMITS

                                  i.      $1 million combined single limit

·         Company Vehicles

o    ALL Special Use applicants and Tent & Inflatable providers using “company vehicles” (i.e. owned and operated by the owner, organizer, promoter, or vendor) for any purpose, at the Park, must provide compliant commercial auto liability insurance. 

·         Personal Vehicles

o    Special Use applicants using only personal vehicles need not submit auto insurance, unless said vehicles are “actively involved” in the event (i.e. as a pace car, shuttle, display, directly participating, etc.).  If personal vehicles are actively involved, please send copy of your personal auto insurance card.

o    Tent & Inflatable providers using only personal vehicles, please send copy of your personal auto insurance card. 

  1. DESCRIPTION OF OPERATIONS BOX:

                                 i.      Must state: “Monroe County is additional insured for” all relevant

                                         policies (and/or have all relevant “Addl Insr” columns checked).

  1. CERTIFICATE HOLDER BOX:

                                 i.      Must list us as: “Monroe County, 39 West Main Street, Rochester,

                                         New York, 14614,  Attn: Parks Dept.”

  1. ADDITIONAL INSURED ENDORSEMENT FORM for general liability policy:
    1. Must list us as: “Monroe County, 39 West Main Street, Rochester, New York, 14614, Attn: Parks Dept.” and/or have the policy number listed on the document.
  1. ADDITIONAL INSURED ENDORSEMENT FORM for automobile liability policy (See 1b above)
    1. Must list us as: “Monroe County, 39 West Main Street, Rochester, New York, 14614, Attn: Parks Dept.” and/or have the policy number listed on the document.

CONTACT THE STATE OF NY at www.wcb.ny.gov FOR ANY QUESTIONS

OR TO OBTAIN DOCUMENTS #4-5

  1. WORKERS COMPENSATION INSURANCE: Please send in one of the following forms (obtain from www.wcb.ny.gov)
    1. Must list us as: Monroe County, 39 West Main Street, Rochester, New York, 14614, Attn: Parks Dept.

  i.      C105.2 (or U-26.3)

 ii.      SI-12 (or GSI 105.2)

 iii.      CE- 200- Submit this if you are exempt from needing Workers Compensation Insurance.

·         Only the above forms will be accepted.

·         ACORD COI alone cannot be accepted as proof of Workers Compensation Insurance.

  1. DISABILITY INSURANCE:  Please send in one of the following forms (obtain from www.wcb.ny.gov)
    1. Must list us as: Monroe County, 39 West Main Street, Rochester, New York, 14614, Attn: Parks Dept.

 i.      DB-120.1

 ii.      DB-155

 iii.      CE- 200 -Submit this if you are exempt from needing Disability Insurance.

·         Only the above forms will be accepted.

·         ACORD COI alone cannot be accepted as proof of Disability Insurance.

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