Parks and Recreation

Events: How to Plan

Planning an Event?

Applying to Schedule Events or Activities in Parks or Facilities

Gordon Richard, Events Coordinator
Community Affairs Office
Metro Parks and Recreation
Centennial Park Office
Nashville, TN 37221
615-862-8400

Street Address:  511 Oman Street, Nashville, TN 37203

Many of the open spaces and facilities owned and operated by Metro Parks have become popular with those planning to hold events.  Examples include:

  • Festivals
  • Company Outings
  • Weddings
  • Organized Runs or Walks for Charities
  • Concerts

BEFORE YOU BEGIN - Read the information below about sponsoring an event.

Please review the information below to answer any questions you may have about procedures and fees before you contact our office or fill out an application for a permit. 

Due to the high demand for our facilities, we strongly encourage you to read the information below before contacting our office.

FUNDRAISING EVENTS

  • NOTE:  Permits for fundraising events may only be requested by persons or organizations hat hold a permit from the Tennessee charitable Solicitations Board, bonafide educational institutes, religious organizations who have a 501 (C) 3 status with the IRS and/or announced political candidates for public office.
  • A Financial Report from your even must be turned in to the Parks and Recreation Administrative Offices no later than 30 days after the event.  You will be considered in violation of Parks and Metro Financial Office regulations if you do not do so, and holding future events on Parks’ property will also be in jeopardy.

FIRST- Is the date you want available?

Calendar of Events  Check the current Parks’ schedule of events and see if the date for your event in the park you have in mind is already taken by a special event or activity.  If not- proceed.  (All planned events will not be listed here).

SECOND: Submit an application for your event.

Please submit your application for an event at least three months in advance.  Many events require that Park Board approval be given before an event takes place.  (see “Park Board Approval” below).  Applications for any given calendar year are not accepted before February 1st each year.

NOTE:  YOUR EVENT HAS NOT BEEN APPROVED OR SCHEDULED UNTIL YOU HAVE PAID ANY ASSIGNED FEES AND RECEIVED A PERMIT OR LETTER OF CONFIRMATION FROM OUR OFFICE!

FORMS:  Events, Use of Facilities, & Showmobile

Download the appropriate application(s), fill them out, and fax them to us at the number on the application form. (615-862-8414).

Fees At A Glance

Central Business District Fees Riverfront, Hall of Fame, Commerce Center, Church Street, Owen Bradley, and Public Square Parks

General Park Fees All other Park Facilities

Highlights of the Permit Process

(this information is also listed with the permit application)

Permits and Payment of Fees

  • Permit Applications are considered on a first come, first served basis.
  • Reservations will not be taken more than twelve months in advance of the proposed event.
  • Reservations are not confirmed until all fees are paid and a permit is issued.
  • The Permit Application is due not later than ten days from initial contact with Park personnel.
  • All fees due must be paid within two weeks after billing but not less than 24 hours prior to the event.

Alcoholic Beverages

  • Alcoholic beverages are not allowed in Park facilities (unless specially permitted by the Board of Parks and Recreation).  Beer sales must be approved by the Park Board prior to receiving a permit from the Beer Board.
  • Additional insurance is needed when alcohol is served.

Fund Raising

  • Permits for fundraising events may only be requested by persons that hold a permit from the Tennessee Charitable Solicitations Board, bona fide educational institutions, religious organizations who have a 501 (c) 3 status with the IRS and/or announced political candidates for public office. PLUS, a financial report from the fundraising event must be turned into the Parks’ administrative offices no later than 30 days after your event.

Adding Elements to Site

  • If the event will include elements added to the Park facility, such as staging, tents, rides, “moon bounces”, booths, etc., a certificate of insurance must be submitted with the Permit Application.  (Not less than $1 million, naming Metro as additionally insured.)

Tents- must have any needed flame-spread letter from the Fire Marshal’s Office.    Some parks have a “No Staking” policy because of irrigation systems, and weighted tents must be used instead.

Use of Professional Event Organizer

  • Any permit holder utilizing the services of a professional event organizer, promoter or the like must identify that person or organization in writing.

Amplification

  • All special events to be held in parks requesting permission to have amplification will be considered by the Board of Parks on a case by case basis.  The board meets the second Tuesday of each month and any request to go before the board MUST be turned in no later than two weeks before each meeting date, and more if possible.

Pre-Event Walk Through and Check List

  • Event organizers will need to meet with Parks’ maintenance crews to schedule a walk-thru at least 24 hours before the event.  At this time a check list will be covered to make sure all areas are covered and to make note of any existing trash or damage in the area.

Clean Up and Damages (Leave it like you find it or pay the price!)

  • Permit holder must perform an inspection of all Parks facilities to be used and must report in writing the presence of any damage or trash on premises prior to but not earlier than six hours before each event.
  • Fees will be charged for any damage or trash left on premises, and event holders are required to leave a deposit based on anticipated attendance.
  • Cleanup and repair costs shall accrue at the rate of $75 per man-hour ($100 on holidays).  Supplies and material costs are additional.

Security

  • Off-duty Park-Police and other Metro Police may be deemed necessary for security.

OTHER

  • The Board of Parks and Recreation prohibits the reservation of Park facilities that discriminate on the basis of age, color, disability, national origin, race, religion, sex, in the admission to, access to, or operation of their programs, services, or activities.
  • Any changes to the event description submitted with the event permit must be submitted in writing to the Park office.
  • Permit holders must adhere to all ordinances, rules and regulations of the Board of Parks & Recreation and the Metro Government of Nashville and Davidson County.
  • All signage, advertising, publicity, exhibits or displays must be approved.
  • All events must end by 11:00 p.m.
  • The Board has the authority to revoke a permit upon finding any violations to ordinances, rules or regulations.

Be sure that you are also talking with the Mayor’s Office of Events and Marilyn Edwards (615-862-6000) about your event.

Make sure you are planning for the proper amount of port-o-lets (bathrooms) for your event, and that your handicap-equipped ratio is the legal/required number.

AT RIVERFRONT PARK:

  • The areas considered for reservation in the Park are the amphitheaters at each end of the park and the entire park inclusive of them.  The parking lot, arrival court, pleasure dock, docking facilities, brick sidewalk adjacent to the arrival court, Fort Nashborough and the sidewalk east of 1st Ave. No. are NOT considered part of the park.