Hosting Special Events
Host Your Event at Clermont County Parks
Gather. Celebrate. Connect
The Clermont County Park District offers beautiful outdoor spaces for bringing people together. From community festivals and 5Ks to fundraisers, concerts, club events, recreational activities, and more, our parks provide unique settings for events of all kinds.
Have an event in mind? We'd love to hear about it! Our staff can help you understand the Special Event process, explore available park locations and dates, and make sure you have the information you need before moving forward.
Public & Special Events
Our Special Event process is designed for events that bring a public audience together through sports, recreation, clubs, meetings, races, concerts, community events, and other organized activities.
Special events may include:
- Community festivals and celebrations
- 5Ks, races, and walks
- Car shows
- Sporting and recreational events
- Concerts and performances
- Fundraisers
- Club and organization events
- Educational or cultural events
- Large community gatherings
- Other events intended for a public audience
Events that include vendors, food or merchandise sales, alcohol sales, amplified sound, tents, temporary structures, or other special activities may require additional review, permits, or fees.
Not sure if your event qualifies? Reach out and tell us a little about what you're planning. We'll help you determine which Park District process applies.
Planning a Private Event?
Planning a wedding, family gathering, reunion, birthday celebration, shower, graduation party, or other private celebration?
You generally won't need to complete the Special Event process. Private events can be booked through our regular reservation process at one of our park shelters, Hartman Log Cabin & Barn, or Pattison Lodge & Gazebo.
[EXPLORE RENTAL FACILITIES]
Ready to Get Started?
We've made the Special Event process as straightforward as possible. Here's what to expect.
1. Review the Guidelines
Take a look through our Special Event Policy Guide and Fee Structure before getting started. It contains important information about Park District requirements and organizer responsibilities.
[VIEW SPECIAL EVENT GUIDELINES]
2. Tell Us About Your Event
Complete our online Special Event Application to provide preliminary information about your event and any special needs you anticipate.
Applications must be submitted at least 60 days before your proposed event date.
[START A SPECIAL EVENT REQUEST]
3. Let's Find the Right Date & Location
Contact the Park District to discuss available dates, the park you're considering, and whether the location can accommodate your event.
4. Let's Meet at the Park
Once we've reviewed the initial information, a Park District staff member will reach out to schedule a meeting and site walk-through.
This gives you an opportunity to show us how you're planning to use the space and gives us a chance to look at important details such as your event layout, attendance, parking, vendors, equipment, restrooms, safety, and protection of the park.
The event organizer is responsible for planning, coordinating, staffing, and operating the event.
Park District staff will review your event plans to make sure the park can accommodate your event, that Park District guidelines are met, and that the park, its natural areas, facilities, and other visitors are protected.
5. Finalize the Details
After your meeting and walk-through, we'll confirm any Park District requirements that need to be included in your final event plans.
You'll submit your proposed event layout and complete the required agreement, insurance, payment, and any additional documentation that applies to your event.
A Few Things to Know as You Plan
Every event is different, and additional requirements may apply depending on your event's size and activities.
Events involving vendors, food or merchandise sales, alcohol, tents, amplified sound, or other special activities may require additional permits, approvals, or fees.
As you plan, you'll also want to consider:
- Parking and traffic flow
- Restrooms and hand-washing needs
- Trash collection and cleanup
- Vendors and food trucks
- Alcohol sales
- Event signage and advertising
- Tents and temporary structures
- Protecting park grounds and natural areas
- Safety and emergency access
We'll discuss the requirements that apply to your event during the review process and site walk-through.
For complete information about these requirements and organizer responsibilities, please review our:
SPECIAL EVENT POLICY GUIDE & FEE STRUCTURE
Special Event Fees
Base reservation fees for Special Events are:
| Park | Base Fee |
|---|---|
| Shor Park | $250 |
| Kelly Nature Preserve | $250 |
| Kathryn Stagge-Marr Park | $250 |
| Sycamore Park | $500 |
| Chilo Lock #34 | $500 |
Additional Fees
Vendor Permit — $50
Required when an event includes sales of food or goods.
Alcohol Sales Permit — $75
Applies when alcohol will be sold at the event.
Excessive Litter/Cleaning Fee — $100
May be charged when a park or shelter requires additional cleanup due to excessive litter or worse-than-average conditions.
Additional costs may apply depending on the size and needs of your event, including portable restrooms, hand-washing stations, dumpsters, or other event-specific needs.
Nonprofit organization? Discounts may be available with proof of nonprofit status. Contact us at 513-732-2977 for more information.
Insurance Requirements
Special Event organizers are required to provide a Certificate of Liability Insurance naming Clermont County Park District with a minimum of $1,000,000 in comprehensive general liability coverage before the event.
Some activities may require additional insurance. We'll let you know during the review process if additional coverage is needed for your event.
Make It Official
Your Special Event is officially confirmed once all required items have been completed and approved, including:
- Meeting and site walk-through
- Approved event details and layout
- Signed event agreement
- Required payment
- Certificate of Liability Insurance
- Any additional required permits or documentation
Payment may be made by credit card, check, or money order. Cash is not accepted.
Once everything is complete, your Special Event is officially confirmed!
Have an Event in Mind?
We love seeing our parks bring people together.
Whether you're planning a race, festival, fundraiser, community gathering, club event, or something completely unique, we'd be happy to hear what you have in mind.
Reach out early so we can talk about available locations and dates and help you understand the Park District requirements that may apply to your event.
Clermont County Park District
2156 U.S. Highway 50, Batavia, OH 45103
513-732-2977
parkdistrict@clermontcountyohio.gov
[CONTACT US ABOUT YOUR EVENT]
How Do I Plan a Public Event?
- Review the Special Event Policy Guide and Fee Structure Form. Keep a copy for future reference.
- Contact the Park District at parkdistrict@clermontcountyohio.gov for questions and to find an available dates for your event.
- Once you are ready to apply, go to our special event request form and select the Special Event Request form. This must be received a minimum of sixty (60) days in advance of event date.
- The final contract, with mutually agreed-upon guidelines will be signed by both a park staff member and event organizer. Additionally, a Certificate of Liability Insurance with a minimum of $1,000,000 comprehensive general liability is required.
- Payment can be made by calling or visiting the Clermont County Park administrative offices by check, money order or card. Only after payment is made and insurance submitted is the event considered to be confirmed.
