Special Event Request Form Event request form Version 1 12/20/2020 Step 1 of 7 – Requestor 14% The St. Louis County Depot Special Event Request Form must be submitted and approved in order for any events to be held within a designated event space in the Building. An event is an activity which includes one or more of the following: external catering, rental equipment, the rearrangement of current furniture, special guests/speakers, celebrities or public figures, substantial audio, visual or structural components, facility management needs or special security considerations. Please provide all information listed below. Additional information may be required based on the event details provided. Requests must be submitted a MINIMUM of six (6) weeks prior to your event. Requests that are submitted without signature, incomplete or, if requested, without a floor plan, will not be processed.Date Request Submitted DD slash MM slash YYYY The date this form was first filled out.Requestor Organization Name of Event Organizer PhoneMobile PhoneEmail Enter Email Confirm Email Event Date DD slash MM slash YYYY Event Start Time Event End Time Nature of Event (detailed description)Headcount for StaffHeadcount for GuestHeadcount for CrewIs this event Public or Private? Public Private Is any area by or within the event space open to the public? Yes No If so, which part? Load In Time Load Out Time Delivery* EntranceFirst ChoiceSecond ChoiceThird Choice*Blackout times must be honored.Delivery Items/RentalsList all elements/equipment being delivered (Props, catering, drapes, signs, etc.) Will there be catering? Yes No Name of catering company? Electrical and/or Catering Equipment. List all electrical equipment.Will alcohol be served? Yes No Do you have a City of Duluth Liquor License*? Yes No *A liquor permit is required to serve alcohol.Performers/Entertainment/MusicFirst ChoiceSecond ChoiceThird ChoiceList instruments and equipmentWill you be renting Depot Tables/Chairs? Yes No If so, you must fill out tables/chairs checkout and pay fees.# of Tables# of ChairsWill you use any A/V equipment? Yes No If so, list equipmentWill you be using special lighting? Yes No Where/What? Be detailed and include a drawing.Please note you must follow all Event Guidelines for electricity, load, and placement.Drawing UploadMax. file size: 50 MB. Will private security be present? Yes No Name of private security firm Will your event require Depot Guest Service Staff? (if available) Yes No # of Staff# of HoursNote: a four (4) hour minimum for this service. Depot staff required for non-tenants hosting events after hours. Is media coverage expected? Yes No Can we promote this event? Yes No List invited and confirmed mediaList media equipmentFloor Plan: When requested, a floor plan, detailing all elements within the event space, must be submitted with this form. St. Louis County Depot Support Services & Fees: Event support service requirements will be based on event details provided and determined by St. Louis County Management services. Services include, but are not limited to: elevator operator, fire guards, weekend event supervision and housekeeping. All fees must be paid by the Requestor. For more information regarding services and fees, please refer to the “Tenant’s Guide to Special Events Planning at the St. Louis County Depot” provided with this form, or you may contact the Director. You agree with the below policies and agree to comply with SLC’s safety rules and regulations as well as all state, county, and municipal requirements/permits, including: Health, Alcohol, OSHA, etc. Promote safety, to facilitate the proper use of the St. Louis County Depot and to protect the facility, its guests, its employees, lessees/tenants and the public. Ensure all events must comply with all SLC’s safety rules and regulations for the St. Louis County Depot and any permit requirements of the City of Duluth. Requestor will pay for any and all support services from SLC as deemed necessary for the event. You understand that all requests should be considered TENTATIVE until confirmation is RECEIVED. You have provided all up-to-date and complete information for this event on this request form, along with a detailed floor plan (if requested) and have submitted this form six (6) weeks prior to your event. You acknowledge having received and read a copy of the “Guide to Special Events planning at the St. Louis County Depot”. You have provided proof of insurance if necessary. Any information not provided, or that has not been received prior to approval, may cause the event to be delayed or canceled at the sole expense of the Tenant/Requestor. Terms I agree to all terms provided above.Signature Date MM slash DD slash YYYY Title 50473
