Rental Inquiry - Special Events

Name

First

Last

Email *

Phone *

Organization

If applicable

Address *

Address Line 1

Address Line 2

City

State

Zip Code

Public Events are open to the public (i.e festival, 5K, etc).

Private events are by invitation only, such as birthday parties, family reunions, and showers.

East Parkway and Rainbow Lake Pavilions should be booked directly for private events on our website! Book here!

What type of event are you holding? *

PRIVATE EVENT/MAX 250 ATTENDEES: Invitation only (e.g. birthday party), not advertised
PUBLIC EVENT/MAX 500 ATTENDEES: Open to general public (e.g. festival) OR registered attendance (e.g. 5K run), publicly advertised

Larger events will be considered on a case-by-case basis.

Which facility are you interested in renting for your public event? *

East Parkway Pavilion (Open to the public)
Rainbow Lake Pavilion (Open to the public)
Greensward
Veterans Plaza (official military organizations only)

Public Events are open to the public (i.e festival, 5K, etc). Private events are by invitation only. East Parkway and Rainbow Lake Pavilions should be booked directly for private events (birthday parties, family reunions, etc) on our website! http://overtonpark.org/private-event-booking/

Which facility are you interested in renting for your private event? *

Formal Gardens (Private)
Greensward
Veterans Plaza (official military organizations only)

Public Events are open to the public (i.e festival, 5K, etc). Private events are by invitation only. East Parkway and Rainbow Lake Pavilions should be booked directly for private events (birthday parties, family reunions, etc) on our website! http://overtonpark.org/private-event-booking/

Event Date *

Must be >30 days before event.

Arrival Time *

Rentals are all day, with one event per venue per day. Park hours: sunrise to sunset.

Departure time *

Expected number of guests *

25+ requires separate City of Memphis permit)

Type of Event *

Other

If "Other" selected above, please describe here.

Equipment usage

Check all that apply, no additional Conservancy fee. Equipment is not supplied by Overton Park Conservancy.

Other Equipment

If "Other" selected above, please describe here. Water slides are not allowed.

Tent information

If applicable; canopies/tents over 10x10 ft require City of Memphis permitting.

Will alcohol be served? *

Yes
No

Provide details in Note section. City and/or State permits required. Hiring of private secuity/MPD required.

Will portable toilets be required *

Yes
No

Supplemental facilities paid/rented by coordinator; may be required for large events.

Event publicly advertised/promoted? *

Yes
No

Events may not be promoted until rental fee is paid-in-full.

Admission fee? *

Yes
No

Food/Beverage/Merchandise offered or sold? *

Yes
No

If there's anything you'd like to tell us about your event, or any specific questions you have, let us know here.

Event Permit Checklist

I am at least 21 years old *

Yes

I understand that I must pay my balance at least 30 days prior to my reservation, or pay in full if reservation is within 30 days of event or my reservation will be cancelled. *

I have read and agree to Payment in Full

I understand that events with 25+ attendees must be reserved one month in advance, and that my Overton Park rental contract for 25+ attendees is not valid without City of Memphis permit(s) which may take up to 30 days to be issued. *

I understand a Memphis Assembly permit may be required

I understand that I am responsible for ensuring that every person at my event obeys all applicable City of Memphis, State of Tennessee, and federal rules, ordinances, laws, and regulations. I understand that failure to do so may result in the rental contract being cancelled or terminated, and all guests being asked to leave the premises and/or be subject to legal action. I understand that I am responsible for providing general supervision and control over all activities and people at my event to prevent unlawful activity, injury, or damage. *

I understand that I am responsible to laws and regulations

I UNDERSTAND THAT THERE ARE NO RAIN DATES OR REFUNDS DUE TO WEATHER OR SEASONAL CONDITIONS. In order to cancel and receive a refund (minus the non-refundable deposit), I under stand that I must submit a refund request in writing AT LEAST 45 DAYS IN ADVANCE OF THE EVENT, and that within the 45 day window there are no cancellations, changes, or refunds. Overton Park Conservancy reserves the right to cancel and refund in full any reservation because of unforeseen circumstances regarding park operations and/or guest safety. *

I have read and understand the refund policy

I UNDERSTAND THAT I MUST LEAVE THE RENTAL AREA AS I FOUND IT AND POTENTIALLY SUBJECT TO POST-EVENT CLEANING OR DAMAGES FEES, INCLUDING THE FOLLOWING: I must provide general cleanup related to my event’s activities, and I am financially responsible for any damage to the area including unbagged garbage/litter, excessive spills, etc. Excessive cleaning fees will be billed at $50 per hour post-event and damages will be itemized according to required repairs. Signs may be temporarily affixed to structures only on the day of the event. Nailing, stapling, or otherwise affixing to trees, buildings, light poles, or road signs is prohibited. Staking into the ground is prohibited due to damage to underground infrastructure such as irrigation. Temporary marking (chalk or water-based paint) of any hard surface is prohibited. Water balloons, balloon releases, and animal releases (doves, butterflies) are prohibited. Glitter and confetti are prohibited without complete removal. *

I have read and understand the trash policies

I understand that alcohol consumption in Overton Park is illegal per City of Memphis Ordinance without City and State permits and written approval by Overton Park Conservancy. I understand that se curity is required for any event involving alcohol and that I am responsible for securing all required permits. *

I have read and understand the alcohol policy

I understand that vendors providing my event with amenities such as food trucks, bounce houses, portable toilets, game trucks, etc. for this event must be detailed in this permit, and only insured vendors may be used (unless this is a PUBLIC EVENT with an event COI). A current Certificate of Liability Insurance (COI) must be on file with Overton Park Conservancy for each vendor. *

I have read and understand the vendor policy

I understand that I am not permitted to promote this event publicly until I have paid my total rental fee in full and have received all necessary permits from City and State entities as needed. *

I understand the payment and permit requirements

I understand that I am required to get an event Certificate of Liability Insurance (COI rider) for this event naming Overton Park Conservancy AND the City of Memphis (on same form) as the additional insured for at least $1,000,000 per occurrence of bodily injury or property damage. “Certificate Holder” should read Overton Park and City of Memphis, P.O. Box 42189, Memphis, TN 38174. *

I understand the requirement for COI rider

Rental Inquiry – Special Events

Review the Permit Requirement Checklist HERE.

Ready to request a reservation?

Event Permit Checklist

Skip links

Rental Inquiry – Special Events

Review the Permit Requirement Checklist HERE.

Ready to request a reservation?

Event Permit Checklist