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City of Gastonia Government

christine.ingle@gastonianc.gov

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In-Kind Service Event Application

Applications cannot be saved and must be completed in one sitting. Please review all questions and all required files prior to completing application.

The new City of Gastonia In-Kind Service Policy was approved January 2, 2024 to go into effect January 1, 2025.

In order to apply for IKS, the applicant’s organization needs to be a 501(c)(3) non-profit. Proof of 501(c)(3) status is required upon submission of application. The applicant will need to pay the $30 event application fee, which is invoiced after the application is received.

Under the new IKS policy, the facility rental fees of the facility the applicant is applying for will be waived. The applicant will be responsible for all staffing costs that the City deems necessary for the event. Please see the below department information for staffing cost estimates. These costs and staffing numbers are only estimates to assist you with your decision to apply for IKS. Should you apply, a more finalized staffing cost be sent to you after City departments review your event. A virtual IKS meeting will be necessary either prior to or shortly after the updated staffing cost is sent.  The final staffing bill will be sent after the event is concluded.

A non-profit organization can not apply for IKS to receive a waived facility fee and not incur staffing charges. Applicants can rent the facilities at their assigned, respective rates without staffing charges depending on the scope/size of their event. City staffing is required for all IKS events.

The below numbers are estimates. More accurate costs and a final staffing number will be determined once the application has been received. The City of Gastonia will determine the staff necessary for the event to occur safely. The staffing figures below may not be comprehensive of all types of events. Police, Fire, and Parks and Recreation personnel are all required at each event. Please see notes below each department for more information.

Police Department-

For events with less than 250 people, a minimum of two officers will be required.

For every 100 people after, an additional officer will be required (300 people requires three officers, 400 people requires four officers)

Events over 500 people will require at least one supervisor. For every additional 500 people, an additional supervisor will be needed. (A 1,000-person event will need two supervisors)

Costs:

$40/hr per officer

$60/hr per supervisor

The Police Department will review the event application and will determine if any staffing outside of the staff outlined above is necessary depending on event activities, footprint, etc. Staffing requirements will be different for parades, motorcycle rides, or other types of events.

Fire Department-

For events with less than 250 people, a minimum of two firefighters (includes ATV/UTV) will be required.

For events over 250 people but less than 500 people, four firefighters will be required.

Events over 500 people will require an additional firefighter for every 250 people.

Events over 500 will require at least one supervisor.

Costs:

$40/hr per firefighter

$60/hr per supervisor

Any event that requires special permits (fireworks, tents, etc.) will be required to apply and pay applicable permit fees through the Fire Department.

The Fire Department will review the event application and will determine if any staffing outside of the staff outlined above is necessary depending on event activities, footprint, etc.

Parks and Recreation Department-

One employee will be required per 50 people for clean up services.

Costs:

$45/hr per employee

The Parks and Recreation Department will review the event application and will determine if any staffing outside of the staff outlined above is necessary depending on event activities, footprint, etc.

Solid Waste Division-

Costs:

Solid Waste service is $95/hr with a $30/event disposal fee.

Solid Waste Division of Public Works will review the event application and will determine if services may be required depending on event attendance, footprint, activities, vendor attendance, etc.

Streets/Traffic Division-

Costs:

For an event requiring a standard downtown street closure (York St. to Dr. MLK Jr. Way and the top portion of S. South St.) for four hours, the cost is $270.

For an event requiring the use of a street sweeper either before or after the street closure, the cost of the closure is increased to $510.

Streets/Traffic Division of Public Works will review the event application and will determine if any staffing outside of the staff outlined above is necessary depending on event activities, footprint, etc. Staffing requirements will be different for different event closure areas/streets. Parades will be quoted on a case by case basis from Streets/Traffic.

Organization Information

Are you a 501(c)(3) organization?

Organization Address

What type of in-kind services are you requesting? Police (security), Fire (medical), and Parks and Recreation (clean up) are all required. (check any additional requests) Departmental staff may require one or more of these options depending on event details.

Applicant Information

Full Name of Applicant

Full Address

Event Information

Type of Event

Event Location Address

On-Site Contact Full Name

Will your event have any of the following

Food vendor information-

Please fill out a Temporary Food Establishment- Event Organizer application through Gaston County and email envhealth@gastongov.com a complete list of all food trucks and food booths. 

Please reach out to the Environmental Health Department to determine if any of your food vendors will need to fill out TFE permits. If a food vendor is not already permitted, they may have to pay a fee to Gaston County.

No grilling is allowed at the Rotary Pavilion other than in food trucks.

Food vendor information-

Please fill out a Temporary Food Establishment- Event Organizer application through Gaston County and email envhealth@gastongov.com a complete list of all food trucks and food booths. 

Please reach out to the Environmental Health Department to determine if any of your food vendors will need to fill out TFE permits. If a food vendor is not already permitted, they may have to pay a fee to Gaston County.

No grilling is allowed at the Rotary Pavilion other than in food trucks.

If you are planning on having food trucks and not closing the Rotary Pavilion parking lots, the food trucks have to be positioned in the semi-circle areas/turnaround points of the parking lots on either side of the pavilion.

A noise permit will require a $5 administration fee if completed in advance of 48 hours of the event. The fee increases to $25 if done within 48 hours of the event. Should the Gastonia city police have information of excessive noise or disturbance, this permit may be revoked at their discretion at any time.

https://www.gastonianc.gov/noise-permit.html 

Mechanical rides will need to be inspected/permitted through NC Department of Labor.

Is the event a fundraiser?

Upload File(s)- Certificate of Insurance listing the City of Gastonia as additionally insured *required if attendance is greater than 1,000 people

Click Here to Upload

Upload File(s)- Proof of 501(c)(3) Status

Click Here to Upload

Upload File(s)- Current Board Member Roster

Click Here to Upload

Site maps may be hand drawn or created online (Word, PowerPoint, etc.) and uploaded.

Site maps should show event area, any streets and/or parking lots that will be closed if applicable, vendor and/or food trucks, tents, rides, inflatables, etc. 

Screenshots of the facility without drawn shapes will not be accepted.

Upload File(s)- Site Map

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