Host Venue Application

PURPOSE

The Host Venue Application will determine if your event requires a Special Event Permit and if so, what other requirements apply. A subsequent Special Event Permit Application will then be required. Applicants must comply with The Woodlands Township Special Events Policy & Procedures, Township Orders 019-09 and 020-09, and all other requirements of Mongtomery County, Harris County or any other jurisdictional agency, District or Covenant.

GENERAL EVENT INFORMATION

Date of Application*:

Event Name*:

Purpose & description of event*:

Event / Organization Website*:

Event Sponsor / Producer*:

Address 1*:

Address 2*:

City*:

State*:

Zip Code*:

Admission Fee (if any)*:

Will the event be sanctioned by any agency, body or professional organization?*:

Yes No

AUTHORIZED AGENT CONTACT INFORMATION

First Name*:

Last Name*:

Title*:

Email*:

Telephone*:

Cell Phone*:

EVENT ATTENDANCE & MARKETING INFORMATION

Are more than 50 people anticipated to attend?*:

Yes No

Anticipated number of people in attendance*:

Number of Woodlands residents at the event*:

Number of non-Woodlands residents at the event*:

Describe how the event benefits The Woodlands community*:

Describe how the event will benefit tourism to The Woodlands*:

(specifically as it related to overnight hotel room bookings within The Woodlands)

Identify the event's target participants / attendees & the potential for economic return*:

Summarize the marketing plan for the event*:

What type of promotional efforts will you utilize for the event?*:

Check all that apply.

Printed Collateral (posters, flyers, brochures, etc)
Email Marketing
Social Media Marketing
PR / Earned Media
Paid Advertising

Identify methods for tracking & measuring the attendance & success for this event.*:

PERMIT RELATED EVENT INFORMATION

Facility/Venue Name and Address*:

Will event occur on Township property, park, pathway or trail?*:

Yes No

Will event occur on a public road or street?*:

Yes No

NOTE: Application must be submitted 180 days prior to event.

Will the event include fundraising?*:

Yes No

Will the event include the sale of goods, products, wares or services?*:

Yes No

Will games, amusement rides, bounce houses, animals or similar entertainment activities be offered?*:

Yes No

Will fireworks, pyrotechnics or any other form of aerial or ground display be requested?*:

Yes No

Will food or beverage be sold?*:

Yes No

Will alcohol be consumed or sold?*:

Yes No

Will amplified sound, music or bands be present?*:

Yes No

Will tents larger than 10 Ft x 10 Ft be used?*:

Yes No

Will portable restrooms be used?*:

Yes No

Will the sponsor, producer and/or agent obtain any & all requirements such as insurance, health permit, security, etc.?*:

Yes No

HOTEL INFORMATION

Does the event have a host hotel?*:

If yes, please include hotel name below:

Number of Rooms Blocked*:

Number of Nights Blocked*:

Room Rate*:

EVENT BUDGET INFORMATION

Visit The Woodlands sponsorship amount requested for event*:

Event funds to be provided by applicant or organization*:

Total Budget for the Event*:

Have you or do you plan to request sponsorships from other organizations for this event?*:

Yes No

(including, without limitation, The Woodlands Township or any other municipal or governmental entity)

If yes, please include sponsor name, amount requested & if the sponsorship has been confirmed below.:

Have you been granted sponsorship funds from Visit The Woodlands before?*:

Yes No

If yes, please include date, amount granted & event name below.:

PREVIOUS EVENTS BY APPLICANT

Have you ever hosted an event in The Woodlands?*:

Yes No

If yes, please provide event names & dates for the three most recent events below.:

Average dollar amount spent per person at most recent event*:

Demographics of attendees at most recent event*:

Budget at most recent event*:

Actual expenditures at most recent event*:

Attach the room history as it relates to this event:

If you cannot provide the room history, please provide an explanation below::

If Visit The Woodlands sponsorship is denied, will the event still take place?*:

Yes No

If no, please explain why::

* Indicates a required field.

NOTE:

Private events, ceremonies, or parties that anticipate less than 50 people and will not collect any money, sell any products, goods or services including food, beverage or alcohol, will not use public roads, streets or pathways, will not include bounce houses, animals, amusement rides or similar entertainment features, will not have amplified sound and will not have tents larger than 10ft. x 10ft., do not require a Special Event Permit. A Facility Reservation may be required. Completing the Special Event Pre-Application does not reserve the facility identified above or ensure a Special Event Application will be approved.

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