A few factors that help determine the categorization of a rental request include:

• Number of Attendees: There is not an exact number staff use to determine if a rental is considered "high volume", however, if the event is expecting large crowds, multiple teams, etc. or exceeds the capacity of a standard pavilion rental, the event will likely be categorized as a Special Event.
• Size of Space Needed: A rental request for multiple fields, pavilions, courts, parking lots, etc. will likely fall under a Special Event category. A common exception to this rule is requesting a pavilion and adjacent field for a small get together (Ex. Family Kickball & Cookout). In this case, the request would NOT be considered a Special Event unless other factors play a role. 
• Type of Event: Certain types of events will automatically be categorized as a Special Event including Tournaments, Fundraisers, Vendor Fairs, Community or School Celebrations, Camp Field Trips, Concerts, Large Company Gatherings, etc. On the flip side, the following event types are typically NOT categorized as Special Events unless other factors play a role: Birthday Parties, Pickup Games, Family Picnics, Baby Showers & Reveals, Church Functions, Small Group Meetings, etc. 
• Reoccurring Rentals: If your group is interested in renting a facility on a reoccurring basis, the request may be considered a Special Event Series. A common example of this is League Play. Staff may ask if there are uniforms, referees, an official score table, etc. to help determine the classification of the request. 
• Featured Items / Accommodations: There are a number of amenities that are not generally permitted for standard rentals. Common examples are Inflatables, Alcohol, Live Music, etc. These requests will require additional details or possibly more documentation. Depending on the item or amenity requested, staff may categorize the request as a Special Event. 

How Do I Submit a Special Event Application?

To request space for a Special Event, simply click on the "Facilities" tab in the RecDesk portal and select "Special Event Request". Using the availability calendar, find your preferred date and click the green Reserve button. If there is no Reserve button, the date is NOT available for a Special Event Request. You will then complete the Special Event Application Form with all relevant information. The application will take about 5-10 minutes to complete. Rates are defaulted to SINGLE DAY rentals and your balance may change depending on the specifications listed in your application. 

Please be prepared to provide the following:

• Certificate of Insurance
  • The following must be listed as Additional Insured: Upper Macungie Township, officers, appointees, employees, agents, independent contractors, or assigns, including but not limited to Township Engineers and solicitors, the Township's inspectors and zoning officers
• Map of Event Location (with map key of layout overview)
• 501c3 Documentation (Non-Profits Only)

RecDesk Login: CLICK HERE

If your event would occur on private property (block party, large gathering, etc) please contact our Permit Department.