Event Worksheet and Application Form

Event Application Worksheet

The below worksheet is intended to help applicants seeking a gathering size of greater than 25 people, in accordance with Public Health Order 12. The worksheet is an estimating tool and does not necessarily reflect the number of attendees that will be approved when your application is submitted. The worksheet will assist you in evaluating the risk of your event based on available space and the likelihood of virus transmission. You are strongly encouraged to use the worksheet and “design” your event prior to submitting an application to the Metro Public Health Department. 

Certain mitigation factors can be implemented at your event to reduce the likelihood of virus transmission; doing so may allow you to utilize your event space in a way that accommodates more people. The worksheet below takes these mitigation factors into account so that you can plan ahead for how you will ensure health and safety precautions are met by your event. This worksheet is not the application. 

Please proceed to the application form HERE when you are ready to submit your event. The application must be filled out and submitted at least 7 days prior the event. 

Public Health Order 12 limits community, civic or sporting events; parades, concerts, festivals, conventions, fundraisers, private gatherings and similar activities, whether held on private property or at venues, businesses, or facilities for rent or open to the public, are allowed at 30% or less of building occupancy based on Tennessee’s Building and Fire Code up to a maximum of 500 people. At the same time, these events must comply with CDC guidance on social distancing.

The following section will assist in estimating the allowable number of attendees based on physical restrictions:

 

Determining the maximum allowable occupancy of indoor event space based on the Fire Marshal’s Office:

1. If part/all of your event will take place indoors, what is the Fire Marshal's maximum capacity for the event space? If this is a private residence, without a Fire Marshal limit, move the slider to 1,667+. If your event is entirely outdoors, move the slider to 0.
Please note that you can use the arrow keys to adjust one slider at a time.

834 0 1,667+

Determining the maximum allowable occupancy based on proper social distancing:

2. If part/all of your event will take place indoors, what is the area (square feet) of the indoor event space being used? If your event is entirely outdoors, move the slider to 0.
Please note that you can use the arrow keys to adjust one slider at a time.

8750 0 17,500+

3. If part of your event will take place outdoors, what is the area (square feet) of the outdoor events space being used? If your event is entirely indoors, move the slider to 0.
Please note that you can use the arrow keys to adjust one slider at a time.

8750 0 17,500+

Estimated number of allowable attendees based on Public Health Order 12, social distancing, and risk factors: 500

Reviewing any application for a gathering size greater than 25 people, the Metro Public Health Department will evaluate different aspects of the event for inherent risk. These findings will be combined with the physical restrictions outlined in Public Health Order 12 to arrive at an allowable occupancy for the event.

Determining maximum allowable occupancy based on risk associated with the proposed event:

4. Which of the following best describes how alcohol will be made available or allowed at the event:

5. Which of the following best describes how food will be made available or allowed at the event?

6. Which of the following best describes the event that will be hosted?

7. Which of the following best describes where the event will take place?

 In order to increase gathering sizes above 25 people, additional safety measures are required of all applicants. By adding additional identified measures, applicants may improve their risk-based score, potentially increasing the number of attendees allowed at the event.

8. At a minimum, owners/operators of event spaces must post information regarding CDC guidelines and face covering requirements. An event’s risk score can be reduced by also implementing active reminders throughout the event. How will social distancing reminders be used at this event?

Final estimated number of allowable attendees based on Public Health Order 12, social distancing, and risk factors: 625

If the worksheet returned an allowable number of attendees equal to or less than 25, physical restrictions are preventing a safe event above that number. The proposed event will instead need to comply with Section 1 of Public Health Order 12 and no application will be necessary at this time.