Clinton Cemetery Event Rules
Introduction
These rules (the “Event Rules”) govern all events, including meetings and gatherings, held on the property of Clinton Cemetery Association (the “Association”), which includes Clinton Cemetery, Clinton Cemetery East and the grounds and facilities of Ohio Veterans Memorial Park (the “Memorial Grounds”) located thereon, (collectively, the “Cemetery”). All uses of the Cemetery must respect the solemnity, dignity, and purpose of these grounds as an active burial ground and memorial park that is dedicated to honoring veterans and their families.
No event may occur without the prior written approval of the Association, which may be granted or withheld in the Association’s sole and absolute discretion. Proposals will be evaluated based on their fit with the solemnity, dignity, and purpose of the Cemetery, their community impact, and their ability to be safely and respectfully executed without shifting the effort to the cemetery staff. Event organizers must comply with all local, state, and federal laws, including insurance and public safety requirements. The Association’s rules are enforceable under Ohio law and may be amended from time to time by its Board of Directors. The Association shall exercise its discretion in good faith and consistent with its fiduciary duties under applicable law.
Categories of Events
Events are divided into two categories, each with distinct requirements and limitations:
A. Meetings and Gatherings Inside Heroes Hall
Plausible Uses: Meetings, presentations, educational programs, memorial ceremonies, veteran-serving organization meetings, or small private gatherings directly consistent with the solemnity, dignity, and purpose of the Cemetery.
Implausible Uses: Political rallies, partisan campaign events, non-memorial commercial sales, or any event inconsistent with the Cemetery’s purpose, such as most graduation parties, class reunions, family reunions, baby or wedding showers, or other gatherings that do not have a notable military and/or memorial angle to them.
Hours of Use: Events must occur within published Cemetery hours, unless special prior written permission is granted.
Capacity and Conduct: Attendance must not exceed the posted capacity. Organizers are responsible for ensuring quiet, respectful conduct at all times.
Setup and Cleanup: Users are responsible for their own custom setup, teardown, and returning the Heroes Hall to its original condition. No nails, tape on painted surfaces, staples, adhesives, confetti, glitter, rice, or similar materials. Nothing may be affixed to displays or memorabilia.
Food & Catering: Food and non-alcoholic beverages may be permitted. All catering must be pre-approved. Sterno or open flame requires written approval and a UL-approved fire barrier. Candles are prohibited.
Alcohol and Smoking: Alcohol and smoking or vaping are prohibited anywhere on Cemetery property.
A/V & Noise: Use of house A/V must be pre-arranged. Amplified sound must be pre-approved and kept at a respectful level. Exterior doors should remain closed during amplified use.
Insurance: The sponsoring organization may be required to provide proof of liability insurance naming the Clinton Cemetery Association as an additional insured, with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate (or higher if required by the Association in its sole and absolute discretion).
Supervision: A designated representative of the Association or its designee may be present during all events to ensure compliance with these rules.
B. Outdoor Events on Cemetery Property (Including the Memorial Grounds)
Plausible Uses: Events must align with the dignity and purpose of a cemetery and memorial park. Examples include ceremonies, memorial observances, wreath-layings, military honors, Gold Star events, educational or veteran-honoring activities.
Implausible Uses: Most concerts, car or motorcycle shows, weddings, races, festivals, fundraisers for unrelated entities, commercial photo/video shoots, or any “venue-style” entertainment uses are unlikely to be approved unless they clearly align with the dignity and purpose of the Cemetery.
Application Requirement: A written proposal must be submitted at least 60 days in advance (90 days if estimated attendance exceeds 200) with detailed descriptions of purpose, date/time, requested area map, schedule, estimated attendance, program, equipment list, vendor list, parking/traffic plan, ADA accessibility, security/first-aid plan, sanitation, communications plan, and rain/inclement weather plan.
Approval & Conditions: Written approval by the Association is required before any promotion or public announcement. Approvals may impose conditions (e.g., attendance caps, time limits, layout changes, additional insurance, police/EMS detail) and may be revoked if conditions are breached or safety or solemnity are compromised.
Insurance & Indemnity: Organizers shall be required to provide a Certificate of Insurance naming the Association as Additional Insured for a specified event with minimum limits of $1,000,000 per occurrence / $2,000,000 aggregate (higher for large events), and shall agree to indemnify, defend, and hold harmless the Association, its directors, officers, and volunteers from claims arising out of the event. Vendors must provide COIs as applicable.
Traffic, Access & Parking: A viable parking plan is a critical component of any event approval. The access driveway and loop around the Memorial must remain open at all times for emergency and family access. There shall be no parking on graves, walkways, or landscaped areas. Accessible parking and routes must be maintained.
Noise & Amplification: No amplified sound without prior written consent. If approved, amplification is limited to the event window set by the Association and must maintain a respectful volume at all times.
Alcohol, Tobacco & Fireworks: Alcohol possession or consumption, smoking and vaping, and fireworks or other pyrotechnics are prohibited anywhere within the Cemetery.
Safety, Security & Restricted Areas: Climbing on monuments, vehicles, the Huey or Cobra helicopters, or memorial structures is strictly prohibited. Event boundaries and any restricted zones must be marked. Organizers are responsible for crowd control and immediate incident reporting.
Signage & Displays: Temporary signage and flags must be freestanding and weighted. No stakes in turf without prior written approval. Nothing may be affixed to monuments, the memorial wall, trees, or structures.
Vendors & Temporary Structures: Tents, stages, generators, vehicles on turf, portable restrooms, or food vendors require prior approval and appropriate ground protection. A site inspection may be required. Restoration costs are the organizer’s responsibility.
Sanitation & Cleanup: Organizers must provide adequate trash/recycling containers and restrooms commensurate with attendance. Grounds must be fully restored immediately following the event. A refundable deposit may be required.
Concurrent Cemetery Operations: Funerals and family visitation take precedence. The Association may delay, pause, or relocate outdoor activities to accommodate active interments and grieving families.
Event Proposal and Approval Workflow
The Association maintains a structured workflow to ensure that all proposed events align with the solemnity, dignity, and purpose of the Cemetery and can be safely and respectfully managed. Five proposal pathways are recognized:
Outdoor Events on Cemetery Property Outside of Memorial Grounds: Individuals or organizations may begin by submitting a brief preliminary description through the Cemetery’s online form. If the idea appears to be consistent with the Event Rules, the Association may invite a full proposal. Once reviewed and found appropriate, written notice of approval will be issued and the event added to the Cemetery master schedule.
Outdoor Events on Memorial Grounds (initiated via Cemetery): Individuals or organizations may also submit ideas for outdoor events located within the Memorial Grounds through the same online form. If an idea appears to be consistent with the Event Rules, the Association will refer the inquiry to the appropriate OVMP organization contact person. If the OVMP organization agrees to sponsor and coordinate the event, it shall take on the role of submitting the full proposal through the Association’s approval process. Final approval rests with the Association in its sole and absolute discretion, and approved events will be added to the master schedule.
Outdoor Events on Memorial Grounds (initiated via OVMP organization): Proposals may alternatively begin directly with an OVMP contact person. If the OVMP organization agrees to sponsor and coordinate the event, it shall take on the role of submitting both the preliminary description and any eventual full proposal through the Association’s approval process. As with all events on Cemetery property, final approval rests with the Association in its sole and absolute discretion, and approved events will be added to the master schedule.
Events, Meetings, or Gatherings Inside Heroes Hall (initiated via Cemetery): Ideas for events inside Heroes Hall may be submitted through the Cemetery’s online form. If an idea appears to be consistent with the Event Rules, the Association will refer the inquiry to the appropriate OVMP organization contact person. If the OVMP organization agrees to sponsor and coordinate the event, it shall take on the role of submitting the full proposal through the Association’s approval process. Final approval rests with the Association in its sole and absolute discretion, and approved events will be added to the master schedule.
Events, Meetings, or Gatherings Inside Heroes Hall (initiated via OVMP organization): Proposals may also originate directly with an OVMP contact person. If the OVMP organization agrees to sponsor and coordinate the event, it shall take on the role of submitting both the preliminary description and any eventual full proposal through the Association’s approval process. As with all events on Cemetery property, final approval rests with the Association in its sole and absolute discretion, and approved events will be added to the master schedule.
In all five pathways, no event is automatically approved or denied. Each proposal must demonstrate fit with the solemnity, dignity, and purpose of an active cemetery, as well as appropriate planning, safety, and the capacity to manage logistics without dependence on Cemetery staff. Applicants who lack experience preparing proposals that satisfy these Event Rules are encouraged to consult an independent event professional at their own expense. Engagement of any consultant does not imply or guarantee approval, and approval authority remains solely with the Association. Approved events receive written confirmation and are recorded on the Cemetery master schedule.
In pathways 2-5, above, the formal proposal for any activity or event to be held on the Memorial Grounds, whether indoors or outdoors, must be submitted by the OVMP organization as the primary applicant. Third parties may not apply to use Memorial Grounds independent of the OVMP organization. In order for the Association to provide final approval and include the event on the master schedule, the OVMP organization must confirm its availability to support the event with any logistics, cleaning, staffing, setup, teardown, opening and closing that will be necessary for that particular event. If the OVMP organization is unavailable to provide the necessary support or assume the role of primary applicant, the event cannot occur, regardless of suitability. Notwithstanding the foregoing, nothing herein shall limit the Association’s authority to independently host or administer events on Memorial Grounds in its discretion, and the OVMP organization may not prevent the Association from hosting an event anywhere on the Cemetery grounds.
Neither the OVMP organization nor the Association shall be subject to the formal approval process to hold meetings of their own organizations inside Heroes Hall; however, all such meetings must be entered into the Cemetery master schedule to avoid conflicts and maintain awareness.
General Provisions
Oversight: The Association retains the right to suspend or terminate any event that becomes disruptive, unsafe, or inconsistent with the Cemetery’s purpose.
Fees & Deposits: The Association may require application fees, security deposits, or cost recovery for staff time, police/EMS details, and utilities.
Financial Activity Disclosure: Any event proposal that involves fundraising, admission fees, donations, sales, sponsorships, revenue-sharing, or payments to or from third parties that are central to the purpose or content of the event (as opposed to ordinary logistical services) must clearly disclose those arrangements and may be subject to additional review, conditions, or limitations as part of the Association’s approval process. This provision governs events conducted on cemetery property and does not regulate the internal financial affairs of any organization.
Amendments: These rules may be amended by resolution of the Association’s Board of Directors.
No Vested Rights: Past approval of any event does not guarantee or imply future approval of a similar event. Each request will be reviewed, individually, based on current circumstances, cemetery conditions, and applicable policies.
Unauthorized Events: Prospective event organizers may not rely on informal discussions, preliminary conversations, or assurances from any individual or organization regarding the use of the Cemetery for an event. Only written approval issued in accordance with the Event Rules constitutes authorization to hold an event. Activities undertaken without such approval are unauthorized and may be subject to cancellation or enforcement action.
Enforcement: Violations of the Event Rules may result in denial, suspension, or termination of an event, removal from the premises, assessment of costs for damages or clean-up, and referral to law enforcement when appropriate. Notwithstanding the foregoing, the failure of the Association to strictly enforce any of the Event Rules at any time shall not constitute a waiver of the particular rule at issue or the Event Rules in whole or in part.
These rules were adopted pursuant to Article Seven, Section 7.6 of the Amended Code of Regulations on 3/12/2026. The official adopted version is maintained in the records of the Clinton Cemetery Association. In the event of discrepancy, the officially adopted version controls.