Special Event Permit Application and Information

PLEASE NOTE: 

• No events will be permitted in City facilities the week of Saratoga Splash Days. To see the dates for this year go to the Saratoga Splash Days webpage.
• No inflatables are allowed in city parks at this time.

Application

• Application Processing Fee Link  
  • Proof of payment of the application fee must be submitted with your application for your application to be processed. 
• Special Event Permit Application Link 
  • Applications must be completely filled out and have all required documents for your application to be processed. 
  • Applications not completely filled out and/or without all required documents such as a  block party petition, event plan, and/or site map, etc. will automatically be rejected.
  • Applications must be submitted at least 30 days before your event. (Application due dates can vary based on the size and scope of your event.)
• DO NOT pay a pavilion reservation fee if you are turning in a Special Event Application. Once your application is received there will be a temporary hold placed on the venue you are requesting to use. Any reservation fees will be paid with the permit fees.
• City code does not allow food trucks at city parks unless they are part of a city event.

Park Rules and Regulations

Please check the Park Rules and Regulations before planning any event. They can be accessed by going to the Park Rules and Regulations Page

Application Fee and Permit Due Dates

The Event Application Fee is a non-refundable fee that will be credited toward the Permit Fee, if the event is approved. 

• Application fee must be paid for your application to be reviewed.
•  Application due dates vary based on the level of an event. Although City Staff make the final determination of an event level, applicants should meet the deadline that best fits both the size and scope of the event (see event level descriptions below). 
• Failure to adhere to the proper due dates, based on both size and scope of the event, may result in denial of an application and/or the event. 
• If an applicant fails to meet the proper due date, the application will incur an additional, non-refundable Late Fee on top of the Permit Fee.
• Application Fee:  $25
• Late Fee: $25
• Due Dates:                   
  • 500+ attendance             90 days before event
  • 300 - 499 attendance      60 days before event
  • 299 or less  attendance   30 days before event

Event Levels and Permit Fees

The Level of an event is determined by City Staff based on:

• Projected attendance
• Scope of requested/required City resources
• Disruption in the community

For example, an event with a projection of 300 in attendance may be moved from a Level 2 up to a Level 3 event, due to road closures, noise, significant need for City Staff time or other factors. However, an event with a projection of 300 in attendance may NOT move down from a Level 2 to a Level 1, simply because they are using little or no city resources. After review of an event application, City Staff will inform the applicant of the respective Event Level, Permit Fee, and City Service Fees with the application. All Permit Fees and City Service Fees are due before issuance of the event permit from the City at least 15 days before the event.

Event Level 1

299 or less in attendance (include participants, bystanders, staff, volunteers and others).

• Permit Fee: $25.00
• Application Due Date: 30 days before event

Event Level 2

300 - 499 in attendance (include participants, bystanders, staff, volunteers and others).

• Permit Fee: $75.00
• Application Due Date: 60 days before event

Event Level 3

500 or more in attendance (includes participants, bystanders, staff, volunteers and others), as well as staff determination of size and scope of requested and/or required City resources.

• Permit Fee:  $150.00
• Application Due Date:  90 days before event