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Special Event Permit Application

(847) 866-2914 specialevents@cityofevanston.org

The City of Evanston has many parks and public spaces in every neighborhood that serve as wonderful locations to host a special event!

What is considered a special event?

Outdoor events requested on City property, including streets, sidewalks, parks, and/or those that are deemed to significantly impact the City are considered special events and therefore require City approval. The following criteria is used to determine if the event is considered a special event: 

  1. All outdoor events requested on City property, i.e. street, sidewalk, park, etc., and/or deemed to significantly impact the City are considered Special Events.

  2. Any event that requires City Council approval is considered a Special Event. Special events that require City Council approval include:

    • Lakefront Events of 150 participants or more. Due to the high usage of the lakefront parks, which generates associated environmental, health, and life safety issues, the number of Special Event Permits issued each year is limited in lakefront parks.

    • Non-Lakefront Park Events of 250 participants or more.

    • Events requiring Street Closure of 250 participants or more (except block parties).

Special Event Application Process

Plan Ahead

Completed applications must be submitted by January 31 to allow sufficient time for City staff to evaluate your request and provide a recommendation to City Council for consideration, if necessary.  Applications submitted less than 30 before the event date will not be considered.

Assemble Required Application Information

Required information

  • Narrative.  Describe in detail the nature of the event.

  • Site plan.  Detail dimensions, location of all structures, seating, tents, stages, generators, booths, vendors, toilet facilities, emergency vehicle access, parking, solid waste containers, recycling bins, etc.

  • Hold Harmless Agreement. A signed Hold Harmless Release Agreement must be submitted with each application.

  • Certificate of Insurance. The City of Evanston requires a Certificate of Insurance naming the City as an additional insured in the amount of $1,000,000 unless a greater amount is warranted.

  • Security Deposit/Bond. A security bond or safety deposit may be required, depending on the size and nature of the event.

Supplemental Forms

Submit Applications and Pay the Application Fee

Complete the special event application form and any other needed forms by January 31. Include as much information about your event as possible.

Submit your application

Apply Here

Fees

Special Event Permit Application Fee: A non-refundable application fee of $150 must be paid for all events, except for city events, prior to the Special Event Permit being issued.  

Additional Permit Fees: Permit fees (electrical, tent, alcohol, food, park, etc.) cannot be waived and are separate from the application fee. No Special Event Permit will be issued until the permit fees have been paid and a copy of the permit submitted to the city staff contact person assigned to oversee the event (some fees are listed below). Permit applications can be found at www.cityofevanston.org/residents/permits_licenses.php.

  • Tent Permit: $50.00 (per tent larger than 10x10)

  • Electrical Permit: Varies

  • Liquor License:  Varies

  • Temporary Food Permit: $111.00

  • Park Permit: $150 (Lakefront Park $250)

  • Metered Parking Spaces: $25 per space / per day

  • Water Trailer: Varies ($250 - $325 per day)

  • Garbage / Recycling Cans: Minimum charge of $100 includes 5 trash and 5 recycling carts

  • Barricades for Street Events: Varies ($50 - $100 per hour/per employee)

Event Fees (Cost for City Services / City Staffing):

  • The City requires 100% reimbursement from the event coordinator for all costs to provide City services for such events, except for City events.

Payment:

  • Checks, cash, and credit cards are accepted. All fees are non-refundable.
    • For credit card payments staff will contact you to take the information over the phone.

  • Invoices will be sent for check and cash payments to the address listed on the application.
    • Make all checks payable to the “City of Evanston/Special Events” and note your business name and event name.

Application Review

Once forms have been submitted, they will be reviewed by the City. The event organizer will be responsible for additional costs needed to ensure a safe event, such as barricades for streets or additional Public Safety staffing. Applicants will then be contacted by the City and will be added to the Special Event Committee meeting schedule. Applicants must attend the meeting to discuss plans and answer questions about event needs and wants from the committee.

Approval of Special Event

Once the special event has been reviewed and all requirements have been met, the organizer will be notified of approval.

Supplemental Forms

Contact Us

For questions about the application process, please contact the Parks & Recreation Administrative Lead.