Special Event & Block Party Permitting
Eproval
With the launch of Eproval, the Office of Film & Event Management (OFEM) is instituting a new two-phase application approach to event permitting. The new process will allow event organizers to secure their preferred venue first, and then focus on the details of the event. Previously, applicants would need to wait until many details of their event were in place before they could apply. Now, applicants can secure their venue and dates, then move forward with hiring all of their vendors and performers with the comfort of knowing they have a secure venue and dates.
Note: Block Party Permit applications do not follow the two phase approach and will maintain their traditional application & approval procedures.
The new process is separated into two distinct phases:
The first step in securing a special event permit will now be completing and submitting the Reservation of Space application. This application will include mostly high-level details: contact info, venue, dates, times, routes (if a run/walk etc), and basic event concept information. Per City code, this ROS application can be submitted up to 180 business days before the first permitted event date (“on-site date”, i.e. when set up would begin). To submit this application, event organizers do not need to provide site maps, insurance, vendor details, or any granular information at this time. The $25 application processing fee will be charged at submission of the ROS application.
Once received, the ROS application will be reviewed by relevant stakeholders on the City’s Special Events Committee (SEC) to determine if the requested venue is available on the dates requested, that construction or other potential conflicts do not exist or can be mediated, and if resources are available to accommodate the event. Should all these conditions be met, the ROS application will be approved. At this time, OFEM will approve the ROS application and release to the applicant Phase Two of the Special Event Permit application, and the applicant can move forward with procuring all the necessary amenities for their event knowing their venue and dates are secure. Please note, an approval of the ROS application is not a full approval to proceed with the event, it merely commits the venue to the event. Full approval does not occur until Phase Two of the application is complete.
Upon approval of the ROS application, Phase Two of the application will be released to the applicant. It is at this time that all remaining relevant details of the event must be provided. These details include site maps, insurance, specific event timelines, any Public Safety needs, needed City resources, and entertainment information, among other things. The Phase Two application can be submitted whenever complete, but will be due to OFEM no later than fourteen (14) business days prior to the on-site date. Once submitted, the Phase Two application will be reviewed by the SEC. If there are issues with the Phase Two application during review, the application will follow the current process of OFEM working with the applicant to resolve any outstanding concerns and endeavor to get the application to an approvable state. If approved, the applicant will receive their permit and invoice for any relevant charges, including the permit fee. It is at this time the event will be considered fully approved and permitted.
Please note: both Phase One and Phase Two of an event application must be completed no later than 14 business days before the on-site time. Please allow yourself enough time for both phases of the application to be approved at least 14 days before your event.
To begin your application process, please click below to launch Eproval.
