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Special Event Permit Application

  1. City Seal

  2. What is an event?

    An event is an organized activity involving the use of, or having impact upon, public property, public facilities, parks, sidewalks or public roadways in a manner that varies from its current land use. It is our goal to assist event organizers in planning safe and successful events that create a minimal impact on the communities surrounding the events.

    A permit will not be approved for the primary purpose of advertising a product, goods or services, or if the event is designed to be held primarily for profit.

  3. Event Priority

    City Sponsored Events

    City of Aurora events have priority for the use of any City property or right-of-way. Other applications for Special Event Permits are processed in order of receipt. The use of a particular area is generally allocated in the order in which fully executed applications are received, and in accordance with considerations used by the City in deciding on the issuance of a permit as set forth below.

    Annual Events

    Applicants who have held an event in a previous year have the first priority for the same date, time and location. This right shall not apply if the event did not follow guidelines set the previous year. See the Letter of Intent in the Planning Guide.

  4. Permit Process

    The permit application process begins when a completed Special Event Permit Application is submitted to the City of Aurora. Keep in mind that receipt of an application should in no way be construed as final approval or confirmation of a request. A representative from Special Events will contact your organization upon receiving the application and thereafter will serve as your organization's primary point of contact for the processing of the permit. Copies of the application are forwarded and reviewed by all affected departments and/or public agencies. Your organization may be contacted to attend a Special Event Review Process meeting. Throughout the review process, your organization will be notified if the proposed event requires any additional information, permits, licenses or certificates. During the initial application process, your organization will be allowed time to provide the City with all pending documents (e.g. certificate of insurance, approved secondary permits, etc.). These items must be received before a Special Event Permit can be issued. Your organization's delay in providing requested items can delay the City's ability to finish the review process and approve your organization's application.

  5. City of Aurora Non-Discrimination Statement

    The City of Aurora does not discriminate on the basis of race, color, national origin, sex, religion, disability status, age, or any other protected status in provision of services.

  6. Compensation for City Staffing

    Depending on the size and type of event, the City may require personnel including Police Department and/or Fire Department staff to work the event. The cost of all City personnel involved during the day(s) of the event will be charged back to the organizing agency. The Aurora Police Department, as well as the City of Aurora, has the authority to adjust the scale of certain aspects of your event in order to provide a safe and secure environment. The event organizer will be notified of approximate costs in advance and a twenty-five percent (25%) deposit is required at least ten (10) days prior to the event. An invoice for the remaining balance will be transmitted to the organizing agency within thirty to forty-five (30-45) working days after the completion of the event. For a chart of costs, see the Planning Guide.

  7. Application Fee

    A non-refundable and non-negotiable $25.00 fee will be invoiced, following the submission and initial review of any Special Event Permit Application. This includes Not-for-Profit and For Profit organizations.

  8. Special Event Deposit Fee

    Per the City of Aurora Special Event Ordinance Chapter 41.5-114c3a,b, an event organizer shall pay to the City:

    a.) At least ten (10) days prior to the date of the special event, twenty-five percent 25% of the costs estimated by the Special Events Coordinator to be the direct and reasonable costs which will be incurred by the City to provide services and equipment for the special event.

    b.) Within thirty to forty-five (30-45) days from the date of the conclusion off the permitted event, the direct and reasonable costs incurred shall be billed to the event organizer in an itemized bill. This amount shall include compensation for any loss/damage or site restoration to City property. Failure to remit payment in full in accordance with this ordinance and Code may impact the ability to hold future events.

  9. Application Deadlines

    City of Aurora Special Event Permit Applications MUST be submitted at least 90 days prior to any event date. Failure to do so may result in late fees.

  10. Applicant Information

  11. Organization Status:*

  12. Method to Determine Number of Occupants Present:

  13. Has the event applied for, or been approved for any other City funding sources?

  14. The City of Aurora does not provide amenities such as portable restrooms, sound systems, radios, tables, chairs, tents, or other equipment.

  15. Security & Public Safety Plan

    The Aurora Police Department will review the request and determine the necessary number of police personnel. Once the determination has been made, Special Events will contact you with an approximate cost of services.

  16. Will you be providing additional private on-site security?

  17. First Aid

    Please indicate what arrangements you will make for providing first aid staffing during your event.

    The Aurora Fire Department will review the request and determine the necessary number of paramedics. Once the determination has been made, Special Events will contact you with an approximate cost of services.

  18. Please state here if requesting the Aurora Fire Department or hiring private ambulance

  19. From ______ To ______

  20. Emergency Management Plan

    All applicants must fill out the Emergency Action Plan and return it with the completed application.
    EAP guidelines and template are in the Planning Guide.

  21. Will you need additional trash bins?

  22. Cardboard trash bins ($6.50 ea.)

  23. Liners ($.50 ea.)

  24. The City of Aurora does not dispose of trash.

  25. Please consult with Special Events on placement.

  26. Recycling Rules

    No glass bottles will be permitted on City property

    Inform food vendors that the use of Styrofoam containers for food and beverage is prohibited at all special events

    It is strongly encouraged to provide recycling containers at all events

  27. Applicants are responsible for cleaning and restoring the site after the event. Please pick up all trash including paper, plastic, cans and event signage. The cost of any City employee time incurred due to an applicant's failure to clean and/or restore the site following the event will be borne by the applicant. If you reasonably believe that no littler will be generated during your event, pleas state this in your plan.

  28. Public Property Cleanup

  29. Will the event site need street sweepers prior to or after the event?

    If YES, a fee will be charged per the staffing chart.

  30. If YES, please specify:

  31. Tents

  32. Pavement Holes/Marring: Drilling into pavement (parking lots, streets, sidewalks, curbs, etc.) is strictly prohibited.

    ALL TENTS ARE REQUIRED TO BE WEIGHTED DOWN. Anchoring must be accomplished with weights, such as sandbags, concrete or water-filled barrels on all four legs.

    Tents over 400 sq. ft. require a permit. See the Planning Guide for details.

  33. Attach separate sheet for additional tents.

  34. Electric Exit Signs:

  35. Emergency Light:

  36. Aurora Fire Prevention Bureau Class of Assembly:

    Check all that apply.

  37. Occupant Load Posted?

  38. Fire Extinguishers Present?

  39. Kitchen Present?

  40. No Smoking Signs Posted:

  41. Fire Alarm:

  42. Sprinkler System:

  43. Hood System:

  44. Will you use a smoke machine?

  45. Method to determine number of occupants present:

  46. *NOTICE: No smoking, no combustibles (hay, straw and similar materials), and no open flames allowed inside tent or within twenty (20) feet of the tent.

  47. Voice/Music Amplification

  48. Will your event include musical entertainment? *

    If YES, answer the following questions and attach schedule of any music or entertainment proposed to occur during the event.

  49. Indicate the number of stages, number of bands and type of music:

  50. Stage:

  51. Start Time ______ Finish Time ______

  52. The volume of the sound is required to be controlled so it is not unreasonably loud, raucous, or disturbing to a reasonable person. An Aurora Police Officer may determine that noise during a permitted event is offensive to others and may require the applicant to stop or turn down the volume. Also, the Aurora Police Department may order musical entertainment to cease because it may incite a crowd to become unruly and risks injury.

  53. Animal Units

  54. Will the event have animal units?*

    If YES, the Health Department requires potable water for events with live animals and/or food concessions. A hydrant will need to be tapped by the City of Aurora Water & Sewer Division. A refundable deposit is required one week prior.

  55. Vendors

  56. A vendor is anyone is anyone who is serving, selling, sampling or displaying food, beverages, merchandise or services.

  57. Does the event include vendors?*

  58. An applicant having any food service must contact the appropriate Health Department for approval of any food preparation or service. All vendors must remove their own refuse and grease.

  59. Does the event include food concessions and/or cooking areas?*

  60. *Please note - Fire Code requires a fire extinguisher at each cooking location.

  61. Does the event include mechanical rides, moonwalks or other attractions? *

  62. Applicants contracting with amusement ride companies are required to provide the City of Aurora with a certificate of insurance naming the applicant and the City of Aurora as additional insured on general liability. The applicant must agree that any structure, to be placed on the public right of way, shall not be situated or constructed so as to present any physical threat to pedestrians traversing the public right of way in the vicinity of said structures.

  63. Hazardous Materials

  64. Will the event have any hazardous materials such as propane, butane, gasoline, diesel tanks, helium cylinders or other upright tanks?*

    If YES, all tanks must be secured in a manner to prevent accidentally being knocked over. All helium tanks not being used shall have their caps in place.

  65. Will there be portable heaters?*

  66. Will there be deep fat fryers?*

  67. Will there be fireworks, lasers, torches or pyrotechnics?*

  68. *Please note - If your event includes fireworks, the Aurora Fire Prevention Bureau will assist with approval, permitting and consultation. Contact must be at least 30 days before the event.

  69. Public Restrooms and Sinks

  70. You are required to provide portable restroom facilities at your event, unless you can substantiate the sufficient availability of both ADA-accessible and non-accessible facilities in the immediate area of the event site which will be available to the public during your event. The City of Aurora Special Events Division recommends one (1) portable toilet for every two hundred and fifty (250) people, or portion thereof who attends your event. Ten percent (10%) of these facilities (at least one) should be ADA accessible. This figure is based upon the maximum number of attendees at your event during peak time. The City of Aurora may determine the total number of required restroom facilities on a case-by-case basis.

  71. Number of portable toilets: ______ Number of ADA-accessible portable toilets: ______

  72. Portable sinks are required at portable restroom locations, if the event has four (4) or more food vendors. Otherwise, all portable restrooms must have hand sanitize stations inside the units.

  73. Date/Time

  74. Date/Time

  75. Electrical Plan

  76. The City of Aurora does not provide generators or have access to 220 V.

  77. Will you require electrical service? *

  78. Service required beyond that which is generally available must be provided and arranged for by the applicant. Restrictions may apply to specific sites. Generators CANNOT be refueled within the event site during the event operating hours.

  79. Resident and/or Business Notification

  80. Events that require road closures, or may cause disruption for the City of Aurora residents, businesses, churches, etc., must mail or hand-deliver notification to the affected parties no later than ten (10) days prior to the event. Notices must reflect the date(s), day(s), and location(s) of the event, along with event details and the event coordinator's contact information.

  81. Date and Method of Notification

  82. Consult the Planning Guide for notification guidelines and examples.

  83. Road Closures

  84. Please provide a detailed route map/site plan for the event with this application.

  85. Will the event require any road closures?*

  86. If yes, please fill in the following information:

  87. Main Event Site

  88. Street

  89. Street

  90. Main Event Site

  91. Street

  92. Street

  93. Main Event Site

  94. Street

  95. Street

  96. If deemed necessary, the applicant must post "NO PARKING" signs along City roads where public parking spaces exist within the event site. the City requires that the event use City-owned NO PARKING signs that may be checked out from and returned to the City of Aurora Special Events Division within one week of the check out date. If signage is lost, stolen or damaged, the applicant will reimburse the City of Aurora five dollars ($5.00) per sign. The applicant will be fined one hundred dollars ($100.00) if the signs are not taken down within twelve (12) hours post-event.

    *Please note - This is NOT APPLICABLE to all events.

  97. Parking

  98. Will parking considerations be needed?*

  99. Will you require street parking to be blocked off prior to the event?*

  100. If YES, type(s):

  101. Traffic Barricades

  102. To provide for the safety of the participants and the public, barricades may be required.

  103. Will you need barricades?*

  104. Does the event restrict access to any private or public parking lots?*

    If YES, the applicant must provide a signed letter of consent from the private parking lot owners. This letter must be submitted to the Special Events Division before the Special Event Permit will be issued.

  105. Alcohol

  106. If you plan to sell or serve alcohol, you must obtain the appropriate license/permit from the State of Illinois and the City of Aurora.

  107. Will alcoholic beverages be served?*

  108. Will alcoholic beverages be sold?*

  109. Have you applied for a temporary liquor permit with the City Clerk's Office?

    Special Events will direct you to the City of Aurora Temporary Liquor Permit Application.

  110. What type of alcohol will be served?

    PLASTIC AND/OR PAPER CUPS ONLY.

  111. Are the appropriate number of servers BASSET trained?

    There are many online options for BASSET training.

  112. All alcohol sales must end 15 minutes prior to your event ending time.

  113. Electronic Signature Agreement

    By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.

  114. Leave This Blank:

  115. This field is not part of the form submission.