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Special Events Application & Approval Process

Autumn Aloft Hot Air Balloon Festival

Autumn Aloft Hot Air Balloon Festival

Tour of Utah

Tour of Utah

Park Silly Sunday Market

Park Silly Sunday Market

Sundance Film Festival

Sundance Film Festival

Freestyle World Championships at Deer Valley Resort

Freestyle World Championships at Deer Valley Resort

4th of July Fireworks

4th of July Fireworks

Thank you for considering to host a special event in Park City, Utah. Each year, the Park City event calendar is made up of a unique mixture of events. From internationally recognized to community focused, events enhance the visitor experience and create a vibrant community for the people who live here year round. It is our goal to assist event organizers in planning safe and fun events that have minimal impacts to our mountain town, our community, and our everyday life.

Below you will find useful tools and tips to help navigate through the process.

 

How it Works:

Step 1 - Fill out a Special Event Date Proposal Form

Step 2 - Once approved for your date from the Special Events Department, submit a Special Event Application complete with supplemental materials noted in the application. When completing the Special Event Application, you must save the application to your computer before you begin and again when it is complete. If you do not, your work will be lost upon pushing the submit button.

Step 3 - Conditions of approval and issuance.

Step 4 - Permit Issuance.

Step 5 - Debrief.

 

Factors to Consider:

Peak Time Periods:

The Special Events Department strives to balance the event calendar during Peak Time Periods.  Applications for new Level 3, 4, or 5 events will not be considered. Please review the Peak Time Period Calendar before submitting your application.

 

Deadlines:

Special Event Applications can be submitted 18 months in advance, and no later than the deadlines as follows.  If your event is considered a Level 1 or 2 Event, you must submit an application at least 30 days in advance to be evaluated administratively by City Staff.

  • First Friday in December for events occurring between March and June. Evaluation and approval/denial by end of February.
  • First Friday in April for events occurring between July and October. Evaluation and approval/denial by end of June.
  • First Friday in August for events occurring between November and February. Evaluation and approval/denial by end of October.

 

Code Changes:

In September of 2018, the City Council adopted major changes to the Park City Municipal Code regarding Special Events.  Please take a look at the summary of changes and see if the changes apply to your event.  If you have any questions, staff is always available to assist.

 

City Service Fee Reduction:

In an effort to increase our transparency in event fees and budgetary expectations for event organizers, the City will consider allocating fee reductions for city services associated with Special Events bi-annually. The allocation of fee reductions will be evaluated by City Staff and a recommendation will be submitted to the Special Events Department, who will then present this information to the Economic Development Manager and Budget Manager(s), City Manager, and/or City Council for approval.

Fee Reductions may include the following city service fees associated with Special Events: Special Event Permit, Building Department Permit , Public Safety Personnel, Equipment Rental, Field & Parks Rentals, Facility Rentals, Special Use of Public Parking, and Trails Fees. All Fee Reduction Applications must be sent to jenny.diersen@parkcity.org by the following deadlines:

  • April 1st for events held July 1 - December 31. Applicants will be notified by May 15.
  • October 1st for events held January 1 - June 30. Applicants will be notified by November 15

 

Insurance Coverage

As part of the application review, staff will work with the City Attorney’s Office to determine liabilities of the event and event insurance requirements. A Certificate of Insurance, as determined by the City Attorney’s office, and a notarized Hold Harmless and Indemnification Form will be required for all permitted events. As you submit your Special Event Application materials, please be sure to inquire about this process with our staff.

 

Important Documents:

 

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