Organize a Special Event
Special events and public activities help build a sense of belonging and community pride. The City of Stillwater plays a role in helping event planners bring people together safely and successfully in both citywide and neighborhood events.
Not all public events in Stillwater necessitate a permit, but certain events require coordination with city services. These events are classified as "special events" and require a permit.
Special event permits are required for any event held on city property or rights of way, or if you need to use city resources. The instructions below will guide you through the process of coordinating a special event.
Guide for Planning A Special Event
Step 1: Determine If You Need A Permit
A special events permit is required for all events conducted on city property or city rights of way.
- Streets or Alleys
A special events permit is required for events that use city resources:
- Traffic control
- Police and/or Fire services
- Access to and use of electric, water and sewer
- Waste management
If you are uncertain whether your event meets these criteria, please contact the Community Programs Manager at the Community Center.
Step 2: Contact The Community Programs Manager
The Community Programs Manager will assist you in determining what steps you need to take to move forward with your event, including determining whether or not you need a permit.
You must contact the Community Programs Manager before submitting an application for a special events permit.
Step 3: Submit an Application for a Special Events Permit
After confirming the requirement for a special events permit and consulting with the designated Community Programs Manager, the next step is to submit the application form. The application can be submitted online or by filling out a hard copy and returning it to the Stillwater Community Center.
It is important to note that step three should not be completed before speaking with the Community Programs Manager.
Step 4: Wait For Our Response
Upon submission of your application, you are advised to wait for our response. The Community Programs Manager will contact you about the approval or denial of your permit.
In the event that your application is approved, the coordinator will provide guidance to assist you with planning your event. However, if the application is denied, you will receive a detailed explanation of the reasons for the denial, as well as information on the necessary modifications required to obtain approval.
Why a Special Events Permit May Be Denied
A Special Events Permit may be denied for reasons including (but are not limited to) the following:
- Conflicting dates with other events
- Limited availability or capacity of city resources such as police, fire, barricades or utilities
- Conflicts with access to city facilities and streets for residents and/or local businesses
- Incomplete application or planning
- Safety concerns for residents, attendees and/or participants in an event
- A previously issued permit was revoked
- Failure to pay the balance due for city services for a prior event
Step 5: Plan Your Event
For certain types of events, a City Review Meeting may be arranged by the Community Programs Manager (CPM). The meeting will be held at city hall during regular business hours.
If a City Review Meeting is deemed necessary, the event organizer(s) must be present, and a Special Event Planning Packet must be presented. The CPM will provide guidance in assembling the packet for the meeting.
During the meeting, representatives from various city departments and relevant agencies will review your event plans. It is possible that additional permits or challenges may arise during or after the meeting.
For more information, please refer to the Special Event Planning Packet page.