Donated Food and Item Distribution in Grand Rapids

How to Get Permitted

If you plan to distribute donated food, clothing, personal care items, or other goods to individuals experiencing homelessness on public property, you may need an Expressive Activity Permit.

The permitting process helps ensure that activities on City property are coordinated safely and appropriately.

Step 1: Submit an Expressive Activity Application

Applications are submitted through the City of Grand Rapids Citizen Access website.

Do you already have a Citizen Access account?

If you have an account, you can proceed directly to the application.

Access Citizen Access

If you do not have an account, you will need to create one before submitting your application.

Creating a Citizen Access Account

1. Visit the Citizen Access website.
2. Select Register for an Account at the top right of the page.
3. Read and accept the Terms & Conditions, then select Continue Registration.
4. Enter your login information and create a security question.
5. Add your contact information. You may register as an Individual or Organization.
6. Confirm your contact information and complete the registration.
7. Save your username and password for future use.

Starting Your Application

Once you are logged in:

1. Select Create an Application.
2. Search for and select Special Event Applications.
3. From the application type dropdown, select Special Events Expressive Activity.
4. Complete the application and provide information about your planned activity.
5. Upload any supporting documents that apply to your activity.

What Documents May Be Required?

If your activity does not include special event elements, additional documentation may not be required.

Depending on the type and size of your activity, you may be asked to provide additional information, such as:

• Site Map – A visual layout showing where activities, tables, vehicles, food distribution, and other elements will be located.
• Route Map – Required for a march or walk. The map should show the route and identify whether participants will use streets or sidewalks.
• Event Action Plan (EAP) – Required when applicable. The EAP form is available in the Planning and Resource Guide.
• Certificate of Insurance (COI) – Required when applicable to meet the City's insurance requirements.
• Other supporting documents based on the activities planned.

Important: Supporting documentation does not need to be uploaded for an application to be submitted and moved into the review process. Your Event Coordinator will let you know if additional documentation is needed.

Step 2: Permit Review

After your application is submitted, City staff will complete the intake process and begin reviewing the application.

An Event Coordinator will be assigned to your application and will work directly with you throughout the permitting process.

Depending on the activities included in your application, your Event Coordinator may request additional information or documentation, such as:

• Cleanup plan
• Food truck list
• Tent or generator permits
• Portable restroom information
• Plans for a dove or butterfly release
• Other documentation related to the proposed activity

Fees

If there is a fee associated with your activity, you will receive a pre-event estimated invoice by email with payment instructions.

Any required payment must be received before the permit can be issued.

Step 3: Permit Issuance

Once the permit has been prepared, it is sent to the Special Event Manager for final review and approval.

After approval, the permit is signed and distributed to the appropriate City departments, which may include:

• Grand Rapids Police Department (GRPD)
• Grand Rapids Fire Department (GRFD)
• Emergency Management
• City Attorney's Office
• Traffic Safety, when a road closure is requested

Resources

City Policy and Guidelines on Expressive Activity

Review the City's policy governing expressive activity on public property:

17-02 Expressive Activity on Public Property

Special Events Planning and Resource Guide

The Planning and Resource Guide provides information to help applicants understand planning requirements and supporting documents.

The guide includes information about:

• Application guidelines and requirements
• Fees
• Site maps
• Insurance requirements
• Event Action Plans
• Community notification
• Other event planning requirements

Questions?

If you have questions about whether your planned distribution of donated food or items requires a permit, or what documentation may be needed, please contact the appropriate City staff before your activity.