Special Event Planning and Resource Guide

3. Permit Application Options 

We provide permits for the use of public property. From weddings and filming to events and equipment rentals - we do it all! Check out below to see which permit you will need. Producing a recurring event that has some changes? Save yourself some time by submitting your application from the previous year with changes noted (i.e., dates, vendors, attendance, etc.). This is called 'renewal' in Accela.

Keep in mind, all venues are reserved with a reservation (or renewal, if applicable). The first event to submit a form with the time and location is who will receive it; however, recurring events (3+ years same date/location) will have the first right of refusal.

Special Event Permit

You'll need a permit from the Office of Special Events if you have an activity or series of events or activities planned for a specific time and place. Typical special events include festivals, parades, races, concerts, and neighborhood fairs. Well-organized events take 9 months to a year to plan.

In January of 2026 the Office of Special Events will be phasing out paper applications. All forms must be submitted online. This update will allow our office to become more efficient in the reservation/application process with real-time tracking, fewer errors, and quicker communication. This change will help us better serve event organizers and streamline our internal process. Did we mention you can also renew the application each year instead of filling out an entirely new application? Talk about a perk! If you have any further questions on this update, please reach out to our office by emailing us at specialevents@grcity.us 

If you need to be accommodated with a paper application or need access to a computer, please reach out to our email above to make an appointment.

The Special Event Reservation Form & The Special Event Permit Application 

We have an online process through a portal called Citizen Access. This platform allows you to see the status of your application, upload supporting documents, make payment, and duplicate your application if you host a yearly event.

Step 1: All events will submit a Special Event Reservation Form to start. This will only ask basic details for your event, such as date, time & location. Submitting this form doesn't guarantee you'll receive a permit. We'll review your event details to check availability and will reach out if needed. If approved, we'll direct you to move forward with the Special Event Permit Application (via email). If you are an annual event, please watch our renewal video here before you complete anything.

Step 2: Once you're directed to move forward with the application, log in to your Citizen Access account, find your reservation record, and select 'update record.'

There are linked resources below. Make sure you give yourself plenty of time to complete and submit the application, it's due 70 days before your event start date, but you can turn it in up to 1 year in advance. We do accept applications after 70 days; however, a late fee does apply, and we may not be able to approve all or any event aspects. The fee schedule is below:

• 71+ days before your event set up date - $50 Early Bird credit towards your invoice!
• Between 56 - 70 days before your event set up date: $100 application fee
• Less than 55 days before your event set up date: $100 application fee + $100 late fee
• Less than 30 days before your event set up date: $100 application fee + $200 late fee (keep in mind: we may not be able to permit all or any aspects of your event)
• Applications received 5 business days or less before the requested event date will be evaluated based on services, needs, and availability

 *All fees are non-refundable and non-transferable. A penalty fee may apply for providing intentionally misleading information.

We'll notify the listed event coordinator for your event within three business days after we receive the application. Many times, we approve some aspects of your event but not others. This depends on staff availability, equipment availability, construction happening at the same time, and overlap with other events.

Events that are 45 days out from their requested date must have all supporting documents are required to be uploaded:

• COI
• EAP
• Community Notice (written support for road closures)
• Site Plan

The application must be completed in its entirety, no TBD or blanks.

Events that are 30 to 15 days out from their requested date can still submit a reservation/application however:

• Not all aspects of the event may be permitted.
• Applicants will have two business days to fix any mistakes (If corrections are not made in time, the event coordinator must pick a new date or simplify the event element).
• Reservations will only be accepted after reviewing the submitted details, a later date might be suggested based on internal review.
• Applicants will have two business days to finish and turn in the full application with all required items

Events that are 14 days or less from requested date can:

• Be permitted as a pop-up with just date, time, and location.
• Include city services depending on availability of staff/union contracts.
• Include food trucks/trailers, as long as they are on the licensed list.
• Have amplified sound within the city's noise ordinance (7am-10pm).
• Rent equipment based on staff and inventory availability
• Runs and/or walks can have Sidewalk Routes.

Make sure you have written approval before announcing your event date or location. Once your application is accepted and approved, you will receive written confirmation that your application has moved forward, at which time, you may begin promoting your event.

Apply for a Special Event Permit

RESOURCES

• Need help creating A Citizen Access Account for your reservation/application? Click Here
• Watch our How to Create A Reservation video here (watch time: 1:26)
• Watch our How to Complete an Application video here (watch time 2:44)
• Watch a summary of the permit process here (watch time 1:55)

Prefer to read? Download our PDF guide to walk you through the steps of submitting an application. Click here to Download(PDF)

Do you host an annual event? You can renew your application instead of submitting a new one!

Step 1: Log in to your account and navigate to the “permits” tab.
Step 2: Find the application you would like to renew.  The status will read “Closed-Complete”. *If it doesn’t say this, that means you’re not eligible just yet. Reach out to our office if it’s been more than four weeks after your event and the status has not changed.
Step 3: To the right, select “Renew Application” to open the application directly.
Step 4: Review all the information and make any edits to the application. This is a crucial step, as our office only permits what is in the application.
Step 5: Upload your site map and supporting documents, and remit your application fee payment.

**The City of Grand Rapids cyber security system automatically blocks all messages with document attachments from MAC computers, please send attachments from another source. You can also upload documents to your Citizen Access account. Please watch this video for assistance: Attaching an Attachment to your Application - Office of Special Events'

Want to throw a residential block party in your neighborhood? Great idea! You don't need to complete the Special Event Permit process. You can review requirements and apply here.

Event on Private Property

Want to host an event on private property? Private property includes, but is not limited to:

• A business or restaurant parking lot
• Rooftop party
• Privately owned building
• Backyard
• Courtyard

A good rule of thumb is to ask yourself: Are you using an area for a different reason than it was originally planned? i.e., using a vehicle parking lot for a concert or festival. If your answer is yes, complete the Private Property Event Permit Application.

Is your event on private and public property? If yes, start with the Special Event Permit Application, and we will assist you from there.

Wedding Permit

Are you interested in getting married at a City park or on an iconic bridge downtown? You will need to complete a Wedding Permit Application.

• $100 application fee due at the time of submission
• Less than 55 days before your wedding set up date: $100 late fee
• Less than 30 days before your wedding set up date: $200 late fee (keep in mind: we may not be able to permit all or any aspects of your wedding)

 *Late fees are non-refundable and non-transferable. 

Apply Online

You may call our office with any questions or for further assistance at 616-456-3378 option 3

Filming & Photography Permit 

Want to take photos for commercial use or film on public property or in the public right-of-way? You will need to complete a Film & Photography Permit Application.

• $25 application fee due at the time of submission
• Less than 15 days before your filming/photography project: $25 late fee (keep in mind: we may not be able to permit all or any aspects of your application)

 *Late fees are non-refundable and non-transferable. 

Apply Online

You may call our office with any questions or for further assistance at 616-456-3378 option 3

Equipment Rental

Want to just rent equipment from us? We have you covered! Complete our Equipment Rental Form here. Keep in mind that we also charge a delivery fee for deliveries outside Grand Rapids city limits and overtime for deliveries/pick-ups outside of regular business hours. Our equipment is rented on a first-come, first-served basis. We do not guarantee that the equipment you would like to rent from us is available.

4. Guidelines

Reminder: give yourself plenty of time to submit your application. See which permit you'll need to apply for under the 'permit application options' section.

Choosing a date

Keep in mind when thinking of a date -

• ArtPrize takes place every fall. You can see exact dates for ArtPrize here. This is a large event spanning the majority of the city and uses many city resources, so we don't usually permit other special events during this time. If we are able to permit your event during this time, you may need to work around art installations.
• The Riverwalk is unavailable from November 1st through May 1st for safety reasons
• ALL park restrooms are winterized in October and are not reopened until May (weather permitting)
• Rosa Parks Circle is a public ice skating rink late November through early March (weather dependent)
• Due to the age of the restrooms and the frequent mechanical issues, any event with an anticipated attendance of 200 or more will be required to  portable restrooms in addition to the permanent restrooms
• Please do not announce your event details before receiving written approval. We check multiple internal calendars to ensure the requested date, time and location are available. Once your application is accepted and approved, you will receive written confirmation that your application has moved forward, at which time, you may begin promoting your event.

Here's some of the fine print:

• We may revoke your Special Event Permit if you use the property inappropriately or do not follow the rules listed in your permit. We may also revoke it if your use interferes with the regular property use
• You (or the permit holder) are responsible for the event and must be present at the site for the entire event. This means making sure participants and other spectators adhere to community standards
• You (or the permit holder) are responsible for the clean-up of the site after the event
• We'll end the event if anyone abuses or destroys property or equipment
• There are many other permits you may need. These may apply if you'll have food, beverages, certain types of sales, fireworks, electrical, liquor, plumbing, or other elements. These are due to us 30 days before your event
• You're responsible for paying all event fees before the event set-up date. We don't refund fees if we have to shut down an event early for non-compliance issues
• You reserve public property with the knowledge that the weather may be an issue. We encourage you to have a Plan B in case of uncooperative weather or if the space is unavailable. We don't grant refunds unless a request is submitted in writing or if you collaborated with us to cancel due to severe weather 
• You reserve public property/parks with the knowledge that the park is a natural space where native plants grow and animals may reside. We will not remove plants or attempt to clean up after wildlife
• You reserve public property with the knowledge that park amenities (if there are any) are exposed to weather year-round (i.e., electrical outlets, lights, etc.). We cannot guarantee functionality
• You'll have until the permitted teardown time to return the site to its original condition. We'll charge you for cleaning and/or damage fees if you leave the site in disorder.
• The application fee is non-refundable and non-transferable
• We may ask you to alter certain aspects of your event details. This depends on available City resources
• Use of marijuana remains prohibited at city parks and public spaces. You can view the ordinance here
• Please disclose if you are holding a 50/50 raffle, drawing, or have any sort of charitable gaming. This requires City Commission approval and State of MI approval
• You may be required to meet before your permit is issued

Tips to get approved & things to share:

• Disclose all of your event aspects to us so we can make sure all are properly permitted. Some examples of what we need to know are:
  • If you want to...
    • Build a temporary structure like a stage or ramp
    • Have animals (aside from certified service animals) at your event
    • Have bounce houses or any sort of inflatables at your event
    • Have balloons at your event (party balloons, water balloons, balloon arches, hot air balloons, etc.)
    • Use a device that will release/project confetti, foam, bubbles, or any other kind of liquid or substance
    • Have fireworks or pyrotechnics at your event
    • Offer a unique experience, such as a zip line, helicopter landing, rock climbing, etc.
    • Use toy/mock weapons such as water squirt guns, paintball guns, laser tag guns, etc.

  *Note: releasing balloons or floating paper lanterns is prohibited in the City of Grand Rapids

• Give us plenty of time to coordinate Public Safety resources. Emergency services need to be available to the city as a whole during all events. We need to coordinate early to make sure there's enough coverage. This applies if you have a large event or need emergency services
• Plan your event to limit the disruption it will have on the safety, traffic, and use of any street or public place
• Follow all health, fire, and safety requirements when using vehicles and equipment
• Check if there's construction planned for the location you want to host your event. Keep in mind that we may deny your application if there are conflicts with construction or other planned events
• Make sure your event abides by City ordinances and state laws
• We're here to help. Please be forthcoming about your event plans. Our goal is to always find a way to "yes"
• Pay any prior bills. We can't issue a permit to anyone who hasn't paid prior bills or has damaged City property. This includes any organization personnel who owes an outstanding balance to us

5. Timeline Checklist

There are a lot of moving parts when planning an event. We recommend watching this short video that summarizes the permit process.

Here's a breakdown of what's due and when. You can find more details in the sections of this guide (not all of these items may apply to your event):

Items that are always due, no matter the type of event, are: Site Map, Community Notification, Certificate of Insurance, Clean Up Plan, and Event Action Plan. It is the event organizer's responsibility to complete these steps. 

These forms, fees, plans, and information are due when you submit your application (70 days before your event start date). Most of the items listed below can be detailed when filling out an application:

• Application + fee
  • View our 'how to' video library here for help with submitting a reservation/application
  • DOWNLOAD OUR PDF GUIDE TO WALK YOU THROUGH THE STEPS OF SUBMITTING AN APPLICATION. CLICK HERE TO DOWNLOAD(PDF)
• Equipment needs (this is part of your application)
• Site Map and/or Walk/Run Route + Written Directions
  • Signatures or another form of written support is required for events with street closures. Road closure requests won't be reviewed/permitted without this.
• Clean-Up Plan
• Unique event aspects (see 'Guidelines' section)

These plans, permits, and fees are due 45 days before your event start date:

• Proof of Community Notification - if this isn't submitted, you won't get a permit. This is a general notice and is separate from written support for road closures.
• GRPD/Security Plan
• Submit the alcohol permit to the State of Michigan Liquor Control Commission (MLCC)
  • This is a separate application through the State of Michigan
• Parking Meter Hood Request
• Parking Management Plan
• Certificate of Insurance
• Event Action Plan and Severe Weather Plan (these are on the same fillable document)
• Submit large tent (400+ square feet or larger) plans and schedule inspection
• Submit the necessary paperwork for generators larger than 9,000 watts and schedule an inspection
• Pay invoice fees
• Meet with the Office of Special Events (if requested by the OSE)

These plans, permits, and fees are due 15 days before your event's start date:

• Call 311 or 616-456-4100 to schedule any inspections (tent, electrical, etc.)
• Confirm Office of Special Events (OSE) rented equipment delivery & pick-up: Cody: 616-780-8831 or Greg: 616-307-1335
• Send OSE a confirmed list of food vendors, trucks, trailers & carts
• Send OSE a copy of your state-issued liquor license
• Send community notification reminder to the surrounding area
• Confirm amplified sound request (if it was not already noted in your application)
• Provide us with a list of any deliveries being made with dates and times (restrooms, equipment from other companies, etc.)

The week of your event:

• Confirm arrival time for inspections (tent, electrical, etc.)
• Print signed permit
  • This will be emailed to you around 5 business days before your event. There may be a delay in receiving a special event permit if any of the above steps are not completed or if we are waiting for finalized information from you (i.e., receipt of liquor license, confirmed food vendors, etc.)

Be prepared for the following inspections on the day of your event (if applicable):

• Grand Rapids Fire Department Inspection
• Building/Tent Inspection
• Electrical/Mechanical Inspection

You can call 311 to help schedule your inspections

Want to print this out? Click here to download(PDF).

**The City of Grand Rapids cyber security system automatically blocks all messages with document attachments from MAC computers, please send attachments from another source. You can also upload documents to your Citizen Access account. Please watch this video for assistance: Attaching an Attachment to your Application - Office of Special Events'

Application Review process:

1. Intake: This is initiated once an application, application fee, and site map are submitted to the OSE. Reasons an application may not be accepted are if required fields are left blank, date/time/location is not available or not a City of Grand Rapids location, unclear details, missing a site map or an unpaid application fee, or the applicant/organization is not in good standing with the City of Grand Rapids (i.e., outstanding invoice).
2. In Review: This begins once the intake step is completed internally. This is a general review of the event and potential impact on the community with other necessary city departments (planned road construction, other scheduled events, available city resources, ordinances, feasibility, capacity limit, etc.).
3. Tasks: After reviewing the event details, tasks will need to be completed by the applicant/organizer. This includes Community Notification, Certificate of Insurance, Event Action Plan, Clean Up Plan, and any additional needs based on event aspects. View the Timeline Checklist above for more details.
4. Invoice: An invoice will be generated approximately 45 days before your event and sent via email. Please view the 'Fees' section for more details.
5. Permit Issued: A permit is sent via email once all required permit application tasks are completed, final details are confirmed, the site map is approved, and the event invoice is paid in full. Incomplete tasks or failure to pay the event invoice will delay the issuance of a Special Event Permit.

6. Event Categories

The type of event impacts fee prices. We'll make the final determination of your event category, but here is the criterion:

Commercial Event

Commercial events have controlled/ticketed entry. This includes pay-upon-entry, registration fees, membership fees or suggested donations. Commercial events intend to promote one or more of the following for profit, gain or advantage:

• Business
• Product
• Service
• Commercial performance
• Venue
• Professional college team
• Current or future for-profit

Here are some examples:

• Concerts or festivals with paid admission
• Business grand openings or anniversary celebrations
• Marketing events
• Athletic run/walks
• Competitions
• Carnivals
• Cook-offs
• Trainings
• Exhibits with paid entry

Community Events

Community events are free and open to the public, with aspects of the event that attendees can participate in at no cost. The organizer must be a not-for-profit entity or representative. Here are some examples of a community event:

• Celebrations and parties
• Street Fairs
• Free festivals or fairs
• Free concerts
• Public holiday celebrations
• Open exhibits
• Films on/in park spaces

We offer a 75% discount on your site fee and a 50% reduction on most city services for community events. The acceptance of the community event discount means the City should be recognized as an event partner. If there are benefit levels affiliated with your event, the City should be recognized at the level that the discounted dollar amount matches. The City of Grand Rapids logo can be found here: Logo.png(PNG) 

Will you have more than 1,000 attendees? We'll charge an extra $.10 per person as a park impact fee. 

Recurring Events

Planning an annual event? We accept Reservation Forms and Special Event Permit Applications up to 1-year in advance and even take your application from the previous year - just make sure to submit changes in writing to us (i.e., date, attendance, vendors, updated site map, etc.). Keep in mind, even if your event details are the same, you'll still need to submit a Special Event Permit Application each year. We are not able to hold any event dates without an application or reservation form.

7. Fees

Looking for payment instructions or invoice details? Scroll to the very bottom of this page.

Be prepared to pay a $100 non-refundable, non-transferable application fee (application fee changes for Equipment and Film & Photography Permits). Keep in mind that all fees are subject to change. You will be emailed an invoice around 45 days before your event. This has to be paid prior to the event set-up date in order to get a signed permit from our office.

Late Fees

If you submit your application late (less than 55 days before your event) be prepared to pay late fees:

• Submit less than 55 days before your event set up date: $100 late fee
• Submit less than 30 days before your event set up date: $200 late fee (keep in mind: we may not be able to permit all or any aspects of your event) 

Filming/Photography projects: applications submitted less than 15 days before your filming/photography project will be charged a $25 late fee

 Late fees are non-refundable and non-transferable. 

Permit Levels

We determine your permit fee based on the expected level of attendance at your event.

*There is a .10 cent per person impact fee applied to events with 1,000+ attendees 

Sites 

You will be charged a site fee for each day of use - including your event set-up and tear down. Please note that park shelters are not included with the rental of a site. If you would like to use the shelter as well as the site it will be an additional $100 for 4 hours and $50 for an additional 1-4 hours. City parking lots can be used for events as well and will still require working with our office for a Special Event Permit; however, the rental fee of a city parking lot is a separate process through Mobile GR.

*Belknap Park requires additional needs and steps for site use; approval is not guaranteed.
**Use of the Blue Bridge & Gillett Bridge requires a clear path from one side of the bridge to the other. This path must be at least 6-feet wide and must be accessible at all times.
***Use/closure of a City Street requires signatures from those who will be directly affected (residents and businesses). See the 'Street Closures' section for more details.

Additional fees:

Sometimes you may incur additional fees, or you may need other permits, which have their own separate permit fees. Some are:

• Building Electrical Permit
• Mechanical Permit
• Plumbing Permit
• Pyrotechnic Permit(DOCX)
• Zoning Approval
• Citation Fee *amount is based on the violation
• Callback Fee *amount determined by department
• Penalty Fee *A penalty fee may apply for providing intentionally misleading information

As the permit holder, you will be held responsible for the condition of the whole site. Repair/cleaning/damage fees will apply if necessary.

Changes or Cancellation Fee

Need to make a change to your event plans? Make sure to notify us in writing. We may charge you a fee if you make a lot of changes to your original application or if you cancel at the last minute.

Overtime Hours

We charge the overtime hourly rate for City staff if they work after their normal hours. For GRPD, overtime is determined by the number of officers used and the hours they worked, there is a minimum of a two-hour charge. These rates can change at any time.

Traffic Safety Fees

We can close streets and sidewalks for your event. Fees depend on the type and number of barricades and delivery.

Parking Services Fees

You can reserve parking meters and parking lots for a fee. Parking meters are $23 each and must be hooded if you are closing a street that has meters. Costs for other parking needs vary depending on the lot. These fees are billed separately. Questions? Give them a call at Parking Services: 616-456-3290.

Clean-up Fees

You will need to make sure the site is cleaned up before you leave as part of your clean-up plan. The City provides great recycling, refuse and compost services. Choosing the City's services provides you with comprehensive clean-up options.

You can also hire a private refuse and recycling company. If you'd rather, you can have volunteers clean and dispose of all waste offsite. You'll have until the end of the event day to return the site to its original condition. We'll charge you for cleaning and/or damage fees if you leave the site in disorder.

*Community events with services that are not pre-scheduled prior to the event or a result of not following service guidelines are subject to be charged at the original commercial rate.

All fees are subject to change without notice. All fees apply whether items are used or not. Additional fees may apply if dumpsters or carts of any kind need to be power-washed/cleaned after the event (i.e., waste on the outside of the cart, liners not used for food waste, etc.).   This is at the discretion of the City of Grand Rapids Public Works Department. 

Equipment Rental Fees

We have you covered with event equipment rentals. Keep in mind that we also charge a delivery fee for deliveries outside Grand Rapids city limits. The community rate does not apply if you are only renting equipment from us. Click on the 'Equipment' section above to see our inventory and learn more about reserving equipment with us.

Invoicing

We'll send you a pre-event invoice for all estimated charges about 45 days before your event. This is an estimated cost for your entire event based on the information provided and is due by the listed due date. You will have the opportunity to review and make any changes to your statement before the invoice is generated and sent.  Any change requests after the invoice is sent will be reflected on the post-event reconciled invoice.  We won't be able to issue a permit without payment being made.

If needed, we'll send a post-event (reconciled) invoice 2 to 4 weeks after your event. This will reflect any changes to City services used or adjustments made after the pre-event invoice was already sent.

Need to be invoiced for your Special Event Permit Application Fee? Reach out to us: specialevents@grcity.us. 

Making Payment

Have your invoice number ready when remitting payment for your event.  This will ensure that fees paid are applied to the correct invoice. Keep in mind that the Office of Special Events does not process payments, and you will need to work with the City Treasures Department. If you have any questions on how to remit your payment, contact the City Treasure at 616-456-3020, option 3.

For payment, see the options:

• Pay by Check/Money Order/Cash: Mail or drop off your payment to the City Treasurer's office located at City Hall, Monday-Friday between 8 am-5 pm, along with a copy of your invoice. *Keep in mind that checks mailed in will be delayed, as it can take 5-7 business days to process.
• Pay by Phone: Dial 888-861-7956 and select option 5 at the second prompt to remit your payment. Have the invoice number ready. Payments accepted are VISA, MasterCard, American Express, and Discover.
• Pay Online: There are two options to remit your payment: Citizen Access or GR PayIt.
  • Pay through Citizen Access, log in to your Citizen Access Account. Under permits, identify the record in question. Select “Pay Fees Due” and click on the box noted “Checkout” and follow the prompt.  VISA and MasterCard are accepted.
  • Pay through GR PayIt, please visit payments.grandrapidsmi.gov. Follow the prompt and be sure to search for payment by invoice number to pay the specific invoice due. VISA, MasterCard, Discover Card, and American Express are accepted.
    
    

All checks can be made out to City of Grand Rapids Treasurer, and all payment options can be done through the City Treasurer's Office located at City Hall: 
City of Grand Rapids Treasurer
300 Monroe Ave. NW *ste 220
Grand Rapids, MI 49503 

8. Making changes to your event (changes, cancellation, etc.)

Change

Let us know in writing when you have changes to your original application, such as event name, start and end time, equipment rental request, adding aspects like a tent or generator, changes to your site map, etc. Please note, changes may result in additional fees. Not notifying us may result in your event not being permitted. 

**The City of Grand Rapids cyber security system automatically blocks all messages with document attachments from MAC computers, please send attachments from another source. You can also upload documents to your Citizen Access account. Please watch this video for assistance: Attaching an Attachment to your Application - Office of Special Events'

Cancellations

Things happen. Let us know if you want to cancel your event at least 14 days before the event start date. Without written notification, we are unable to consider any refunds. Please note, not all fees may be refundable. This includes the application fee, permit fee, and late fees. If you're worried about weather impacting your event or have other concerns, contact our office to talk about it: 616-456-3378 (opt. 3) or specialevents@grcity.us.

Termination

You'll still have to pay all event fees if the event is shut down early for non-compliance issues.

9. Event Action Plan 

All events - regardless of size - must provide an Event Action Plan (EAP) as part of the approval process.

What You Need to Do:

1. Download and complete the EAP template using the link below.
2. Submit your completed EAP by either:
   • Uploading it to your Citizen Access account, or
   • Emailing it to specialevents@grcity.us

The Office of Emergency Management will review your plan. You may be asked to make edits based on your event's specific needs.

Resources:

Download the Event Action Plan Template(PDF)

See how the NFL's EAP helped save Damar Hamlin's life in this 4-minute video - Watch here.

Preparedness & Awareness

In emergency management, a small amount of preparedness can help prevent a large amount of emergency response. Think about what steps you will take to prepare for any potential threats or risks. Detail your plan to prepare for and mitigate impacts of external factors, such as extreme temperatures, poor air quality and public health emergencies. Also detail how you will maintain awareness of these external factors before and during your event.

All roles in the "Contact Information" section must be assigned. Identify who will hold each of these roles during your event. One individual cannot fill more than 3 roles. Accurate phone numbers are required for each event title/role.

Crowd Managers

A trained crowd manager is required for every 250 occupants in attendance at one time. Crowd managers are responsible for knowing all event exits and ensuring they are clear at all times, assisting with orderly emergency evacuation, keeping track of capacity, communicating medical, fire, and security issues, and helping mitigate any event issues.

Interested in crowd management training? Here are a couple of options:

• firemarshals.org
• crowdmanagers.com

We encourage you to sign up for the GR Emergency Alert System as well. You can also share this link on your event pages so your attendees can register.

Click here to sign up

Severe Weather Plan & Designated Weather Monitor (DWM)

Check out the severe weather plans for public venues here. Choose one person as the DWM. They will serve as the liaison to the National Weather Service and to us (the Office of Special Events). We recommend they either carry a battery-operated weather radio or track the National Weather Service website. 

The DWM will:

• Track the National Weather Service via their website, radio, phone or email
• Maintain communication with the Office of Special Events supervisor
• Communicate the weather status to attendees via PA System, bullhorn, etc.
• Direct attendees to where they can seek shelter
• Disconnect any electrical or gas components
• Make every effort to secure all equipment

Severe Weather Watch

A watch means there are high probabilities of severe weather. When there's a watch, the DWM will inform and update attendees and City employees. Your event can continue as weather conditions permit. 

Severe Weather Warning

When severe weather develops, the National Weather Service issues a warning. When this happens, you must pause your event. A siren will sound only for tornado warnings, not for severe thunderstorm warnings. Follow these steps when a warning is issued:

• The event MC immediately makes an announcement instructing attendees where to seek shelter
• Event staff and vendors shut down and turn off any gas or electric components
• Staff, vendors, attendees, and participants will seek shelter
• If there's lightning but no warning, you'll still need to seek shelter. Lightning, even during non-severe storms, is still dangerous.

Post-Severe Weather

After the severe weather has passed, the National Weather Service lifts the warning. At this point, you may continue with your event. If there's severe damage or you otherwise can't continue, you can cancel your event. You'll have to notify the Office of Special Events Supervisor before you cancel. 

We recommend that you have a Plan B in case of severe weather or other reasons to reschedule. We don't grant refunds for inclement weather unless you collaborate with us prior to the event. Submit your request for a refund in writing.

10. Public Restrooms

Some of our sites have public restrooms. View the Parks Directory to see if your location has any available. Park restrooms are intended for general public park use and are inadequate for most events. You'll need to bring in private portable restroom amenities if you anticipate 200 people or more. Public restrooms must remain open to the public and may not be blocked or enclosed within an event footprint. 

Keep in mind that public restrooms are closed and winterized October through May (weather dependent).

11. Parking

Need to reserve (hood) meters for your event?

This process and fees are separate from the Mobile GR department. You can complete the meter reservation form here - make sure to start this at least 30 days out, as parking meters are first-come, first-served. The fee is calculated for each date requested, including days that parking meters aren't enforced. Keep in mind, those who park at the hooded meters will need some sort of signage noting they are with your event. This will need to be sent to and approved by Parking Services/Mobile GR. If there are parking meters or pay stations within a street that you are closing, you will need to hood/reserve them. This helps ensure no one parks within your desired closure before your event set-up. Meter and parking space reservations incur fees 7 days a week, regardless of enforcement hours. The fees are in place because the general public does not have access to the parking spaces while they are reserved. Questions? E-mail Mobile GR or call 311.

•  Check out our parking meter map here and our parking facility map here.

Prepare to submit a Parking Plan. This can be a document or detailed in an email, and should let us know where you'll direct your attendees to park to mitigate interruption to residents or traffic flow.  

Items to include and/or address:

• How many vehicles do you anticipate?
• Where will you direct your attendees to park & how will you share this information beforehand?
• Will you have volunteers, staff, or signage around your event area to assist attendees with locating available event parking?
• Are you encouraging alternate means of transportation such as The Rapid, The DASH, carpooling, biking, etc.?

 See an example here: Parking-Example.jpg(JPG)

Other options (additional fees will apply):

• Request a parking lot closure here.

12. Certificate of Insurance

All events that occur on public property in the City of Grand Rapids require insurance that meets the terms listed below.

Provide us with a Certificate of Insurance for $1,000,000 no less than 30 days before the event start date. This should include the description, dates, and location of the event. Make sure your insurance company is "A" rated or acceptable by the City of Grand Rapids. Having a bounce house/inflatables? Be sure to let your insurance provider know.

• List the City of Grand Rapids as the Certificate Holder

  Address:

       300 Monroe Ave NW
       Grand Rapids, MI 49503

• Name the City of Grand Rapids as "Additional Insured". You'll need to provide an additional insured endorsement with your Certificate of Insurance
• Indemnify and hold the City harmless from and against any and all claims/actions

See what a Certificate of Insurance typically looks like here(PDF).

We recommend you use the GatherGuard program.

Access the program here

• Select the event type that is closest to yours
• Select appropriate answers that are applicable to your event
  • Note: A 'promoter' is a company that finances or organizes events for profit. Promoters have financial responsibilities for the event
• Provide venue information. You'll need a venue code. View our document with the codes listed here(PDF). Note: Bridge, Calder Plaza, and Street events will have the same code found bottom of the document
  • If you choose to search for the venue, you must include the venue name in addition to the full address (i.e., Calder Plaza 300 Monroe Ave, Grand Rapids, MI 49503)
• Ensure your event name matches the name you provided in your Special Event Permit Application
• Provide the event date(s), attendance & find out if any vendors participating in your event carry their own insurance 
• Select any additional coverages offered (i.e. Liquor Liability)

13. Site Map

You'll need to create a site map for your event and include it with your Special Event Permit Application. Your site map should be a visual representation of your desired event layout. Make sure you send us an updated map if you decide to make any changes leading up to your event. Submitting your application early, and not quite sure of where you want things just yet? That's okay! Provide us with some form of a map showing the area you want to use and note any layout ideas or plans you currently have.

Your site map should include a bird's-eye view of the set-up at the site/park/street. Include landmark references and use the cardinal directions (North/South/East/West).

We have Site Map Resource Guides for some of our parks. Can't find a map for your site? e-mail us and we can assist you. Your Site map can be hand-drawn or an image created in a program and attached to your application. Things you'll want to include are (not all may apply):

• Entrances/exits (include emergency exits)
  • Experience Grand Rapids offers an Accessibility Guide that may be beneficial when determining entrances/exits as well as other aspects of your event. You can view the guide here
• Tents (include dimensions)
• First aid area
• Equipment (tables, chairs, stages, etc.)
• Vendor booths
• Stages
• Generators
• Food trucks/trailers/carts
• Waste/recycling receptacles
• Restrooms
• Fire lane(s)
• Entertainment areas (bounce houses, dunk tanks, carnival games, etc.)
• 6-foot egress (for Blue Bridge and Gillett Bridge)
• Access to ADA compliant elevator (Calder Plaza only)
• Bar area (if you have alcohol)
  • Keep in mind, the site map that you provide to the Office of Special Events should match what you provide to the MLCC for your liquor license

See a few examples of site plans below:
- Example 1(PDF)
- Example 2(PDF)

*See a run/walk route example here(PDF). Run/walk events must turn in a site map and a route map.

Using multiple locations? Your site map should include a basic map and plot points you'll be occupying. Draw by hand, use a computer, or use a program such as Google Earth to create your site map. We may need to see individual site maps if your event has a large set-up. Include the following information if your project will include/impact any of these:

• Surrounding streets
• One-way streets
• Parking restrictions and/or controls (parking, meters, peak hour restrictions, etc.)
• Use of RAPID bus zones
• Hooding of parking meters, or use of no-parking barricades in non-metered areas (indicated with an "x")
• Location(s) of camera(s)
• Street closures or intermittent traffic control
• Sidewalk closures or intermittent pedestrian control
• Truck and crew parking
• Base camp
• Catering location(s)
• Direction of moving vehicles for driving shots
• Indicated location of the generator 
• Portable bathrooms

Marking your site for your event

You may mark your layout at your site during your permitted set-up time. There are some guidelines for this. Nothing may be attached to trees or bridge railings. Cords or rope may not be strung across the ground without cord covers, and only handheld sidewalk chalk is permitted for marking the site. Additional clean-up and/or repair fees will apply if needed.

14. Community Notification

Event organizers are responsible for informing the surrounding community about their event. The notification process varies depending on whether the event involves a street closure. Please review the guidelines below and contact our office with any questions.

General Event Notification

For events held in parks, on bridges, or in plazas, organizers must notify the surrounding community at least 45 days before the event date. This includes both residents and businesses, regardless of whether the event takes place outside of regular business hours or on a weekend.

Key Notes:

• Notification is the responsibility of the event organizer.
• Proof of notification and a list of notified residents and businesses must be submitted to our office 45 days before the event.
• Neighborhood Associations can be valuable partners in sharing event details. However, they are not required to distribute event notifications and may charge fees for their services. A list of Neighborhood Associations and their contact information is available on the Grand Rapids Neighborhood Associations page.

Suggested Notification Methods:

• Email: Send a mass email to the affected area and include specialevents@grcity.us in the recipients.
• Phone Calls: Contact residents and businesses directly, keeping a record of conversations, including names and roles. Submit this list to our office.
• In-Person Visits: Deliver flyers to businesses and residences. We recommend tracking visits by collecting business cards or noting business names.

Notification Content:

Your notification should include:

• Event name, summary, and organizer/host
• Contact information
• Event date, time, and location
• Amplified sound (e.g., DJ, PA system)
• Estimated attendance

Examples of General Community Notification:

• Email Example(PNG)
• Postcard Example: Front(PNG) & Back(PNG)
• Flyer Example(PDF)

Street Closure Notification

For events requiring street closures, partial lane closures, intermittent closures, or sidewalk closures, organizers must obtain written agreement (signatures) from affected residents and businesses. Businesses may have scheduled deliveries, valet services, parking lots, or loading docks that could be impacted.

• Street closures cannot be permitted without this step being completed.
• To move the road closure review process forward, you will need to submit written support within ten business days of submitting your application. A delay in submitting signatures will postpone the review process and may result in the street closure not being approved.

Suggested Notification Methods:

• Email: Send a mass email, copying specialevents@grcity.us. In some areas, we can provide a list to help you get started. Use the template below:

  Subject: Proposed Road Closure for [EVENT NAME + EVENT SUMMARY]

  Greetings,
  The [EVENT NAME] is planning a closure of [CLOSURE DETAILS] from [TIME] on [DATE] for [ACTIVITY IN STREET]. The closure would be in place until [TIME] on [DATE].
  Please respond by [DATE] with your support or any concerns. If we do not hear from you by the provided date, we will assume your support.
  
  For any questions, you can reach me at [CONTACT INFO]. We also invite you to join us! Learn more at [WEBSITE LINK].
  
  [Your Name & Signature]

• Phone Calls: Contact affected businesses and residents, keeping a record of conversations including who you spoke with, their role, and response. Submit this summary to our office.
• Signature Collection: Obtain signatures from those in the affected area, including their address and role. Submit the completed signature sheet to our office. You can use this template to collect signatures(PDF) or create your own.

Special Considerations for Mixed Residential & Business Closures:

• Businesses must provide written support.
• Residents may be notified via printed materials such as flyers or postcards. These can be distributed by:
  • Placing them in visible locations
  • Using a courier service for targeted zip codes
  • Seeking assistance from the Neighborhood Association

Important Reminder: Do not advertise your event until you receive written approval from our office. Once your application is reviewed and approved, you will receive confirmation allowing you to begin event promotion.

For further details, please contact specialevents@grcity.us.

Social Media

Let us know which media channels and outlets you'll use to promote your event (news sources, websites, Facebook, Twitter, etc.). We'll add your event to our event calendar and post about it on our Facebook page. 

15. Street Closures

Want to close a street for a race or to use for your event? This is part of your Special Event Permit Application. Make sure the streets you would like to have closed are marked on your site plan.

Street Closure Requests

For street closures, partial lane closures, intermittent closures, or sidewalk closures, organizers must obtain written agreement (signatures) from affected residents and businesses. Businesses may have scheduled deliveries, valet services, parking lots, or loading docks that could be impacted.  Please read the Community Notification section for a complete breakdown of this step.

We consider the following factors when reviewing a street/sidewalk closure request:

• Impact on businesses and residents
• Necessity
• Public health and safety
• Permits already issued for other events
• Public Assembly
• Similar event at the same location
• Proximity of another event in the area at the same time
• Proximity of other street closures, detours & construction

The City discourages and, in some cases, will not permit the closure of larger corridors that provide important access for emergency vehicles, transit riders, and/or a large number of vehicles. When proposing a street closure, we encourage you to consider local and side streets, avoiding major corridors and transit routes.

Keep in Mind

If there are parking meters on the street you want closed, you'll also need to reserve and hood them. You can complete the parking meter reservation form here. A closed street is for event activities only, not to be used as a parking lot. To park cars on a closed street, they must be parked at legal parking spots with a parking pass affiliated with your event placed on the dashboard or windshield.

We encourage street closures that do not disrupt access for riders of regional transit or the DASH downtown area shuttle.

Vehicle Access

Public safety (GRPD and GRFD) may require you to include a 10 ft. emergency access lane on the closed street(s) for fire trucks or EMS vehicles. Make sure vehicles on the street don't block access to fire hydrants. If there's a public garage, indoor tenant parking, or a driveway that needs to be accessed, make sure there's an accessible 10 ft. fire lane and a way for vehicles to come and go.

How are they closed? 

Our Traffic Safety Department will provide 'road closed' barricades as well as other closure and detour signage needed for a fee. These are delivered before your event. Typically the event is responsible for pulling the closure barricades into place at the permitted set-up time and removing them at the permitted tear-down time/when the street is clear and safe for vehicle traffic to resume. We may require you to have additional traffic personnel or GRPD to assist with placing barricades and traffic control, depending on how busy the area is. Civilians aren't permitted to control/direct traffic on streets nor use vehicles to close/block streets.

*We have many road construction projects throughout the city. Check out our Road Construction Projects page to see if there are any projects that may impact your event plans.

16. Equipment

*All fees are subject to change without notice     

17. Clean-up Plan

You are responsible for the cleanliness of your site. You'll have until the end of your event day to return the site to its original condition; otherwise, we will bill you for cleaning and/or damages. Most parks do have waste receptacles; however, these are not adequate for events. Contracting options for recycling and refuse services are:

• The City of Grand Rapids Public Services Department (you can request this in your application)
• Private recycling and refuse company
• Provide your own receptacles and use Volunteers to clean and properly dispose of any waste off-site
  • Keep in mind, if you are choosing to handle the clean-up on your own/use volunteers, you will be held responsible for providing receptacles for your event and the cleanliness of the site post-event. Trash or bags/boxes full of refuse may not be left in the area or next to any park receptacles or buildings. Existing Park waste receptacles are inadequate for events; all trash shall be collected and taken with you to be properly disposed of. 
  • If you have a dumpster, please share the desired placement location. There may be site restrictions or requirements (i.e., weight, access points, etc.).
  • All Public Services items delivered to the event will be charged for. We do not offer any refunds for items that you don't end up using.
  • Be prepared to share a detailed clean up plan, such as assigning volunteers to collect trash during the event.

• If your event includes food booths, trucks, trailers, or other concessionaires, please plan to schedule power washing after the event to clean up any grease or staining. You may hire a professional service or handle the power washing yourself. This requirement is especially enforced at sites that primarily consist of paved surfaces (though not limited to these), such as Rosa Parks Circle, Gillett Bridge, Blue Bridge, and Calder Plaza. Important: If there are any drains on-site, catch basins must be used in accordance with Environmental Services regulations.

Community events with services that are not pre-scheduled prior to the event or a result of not following service guidelines are subject to being charged at the original commercial rate.

All fees are subject to change without notice. All fees apply whether items are used or not. Additional fees may apply if dumpsters or carts of any kind need to be power-washed/cleaned after the event (i.e., waste on the outside of the cart, liners not used for food waste, etc.). This is at the discretion of the City of Grand Rapids Public Works Department. 

*Composting does have requirements. The City of Grand Rapids is only able to accept CMA-H or CMA-W products (i.e., compostable flatware, plates, etc.). Here are links to search for approved products: 

• CMA-H: https://compostmanufacturingalliance.com/product-category/cma-h-products/?cat=cmah
• CMA-W: https://compostmanufacturingalliance.com/product-category/cma-h-products/?cat=cmaw

Questions? Call Public Works (616) 456-3232

Liquid clean-up

Make sure you don't dispose of liquids, including water, in a drain. You can cover the drain and use a shop vac or similar device to collect water. Or you can use a catch basin and take the dirty water with you after the event to dispose of it. This applies (but is not limited) to emptying water barrels, dunk tanks, grey water, etc.

18. Tents, Tent Permits & Guidelines

Wanting to use tents at your event? Read through the guidelines and requirements below.

Tent Permit Guide(PDF)

If you’re placing a large tent or canopy (on public or private property), you’ll likely need to apply for a tent permit. A Tent Permit is required if you're renting or using either of these:

• Tents with sides (2 or more) greater than 400 square feet in area
• Tents without sides (canopy) greater than 700 square feet in area
  • Keep in mind that these rules will still apply if you have several smaller tents placed side-by-side that create the same square footage mentioned above

Tent permit applications must be submitted at least 30 days before your event date. An inspection is also required for the tents that need a permit. Call 311 to schedule one no later than 15 days before your tents are set-up. It is the event organizer's responsibility to complete and submit a Tent Permit Application.

Apply here

Staking & Securing Tents

All tents need to be weighted down, no matter what size they are. We allow staking in some parks; staking into concrete/asphalt is not permissible. Let us know if you would like to look into the option of staking and we will work with you and the Parks and Recreation Department to determine how to secure your tents if needed. If staking is not approved, you will have to use water barrels/ballasts/totes, sandbags, or weights to hold things down. Keep in mind, not all of our parks have water access to fill water barrels, ballasts, or totes.

Water Barrels

If you are using water barrels to secure a tent, make sure you don't dispose of the water down a drain. You can take the water barrels to an appropriate liquid disposal site, cover the drain and use a shop vac or similar device to collect water, or you can use a catch basin while emptying the barrels and take the water with you to dispose of. *This applies to any type of liquid and (but is not limited) emptying dunk tanks, grey water, etc.

Chalk

Want to outline your tent layout with chalk? Make sure you only use handheld stick chalk to do this. Additional clean-up and/or repair fees will apply if needed.

Fire Extinguishers

Large tents require a minimum rated 2A10BC extinguisher for every 75 feet of distance. For example, a 40'x150' tent would need one centrally located 2A10BC extinguisher. You can usually rent these or purchase one.

19. Generators, Lighting, & Electric

If your event includes any of the following, you'll need to work with an electrical contractor to apply for an Electrical Permit:

• A portable/towable generator 9,000 watts or larger
• A temporary drop service
• Lights wired (inside or outside of tent)
• Edison lights, flood lights, festoon lights, caged lights, etc.

The State of Michigan and the City of Grand Rapids require a licensed electrical contractor to pull a permit for any electrical inspection/installation. Electrical permit applications need to be turned in no later than 10 days before your set-up. You will also want to make sure you call at least 10 days before your set-up to schedule the electrical inspection. You can do this by calling 616-456-4100 or 311. Electrical inspections typically need to take place before 2 PM.

 If your event includes any of the following, you'll need to work with a mechanical contractor to apply for a Mechanical Permit:

• Propane/gas use
• Propane/LP Tanks must be at least 10 feet from any tent or structure and 36 inches from a heat source. Relief valves must be pointed away from any tent, canopy, or area where gas could accumulate. Tanks may not be anchored or attached to a tree or movable object.

• Oil or other liquids for cooking/heating equipment
• Solid fuel equipment (wood or fireplace stoves)
• Heaters or cooling units
  • Locations of heaters under or near a tent or canopy must be approved by the Grand Rapids Fire Department Fire Prevention Bureau: 616-456-3900

20. Alcohol 

Want to serve alcohol at your event? Here's what you'll need to do:

• Get a state-issued Liquor License from the Michigan Liquor Control Commission (MLCC).
  • Non-Profit Special License
  • MLCC FAQ Page
• Once you begin the application, you'll want to contact the Grand Rapids Police Department Vice Unit at 616-456-4818 or send an email.
• Provide us with the alcohol vendor information and the type of alcohol being served (i.e., beer, wine, spirits), and a copy of your license once received.
• You will need Liquor Liability included on your insurance (if you're planning on selling alcohol, not just serving it).
• Per state law, volunteers or security must be assigned to the alcohol service/consumption area to ensure it does not leave the state-approved premises.
• ID's must be checked by volunteers or security.

Questions? Reach out to the State of Michigan Liquor Control Commission: LARA-MLCC-Licensing-Information@michigan.gov

21. Food Carts and Vendors

Food carts and vendors do not require an additional license from the City Clerk's Office. You'll want to check with the Kent County Health Department to determine your food safety requirements. Check out their guidelines here.

It is required that mats be placed under any cooking and serving areas for spills. The mats should completely cover the entire cooking and serving area. Additionally, please plan to schedule power washing after the event to clean up any grease or staining. You may hire a professional service or handle the power washing yourself. This requirement is especially enforced at sites that primarily consist of paved surfaces (though not limited to these), such as Rosa Parks Circle, Gillett Bridge, Blue Bridge, and Calder Plaza. Important: If there are any drains on-site, catch basins must be used in accordance with Environmental Services regulations. Questions about your particular site? Reach out to our office.

Other things to keep in mind:

• We don't allow any flammable or combustible liquids in a tent or canopy. An inspection will need to be done on all cooking and heating activities within 20 feet of a tent. Solid flammables that don't pose a fire hazard are allowed inside a tent or canopy. 

• Keep LP gas tanks outside of tents or canopies. Make sure these are properly secured and the gas relief valve is directed away from any tent, canopy, or area where the gas may accumulate. We'll remove any LP tanks that aren't listed, are leaking or that have been improperly installed
• Make sure LP tanks have a ventilated cap or collar on when not in use
• LP tank maximum capacity is 100 pounds
• LP/propane tanks may not be attached to any trees or poles. Secure larger tanks with chains or ratchet straps to an immovable object. Don't use bungee cords. Place tanks at least 10 feet from any tent or structure, and 36 inches from a heat source. Point the relief valves away from any tent, canopy, or area where gas could accumulate.
• Make sure to cook at least 20 feet away from any tent or canopy if it produces grease vapors or sparks
• Make sure cooking using charcoal or wood is done with a metal ash container with a secure, fitted lid for used fuel
• Deep fat fryers aren't allowed in tents or canopies once they're filled

Cooking Operations

Here are some safety tips to keep in mind for cooking at your event:

• Make sure cooking that produces sparks or grease-laden vapors is done ten feet from your tent and any other combustible material

• Don't let wooden tables or fixtures come in contact with cooking materials (like woks)

• Don't use umbrellas or other combustible materials as a weather shield above or near cooking surfaces

• Charcoal and wood cooking operations must have a metal ash container (provided by the event)

*See the Grand Rapids Fire Department Section for info on fire extinguishers and more.

Make sure you don't dispose of liquids, including water, down any drain. You can cover the drain and use a shop vac or similar device to collect water. Or you can use a catch basin and take the dirty water with you after the event to dispose of. This applies (but is not limited) to emptying water barrels, dunk tanks, grey water, etc. Any type of cooking oils or grease must be collected and properly disposed of off-site. Questions about this? Email Public Works.

22. Food Trucks, Trailers, & Concessionaires

Using a food truck, trailer, or concessionaire (Mobile Food Vendor)? Make sure the food truck/trailer has a Mobile Food Vendor license from the City Clerk, which includes an inspection by the Grand Rapids Fire Department. A State license (S.T.F.U.), County license (Health Department), or a license from another city doesn't supersede a City of Grand Rapids license. You'll need to get our approval for the location of your mobile food vendor. You can email us for the most up-to-date list of licensed mobile food vendors.

Please plan to schedule power washing after the event to clean up any grease or staining. You may hire a professional service or handle the power washing yourself. This requirement is especially enforced at sites that primarily consist of paved surfaces (though not limited to these), such as Rosa Parks Circle, Gillett Bridge, Blue Bridge, and Calder Plaza. Important: If there are any drains on-site, catch basins must be used in accordance with Environmental Services regulations. Questions about your particular site? Reach out to our office.

Make sure you follow these guidelines:

• Place mats under the truck and the serving area for spills

• This includes under a grease trap, engine, etc.

• Grease or any other type of liquid (including grey water/water) must be properly disposed of. None may be discarded in a dumpster/waste receptacle, down a drain/grate/manhole, or on ground/grass. Sewage must be disposed of at an approved sewage disposal site per the City, County, and State. Violations will lead to a fine. Questions about this? Email Public Works.

• All food trucks or trailers must be 10 feet away from any other food truck or trailer

• The food truck must operate off a generator

• The food truck must provide its own trash receptacle(s)

• Safety is important. Make sure the food truck has fire extinguishers that are inspected, certified, and an up-to-date tag.

General minimum fire extinguisher requirements

Call the Fire Department at 616-456-3900 for exact specifications

Non Cooking Booths: 2A10BC Dry Chemical Extinguisher

Cooking Booths: 2A40BC Dry Chemical Extinguisher

Deep Fat Frying: 2A40BC Dry Chemical and one K Model extinguisher for every two fryers in operation

Some of our sites have weight restrictions and specific point load limits, such as Calder Plaza, so we may ask you for the weight of the truck or trailer when it's fully loaded.

Propane Tanks

All propane tanks must be secured at all times. Milk cartons work great for smaller tanks. Any larger tank can be secured with chains or ratchet straps to an immovable object. Bungee cords are not allowed. All tanks must be at least 10 feet from a tent or structure, and 36 inches away from a heat source. Relief valves must point away from tents, canopies or areas where gas could accumulate. LP/propane tanks may not be attached to any trees, poles, or movable objects.

23. Grand Rapids Fire Department (open flame, fireworks, propane use, etc.)

Fire Safety Tips and Requirements

Safety should always be a priority. If any part of your event involves electrical hook-ups, cooking, using heat or fire you may want to have a fire extinguisher readily available. There are common issues with fire extinguishers, propane tanks, and cooking operations at special events. Reference the Fire Department's codes on Tents and Other Membrane Structures, Fire Extinguisher Requirements, Outdoor Cooking and Electrical Hook-Ups.

Download Information for Special Events Fire and Life Safety Guidelines here(PDF) 

We recommend that you loan fire extinguishers from a local vendor, instead of buying new ones. Make sure fire extinguishers are inspected, certified, and tagged annually. If you buy them, you'll have to show the receipt, and they will not be valid after one year from the date of purchase. The general minimum fire extinguisher requirements are listed below. Call the Fire Department for exact specifications at 616-456-3900.

• Non Cooking Booths: 2A10BC Dry Chemical Extinguisher

• Cooking Booths: 2A40BC Dry Chemical Extinguisher

• Deep Fat Frying: 2A40BC Dry Chemical and one K Model extinguisher for every two fryers in operation.

• Large Tents: 2A10BC extinguishers for every 75 feet of distance. For example, a 40'x150' tent would need one centrally located 2A10BC extinguisher.

Propane Tanks

Make sure to secure all propane tanks. Milk cartons work great for smaller tanks. Secure larger tanks with chains or ratchet straps to an immovable object. Don't use bungee cords. Place tanks at least 10 feet from any tent or structure, and 36 inches from a heat source. Point the relief valves away from any tent, canopy or area where gas could accumulate.

Cooking Operations

Here are some safety tips to keep in mind for cooking at your event:

• Make sure cooking that produces sparks or grease-laden vapors is done ten feet from your tent and from any other combustible material

• Don't let wooden tables or fixtures come in contact with cooking materials (like woks)

• Don't use umbrellas or other combustible materials as a weather shield above or near cooking surfaces

• Charcoal and wood cooking operations must have a metal ash container (provided by the event)

Candles

• Enclose and protect flames
• Use containers with a wide base that won't tip over
• Use candles tall enough so that combustible objects can't sit on top of them
• Place candles in areas that will not allow clothing, drapes, etc. to catch fire
• Keep candles out of aisles and exits
• Make sure lit candles are never passed from one person to another
• Floating paper lanterns are not allowed in the City of Grand Rapids (IFC-2018, Section 308.1.6.3)

Open Flames

24. Grand Rapids Police Department (staffing, community engagement, security, etc.)

We may require you to have a Grand Rapids Police Department (GRPD) presence at your event. GRPD determines this based on event attendance, street closures, and/or alcohol consumption. You may request GRPD at your event, but that doesn't guarantee a police presence. Contact GRPD at least 30 days before your event date. We calculate this cost at overtime hourly rates with a two-hour minimum. GRPD personnel maintain the peace and tranquility of the community. They enforce all laws and local ordinances. They don't enforce your event's rules, policies or procedures.

Sole control of all GRPD personnel, equipment, and facilities will remain with GRPD. This covers the most common aspects of many special events. Contact Lieutenant Dean for more information at 616-456-4224.

Community Engagement

Want to have a police car at your event for folks to look at or play yard games with cops? GRPD has a Community Engagement Unit that can be at your event to interact with the attendees. For more details, please call 616-456-3301 or email.

Private Security

GRPD does not offer security services. GRPD personnel maintain Security for your event is optional, but we may recommend that you have it depending on your event aspects (alcohol sales, large attendance, etc.). If you decide to have security, you're responsible for hiring and providing it for your event. Security includes safekeeping of event supplies and watching the area overnight and the day of the event. We don't provide overnight security at any of our sites. We're not responsible for any missing items or damage to items left at the site

25. Amplified Sound (P.A. Systems, Music, Movies, Videos...)

• Sound amplification may not exceed an “average conversational level” 100 feet away from the source of sound (Ordinance 2019-71, § 9.63 – Prohibited Noise). This includes sound checks. We don't allow amplified sound before 7 AM or after 10 PM unless otherwise approved. Let us know if you'd like amplified sound outside these hours at least 15 days before your event. A few examples of amplified sound include the use of public announcement systems, megaphones, speakers, etc.

• Playing music may require legal rights. The City requires, as a condition of the Special Event Permit, that the applicant has legal rights to play, perform, and/or livestream/air any music being used at the event.
  
  
• Showing a movie or video at your event typically requires a license per the Federal Copyright Act. You'll need to work with a licensing company to ensure you do not violate the copyright law. Some companies are (in no particular order) Swank Motion Pictures, inc., Motion Picture Licensing Corporation, and Criterion Pictures. For information on when you need a license, definitions, and FAQs, check out this page [here]. Note: this license is not issued by the City of Grand Rapids. You'll need to provide us with a copy of your license prior to your event. The City of GR does not permit the use of licensed music at events permitted to occur on public property; the event organizer is responsible for obtaining proper music licenses.

• Noise Ordinance – Chapter 9-2 and Chapter 4-20 sets decibel limits at the perimeter of an event (85db) and requires a sound mitigation plan + monitoring on-site for certain events. Organizer must have decibel meter to measure and monitor sound at the perimeter of the event - decibel limits are 85db.

26. Banner Permit

Do you want to promote your event with banners on City light poles? Banner permits are issued by our Traffic Safety Department. View more details and apply for a banner permit here. Fee and duration is subject to change without notice. 

27. Approved Vendors

Looking for various vendors to participate in your event? View the Neighborhood Business Guide to see some businesses that are already registered with the City - which can make the process of securing assistance with your event easier. Interested in having food carts, trucks or trailers? Email us for the most up to date list of licensed mobile food vendors 

28. Weddings

29. Film and Photography

Filming your next project or taking photos in Grand Rapids for your business or commercial use? You will need to complete the Film and Photography Application. Some examples of projects include (list is not exhaustive):

• Interrupting traffic on city streets
• Interrupting pedestrian traffic on sidewalks
• Using a tripod or dolly on sidewalks, streets, or alleys
• Using a generator on a sidewalk, street, or alley
• Filming in a moving vehicle on a street or down an alley
• Filming/photographing on public property
• Impacting public parking

The Application 

The Film and Photography Permit application and non-refundable $25 application fee are due at least 15 days before your first day of filming. We'll review your application and follow up with you via email within two business days. We may ask you to make some changes based on staff and equipment availability. We'll also let you know of any conflicts with construction and other scheduled events. Make sure you don't announce any film dates or locations until we give you written approval. Applications submitted less than 15 days before your filming/photography project will be charged a $50 late fee (keep in mind: we may not be able to permit all or any aspects of your application). Late fees are non-refundable and non-transferable. Once we approve your application, we'll determine your location/site fee. There is a $300 location/site fee; $200 fee per additional location/site. Other fees may apply based on any other permits or services you'll need. These are related to road closures, security, bathrooms, residential and business notifications, vendors, etc.

Site Map

Using one area? Your site map should include a bird’s-eye view of how the set-up at the site/park/street. Include landmark references and use the cardinal directions (North/South/East/West). Using multiple locations? Your site map should include a basic map and plot points you'll be occupying. Draw by hand, use a computer, or use a program such as Google Earth to create your site map. We may need to see individual site maps if your project has a large set-up. Include the following information if your project will impact/include them:

• Names of all surrounding streets
• One-way streets
• Parking restrictions and/or controls (parking, meters, peak hour restrictions, etc.)
• Use of RAPID bus zones
• Hooding of parking meters, or use of no-parking barricades in non-metered areas (indicate with an “x”)
• Location(s) of camera(s)
• Street closures or intermittent traffic control
• Sidewalk closures or intermittent pedestrian control
• Truck and crew parking
• Base camp
• Catering location(s)
• Direction of moving vehicles for driving shots
• Indicated the location of the generator
• Portable bathrooms

Street Closure 

Wanting to close a street for your filming? You'll need support from businesses and/or residents and approval from our public safety departments (police, fire, traffic control). Please view the Street closures section for more details. This applies to intermittent and partial closures as well. Crew/staff may not direct traffic nor use vehicles to close a lane or road.

Community Notification

Community notice is required for all projects, whether they are in a park, on a street, or using a sidewalk. The goal is to make sure those in the area of your project are aware of what is going on. You will need to notify the communities that'll be affected before your arrival. Please view the Community notification section for additional information, requirements, examples, and more.

Certificate of Insurance

Provide us with a Certificate of Insurance for $1,000,000 prior to your project. Please view the Certificate of Insurance section for requirements, additional information, and an example.

Other permits you may need (not an exhaustive list):

• Will you be using temporary structures like large tents, shacks, stages, etc.? If they're larger than 120 square feet, you'll need to get a Building Permit. Zoning approval is required for the location on private property, prior to the issuance of a Building Permit.

• Will you need to use a generator larger than 9,000 watts or a temporary drop service installed? An electrical permit will need to be pulled, and an inspection may be needed. Please view the 'Generators, lighting & electric' section for more details and requirements

• Will you be bringing in propane tanks, heaters, or cooling units? A mechanical permit will need to be pulled, and an inspection may be needed. Please view the 'Generators, lighting & electric' section for more details and requirements

• Will you need to park a large trailer? Please contact our Parking Services for permitted trailer parking locations: call or email

Extra information: 

• Be open & forthcoming with us about your plans. Our goal is to always find a way to "yes"
• Need police assistance? You can request this in the application. Keep in mind that police presence is ultimately determined by GRPD
• You are responsible for the cleanliness of the location(s). View our 'Clean-up plan' section for guidelines, available City services, and more
• Need parking meters hooded on a street? Visit the Mobile GR & Parking Services site here to submit your request

Some of the fine print:

• The Film & Photography Permit may be denied or revoked by the OSE when the property authorized under the permit interferes with the regular use of the property or is used for any purpose other than what was initially intended.
• The OSE reserves the right to reject a request to use public property for any event, activity, or assembly.
• The holder of a Film & Photography Permit or designated person in charge shall be responsible for the event and shall be present at the site/facility specified throughout the duration of the event. It is their responsibility to ensure that event participants or other spectators adhere to community standards.
• During the course of any event or activity for which the OSE has granted a permit, if the activities of any participant(s) or spectator(s) have become abusive or destructive to City property or equipment, the OSE reserves the right to immediately adjourn the event or activity.
• If a proposed activity or event requires other permits or licenses, i.e., food, beverages, sales, fireworks, electrical, liquor, plumbing, etc., such permits and licenses must be copied to the OSE.
• You will still be held responsible to pay any and all event fees if the OSE has to shut down filming prior to the event occurring due to any issues that may be of cause to cancel the event by not following instructions or guidelines. 

30. Social Zones

A group of restaurants and/or bar businesses may – through a single coordinating organization such as a business association – request designation of a temporary “social zone” in the public right-of-way (street, sidewalk) or on City-owned property (parking lot, park, etc.).

Think of a social zone as a temporary re-purposing of one of these spaces into an outdoor dining plaza or food court where individuals can dine on to-go fare – typically from nearby restaurants – in the company of other diners with appropriate physical distancing between parties.

See existing social districts, also known as 'refreshment areas', here: List of Social Districts

Events that wish to use a site that falls within a social zone will need a letter from the Office of Special Events Manager. Please note if your event has alcohol, anything sold/served must stay within the permitted event boundaries. Alcohol from a social district may not enter your event either.