Special Events

A Special Event is defined as a "temporary event or activity to which the public is invited, with or without an entrance fee", and meets any of the following criteria:

• Is different from the usual use of the property where the event is being held and requires the approval of at least two County departments by permits or inspections.
• Requires approval of three or more County departments by permits or inspections.

There are two different types of Special Events. The first type is called the "Small Special Event". This is an Event typically attracting less than 1000 participants, including spectators, vendors, actors, entertainers, workers, and any other people who will be on the event site.

Small Event Permit Application (PDF)

The second level of event is called the "Large Special Event", and deals with crowd levels of 1000 people or more, or be an event which simply lasts more than 4 days. This event would typically involve at least 3 county agencies for coordination, and would have to be approved by the Board of Supervisors prior to permit issuance.

Large Event Permit Application (PDF)

Sponsor an Event Process

1. The event organizer submits either a Small Event Permit Application (less than 1000 participants) or a Large Event Permit Application (1000 or more participants). This can be done in person, by email, or by regular mail. The Special Events Coordinator Susan Baker 520-866-6546 will take this application and review the information provided. (Email Susan Baker.) A map of the event is required to be submitted with the application. The map should show things such as access streets, parking areas, vendor booths, porta-potties, rides, and stages.
2. After the application is received, it will be evaluated as to the size and complexity of the event. The event organizer will then determine if a committee meeting is needed. Meetings are typically held on Thursdays in the Ocotillo Room of Building F, in Florence, Arizona.

We require for event organizers of small events to submit an application no less than 60 days prior to the event, and of large events to submit at least 120 days prior to the event. This allows all departments to review the event logistics and make recommendations to the event organizer in enough time to allow changes to be made, if necessary. If the permit applications are not submitted within the time frame a late fee will be charged.

Whether the event is small or large, a representative in the fields of Emergency Operations, Public Health and Public Safety, Environmental Health and Safety, Public Works, Air Quality, Building Safety, Planning, and Risk Management will need to review it for all proper documentation.

If the event falls into the Large Event category, it will be presented to the Board of Supervisors for approval. After all required approvals have been met and fees have been paid, the permit will be issued to the event organizer.

Fees

Depending upon the nature of your event, there may also be separate fees for food vendors, air quality permit, Public Works Right-of-Way permit, and building permits if constructing stages, tents, or temporary structures.