Insightz

Does Your Event Need a Permit?

When you’re planning an event — especially a large one — there’s often a lot going on at once. Maybe you’re thinking about the setup, food/drinks, decor, entertainment, guests, restrooms, security, or all of the above. 

Planning an event can be both exciting and overwhelming. Among the many event planning considerations, determining whether your event needs a permit is essential. The last thing you need is to encounter last-minute red tape. Or worse, you might face penalties and find yourself needing to shut everything down.

Not every event needs a permit though, which is why we created this guide. Read on so you can better navigate the complexities of event permits, ensuring your event runs smoothly.

What is an Event Permit?

An event permit is an official document issued by local authorities that allows you to hold an event. It ensures that your event complies with local laws and regulations, particularly those related to safety, noise, and public health.

As an example, the city of Houston grants permits through the Mayor’s Office of Special Events. Some information that is required when submitting a special event permit includes:

• Event type (e.g., block party, demonstration/rally, fair/festival, press event, TV/film shoot, parade, run/walk, etc.)
• Expected number of attendees
• Time of setup and takedown
• Event scope
• Utilities
• Entertainment (e.g., amplified sound, inflatables, performers, band, etc.)
• Event portable toilets (In Houston, at least 10% of the portable toilets must be ADA accessible)
• Event insurance
• Street closures

Types of Events That Typically Require Permits

Understanding whether your event requires a permit often depends on the type and scale of the event. Here are some common types of events that usually need permits:

• Public Gatherings: Concerts, festivals, parades, and demonstrations.
• Private Events in Public Spaces: Weddings, parties, or corporate events held in parks or public areas.
• Commercial Events: Food festivals, fairs, or any event where goods or services are sold.

Keep in mind that if your event meets certain criteria — like you plan on serving alcohol, amplifying music, pitching tents, or lighting fireworks — you may need to fill out supplemental forms and pay extra fees.

Why Do You Need an Event Permit?

Having the necessary permits for your event matters for several reasons:

1. Legal Compliance: Ensures your event adheres to local laws and regulations.
2. Safety: Helps in coordinating with local law enforcement and emergency services to ensure the safety of attendees.
3. Avoiding Fines: Prevents potential fines or shutdowns that could occur if your event is found to be non-compliant.

Though it can feel like a hassle to fill out the necessary paperwork, event permits serve an important purpose. Being prepared helps to ensure that event attendees have a safe and memorable time. 

How to Determine If Your Event Needs a Permit

The need for a permit can vary based on several factors:

• Location: Events held on public property typically require permits. Check with your local city or county government.
• Size: Large events with significant attendance usually need permits to manage crowd control and safety.
• Activities: Events involving food vendors, alcohol sales, fireworks, or amplified sound will often require specific permits.

When in doubt, don’t just guess. Get in touch with your local municipality. It’s always better to be safe than sorry in these situations.

Steps to Obtain an Event Permit

Make sure you incorporate these steps to acquiring an event permit into your event planning checklist. Don’t forget to give adequate time for review and approval.

1. Contact Local Authorities: Reach out to your local city or county government to understand the specific requirements for your area.
2. Submit an Application: Complete and submit the required permit application forms, detailing your event’s nature, location, and expected attendance.
3. Pay Fees: There may be application fees or additional costs associated with securing your permit.
4. Await Approval: The approval process can take time, so apply well in advance of your event date.
5. Comply with Conditions: Once approved, ensure you comply with any conditions or restrictions outlined in your permit.

Common Pitfalls to Avoid When Applying for a Permit

Here are some of the most common pitfalls people face when applying for an event permit. Keep your eye out for these obstacles, which can set you back in your event planning process.

• Late Applications: Applying too close to your event date can lead to delays or denials. Many locations are first come, first served so you risk losing out if you wait too long.
• Incomplete Information: Ensure all sections of the application are thoroughly and accurately completed.
• Ignoring Local Regulations: Be aware of noise ordinances, parking restrictions, and other local rules that could impact your event.
• Wrong Fees: Make sure you are paying the proper amount and paying attention to how the money should be paid (e.g., check, money order, card, cash).

Ensure Your Event is a Success

Don’t let the permit process overwhelm you — proper preparation can make all the difference!

ZTERS is here to help ensure that your event is a success! If you’re in need of event dumpsters, temporary fencing, or portable toilets, we’ve got you covered. We’ve provided support for events of all types and sizes all over the country.

We also invite you to read more of our event-related blog posts for tips on how to plan a successful event.