Community-wide, profit and nonprofit events using City property and/or services will require submittal of a Special Event Application request at least 30 days in advance of the scheduled activity. For large events, significant coordination is required to make sure each event is safe and enjoyable for everyone from beginning to end; therefore, it is our recommendation that all applications for large events be submitted 90 days in advance.
Below are some examples of events that require a Special Event Permit:
*Festival/Event on a street or in a City park or parking lot
Check out our Special Events Guidelines and Services brochure here!
The Special Event Permit Process is managed by the Office of the City Clerk.
The permit process begins when you submit your permit application to the Clerk. All attachments and supporting documentation should be submitted with the original application. An accurate representation of your entire proposed venue including event activity, parking, and vendor areas must be included on the site plan. An accurate representation of your entire proposed route including closures, barricade placement and/or police security must be included on the route map. Written authorization to use any property other than city streets or right-of-ways must be included with your permit application. Acceptance of your permit application or the initiation of the review process does not deem your permit application to be complete, nor should submission of a permit application be construed as final approval of your request. No set-up will be permitted before a permit is issued and dismantle must be completed by the time indicated on your permit. Your insurance must cover all time frames. If your event takes place over multiple sequential calendar days and the event plans are similar in nature from day-to-day, one application may be submitted to include all of your event plans per calendar year. The City of Battle Creek may also accept one permit application spanning a series of periodic dates for events such as concert series or farmer/art markets that have identical event set-up and dismantle times, site plans, and service providers. If your event plans vary significantly from day-to-day or have multiple distinct event types (e.g. a parade with a separate festival) that may be best managed as separate events, the city may require separate permit applications for the specific event types.
If your event will take place on private property, in addition to city streets and public right-of-ways, or if you plan to use private parking lots for the event attendees to park in, you are required to secure use of your desired venue/lot prior to submitting your Special Event Permit Application. A written agreement with the property owner(s) must be submitted with the application.
Throughout the permit review process you may need to clarify your permit application by providing additional information or documents requested by any of the approving departments. At the sole discretion of the City of Battle Creek, you may be authorized to submit written amendments to your initial permit application due to unique or changing circumstances related to the event. Amendments to your permit application must be submitted to the City Clerk's Office. Delays in providing additional required information may affect the ability to finish reviewing your permit application in a timely manner or result in the determination that your permit application is incomplete and cannot be acted upon. In most instances Special Event Permits are issued only a few days in advance of the event date due to the many changing components of an event.
• Alcoholic Beverages - Consumption of alcoholic beverages on any public property including streets and parks is prohibited. Provisions are made for special events when appropriate permits and licenses are obtained from the Michigan Liquor Control Commission (MLCC). NOTE: only non-profit organizations can apply for and receive special liquor licenses from the MLCC.
• Concessions/Vendors – Vendor Permits are not required for vendors who have written permission from the event organizer to be a part of the event. On-site preparation of food and drink requires both State and County Health Department approval. Permits must be available for review on event day.
• Picnic Tables – If available, picnic tables are for community-wide or city-sponsored events and will be invoiced.
• Route Markings - Only a removable medium, such as chalk and/or tape, can be used to mark event areas or route. No paint of any kind is permitted. Tape must be removed once event is over.
• Vehicles in the Park – Vehicles are allowed only on public access roads within the City Parks.
• Street Closings- If event organizers plan to close a street, the event organizer should survey the surrounding businesses or residents to obtain initial permission. Every attempt should be made to host an event in an area that does not require a street closing. If street closings are required, a written request outlining specific streets and intersections, times of closing and reasons must be included with the Special Event Application. Once a route has been selected and approved, changes cannot be made.
• Barricades – Placement of barricades, if requested, will be done by Field Services personnel alongside the road at the point of the road closure. Installation of the barricades near the time of the special event will be required to be completed by the event coordinator. Posting of the permit will be required on the barricades. (fees, if applicable, will be invoiced)
• Insurance – The City requires the organizers to carry liability insurance coverage naming the City as an “additional insured” with a minimum CSL (Combined Single Limit) of at least $1,000,000.00 for any activities or events involving the following:
*Motor vehicles used in any fashion
*Serving of food (except pre-packaged items or soft drinks)
*Use of City owned vehicles, equipment or facilities
*Serving of alcoholic beverages (if alcohol will be served, Liquor Liability coverage will also be required)
(The City’s Risk Management Department may increase, reduce or waive these requirements or apply them to other unspecified activities.)
• Use of Tents and Shelters - Tents larger than 100 square feet will require a building permit and approved inspection from the City of Battle Creek’s Inspections Department
• Sanitary Facilities – Restroom facilities may be required by the County Health Department depending upon the size and type of event. Location of restroom facilities is determined by City personnel. Special event organizers are expected to provide their own receptacles, dumpsters and portable toilets. All portable restroom facilities must be removed before the beginning of the next business day. The organizer is responsible for making arrangements for additional facilities, if required. Restrooms are available at Binder Park Golf Course; Claude Evans Park; Fell Park and Willard Beach. Contact should be made with the Parks and Recreation Department regarding the opening of restrooms at Fell Park and Claude Evans Park (a deposit may be required).
• Clean Up and Trash Receptacles – All organizers are responsible for the removal of trash and debris. If event area is not returned to the original condition, the City will provide the cleanup services and assess cost to the organization.
• Damages – The City retains the right to assess for damages. It is important that each special event/festival have volunteers assigned to the duty of monitoring the park and/or City property used.
• All fees and charges will be invoiced following your event.
-Incomplete applications (TBD or blank areas) will not be accepted.
-Outdated versions of the Special Event Permit Application will not be accepted.
-Submitting an application does not guarantee your event is approved or the application is complete.
-Submitting your request does not guarantee your event will be approved. All requests are subject to event day availability.
-A detailed site map or route for your event using either Google Earth or a clearly printed map with major roads, cross streets and landmarks clearly identified must be attached to the application. If this is a run, race, walk or bike you must also attach a written list of clearly defined directions.
-Applications submitted with no site map or route diagram attachment or written detail will not be accepted.
Your site map or route diagram must include the following details:
*Name of your event
*Name of site/location
*Name of all roads and cross streets with North/West/South/East designations
All of the following areas should be clearly demarcated on the site map:
*Planned parking for attendees *Refuse and recycling receptacles
*Portable bathroom placement
*Starting line/finish line
*Direction of travel (for walk/race/etc.)
*Alcohol service area
Completed applications can be submitted in person, by postal mail or via email and must include:
*Detailed map of area being used
*Written agreement from property owner if any private property will be used for event *Articles of Incorporation, Partnership Agreement, Charter or other organization documents
*Certificate of Insurance (if applicable)
*Temporary Liquor License (if applicable)
Questions? Contact us at:
City Clerk's Office
10 N. Division Street Room 111
Battle Creek, MI 49014