All Special Events, such as parades, street closings, special parking privileges, walk/runs on public property, etc. are considered by the Special Events Committee which is comprised of members of the Police Dept., Engineering, Public Service, Parks & Recreation, B/N Transit and the City Clerk's Office. All applications must be received at least 30 days prior to the event (60 days if the event is in the downtown area). See procedures and application below.
Special Event Procedures
Any Special Event, excluding Block Parties, which will require that any portion of public right of way be occupied, regulated, obstructed or otherwise modified from its normal use will require permission from the City. All parties interested in obtaining permission to hold a Special Event must follow the procedure described below:
- An application must be obtained and returned to the City Clerk detailing the following:
- The name and proposed location of the event. If the event is to be held in or around a public park, the Parks and Recreation Dept. should first be contacted at 434-2260 to make sure that the facility is available and can be reserved.
- The proposed date(s) and time(s) of the event.
- The sponsoring organization(s) and contact person including work and home phone numbers.
- The nature of the event and a brief description (E.G. Festival to raise money for homeless children).
- The scope of the event including anticipated parking restrictions, street closings, detours and other types of traffic and pedestrian control required.
- Additional information concerning food service, seating, admission fees, and the sale of merchandise must also be provided.
- This application form should be submitted to the City Clerk a minimum of 30 days prior to the event. If the event is to be held in the downtown area or if special permits, council resolutions or other governmental agencies or special conditions are involved, the application form should be submitted a minimum of 60 days in advance of the event.
All applications pertaining to Special Events will be reviewed by all appropriate City departments and other agencies. After this review, the event contact person will be notified of the results of this review. For large events, a meeting will be scheduled to discuss the details of the event. This meeting will be attended by representatives of the agency sponsoring the event, the Special Events Committee, and other agencies as necessary to input into the conditions of the event. Through these discussions, all anticipated problems should be resolved to the satisfaction of the City representatives.
After the Special Events review process has been completed and all anticipated problems have been resolved, the planning of the event should proceed with the following provisions:
- The City will, within reason, furnish all traffic control devices for events, providing they are available.
- The City will set up and take down all traffic control devices for all events. Installation of traffic control devices shall conform to all standards outlined in the Illinois “Manual on Uniform Traffic Control Devices: or approved traffic control plan where applicable.
- The areas of public right of way shall be returned to their original condition after the event unless otherwise specified.
- All traffic control devices furnished by the City shall be returned to the City in their original condition. The cost of any damage or loss will be the responsibility of the sponsor.
- It is the responsibility of the sponsor or organizer to notify all business owners and residents affected by the event. This notice shall be written unless otherwise agreed upon and should contain the following information:
- The event name, and sponsor including contact person with work and phone numbers.
- The date(s) and time(s) of the event.
- The nature and scope of the event including anticipated problems or inconveniences to affected parties.
- A statement offering to work out any difficulties with affected parties should also be included.
- This notice should be delivered to all affected parties a minimum of 14 days prior to the event. A copy of this notice should also be sent to the City Clerk’s office including the name of the person responsible for their delivery and the delivery date.
- A Certificate of Insurance will be required before final approval is granted. This certificate should name the City of Bloomington as additional insured, and have minimum limits of $1,000,000. A Certificate of Insurance is NOT required for events held entirely on private property.
Special Events Application & Waiver