Special Event Permitting

SPECIAL EVENT PERMIT APPLICATION

Please click the Special Event Permit Application to start the process. The City's Special Event Manager will work with staff to review each application individually.
 
Important Documents:

• SPECIAL EVENT APPLICATION
• SPECIAL EVENT ORDINANCE
• HERITAGE PARK MAP
• CITY OF WEATHERFORD FEE SCHEDULE (ATTACHMENT ITEM 1.B) 

Deadlines & Fees

Special Event Permit Application Fee: Free
Application Deadline: 45 days prior to event
 
The park deposit is applied to secure an event date on park property and is refunded pending no damages to City park property. Please secure dates as early as possible to prevent the loss of opportunity. This only applies to events on park property. Rental fees may be viewed at the City of Weatherford Fee Schedule link above under Special Events. 
 
Food vendors are required to secure the necessary permits from Consumer Health. The Event Organizer is responsible for ensuring all vendors are fully permitted no later than three days before the event. For detailed information on food permitting, please click here.
 
Event Security and Police Protection
• 3 hours minimum per Police Officer

• Number of Police Officers will be determined by a set of objective standards. (objective standards are listed on attachment item 1.A)
• Off-Duty Officer Security(paid directly to officer) No Alcohol served/No Holiday - $50 per hour

• Off-Duty Officer Security(paid directly to officer) Alcohol served or Holiday period - $65 per hour
 
Traffic Control Rates
• Rates based on required traffic Plan, required support from Director of Transportation or requested support for event organizer.

 
 SPECIAL EVENT ORDINANCE HIGHLIGHTS
 
Accessibility Expectations

• Event organizers are required to comply with the Americans with Disability Act (ADA).
• All venues, structures and activities shall be accessible to persons with disabilities including, but not limited to, the first aid station, parking, clear paths of travel (to and from, and inside the event), restrooms, seating, signage, drinking fountains, transportation and access to vendors.

• If all areas are not accessible, directional signage or a map or program must be provided to attendees indicating the location of accessible restrooms, parking, drinking fountains, etc. Compliance with the Americans with Disabilities Act and all amendments are the responsibility of the organizer.

Public Safety Requirements

Site Plan and Public Safety Plan

• Preparing for an event is a critical part of the planning process and the details on your application and all other requirements are essential to public safety.
• Parades and street closure requests require approval from the Police, Fire, Emergency Management, and Streets Departments. For closures involving state highways, approval from TXDOT is also required, determined by the Parks Department Special Events Manager.

• If the event impacts traffic or public safety, a Traffic Control Plan (TCP) will be required. To minimize costs for event organizers, all reasonable alternative routes, times, and locations will be considered. 

 
Insurance Requirements
 

All Public Events Require Insurance
Event organizers must furnish the City with a certificate of insurance complying with minimum standards sufficient to protect event attendees, the general public, and City-owned property per the Special Events 

Ordinance and as outlined below:
 
• $1,000,000 per Occurrence General Liability
• Public events on City property require insurance coverage
• Event name, date, time, and event address must be listed in the DOC
• City of Weatherford and its address must be listed as “Additional Insured”
 
The City may increase the amount of insurance required based upon the type of event, attendance, provision of alcohol, and other factors or risks.

Sale or Consumption of Alcohol on Park Property

• Only permitted for approved special events
• Requires application, Liquor Liability and General Liability Insurance, TABC permit, amd PD security.
• Requires the Assistant City Manager approval in the form of an authorization letter as the property owner.

• A TABC permit cannot be pulled without approval of the site owner.