Special Event Permit Application

A Special Event is the use of a park or park area which constitutes one or more of the following: (a) large or special use of an area or facility; (b) creates a special demand for park services such as parking, cleaning, power or water; (c) requires coordination so that other users can coexist without disruption; and (d) which constitutes a commercial use.

Special event permits may be required under the following conditions:

Gatherings/events that involve a large group of people (compared to the usual occupancy of the site) in the public right-of-way (park, street etc.)
Are advertised to the public and do not occur regularly on the site
Creates a significant public impact on public property or City-owned easements
Use of sound amplifying device
Tents or other structures outside of the picnic shelter
Food trucks
Use of public personnel or resources for emergency response or any combination of these
Impacts normal vehicle and pedestrian traffic
Events held on private property which affect or impact the City, surrounding public or private property, or which may involve an improper use of the property under the City ordinances such as zoning restrictions, noise restrictions, temporary portable sign permits etc.
Special Event fees may apply.

Permit Application Requirements

Special Events require a permit issued by the City. Additional documents which may also be required:

Facility Reservations

Special Event Permits are only available in Tualatin Community Park.
In order to reserve a picnic shelter in Tualatin Community Park visit the Picnic Shelter Reservation page. If you do not already have a Community Pass account, please set one up so we can assist you in reserving the facilities needed for your event. Community Pass Log In
Larger events may be required to also reserve softball fields 1 and 2 in order to accommodate their event.
Once a Special Event Permit Application has been reviewed, a determination can be made regarding additional space needs.

Runs/Walks

There is one approved 5K route that goes between Tualatin’s Community Park, Tigard’s Cook Park, and Durhams’s City Park. The route is completely within the park system and does not require road closures. Approval from all three cities is required.

Event Sizes

Events of a certain size or complexity will require an additional fee for city staff to be onsite during set up.

Certificate of Insurance

Certificate of Insurance – To see what the Certificate of Insurance looks like and the coverage requirements, please refer to our Sample Certificate of Insurance (PDF). Requirements noted in Red.

The Event Helper is a low cost insurance policy that protects you from liability related to injuries and damage that may occur during your event or activity. The Event Helper application.
If you need to enroll in insurance, please read the Instructions for Online Insurance Enrollment (PDF).

Traffic Control Plan

A traffic control plan may be required.

Oregon Liquor Control Commission (OLCC) Permit

If alcohol use is planned for your Special Event, submit OLCC permits with your application. Please call OLCC at 503-872-5070 to determine and/or confirm if you need an OLCC license. OLCC can take 10-30 days to process a license. The OLCC license must be visible in the area where alcoholic beverages are being served.

More information

Temporary Restaurant License & Food Handler Certificate

For any food service establishment in the street, public right-of-way, and City facility. Food trucks are only allowed in Tualatin Community Park in order to cater approved special event permits. Food trucks are not permitted in other city parks.

Temporary Restaurant License Information

Food Handler Certificate Information

Staff Support

Some events may require on-site staff support and additional fees may apply.

Special Event Permit Applications are due a minimum of 45 days prior to the event. All documents must be received within 14 days of the event.

Supporting Documents

Example of Certificate of Insurance (PDF) Event Helper Flyer (PDF) Event Helper Step-by-Step Instructions (PDF)

Special Event Permit Application Form

"*" indicates required fields

Step 1 of 5

Applicant Information

Name of Organization/Group*

Organization Type*

Non-Profit Number*

Organization Address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Primary Contact from Sponsoring Organization*

First Last

Contact Cell Phone*

Contact Alternate Phone

Contact Email*

Name of contact person "on site" day of the event*

First Last

On Site Cell Phone*

Event Information

Event Name*

Event Website

General Description of Event*

Describe the Event's Community and/or Cultural Benefit*

Event Type*

Does your run/walk/ride enter Tigard, Durham, or other agency roads, pathways or property?*

Yes

Other Jurisdictions*

Please list what other cities your run/walk/ride will go through. Approval for any race on Tigard, Durham, or other agency’s roads, pathways and property must be obtained from those agencies.

Please describe the type of event*

Event Location*

New or Returning Event*

New Event

Returning Event

Event Start Date*

Event End Date*

Event Start Time*

Event End Time*

Setup Start Time*

Breakdown Complete*

Insurance

Insurance is required for all special events. The event organizer shall furnish to the City no later than 14 days prior to the first day of event set up public liability and property damage insurance. Such insurance shall:

List the name and date(s) of the event
Protect the Permittee and the City from all claims for damage to property or for bodily injury, including death, which may arise from operations under or in connection with the permit;
State the limits of liability as follows:
General Liability of $2,000,000 for death or bodily injury and property damage
Personal Liability of $1,000,000
Per Occurrence of $1,000,000
Be without prejudice to other existing coverage;
Name the City of Tualatin, its elected and appointed officials, officers, agents, employees, and volunteers as additional insured.; and
Provide that the policy shall not terminate or be canceled prior to the expiration of the permit term.

THE CITY OF TUALATIN WILL NOT ACCEPT ANY CERTIFICATE OF INSURANCE WITHOUT THE ADDITIONAL INSURED LANGUAGE.

Insurance Certificate

Accepted file types: gif, jpg, jpeg, png, html, pdf, Max. file size: 10 MB.

Waiver

Please read this form carefully and be aware that you are expressly assuming risk and legal liability and waiving and releasing all claims for injuries.

The novel coronavirus, COVID-19, is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and health agencies recommend social distancing and other precautions.

The City of Tualatin has created new protocols and preventative measures to reduce the spread of COVID-19. However, the City cannot guarantee that you, members of your organization, participants in your programs, your child, your family, or others will not become infected with COVID-19.

Attending a City of Tualatin program, rental, reservation, or permitted event may increase your risk of contracting COVID-19, and may increase the risk of transmitting COVID-19 to others.

WAIVER AND ACKNOWLEDGEMENT OF RISK OF INFECTION FROM COVID-19

I acknowledge the highly contagious nature of COVID-19 and voluntarily assume the risk that I, my organization, participants in my organization’s programs, my child, members of my family, or others may be exposed to or infected by COVID-19 by participating in any way in any City of Tualatin Program, Rental, Reservation, or Permitted Event. I voluntarily assume the risk that such exposure or infection may result in personal injury, illness, permanent disability, and death.

I understand that the risk of becoming exposed to or infected by COVID-19 at a City of Tualatin Program, Rental, Reservation, or Permitted Event may result from the actions, omissions, or negligence of myself and others, including, but not limited to, City officers, employees, volunteers, agents, and other participants and their families.

I voluntarily agree to assume the full risks of becoming infected by COVID-19, including loss of life, personal injuries, property damages, and expenses, which I, my organization, participants in my organization’s programs, my child, members of my family, or others may sustain as a result of participating in any and all activities connected with or associated with the City of Tualatin Program, Rental, Reservation, or Permitted Event. I also hereby waive, release, indemnify, hold harmless, defend, covenant not to sue, acquit, and forever discharge, the City of Tualatin and all officials, employees, officers, and agents of the City of Tualatin, from and against any and all rights of action, claims, demands, liabilities, injury, losses, or damages of any kind, arising in whole or in part out of my, my child’s, my family’s, or others’ participation in the City of Tualatin Program, Rental, Reservation, or Permitted Event, and in any way connected with exposure to or infection by COVID-19. This includes, without limitation, claims based upon loss of life, personal injuries, or property damages, sustained by me or caused by me in any relation to COVID-19. I agree to assume all risks associated with participation in the City of Tualatin Program, Rental, Reservation, or Permitted Event, and acknowledge and agree that the City of Tualatin assumes no liability whatsoever related to COVID-19.

WAIVER OF LIABILITY

I recognize and acknowledge that there are certain risks of physical injury and property by participating in this program. I agree to assume the full risk of any injuries, including loss of life, personal injuries, property damages, and expenses, which I may sustain as a result of participating in any and all activities connected with or associated with the City of Tualatin program. I also hereby waive, release, indemnify, hold harmless, defend, covenant not to sue, acquit, and forever discharge, the City of Tualatin and all officials, employees, officers, and agents of the City of Tualatin, from and against any and all rights of action, claims, demands, liabilities, injury, losses, or damages of any kind, arising in whole or in part out of my participation in the City of Tualatin Program. This includes, without limitation, claims based upon loss of life, personal injuries, or property damages, sustained by me or caused by me. I agree to assume all risks associated with participation in the program and acknowledge and agree that the City of Tualatin assumes no liability.

PHOTO/VIDEO RELEASE

I hereby grant to City of Tualatin and its officers, employees, and agents, permission, with no claim of payment, to record my image and comments, regardless of the media used to capture my image and comments, together with the right to use, publish, copyright, and reproduce in whole or in part any such image and/or comment for use by the City for business purposes, including, but not limited to promotional materials, public relations, development, or any other legitimate business purpose of the City. I hereby waive any and all rights that I may have to inspect or approve any such image and/or comments or completed products which incorporate all or part of any such image and/or comments. I hereby release and hold harmless the City from any and all liability arising out of or in any way related to the use of such images and comments, including but not limited to any liability arising by virtue of any blurring, distortion, alteration, illusion, editing, or use in composite form, whether intentional or otherwise, that may occur in the making or processing of the finished product.

MEDICAL RELEASE

Due to the strenuous nature of some activities, the participant, or of the participant is a child, the child’s parent or guardian, is encouraged to consult a physician concerning the participant’s fitness to participate in the program. In case of emergency, accident, or illness, I give my permission and consent for the listed participant to be treated by an emergency medical technician and/or medical professional and admitted to a hospital, whether medically necessary or as a precaution. I authorize the City to transport the named participant to the nearest hospital in case of injury or suspected injury while the participant is involved in a city program or activity. I agree to be the party responsible for all medical and hospital expenses occurred on behalf of the above participant.

PARENT PERMISSION

I (we), parent(s) of, or legal guardian(s) for, the above participant, hereby consent to participation in this City of Tualatin Program. On behalf of the participant listed, I accept the waiver of liability, photo/video release, and medical release provisions of this registration form.

SIGNATURE:

I do affirm that the foregoing statements and representations are binding upon me, or if executed on behalf of a Sponsoring Entity, are binding upon the Sponsor and are executed pursuant to authority. The information submitted is true to the best knowledge of the undersigned, and the undersigned shall notify City in writing at any time as additional information is known or the plans for the event are revised which would alter the information and statements given.

I want to submit the application electronically. I understand that checking this box constitutes a legal signature.

Name*

First Last

Title*

Phone

Email*

Permit Application Requirements

Facility Reservations

Runs/Walks

Event Sizes

Certificate of Insurance

Traffic Control Plan

Oregon Liquor Control Commission (OLCC) Permit

Temporary Restaurant License & Food Handler Certificate

Staff Support

Supporting Documents

Special Event Permit Application Form

Applicant Information

Event Information

Event Details

Supporting Documents

Insurance