The Special Events Process

Thank you for considering to host a special event in Park City, Utah. Each year, the Park City event calendar is made up of a unique mixture of events. From internationally recognized to community-focused, events create a vibrant community for the people who live here year-round and enhance the visitor experience. We assist event applicants in planning events with internal City Departments and jurisdictional partners to create minimal impacts to our mountain town and our community. Below you will find useful tools and tips to help navigate through the Special Event process.

How it Works

• Step 1 - Fill out a Special Event Pre-Application Form
• Step 2 - After preliminary event date and insurance approval from the Special Events Department, submit a Special Event Application complete with supplemental materials noted in the application
• Step 3 - Evaluation of application and meeting to discuss event details
• Step 4 - Permit issuance
• Step 5 - The Special Events Department will go through the debrief process and send an invoice

Important Links & Forms

• Special Event Pre-Application Form
• Special Event Application
• Community Identifying Event Application
• 2024 Peak and Local Time Calendar
• Hold Harmless and Indemnification Form
• Special Event Emergency Operations Plan
• Noise Ordinance and Noise Exemption Request Form
• Sustainability Check List
• Field Information for Sports Tournaments
  
• Trail Event Policy
• Trail Event Trail Noticing Policy

Factors to Consider

Special Events Municipal Code

In September of 2022, the City Council adopted changes to the Park City Municipal Code regarding Special Events. Please take a look at the summary of changes and see if the changes apply to your event. If you have any questions, we are here to assist and answer questions. There is a full link to the Park City Municipal Code Section 4A here.

Insurance Coverage

As part of the application review, the Special Events Department will work with the City Attorney’s Office to determine the liabilities of the event and event insurance requirements. A Certificate of Insurance, as determined by the City Attorney’s office, and a notarized Hold Harmless and Indemnification Form will be required for all permitted events. The required Insurance and Hold Harmless Agreement are required after you submit your Pre-Event Application and when you submit your Special Event Application. 

Deadlines

Special Event Applications can be submitted 18 months in advance, and no later than the deadlines as follows. If your event is considered a Level One or Two Event, you must submit an application at least 30 days in advance to be evaluated administratively by City Staff. If you event is considered a Level Three, Four, or Five Event, the application deadline is as follows: 

• First Friday in October for events occurring between March and August. Applications to be reviewed administratively and approved, approved with conditions, or denied by the last City Council meeting in February.
• First Friday in April for events occurring between September and February. Applications to be reviewed administratively and approved, approved with conditions, or denied by the first City Council meeting in September.

Peak & Local Time Periods

During Peak Time Periods, applications for any new Special Event will not be considered.

During Local Time Periods, applications for Level One and Two Special Events may be considered. Applications for any new Level Three, Four or Five Special Event which cause parking, transportation, or public safety impacts will not be considered.

For exceptions and more information, refer to Park City Municipal Code 4A-2-3(E-F). Please review the 2024 Peak and Local Time Calendar before submitting your application.

City Service Fee Reduction

In an effort to increase budgetary expectations for event organizers, the Special Events Department will provide applicants with a city service estimate upon request and upon review of a complete application. Fee reductions for city services associated with Special Events are considered bi-annually.

Fee Reductions may include the following city service fees associated with Special Events: Special Event Permit, Building Department Permit, Public Safety Personnel, Equipment Rental, Field & Parks Rentals, Facility Rentals, Special Use of Public Parking, and Trails Fees. All Fee Reduction Applications must be sent to stephanie.valdez@parkcity.org by the following deadlines:

• First Friday in October for Level Three, Four and Five Events occurring between March and August.
• First Friday in April for Level Three, Four and Five Events occurring between September and February.
• Applications that are determined to be a Level One or Level Two event shall submit fee reduction Applications at the time the Special Event Application is due. 

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