Special Event Application Process
The Town is committed to supporting events that improves the quality of life and contributes to the economic vitality of the community.
An application process, to be completed by the event organizer, includes an application as well as specific details such as an event layout and emergency plan.
A Special Event Review Team and the Town Council approves or denies the application request and determines what additional services are needed.
Special Event Criteria:
- A minimum 50 attendees
- A special event is a group event such as a performance, gathering, contest, exhibit, ceremony that may require additional Town resources and/or staff as well as a designated Town-owned facility, space or other amenities that would be requested of the Town
- Demonstrated benefit to the Speedway community, residents, and/or businesses affected
- Non-discriminatory
- Supported by a local organization, business, or group of residents
Special Event Application Process:
- Applicant completes Special Event Permit Application and submits to the Town with the $150 Special Event Permit fee, non-refundable. Application due 90 days in advance of event date.
- Special Event Applicant Checklist section of application due 15 days from event date.
- Applicant invited to meet with Special Events Review Team (SERT) to discuss proposed event plans & goals and to address any questions or concerns. (Special Events Review Team may include representatives from Speedway Police, Fire, Streets, Code Enforcement, Economic Development, Clerk-Treasurer, Communications, and Administration)
Special Event Approval Process:
Special Event Administrator will review the request to ensure the application is complete.
- Application reviewed by the SERT and a recommendation of approval or decline is made.
- Application is approved or denied by town administrator.
- If approved, event sponsor and/or event organizer presents to Town Council for final decision.
- Application is approved or denied by Town Council.
Special Event Permit Issuance:
- Applicant submits all supporting documents mentioned in the special event permit application and the special event applicant checklist to the special events administrator 15 days prior to event date.
- Clerk-Treasurer’s office will notify applicant of any additional amount due. The issued permit can then be picked up from the Clerk-Treasurer’s office, at which time fee is to be paid in full.
- Denials may be appealed per the ordinance.