Answers to Frequently Asked Question about Special Events

If you answer yes to any of the following questions, you will need a permit:

• Does your event extend to public property, such as a sidewalk, alley, street or parkway?
• Are you cooking and/or serving food to the public?
• Are you serving alcohol to the public?
• Are you obstructing or redirecting vehicular or pedestrian traffic?
• Are you placing anything on public property such as stage, tent, temporary structure, kiosk, tables, and chairs?
• Do you anticipate the need to hire off duty police for security purposes?
• Do you need signage to reserve parking spaces?
• Do you require any Village services such as barricades?

In general, permit applications must be submitted at least 60 days in advance of the event. If the event will require a liquor license or have attendance of more than 500 guests, the permit application must be submitted at least 90 days in advance of the event date.

Fees vary by type of event and level of required Village services. Click here to see the current fee schedule.

No. Fees must be paid when the permit application is filed. Permit applications are not reviewed until application fees are paid.

Maybe. You may still apply, but a permit cannot be guaranteed in time for your event. You also will be required to pay an additional fee for a late submission.

The type of documents that should be submitted may vary by type of event. Ideally, all documents should be submitted with the original applications, including proof of insurance, an event site plan, list of street closures, summary of event and an overview of how you will communicate with the neighbors your event may impact. However, names and contact information of food vendors, number of generators, proof of liquor license, carnival providers state certification, emergency plan, stage certifications and tent certifications may be submitted later.

Plans for Village construction projects are posted online. Be sure to check to ensure no projects are planned that might interfere with your event.

Not necessarily. With advance notice of the special event, language can be added to the construction documents requiring the contractor to accommodate the event. Please keep in mind, construction schedules can change. The Village recommends calling the Public Works Department at 708.358.5700 two weeks before the event to get the current construction schedule for the event location.

If the streets to be closed for an event are bus routes or public highways, the Village will make needed arrangements. Please allow up to two months for this process. Call 708.358.5676 for more details.

The online permit processing system requires a field for value for other types of permits, so it had to be included for special events, too. Just put in $1.

As the event organizer, you and your organization are responsible for the safety of your guests. You are required to provide the documentation that the company you hired to provide carnival rides is in compliance with all state and local laws.

Not all events require security. Events that close several streets or serve alcohol are more likely to require a Police presence. The need for and number of required Police officers is determined during the permit application review. The Oak Park Police Department will work directly with you on security planning to help ensure your guests have a safe and enjoyable time during the event.

The role of the Fire Department, like the Police Department, is to help ensure public safety. The Fire Department also may inspect your site on the day of the event. Both the Fire and the Police departments also review your emergency plan and provide guidance if it needs additional work.

Unfortunately, no.  And if an event is canceled due to weather, the permit fee is not refundable.

Oak Park Police and Fire personnel will help you manage an emergency weather situation, including determining if an event should be closed.

If food will be served outside of licensed food establishments, you must provide a list vendors, contact information and site locations with your permit application. If initial notification to the Village is not provided, the list of food vendors must be submitted to the Oak Park Department of Public Health at least 10 days prior to the event.  You also also must notify food vendors that they are required to complete a Temporary Food Vendor Application  and pay the appropriate fee in order to receive their permit. For details, call 708.358.5480 or email health@oak-park.us.

The Village special events team will help you plan for inspections. When planning your inspections be sure to ensure time is available for you to make any required adjustments before your event opens.

Maybe. If you think this will need electricity, check with Village staff well in advance of the event. You may have to rent a generator. For safety, using extension cords is discouraged.

Yes. That’s why it is important to work with Village staff well in advance of your event to plan for any electrical needs. When the Village has to call in staff to correct your deficiency, you may be responsible for the costs incurred.

A permit is required for any tent that exceeds 120 square feet. All tents, regardless of size must have three sides.

Yes. The Village must review a copy of the manufacture’s installation instructions, signed and stamped by a state engineer. These installation instructions should be submitted with your special event application

Yes. The Village would like all events to reduce, reuse and recycle. For assistance in planning for a green – or greener – event, contact the Sustainability Coordinator at sustainability@oak-park.us.

Your organization is required to plan proactively for managing the clean-up processes including trash removal. The Public Works Department can provide a list of waste haulers who are licensed in the Village – call 708.358.5700 for more information.

As the event planner, you need to consider how the additional traffic and parking requirements will impact the area. The Village also encourages accessibility to guests with limited mobility. Your parking plan can be as simple as a providing your guests the directions to the nearest parking facility and a request to reserve handicap spaces.

Yes. The Village has liquor license category specifically for non-profit organizations. Applications are available at Village Hall. The review process can take up to 90 days, so plan accordingly. For more information, call 708.358.5425.

Many factors affect the cost of hosting a special event in Oak Park. Start building your cost estimates by reviewing the special events fee schedule. In addition to the fees, you also will be required to pay for all Village services and equipment.  As a part of the permit review, the special events team will develop a cost estimate for your event.  If you hosted an event last year, those costs the estimate can be based on those actual costs.  If this is a first-time event, the estimate can be based on the actual costs of similar events.

The application fee must be submitted with the permit application. The permit application review process will not begin until this fee has been paid. The Village then will provide an estimate of expenses, of which 50 percent must be paid at least 10 days before your event. A final bill for the actual expenses will be provided within 30 days of the event. Final payment is due within 30 days of receipt of the invoice.

The Village will not issue your final special events permit and you will not be allowed to host your event unless these fees are paid. In addition, new special event permits are not issued unless all outstanding fees for prior events have been paid as well.

Yes. In 2019, 20 percent of the fees will be waived and in 2020 10 percent of the fees will be waived. Discounts do not apply to the permit application fee.

The Chief of Police or his designee has the authority to shut down an event for public safety reasons, if deemed necessary.

For general inquiries or questions related to your permit, call 708.358.5478 or email specialevents@oak-park.us.