Special Events

Applicability

This policy shall apply to all parades and special events that utilize city right-of-way. The City reserves the right to categorize events.

Funeral processions are not governed by this policy. Please contact the Abilene Police Department (APD) for information on funeral processions.

The reservation of City of Abilene Parks and Recreation facilities, Convention Center grounds, and the City Hall lawn is not governed by this policy. Any event utilizing or entering park property, Convention Center grounds or the City Hall lawn requires a Request To Use Parks Facilities application. Please contact the Parks & Recreation Department to make a reservation.

Quick Reference Guide

	Single Day Location	Single Day	Multi-Day	Downtown Parades	Outside of Downtown
Criteria	no control over the street; staff pre-approved route	less than 10 hours in duration; requiring control of local streets	mutiple day event or major impact; requiring control of streets; fireworks	closed streets, approved route in the Downtown area	any other private use upon any public street, alley, sidewalk, or public way
Application due before event	14 days	30 days	60 days	60 days	60 days
Applicant must attend review meeting	No	No	Yes	Yes	Yes
Insurance Required	No	Yes	Yes	Yes	Yes
License Fee	$25.00	$50.00	$100.00	$200.00	$100.00

*All events require an Agreement-Approved Application and Indemnity

*All applications & events are received & coordinated by the City of Abilene department of Parks & Recreation

Event Types

Single Day Local

Single Day Local Street events do not require the use of cones, barricades or other traffic control devices in traffic lanes and shall occur only on local streets. A Single Day Local event may also require police traffic control at designated intersections.

Single Day

Single Day events may require full or partial control or use of the street but are less than 10 continuous hours a calendar day in duration. Single Day events are restricted to local streets, including the Downtown Area. Except for processions, Single Day events shall not occur during the hours of 7:30am to 5:30pm Monday through Friday on North 1st, Pine, Cypress, Oak, or Chestnut Streets within the Downtown Area.

Multi-Day/Major Impact

Multi-Day events require full or partial control or use of the street and are either a multiple day event or a single day event with a community wide focus or major impact. Events utilizing fireworks shall be Multi-Day events. Except for processions, Multi-Day events may not occur on arterial streets and may not occur during the hours of 7:30am to 5:30pm on North 1st, Pine, Cypress, Oak, or Chestnut Streets within the Downtown Area.

Processions

A procession is a number of people or vehicles moving forward in the right-of-way in an organized fashion (parade, fun run, walk, etc.). Processions on a local street adjacent to residential areas do not require a permit when organized by residents. All other processions require a Single Day or Multi Day and paid police escort.

Downtown Parades

Downtown Parades are processions that follow the established downtown route as depicted in the route map maintained in the City Secretary’s Office. Staging shall occur within the staging area in the South Downtown Area. Dates, times, duration and other parade elements are subject to review and approval as part of the permit process.

Application

Every event applicant must fully complete the event permit application.

Applications for the following events must be submitted before the following deadlines:

Single Day Local event with no control over streets – no later than Fourteen (14) days prior to the event.
Single Day event requiring control over local streets - no later than Thirty (30) days prior to event.
Multi-Day and Procession event –no later than Sixty (60) days prior to the event.
Parade – no later than Sixty (60) days prior to the event.

Applications will be reviewed by departments including, but not limited to: APD, Traffic, AFD Fire Marshall, Public Works, Traffic & Transportation Division, Risk, Legal, Parks and Recreation and Environmental Health. If necessary, the City shall set a time for a review meeting and the applicant event organizer shall have a representative in attendance.

Permit Fee

Please reference the City of Abilene Fee Schedule on record with the City Secretary.

Agreement for Street Closures and Parades

If an event requests to close a street or multiple streets, 100% of the businesses located in the street closure area must be notified prior to event approval. 51% of the businesses located in the street closure area must agree to the street closure by signing the form prior to event approval. A copy of the notification and list of impacted businesses must be submitted with Attachment A.

See Attachment A (PDF)

Agreement and Insurance

Commercial public liability insurance naming the City of Abilene as an additional insured is required for Single Day, Multi-Day and Parades.

Approval for Single Day and Multi-Day events and Parades require full approval by the City of Abilene.

City Services

Unless the City co-sponsors an event through a formal written agreement, no city services will be donated as part of the issuance of a Special Event Permit. Certain city services may be available for a fee. Otherwise all required services will be the sole responsibility of the event organizer or responsible party, either through qualified volunteers or through privately contracted services. Event organizers shall coordinate security with APD. All required services shall be clearly identified and secured, and are subject to review by the Special Event Permitting Department.