Special Events

Special Event Permit Required

A Special Event Permit is required for films, events, or gatherings of 20 or more people, that take place on City of Peoria property, including but not limited to:

• Streets
• Parking Lots
• Riverfront areas
• City of Peoria parks
• Public rights-of-way

A permit may also be required for events that are determined to have a significant impact on the City, regardless of location or attendance.

Event Permit Types

• Special Event Permit
• Filming Permit
• Carnival License

Types of Special Events

Athletic/Recreation Events – Organized events including road races, running races, walk-a-thons, bike races, and other similar events.

Parades – Organized public processions or marches that may include people, animals, or vehicles and take place on City-owned parks, streets, sidewalks, or other public grounds.

Carnivals or Festivals – Events open to the public that include attractions such as shows, entertainment, sporting activities, games, vendors, amusement devices, and food and/or beverage service.

Private Events – Events held in the City’s right-of-way, on sidewalks, parks, or streets, including weddings, family reunions, and employee appreciation events. (Block parties are not included.)

Filming Events – Events conducted in the City’s right-of-way, on sidewalks, parks, or streets that are filmed for one or more days as part of a motion picture, television program, commercial, music video, or other production involving moving images.

Special Event Review Process

City departments regularly meet to review received special event applications. Representatives from Finance, Police, Fire, Public Works, Legal, and Administration evaluate each application to:

• Estimate city service costs
• Identify potential concerns or issues
• Assist in notifying any third parties who may be affected by the event

Sometimes, city staff may request a meeting with the event organizer to gather additional information about the event. Event organizers may also request a meeting to receive guidance or assistance with the application process.

Once approval is received from all city departments and outside agencies, the event organizer will be notified.

The city requires a minimum 50% payment of the event fees seven (7) business days before the scheduled event. A permit copy should be available on-site at the event.

Deadlines

Special Event and Film Permit Application fees are based on when the application is received. It is highly recommended that completed applications be submitted to the Accounts Receivable office a minimum of sixty (60) days in advance of the scheduled event.

Special Event Application Fees:

• Application Received 60+ days prior to event - $50.00
• Application Received 30-59 days prior to event - $75.00
• Application Received 29 days or less prior to event - $125.00

Film Permit Fees:

• Student Film Permit (Production cost must be under $50,000) - $0.00
• Application Received 30+ days prior to filming start - $150.00
• Application Received 29 days or less prior to filming start - $250.00

Application Requirements

Applications must be completed, and any additional documents must be included in the submission. Requirements are included with the application packets and should be reviewed.

Based on the application and information turned in, an invoice for city services may be issued to the event organizer. Payment of this invoice must be received prior to the scheduled event date in order to receive the permit.

• Filming Permit Application
• Special Event Permit Application
• Carnival License Application

Certificate of Insurance and License & Permit Bond Requirements

Certificate of Insurance for:

• Riverfront Events – Must include City of Peoria, Peoria Park District, State of Illinois, and Heartland Parking as additional Insured
• Events held on City Streets - Must include the City of Peoria, State of Illinois
• Events held in City Parks – Must include the City of Peoria, Peoria Park District
• Copies of the insurance should be mailed to each agency listed below:
   City of Peoria, 419 Fulton St Rm. 111 Peoria, IL 61602
   Illinois Department of Transportation, 401 Main St. Peoria, IL 61602
   Peoria Park District, 6017 N Knoxville Ave Peoria, IL 61614
   Heartland Parking 108 SW Madison Ave Peoria, IL 61602

The Route or Site location of the event MUST be included in the Description box on the Certificate of Insurance.

 For all Event Permits:

Minimum coverage limits:                                                                            

Filming permits require a $25,000 license and permit bond naming the City of Peoria as additional insured.

Vendors

The event organizer is responsible for the distribution of the City of Peoria tax returns to their participating vendors. A complete vendor list must be provided with the event and should include:

• Name of Vendor
• Vendor Type (Food, Retail/Craft, Amusement)
• Contact Email for Vendor
• Contact Phone for Vendor
• Mailing Address for Vendor

It is the responsibility of the event organizer to ensure that the business selling goods is in compliance with the City’s license and municipal and local tax requirements. Food and Beverage Vendors are required to submit to an inspection by the City of Peoria Fire Department and receive a permit in order to operate. Failure to do so will result in the vendor not taking part in the event.

Parades

Routes for parades MUST be approved by all city departments. The city reserves the right to implement alternate routes in the event that there are safety concerns, construction, etc. with the event organizer’s requested route.

Throwing candy, treats, or any tangible articles upon the streets or other public ways during the course of the parade from any vehicle or any participant is strictly prohibited.

Carnivals

Inspections by the Code Enforcement and/or the City of Peoria Fire Department will be required. 

Applicants for a carnival license must adhere to the city municipal tax requirements and are responsible for informing their vendors of the tax requirements. 

Amusement Tax:

All Carnivals (unless the operator is tax-exempt - proof of status MUST be provided) are required to remit the 3% Municipal Amusement Tax. This tax should be charged in addition to the admission and amusement ticket fees to the carnival and be remitted directly to the City of Peoria at the conclusion of the event.

Vendors who are providing amusement, arcade games, and charging a fee separate of the carnival fee must also remit the 3% amusement tax directly to the city at the conclusion of the event.

Food & Beverage Tax:

All mobile food vendors preparing and selling food and drinks are required to remit the 2% Municipal Food & Beverage Tax. This tax should be charged and remitted directly to the City of Peoria at the conclusion of the event.

Information regarding the City's Tax Requirements can be found HERE.