The City of Vancouver provides a clear process for groups and organizations who wish to host special events. Event organizers are advised not to announce, advertise or promote their event until it has been pre-approved by the Special Events Office. Use of the City of Vancouver logo is strictly prohibited unless written permission is obtained.
1.) Event Interest Form: Interest forms are accepted up to 365 days prior to the event date on a first-come, first-served basis. Annual event applicants are granted right of first refusal to hold the same event on the same weekend, at the same venue.
2.) Special Event Permit Application: Submit the application at least 90 days before events that include street closure(s) or use a public right-of-way; applications for other events must be submitted and at least 60 days before the event date. Applications that do not include the required maps are incomplete and will not be processed until the application is complete. There is a $75 non-refundable processing fee per application. Late applications may be accepted but they will be charged a late fee of $10 per day.
3.) Esther Short Park Reservation Packet: An additional packet must be submitted 60 to 90 days before the event for any special events held at Esther Short Park. A non-refundable deposit of 25% of the rental fee is required to hold any rental date. Rates increase 2% annually, effective January 1, and apply to all events held that calendar year.
4.) Attend an Event Review Meeting: After your completed application has been accepted, the Special Events Office will contact you to schedule an event review meeting. At this meeting you will give a brief presentation about your event and answer questions from the Event Review Team. You are required to adjust your event to align with recommendations from the Special Events Office or Event Review Team.
5.) Secure Required Permits and Additional Documents: The Event Review Team will help identify and additionally required permits or documents based on the scope of your event. You will also be provided with contact information and timelines to comply with those requirements.
6.) Sign a Special Event Permit Agreement: Once all required permits and documents have been received, verified and approved, the Special Event Permit will be signed. A copy of the permit must be available onsite, the day of your event.