A Special Event is defined as a “temporary event or activity to which the public is invited, with or without an entrance fee”, and meets any of the following criteria:
1. Is different from the usual use of the property where the event is being held and requires the
approval of at least two County departments by permits or inspections.
2. Requires approval of three or more County departments by permits or inspections.
There are two different types of Special Events. The first type is called the “Small Special Event”. This is an Event typically attracting less than 1000 participants, including spectators, vendors, actors, entertainers, workers, and any other people who will be on the event site.
The second level of event is called the “Large Special Event”, and deals with crowd levels of 1000 people or more, or be an event which simply lasts more than 4 days. This event would typically involve at least 3 county agencies for coordination, and would have to be approved by the Board of Supervisors prior to permit issuance.
When a person or organization intends to sponsor an event, the process that follows is thus:
1. The event organizer submits either a Small Event Permit Application(less than 1000 participants) or a Large Event Permit Application (1000 or more participants). This can be done in person, by scanning the application and sending by e-mail, or by regular mail. The Special Events Coordinator Emma Cortez (520-866-6675) will take this application and review the information provided. A map of the event is required to be submitted with the application. The map should show things such as access streets, parking areas, vendor booths, porta potties, rides, and stages.
2. After the application is received by the Special Event Coordinator it will be evaluated as to the size and complexity of the event. The event organizer will then determine if a committee meeting is needed. Meetings are typically held on Thursdays in the Ocotillo Room of Building F, on Butte Street, in Florence, Arizona. (address is 31 N Pinal, Florence, AZ 85132)
The appropriate County Departments and support agencies will be notified in advance of a meeting time and date to discuss your event. We require for event organizers of small events to submit an application no less than 60 days prior to the event, and of large events to submit at least 120 days prior to the event. This allows all departments to review the event logistics and make recommendations to the event organizer in enough time to allow changes to be made, if necessary. If the permit applications are not submitted within the time frame a late fee will be charged.
Whether the event is small or large, a representative in the fields of Emergency Operations, Public Health and Public Safety, Environmental Health and Safety, Public Works, Air Quality, Building Safety, Planning, and Risk Management will need to review it for all proper documentation.
If your event falls into the Large Event category, your event will be presented to the Board of Supervisors for approval.
Whether the event is small or large, a representative in the fields of Emergency Operations, Public Health and Public Safety, Environmental Health, Aquifer Protection Division, Public Works, Air Quality, Building Safety, Planning, and Risk Management will need to review it for all proper documentation.
After all required approvals have been met and fees have been paid, the permit will be issued to the event organizer.
FEES: The fee for a small event is $10, and $150/day for the large event.
LATE FEES: $10 for Small Events and $83.00 for Large Events.
Depending upon the nature of your event, there may also be separate fees for food vendors, air quality permit, Public Works Right-of-Way permit, and building permits if constructing stages, tents, or temporary structures.
31 N. Pinal Street
Building F, Attn.: Emma Cortez
Florence, AZ 85132