Special Event Permit and Planning Procedures
Due to increased request and limited resources we are no longer accepting special event application for 2023. If you would like to host a new event in 2024 please check back in August for more information. All new event applications for 2024 will be reviewed in February 2024. All applications will be processed in the order they were submitted and all applicants will be contacted to confirm if we are able to accommodate your request.
Use of a Naperville Park District park or facility for a special event requires a Special Event Permit issued by the Park District. Event organizers interested in conducting a special event must submit a Special Event Application to the Park District no less than 90 days prior to the event. Submittal of an application does not constitute approval. A Special Event Permit is required if any of the following conditions are met:
- 250+ people are anticipated to attend
- The event is a fundraiser
- The event is a film production
- Multiple locations are requested
- Multiple dates are requested
- The event takes place at Central Park and includes use of the Municipal Concert Center
- The scope of the event is determined by the Park District to have a greater impact on the park/facility than a typical rental
By way of example, special events include, but are not limited to: walk-a-thons, road races, triathlons, parades, marches, rallies, assemblies, festivals, concerts, bicycle events and large group parties. Athletic tournaments must submit a Tournament Application, which can be found in the Naperville Park District Athletic Field/Facility Allocation and Usage Guide.
Special events that will utilize areas beyond Naperville Park District parks/facilities, and/or result in street closures, the closure of parking facilities, use of City-owned property, or require “No Parking, Tow Zones,” are also subject to the City of Naperville Special Event Permitting process. Additional information can be found at: www.naperville.il.us.
Special events must adhere to all Federal, State, County, City and Park District rules, regulations, and ordinances, including Naperville Park District Conduct Ordinance #641.
Special Event Permit Process
All Special Event Applications must be submitted to the Park District no less than 90 days prior to the event.
Returning Events with 1,000+ Attendees
Events with attendance of 1,000+ that occurred in the current year and are in good standing are eligible to submit a Special Event Application for use of the same park/facility on the corresponding date(s) for the following calendar year after the conclusion of the current year’s event. Returning events with less than 1,000 attendees that are fundraisers may also submit for the following calendar year after the conclusion of the current year’s event. A completed application and deposit must be received prior to approval of a permit. Event approval may not be issued by the Park District prior to January 1st. The Park District reserves the right to change the event date or location for the following calendar year based on park/facility availability.
Returning Events with Less than 1,000 Attendees and New Event Requests
Returning events with less than 1,000 attendees and new event requests, including existing events with attendance of 1,000+ that are requesting a new date(s) or location, must submit a Special Event Application. The Naperville Park District will evaluate requests for new special events beginning in January for that calendar year. The review of applications may occur earlier for events proposed to take place during the months of January through May, or for events that require considerable planning, and/or are subject to the City of Naperville Special Event permit process. Event organizers for approved events will be contacted by the Park District.
No Special Event Applications for the current calendar year will be accepted after February 1st for events with estimated attendance of 250+.
Special Event Permit Fees
All approved special events must pay a $300 refundable deposit within 5 days of approval of the Special Event Application. The District will return deposits within 30 days after the event. Full refunds will be issued if no damage beyond reasonable wear and tear has occurred, and all event invoices are paid in full. Deposits are unable to be rolled over to use for future events.
All fees must be paid in full a minimum of 21 days prior to the event. Fees listed below are charged per day for outdoor (park) events. Indoor (facility) events are subject to hourly facility rental fees. If event attendance exceeds the estimates submitted on the Special Event Application, the Event Organizer will be responsible for paying the appropriate event fee based on actual attendance.
- $300/day for events with anticipated attendance under 250
- $600/day for events with anticipated attendance of 250 to 999
- $1,200/day for events with anticipated attendance of 1,000 to 2,499
- $3,000/day for events with anticipated attendance of 2,500 or more
- $3,000/day for a non-tournament event held at a sports complex
- $5,000/day for use of Centennial Beach (i.e. triathlon use during non-public swim hours)
- $450/day for additional parks needed to support event beyond primary location
In addition to the above park/facility fees, Event Organizers are responsible to reimburse the District for the following:
- Hourly fees for Park Police needed to support the event, if applicable
- Hourly fees for Park Maintenance or Program staff needed to support the event (including setup, during event, and takedown), if applicable
- Direct costs for all District materials and supplies used for the event (i.e. paint, fencing, turf mat, etc.)
- Direct costs for labor and materials needed to repair damage from the event, beyond reasonable wear and tear
All costs for the reimbursement of Park District labor and materials will be invoiced to the Event Organizer after the conclusion of the event, and must be paid in full within 30 days of receipt of the invoice.
Additional Permits That May Be Needed for a Special Event
Depending upon the scope of the special event, additional permits issued by the Park District and/or City of Naperville may be needed. The following is a list of additional permits that may apply. All required applications and documents for additional permits must be submitted to the appropriate agency in advance of the event and within the timeframe required by the agency for processing. Copies of all approved permits/licenses must be submitted to the Park District prior to the event.
Park District Commercial Use License (Required for the commercial sale of food, beverage, merchandise or other services)
City Liquor License (Required for the sale of alcohol)
City Tent Permit (Required for all tents/temporary structures)
City Amplifier Permit (Required for amplified sound)
City Raffle Permit (Required for Raffle Sales)