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Special Event Permit and Planning Procedures

Due to increased request and limited resources we are no longer accepting special event applications for 2022. If you would like to host a new event in 2023 please submit your application. All new event applications for 2023 will be reviewed in February 2023. 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

Refundable Deposit:  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.

Park/Facility Fees:  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.

FAQs

When can I apply for a new special event?
New requests for special events, including existing events that are requesting a new date(s) or location, may submit a Special Event Application (blue button above) at any time by completing the application form. 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+.

If I have less than 250 people, is my rental considered a special event?
Possibly. Rentals are considered a special event and must use the Special Event Application 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

If none of the above conditions are met, renters can submit a Park Rental Application that can be found on the District’s website.

What if the event is cancelled?
Cancellations requested 21 days or more prior to the event will receive a refund of fees paid less any unrecoverable costs incurred by the Park District. Cancellations requested less than 21 days prior to the event will receive a refund of fees paid less the deposit plus any unrecoverable costs incurred by the Park District.

The Naperville Park District is not responsible for weather conditions and no refunds will be issued due to weather. If an event is cancelled due to inclement weather, the Event Organizer may call within 72 hours to reschedule, if rescheduling is deemed possible.

When will I receive my deposit back?

The District will return deposits within 30 days after the event, or upon payment of any post-event invoices. Full refunds will be issued if no damage beyond reasonable wear and tear has occurred, and all invoices have been paid in full.  Deposits are unable to be rolled over to use for future events.

Do I need insurance?
Yes. Event Organizers shall secure and maintain throughout the period of use, general liability and property damage, to include Products/Completed Operations insurance, with policy limits of not less than $1,000,000 per occurrence. The Naperville Park District shall be named as additional insured by endorsement. The types and limits of insurance may be changed from time to time as determined by the Naperville Park District. If applicable, business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto including owned, hired and non-owned autos. If applicable, Event Organizer shall maintain workers compensation and employers liability insurance. The commercial umbrella and/or employers liability limits shall not be less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

Can I sell food, beverages or merchandise at the event?
Yes, with an approved Commercial Use License. If food or beverage is sold as part of the event, the Event Organizer or Vendors must submit a Park District Commercial Use License Application and obtain a County Health Department Permit from the County where food and beverage sales will occur.  A Commercial Use License Application and a copy of the Health Department Permit must be submitted to the District a minimum of 21 days prior to the event. 

Can I serve or sell alcohol at the event?
Yes, with an approved Alcohol Permit. The Event Organizer must provide proof of Liquor Liability insurance and a copy of the Event Organizer’s Liquor License. The insurance shall apply as primary insurance with respect to any other insurance or self-insurance afforded to the Park District.  Security provided by or approved by Park District Police is required at any time that alcoholic beverages are being served or consumed. Any person consuming or in the possession of alcohol must have a valid picture ID with them. The serving of alcohol must cease one hour prior to the end of the rental or event.

When can event setup, takedown and deliveries occur?
The dates and times needed to complete event setup and takedown must be included on the Special Event Application, and approved as part of the permit issued to the Event Organizer.  Event set up and takedown, including but not limited to delivery and pickup of dumpsters, tents, port-o-lets, use of equipment, etc., shall not occur between the hours of 10:00 p.m. and 7:30 a.m. without prior written approval from the Park District.

Can vehicles drive on the walkways, trails or grass?

Motor vehicles/equipment may only be operated on roadways and in parking areas. Vehicles/equipment are not allowed on grass areas or park interiors.  An approved permit does not exempt the Event Organizer from this policy.  Any exception to this policy must be approved in writing by the Park District in advance.

Who is responsible for removing trash generated by the event?
The Event Organizer is responsible for securing additional receptacles if park containers will not accommodate the needs of the event.  Bagged trash (additional bags available in bottom of trash cans) may be placed next to the can and will be removed by District staff. Dumpsters are required for some events with 250 or more participants or if the event generates a large amount of trash.  The size and location for placement of the dumpster must be approved by the Park District prior to delivery.  Excessive clean-up costs may be charged at the discretion of the Naperville Park District.

Who is responsible for ordering and placing port-o-lets needed for the event?
The Event Organizer is responsible for securing the appropriate number of portable toilets (1 per 250 attendees) if needed for the event. Portable toilets should be delivered at the latest date and time possible prior to the event, and removed no more than 24 hours after the event.  Portable toilet locations must be approved by Park District prior to delivery. Deposits will not be returned until all portable toilets have been removed. Grand Pavilion rentals with less than 1,500 participants will not need to supply additional units due to permanent restrooms that are within close proximity to the pavilion.

Are additional permits needed for tents?
Any tents larger than 10’ X 10’ require a Tent Permit from the City of Naperville.  The Event Organizer is responsible for contacting J.U.L.I.E. at 811 to locate any utility lines prior to staking any tents or posts. Events must also supply the Park District with a detailed site map for tents or any other item that will need to be staked.  All tent locations must be approved by the Park District prior to setup.  The Event Organizer is responsible for any repairs to parking lots or asphalt surfaces resulting from tent placement in those locations.

Can I use paint or chalk on the walkways, trails or grass?
Only Park District-approved paint that is safe for application on turf areas can be used to mark set up locations. Only grass areas may be painted.  Neither paint nor chalk are permitted to be used on trees, walkways/trails, parking lots, park amenities or other structures or surfaces.  Violation of this policy may result in damage fees being assessed and forfeiture of future event permits.  (This policy does not apply to J.U.L.I.E. markings.)

Can I have amplification at the event?
Yes, amplification is allowed in parks between the hours of 7:30 a.m. and 10:00 p.m. Use of amplification outside of these hours requires an Amplification Permit which is obtained from the City of Naperville. Amplified sound may not be plainly audible at 200 feet of the originating property’s lot lines.  Due to the proximity of some park locations to nearby homes, amplification may be limited further.

Does the Park District have a stage that can be rented?
Yes, the Naperville Park District has a mobile stage that may be rented by groups.  The stage is 28’ wide and 14’ deep.  For more information on renting the stage, and to check availability, please contact the Park District at (630) 848-5000.

Are pets allowed?
Pets on leashes are allowed in most District parks in accordance with Section 2.05 of Naperville Park District Ordinance 641.  Animals within indoor facilities is limited to Service Animals only. The presence of any other animals must be approved in writing by Park District in advance.

Can I advertise the event through the Park District?
Advertise your upcoming community activity on the digital Community Event Sign located at William Friedrich Memorial Park on Washington Street.  The sign provides a place for Naperville-based not-for-profit organizations to promote community events whose primary purpose is not for private nor commercial gain.  For additional information, or to apply for use of the sign, click here.

Only directional signs are permitted to be placed on the Naperville Riverwalk.  No other signs may be placed prior to or during the event.

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To learn more about our sponsorship opportunities
contact Stacey Fontechia Sales and Sponsorship Manager at 630-848-3575 or at sfontechia@napervilleparks.org
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