Government » City Departments I-Z » Recreation & Parks » Permits & Rentals

Special Event Permits

So you want to hold a special event on city property? We can help you through this process. We have provided much of the basic information that you will need to get started.

Do you need an event permit?

The first thing you need to determine is whether your activity requires an event permit with the below checklist. If you answer yes to any of these, then you most likely need an event permit. If you are still unsure after reviewing the list, email eventpermit@ocalafl.gov for assistance.

  • Do you expect to have 100 or more people?
  • Do you intend to amplify sound?
  • Do you require city staff to help facilitate your event?
  • Do you anticipate any road closures?
  • Do you plan on selling or serving alcohol?
  • If your event involves fewer than 100 people and is not facilitated by city staff , you may just need a park permit or a pavilion permit.

Event Permit Application

Up to one year, but no later than 120 days before your event, you should submit the Special Event Application to avoid late fees. Provide as much information as you have available at this time. Updates to the application may be provided later as your event planning evolves, but we need a general idea of what your event will entail from an infrastructure and support services standpoint so we can help you work through the details. 

Applications will be reviewed within 10 business days, allowing that the applicant has fully completed the application and included all required documentation. The below items must be received to process the application:

  • Completed application (Incomplete applications will be rejected)
  • Site plan (Application MUST include a Draft Site Plan)
  • $50 non-refundable deposit
  • Copy of 501(c)3 certificate (if applicable)

Once your application is received; you will receive an email from the City of Ocala. This email will provide you with a link to your Xplor account, which will allow you to pay your $50 non-refundable deposit online. Please note that all applications will be in review status for up to 10 business days. Do not submit permit fees along with your application. These will be billed to you with your conditional permit at a later date.

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The Permit

There are two stages to your permit; the conditional permit and the final permit. The conditional permit lists the items that are still pending before a final permit can be issued, including a list of the services the city expects to provide based on your application, final permit fees due, and any pending additional permits that may apply to your event. 

Timeline

120 Days to 1 Year in Advance:

  • Submit Special Event Permit Application will all required documents.
  • Staff will complete a preliminary review of your application with 10 business days.
  • Upon approval of your application, staff will provide information for the next steps of the process including additional paperwork required to issue a permit.
  • For Major Events – staff will set a meeting to review your event.
  • Any changes to your application must be submitted in writing to eventpermit@ocalafl.gov

60 Days in Advance:

  •  Submit additional applications as applicable:
    • Alcohol permit - Growth Management
    • Tent permit - Growth Management
    • Road closure permit - Traffic Engineering

30 Days in Advance:

  • Submit all permitting and support service fees.
  • Completed Certificate of Insurance due.
  • Final site layout and vendor list due.
  • If necessary, staff will complete a site walk-through with Event Organizer.
  • Any changes to the event support services needed inside of 30 days is subject to staff availability.

7 Days in Advance

  • Final Special Event Permit is issued.