What to Expect from the
Special Events Application Process
Special Events Coordinator: Allison Madsen
Phone: 503-865-2482 ~ Fax: 503-279-3921
- The special event application review process begins with a written application form. At your first contact with the Special Events Coordinator, you will receive basic information and a blank application form. No further action is taken on your application until the written application form and application fee has been submitted by the duly authorized event organizer.
- Event organizers are strongly advised to complete the written application as soon as possible. It may not be possible to allocate appropriate event planning or other City resources if complete event applications are received less than 30 days prior to the proposed event date. The earlier your application is complete, the more likely it is that strong support services can be provided for your event.
- After your application has been reviewed by the Coordinator, you may receive a request for additional information or documents. You may receive some suggestions for altering your proposed event date or route, or other conditions of the event, in order to make the event permit approval more likely. It is up to the organization applying for the permit to decide the date, route and conditions to include in the written application that moves forward for review by Street and Sidewalk Use Advisory Committee.
- The Coordinator presents the event application to the Street and Sidewalk Use Advisory Committee for their review. You may be asked to attend a Committee meeting to answer questions and discuss the details of the event. The Committee includes representatives of Portland Police Bureau, Portland Bureau of Transportation, TriMet and other agencies providing oversight and resources for special events. The Committee may suggest changes to the proposed event date or route, or modification of other details of the event, in order to make the event permit approval more likely.
- If the Committee recommends approval of the special events permit as requested or modified, the permit is issued by the Special Events Coordinator if all requirements and payments are complete.
- If the Committee recommends denial of a permit as requested, the recommendation for denial is forwarded to the Division Manager. The Division Manager reviews all recommendations regarding denial of a special events permit prior to any permit denial becoming final. A second level of appeal is provided to the Bureau Director if the special events permit application is completed at least 30 days before the event date. The City Council hears appeals of denial by the Director, if those appeals are received within the guidelines of the Administrative Rules.