Step 1: To begin, thoroughly review the information on this webpage before starting your Special Event Permit Application to ensure you have everything you need. Once you are ready, create an Accela Account (Avondale's permit portal) to begin your Special Event Permit Process.

Step 2: Create and submit your Special Event Application through Accela (Avondale’s permit portal). 

All information must be included to submit your application and ensure a smooth and efficient process. You may begin your application and save it to your account while in process until you are ready to submit. 

Important information to know:

• Check the availability of the location that you want to use and make sure you have the permission of the property owner to use it.  For Private Property, if you are not the property owner you will be required to submit documentation showing that you have permission to hold the event.
  • Visit Public Facility Rental Opportunities (i.e. parks, Ramadas, community center, library community rooms etc.) to find city venues. To obtain more information about reserving a city park or facility, contact the Parks, Recreation and Libraries Department at ActiveAvondale@AvondaleAZ.gov or 623-333-2400.
• Please review the FAQ list below to learn more details about site plans, insurance requirements, traffic control plans, food/merchant vendors, tent and canopy requirements, electricity, stages & platforms, and restrooms to ensure that you have all needed details in your application. 

Step 3: Your application will go through our internal review approval process and our team will ensure we have all needed documentation. If more details are needed or information is missing, our team will reach out via the provided contact information. Prompt response will ensure that your application is processed as quickly as possible.

Step 4: Once our team has determined that we have all needed information and a permit is approved, you will be notified to pay your permit fee (see fees below). No permit will be issued until a permit fee is paid. 

Step 5: After your permit has been paid for, you will receive the official permit and you are ready to host your event!

An event requiring a state-issued Temporary Extension of Premises (under 250 people) or a Special Event Liquor License. Does not meet other Minor or Major Event criteria.

Includes any of the following:

• 250–2,500 people (includes event attendees, event staff, etc.)
• Use of 1–2 simple stages (no scaffolding)
• Display of non-domesticated animals
• Canopies (coverings with openings on all sides) that exceed 700 sqft. or tents (coverings with any side closed) that exceed 400 sqft.
• State-issued Temporary Extension of Premises License with 250+ people
• Any activity deviating from current legal land use
• Road/sidewalk closures or restricted access to public areas

Includes any of the following:

• 2,500+ people (includes event attendees, event staff, etc.)
• Road/sidewalk closures or restricted access to public areas
• Use of fireworks, special effects or bonfires
• Mechanical rides or temporary/portable buildings
• Restricts access to a property of others
• 3+ stages, stages with scaffolding, 2 detached structures or complex structures
• Use of complex tents or membrane structures
• Activities restricting access to others' property

Organizations or individuals planning to hold an event with alcohol sales (including donations in lieu of sales or table sponsorships) must submit a Special Event Permit with a State-issued Special Event Liquor License form. If the event will dispense alcohol in a location currently licensed to serve alcohol a Special Event Permit is not needed; unless the event will be held outside the licensed area (i.e. extended to the parking lot) and there will be less than 250 people. A State-issued Temporary Extension of Premises/Patio Application must be submitted with the permit application. If the event does not meet any other special event criteria the event is considered an Alcohol Only Event.

The State-issued forms are administered by the City Clerk's Office and completed by the Arizona Department of Liquor Licenses & Control. The City Clerk's Office makes a recommendation to the State on the form and returns the form to the applicant. The applicant then must submit the form to the Arizona Department of Liquor Licenses & Control.  For the Arizona Department of Liquor Licenses and Control procedures, please contact (602) 542-5141 or visit www.azliquor.gov.

Step 1. Submit an Alcohol Only Special Event Permit Application with the appropriate State-issued form attached.

Step 2. Await approval by the City.

Step 3. Submit the tentatively approved application to the State of Arizona Department of Liquor Licenses & Control.

Step 4. Await approval by the State agency (Arizona Dept. of Liquor).

Step 5. Await approval by the City of Avondale for your Alcohol Only Special Event Permit. 

If an event where alcohol is being consumed (not sold) is hosted in a park, a Park Alcohol Permit will be needed for a fee of $25.00. This permit is coordinated by staff as part of the facility rental process. 

All alcohol permits require a valid government-issued I.D. be presented to verify permit holder's age is 21 years or older.

Efficient processing of your application is dependent upon a comprehensive site plan that visually depicts specific activities and infrastructure noted in your application.  At a minimum, your site plan MUST include the following components. See example site plan for reference.

 Base Information:

• Directional compass
• Existing buildings and structures 

 Layout Details:

• Barriers and fencing
• Portable restrooms 
• Stages and platforms
• Generators
• Activity areas
• Tents or canopies
• Mobile food units
• Tables/chairs 

 Specification Details:

• Fire access & widths
• Fire extinguisher locations
• Fire hydrants
• Occupant loads of enclosed or fenced areas  

 Areas:

• Total square feet of any structures
• Widths and distances for all exits, fire access roads, structure/fixture/spacing widths

You can request off-duty officers by visiting OfficerTRAK, or if you have questions send an email to Avondale PD to inquire about hiring off-duty officers to perform security or provide traffic control for your event. Staff will also reach out to you after submitting your application for any additional information.

 Fees will apply. General safety plans may be required.

 Special Event Applications will not be approved until security requirements are met.  

If your event is planned on short notice due to unexpected circumstances, you may still apply by submitting a written explanation and our staff will do our best to expedite the process. For this to be possible, a complete application, which includes a comprehensive site plan, must be submitted promptly.

Your permit may be revoked immediately. The event must stop, and the site must be cleared.

There are several places a renter and/or their vendors can obtain the appropriate insurance.

• The vendor can check with their current insurance provider - the provider may offer event insurance or be able to recommend a provider.
• Specialized event insurance companies - several companies specialize in event insurance, offering various coverage options. A simple google search can help provide these options.
• Online brokers - many online brokers allow you to compare quotes from different insurers.  

Please call us at (623) 333-2400 or email ActiveAvondale@AvondaleAZ.gov for questions regarding insurance for your event.

The event must be registered with the Maricopa County Environmental Services Department. Submit a Special Event Coordinator Event Registration Form to the Maricopa County Environmental Services Department. Applicants will be asked to provide proof of approval from Maricopa County prior to a Special Event Application being approved. 

Applicants must also provide copies of all vendor’s Maricopa County food vendor permits, and vendors must have a current Transaction Privilege Tax (TPT) license with the Arizona Department of Revenue with an Avondale location for reporting all sales within Avondale. Vendors with a fixed business location in Avondale also need an Avondale business license.  

Additional insurance may be required. 

For all other types of merchant and rental (stages, jumping castles, entertainment etc.) vendors, a complete list of vendors for any event being hosted on City of Avondale property will be required prior to a Special Event Application being approved. 

Vendors subject to the TPT must have a current TPT license with the Arizona Department of Revenue with an Avondale location for reporting all sales within Avondale. 

Vendors with a fixed business location in Avondale must have a current Avondale business license unless it qualifies for an exemption. More information about business license requirements can be found on the City’s website.  

A canopy is a membrane structure that is completely open on all sides and there is NO ability to raise/lower any side to enclose or partially enclose it. A canopy permit is required for canopy structures greater than 700 square feet and establishes an event as a Minor Event.

A tent is a membrane structure that has one or more sides that enclose or partially encloses the space; or, has sides that can be raised/lowered. A tent permit is required for tents greater than 400 square feet and establishes an event as a Minor Event. 

The use of complex tents or membrane structures requires a canopy permit and establishes an event as a Major Event tier.

Submission of Engineering Specifications is required for canopies greater than 700 square feet or tents greater than 400 square feet. Tent vendors will be familiar with these requirements and must include detailed drawings with the following details:  

• Anchorage details Bracing and construction details.
• Engineering calculations to show compliance with currently adopted International Building and Fire Code and amendments.
• Drawings must be sealed by an Arizona registrant (Engineer).

A “pop-up” is generally a 10x10 foot canopy (see definition above) which can be used during events without the need for a canopy/tent permit under the following condition(s):  

• Twelve (12) feet separation is maintained between pop-ups and other temporary or fixed structures. 
• Groups of pop-ups do not exceed 700 square feet in total. 
• Groups of pop-ups are separated from other groups of pop-ups and/or temporary or fixed structures by at least twelve (12) feet.  

All events, regardless of type or location, must provide their own power. Power options can include the use of power sources controlled by the property owner with appropriate permission or the use of generators. Generators using 20 kilowatts of power or more must be installed by a licensed Arizona electrical contractor.

You must show the location of the generator on your site plan.  

 If the event is taking place on city property, the event producer must provide power with generator/s

The use of 1 to 2 simple stages (i.e. no scaffolding or additional structure on the stage) establishes the event as a Minor event. The use of 3 or more simple stages and any number of stages with scaffolding establishes an event as a Major event. A building permit may be required depending on the details of the structures. You will be notified by staff if a building permit is required. All stages should be clearly identified and detailed on the event site plan. Stage vendors will be familiar with these requirements, details should include: 

• Anchorage details 
• Bracing and construction details 
• Engineering calculations to show compliance with currently adopted International Building and Fire Code and city adopted amendments. 
• Drawings must be sealed by an Arizona registrant (Engineer) showing compliance with the international building code.

All events must have appropriate available parking for their event. Your application should detail where parking will take place at the event.