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City of Eloy
595 N. C Street, Suite 104 Eloy, Arizona 85131
P: 520-466-9201 / F: 520-466-3161
Special Event Application
REQUIREMENTS PRIOR TO SUBMITTAL:
The application form shall be filed with the special events coordinator, not less than thirty (30) days prior to a special event commercial activity; not less than forty-five (45) days prior to a civic event.
Fees
Application Fee: $10.00 Permit Fee: $20.00 Non-Profit: $0.00 *A deposit is not required unless the applicant does not clean-up after their event and/or damages City property.
Disclosure:
This is not an all-inclusive application. Food/merchandise vendors, licensing and rentals need to be taken care of by the appropriate departments and applicants must contact the department individually, information is below in the application.
Issuance of the special event permit is contingent upon meeting all the requirements.
Please Note:
THIS DOCUMENT MUST BE FULLY COMPLETED OR IT WILL BE RETURNED. APPROVAL OF THE APPLICATION SHALL BE WITHIN THE DISCRETION OF THE CITY OF ELOY, BASED UPON SUCH CONSIDERATIONS DEEMED APPROPRIATE, INCLUDING BUT NOT LIMITED TO HEALTH AND SAFETY CONSIDERATIONS OF THE ATTENDEES, THE SURROUNDING COMMUNITY, AND ZONING.

COMPLETION OF THIS APPLICATION DOES NOT AUTOMATICALLY APPROVE YOUR EVENT.
Name of Business/Organization/Individual Sponsoring Event:*
Non-Profit I.R.S. Tax Exempt Number/Tax I.D. Number*
Sponsor's Address
City
State
Zip
Sponsor's Phone Number
Sponsor's Email Address*
Name of the event:*
Provide detailed description of event:*
Location of the event*
Other Location
Property Owner:
(Attach written permission of the property owner if the location includes any private property. Include phone number, address and any other contact information.
IF YOU ARE PLANNING TO REQUEST THE USE OF A CITY FACILITY (PARKS, POOL, RECREATION FACILITIES) AND USE OF ELECTRICITY, OR RENTAL OF CITY EQUIPMENT FOR THIS EVENT, PLEASE FILL OUT THE CITY FACILITY USE SECTION OF THIS APPLICATION.
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Step Two

Information of the person filling out the application:
First
Middle
Last
Applicant's Mailing Address
City
State
Zip
Applicant's Home #
Applicant's Business #
Applicant's Fax #
Date(s) and Hours of Event:
Day of the Week
Day 1
Day 1
FROM
FROM
TO
TO
Day of the Week
Day 2
Day 2
FROM
FROM
TO
TO
Day of the Week
Day 3
Day 3
FROM
FROM
TO
TO
Day of the Week
Day 4
Day 4
FROM
FROM
TO
TO
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Step Three

Is the organization using the services of a promoter or other person to manage the event? If yes, attach a copy of the agreement
1. Yes
1. No
Agreement (PDF Format)
Specify the anticipated number of attendees at the event:
# of Persons*
# of Vehicles*
Specify the anticipated gross revenues from the event:
Gross Revenue*
Will alcoholic beverages be sold and/or allowed at the event?*
Please contact the City Clerk at 520-466-9201 for further information on applying for a liquor license with the Arizona Department of Liquor Licenses and Control and the procedure for getting your license on a council meeting agenda.
1. Yes
1. No
Arizona Department of Liquor License
Arizona Department of Liquor License Website
If "No", what measures will be implemented to ensure that alcoholic beverages will not be brought into the event?*
If Yes, will you have the appropriate liquor license required on or before the date(s) of the event?*
(Failure to provide proof that this or any required permit has been obtained shall result in automatic revocation of a Special Events Permit).
1. Yes
2. No
3. Not applicable
What security and control measures will you have in place before, during, and after the event? (List type and number of security/police personnel, parking/traffic control measures, and type of fencing and control barriers, if applicable).
# of security/police personnel
(numerical value only)
Hired*
Parking/Traffic control measures
Name of contracted barricade company
City of Eloy does not close streets for non-city events, you must hire a barricade company.
Traffic Control Plan (PDF Format)
Fencing/Control barriers for alcohol sales:
Name of contracted fencing company
Other
Approximate number of equipment, commercial vendors and temporary facilities such as stands, stages, seating or game booths, if any, which will be involved in the event; the type of animals, and description of vehicles, equipment and facilities, if any.
Number of temporary food booths
Are booths privately owned?
Number of bleachers
Are bleachers privately owned or rented from the City?
Other Equipment:
Tents, canopies, stage, DJ equipment, generators, etc. (Indicate whether you need city equipment, renting from a company or you are bringing your personal equipment)
Canopy Size
State the scope of use of any open flame devices, flammable or combustible liquids or gases. If any fireworks or pyrotechnics special effects materials are planned to be used, state the name(s) of the individual/company directly responsible for their use or operation, listing qualifications and training for such operation or use.
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Step Four

A description of the proposed signs to advertise the event, including size, shape, color and location.
Flyer Upload (PDF Format)
Upload your flyer in PDF format here.
What provisions have been made for first aid or medical services?
(City/Fire District do not provide these services)
What provisions have been made for sanitary facilities?
Name of contracted company
# of ADA accessible port-o-johns
# of port-o-johns
Location of port-o-johns
*Port-o-johns cannot be placed on the sidewalk due to ADA accessibility.
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Step Five

What arrangements have you made for clean-up during and after the event?
(City staff does not clean up for special events, please have volunteers do so)
Will you require the rental of additional trash dumpsters from the City? If so, select the size in the drop-down menu.
You will need to contact Public Works directly to coordinate the rental at 520-466-3082.
How many containers?
Will this event require the closure of streets? If so, please list the intersections and the closure times. (Example: Main Street, from 6th Street - 7th Street, 6:00 a.m. - 5:00 p.m.)
A barricade company will need to be hired for events by the applicant. The City will no longer be closing streets for non-city events.
Digital signature*
By clicking "I agree" you agree and acknowledge that 1) your application will not be "Signed" in the sense of a traditional paper document and 2) By signing in this alternate manner, you agree that your electronic signature is valid and binding upon you to the same force and effect as a handwritten signature. 3)By agreeing to this special events permit application, the listed applicant agrees to abide by all requirements set forth by Ordinance #02-521, related to special events and shall be held responsible for all aspects of the listed special usage, including any and all special conditions placed on the approval of this special events application by the City. 4)The Event Sponsor agrees to indemnify, defend, and hold harmless the City and its officials, officers and employees from and against any and all claims, losses, liability, costs, or expenses (including reasonable attorneys' fees and costs) arising out of the use of City property in connection with event, including (without limitation) claims involving bodily injury of any person (including death) or property damage. 5)In the event that the City will need to clean up after your event and or repair damaged property, the applicant acknowledges that he/she is responsible for full restitution.
1. I Agree
Typed Full Name
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Step Six

ATTENTION!
This special event permit application does not cover licensing for merchandise/food vendors and providing free food to the public. Vendors associated with your event, or individuals providing free food are required to obtain individual licensing as follows:
FOOD VENDORS/FREE FOOD TO THE PUBLIC:
The Pinal County Health Department inspects and approves all food vending/gifting to the public. The event sponsor is required to contact the health department at 520-866-6864 to coordinate licensing of all food vendors/providers at least 3 weeks prior to the event. In addition, each individual food vendor is required to obtain a vendor permit through the City of Eloy’s Finance Department at 595 N. C Street, Suite 103, Eloy, Arizona 85131, 520-464-3401.
If your event will have food, as the event organizer YOU must submit a Pinal County Special Event Notification:
Pinal County Special Event Notification
MERCHANDISE VENDORS:
Merchandise/Food vendors are required to obtain a vending permit through the City of Eloy’s Finance Department at 595 N. C Street, Suite 103, Eloy, Arizona 85131, 520-464-3401.
City of Eloy Finance Department
City of Eloy Business License website
THE EVENT SPONSOR WILL BE REQUIRED TO SHOW PROOF OF REQUIRED LICENSING, PRIOR TO APPROVAL OF THE SPECIAL EVENT PERMIT.
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Step Seven

USE OF PUBLIC FACILITIES/EQUIPMENT
Please contact Eloy Community Services at 520-466-7351 to pay for the requested items.
Park Facility
Date/Time requested
Date/Time requested Start Date
Date/Time requested Start Time
—
Date/Time requested End Date
Date/Time requested End Time
Date/Time requested
Date/Time requested Start Date
Date/Time requested Start Time
—
Date/Time requested End Date
Date/Time requested End Time
Electricity
Date/Time requested for electricity
Date/Time requested for electricity Start Date
Date/Time requested for electricity Start Time
—
Date/Time requested for electricity End Date
Date/Time requested for electricity End Time
Date/Time requested for electricity
Date/Time requested for electricity Start Date
Date/Time requested for electricity Start Time
—
Date/Time requested for electricity End Date
Date/Time requested for electricity End Time
Vendor Spaces
Vendor spaces are no longer available to purchase through the City of Eloy. Applicant must provide their own spaces/booths.
# of Private For-Profit Booths
# of Private Non-Profit Booths
Equipment
$50.00 Refundable deposit
# of Tables
# of chairs (max of 50)
Digital Signature*
All statutes and ordinances of the Federal, State, County and City governments shall be complied with in the use of the parks and recreation facilities. Participants shall adhere to all rules, regulations, policies and procedures with regard to the use of the parks, and other recreational facilities. Prior to the event the City of Eloy Community Services Department will ensure that the park facility is cleaned and prepared for the event. All decorating and clean-up is the responsibility of the permit holder. Park facilities left in unacceptable condition will be cleaned by the Department staff. Cleaning deposits will be returned at the prorated cost of staff cleaning. The consumption of alcoholic beverages is prohibited in public areas. Smoking is not permitted in public facilities. All participants of parks, facilities, and/or equipment usages do so at their own risk. The City of Eloy shall be held harmless of all liability pertaining to injury or accident and/or arising from the participation in permit usage. The City of Eloy retains priority of all parks, facilities and equipment for use of City functions and or/activities. Failure to adhere to permit regulations may result in revocation, City Ordinance 79-164A. By agreeing to this special events permit application, the listed permit holder agrees to abide by all use policies and shall be held responsible for all aspects of the listed special usage. The special events permit must be approved by the Community Services Director upon application of permit.
1. I Agree
Typed Full Name*
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Step Eight

SPECIAL EVENT APPLICATION-DIAGRAM OF PREMISES (PDF Format)*
Special Event Diagram: Use this to upload a site plan and set up a drawing for your special event. The site plan must show property dimensions, adjacent streets, driveways, serving areas, vendor booths, on-site structures/trailers-temporary or permanent, fencing, barricades, closure of streets, location of port-a-johns, location of dumpsters/trash receptacles, security positions, entertainment stages, bleachers/seating, parking facilities, and other control measures. Show the nearest cross streets, highways, or roads if the location doesn’t have an address. Approval of this application by the City of Eloy is conditioned upon the applicant obtaining any and all other required permits and licenses, including but not limited to liquor, health, fire, business, right-of-way, temporary use, and building. If such required permit(s) are not obtained, approval of this application by the City is deemed withdrawn.
Upload the Certificate of Insurance (PDF Format)
A special event permit will not be issued without a certificate of insurance naming the city as additional insured.
City of Eloy Certificate of Insurance Requirements
Certificate of Insurance Requirements
Tenant User Liability Insurance Program
GatherGuard Insurance
GatherGuard Venue Codes
GatherGuard Venue Codes
S.B. 1382 Notice
9-495. Employees providing assistance; identification; communication; notice
A. In any written communication between a city or town and a person, the city or town shall provide the name, telephone number and email address of the employee who is authorized and able to provide information about the communication if the communication does any of the following:
1. Demands payment of a tax, fee, penalty, fine or assessment.
2. Denies an application for a permit or license that is issued by the city or town.
3. Requests corrections, revisions or additional information or materials needed for approval of any application for a permit, license or other authorization that is issued by the city or town.
B. An employee who is authorized and able to provide information about any communication that is described in subsection A of this section shall reply within five business days after the city or town receives that communication.
C. A CITY OR TOWN SHALL PRINT A NOTICE OF THE REQUIREMENTS OF THIS SECTION ON ALL APPLICATIONS FOR A PERMIT, LICENSE OR OTHER AUTHORIZATION THAT IS ISSUED BY THE CITY OR TOWN.

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1. Receive an email copy of this form.
Email address

This field is not part of the form submission.
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