Special Event Handbook

It is recommended that applicants download and review the Special Event Handbook before starting the application process and for reference while completing the application. 

Special Event Application

All applicants will need to download the Special Event Application  and Checklist. Each event will require its own combination of supporting documents. Please review the Special Event Handbook and Checklist to determine which supporting documents are needed with your application.

Event Timeline (Document J)

All applicants are required to submit an Event Timeline/Run of Show with their application. Document J includes a sample Event Timeline as well as a matching template. Applicants may complete the template in this document or submit their own version for their Event Timeline. 

Submitting Your Special Event Application

Once completed, all applications and supporting documents need to be sent in one email to Brent Taysom (Brent.Taysom@gilbertaz.gov). 

Event Site Information (Document A1 and Document A2)

Please complete this form if the event will be held on Town of Gilbert Property. 

Please complete this form if the event will be held on private property in Gilbert.

Insurance Requirements and Insurance Certificate Example (Documents B1 and B2)

Document B1 details all insurance requirements. Document B2 is an example of what needs to be included in the certificate submitted with each application. 

Document B1: Insurance Requirements and Document B2: Insurance Certificate Example

Race Application (Document C)

Please complete this form if the event involves a ride, run and/or walk.

Vendor/Sponsor Information and Checklist (Document D)

Please complete this form with all of your vendor and sponsor information.

Please include all vendor and sponsor organizations involved in the event on this form. All vendors and sponsors must submit copies of their business license and insurance directly to the event promoter. 

A complete list of businesses, licenses, and insurance information must be submitted by the Event Promoter to Town of Gilbert Parks & Recreation department 14 business days prior to the event. 

Temporary Food and Beverage Application (Document E)

Please complete this form if food or alcohol will be sold during the event, as well as if there will be any onsite cooking during the event. 

Waste Management Plan (Document F)

Please complete and submit this form with all event applications. 

Event Security Application and Plan (Document G)

Please complete this form if any of the following circumstances apply to the event:

• Alcohol will be served
• Fireworks will take place during the event
• There will be road closures
• Security will be at the event/the Gilbert Police Department is requiring security at the event

Temporary Structure and Equipment Form (Document H)

Please complete this form if any of the following will be brought onto Town of Gilbert Property:

• Tents
• Temporary Structures
• Platforms
• Stages
• Bleachers
• Bounce House
• Amusement Rides
• Climbing Wall
• Fencing
• Barricades
• Generators
• Light Towers
• Electric Resources
• Any Other Equipment Rental

Business Notification Form (Document I)

All businesses within a 1/2 mile radius from each road closure must be notified of road closure 5 days prior to the road closure. Please complete this form as applicable to the event. This document may be duplicated as needed. 

Parade Form (Document K)

Please complete this form if the event will include a parade or procession of vehicles on a public street. 

In addition to the documents above, the following license, application, and/or permits may be required for your event:

• Gilbert Business License
• Block Party Application
• Fireworks Permit
• Liquor Permit
• Tent Permit
• If you plan on having food at your event you will need to have a Maricopa County Health Department Permit