“Special Event” means any non-exempt event or activity whether conducted on public or private property, which places an additional demand on City resources or emergency services, including public health and safety.

Unless exempted, the following types of activities or events require special event permits:

• an event on public or private property which requires the closing of a street or other traffic control;
• an event which involves the authorized sale or consumption of alcohol on public property in the City;
• an event which involves sound amplification on public property in the City;
• commercial activity or use of City property (other than standard concession agreements),

Forms

• Special Event Permit Application 2022 - Fillable
• Special Events Permit Requirements 4/29/19 - Final
• Plan to Manage Outdoor Special Event - Fillable

Additional Forms:

Any use of City real property or right-of-way for commercial activity will require a Concession Agreement. Please review Permit & Concession Agreement Addendum Application below for more information.

• Permit & Concession Agreement Addendum Application

Exempt Activities or Events.

There are certain activities or events that are exempt from the need for a Special Event Permit. Please click LCMC 5.16.025 Exempt activities or events link or scroll down for more information.

Other Lincoln City Department Special Use Permits

The Lincoln City Parks & Recreation Department has separate Facility and Exclusive Use Applications and Conditions for exclusive utilization of the Community Center, City Parks, Open Spaces, or Beach Accesses.

It is required if you are filling out a Parks & Recreation Exclusive Facility or Park Exclusive Use Application that it be completed and signed off by Parks & Recreation to INCLUDE with your City Special Event Permit Application. This will help facilitate the Exclusive Use/Permit process.

For more information and access to Parks & Recreation Exclusive Use Applications visit our Parks and Recreation Reservations webpage:

• Park/Facility Reservations webpage

It is recommended you also contact other Agencies who may require permits at least 45 days in advance. This gives time for the Agencies to review the application and schedule inspections or other services as needed. It is the Special Event Permit applicant to receive all applicable licenses/permits/inspections for their Special Event.

 Example Agencies include:

•  Fire Marshal
• Oregon Liquor & Cannabis Commission

Applications for a Special Event Permit shall be made to the Administrator at least 45 days prior to the start of event and no more than one year prior to the start of the event. No permit shall be accepted for processing unless it is submitted at least 45 days prior to the start of the event. Organizers of annual events or those events, which will have significant impact on city services, are encouraged to submit applications at least 90 days in advance of the event. The applicant must sign the permit application and swear or affirm before an Oregon notary that the applicant has carefully read these requirements and the application and that all the information contained therein is true and accurate.

Fees

• Special Events Permit: $50.00 shall accompany every application for a special event. This fee covers the cost of processing the permit application. The application fee will not be refunded if a permit is not issued. This fee applies to ALL applicants.
• Pre-Application Meeting: $20.00 (*applied toward application fee, if needed)
• Renewal/Temporary Sales/Temporary Use of Annual License: $35.00

Additional Fees May Be Required.

With the application fee, there may be additional fees required such as but not limited to vendor fees, facility or rental fee, security deposit, or cleaning fee. These fees will be paid to the appropriate City department.

Insurance Requirements

Unless waved or reduced by the City Manager and VCB Director (Explore Lincoln City), the following insurances are required:

An applicant for exclusive use/special event shall be required to provide general commercial liability insurance coverage for the applicant’s operations in an amount not less than $1,000,000 per occurrence and $2,000,000 aggregate. The administrator shall increase the minimum insurance required for high-risk activities after consultation with the city manager. High-risk activities include but are not limited to events and activities with rides, mechanical devices, inflatables, animals, fireworks, fire, or hazardous materials; in addition, an applicant for exclusive use/special event shall provide property damage insurance coverage in an amount not less than $136,200 per occurrence and $680,900 aggregate, said amounts to be adjusted from July 1, 2023, and every year thereafter, as determined by the State Court Administrator pursuant to ORS 30.273.

A copy of a certificate of insurance naming the city, its officers and employees as an additional insured shall be supplied prior to issuance of the exclusive use/special event permit. The insurance policy shall further provide that the policy shall not terminate or be canceled without 30 days’ written notice to the city. When an exclusive use/special event is located on park property, there shall be no reduction in insurance below applicable Oregon tort claim limits.

Required Documents

• W-9
• Business Occupation Tax Permit (BOTP)
• Insurance Certificate
• Business Registry with the State of Oregon
• Completed Application and Application fee

If alcohol is being served at your Special Event, there are requirements that must be met:

• Does your special event require a Temporary Alcohol Service Permit from the Oregon Liquor and Cannabis Commission (OLCC)? There are conditions in which a State OLCC Special Event Permit is not required.
• The temporary or special event liquor license applications must be submitted to both the Oregon Liquor and Cannabis Commission (OLCC) and the City for approval prior to the event.
• If you are utilizing a venue that already has a liquor license, please make sure their license meets the requirements for your Special Event. For example, even if the venue has a license to serve liquor (alcohol) "on premises" that may not include the ability to serve it in their parking lot or property. It is recommended you check the OLCC Website or contact the Lincoln County OLCC Office:
  
  Lincoln County
  Newport
  715 SW Fall Street, Newport, OR 97365
  Phone: (541) 265-4522
  Fax: (541) 265-4521

After receipt of the completed application and the $50.00 non-refundable application fee, the administrator will distribute copies of the application to all city departments that may be affected by the proposed event. Each department will review the application and describe any conditions or requirements that should be placed on the permit considering the anticipated demand on city services and potential costs of meeting the demand for city services to accommodate the proposed special event.

Any department objections to granting the permit including concerns regarding additional impact from the special event on public street or public health or safety shall also be stated. The City is not required by any provision of this ordinance to grant a concession or permit for alcohol sale or use on City property.

Denials
If the application for a special event permit is denied, applicant can appeal to the City Manager in writing within seven (7) calendar days after issuance of the denial.

Inspection

Special event premises should be open for inspection by any police officer of the city or by the State Fire Marshal or local designee at any and all times.

Revocation or Suspension of a Permit

A special events permit may be temporarily suspended or revoked by the Administrator or by the police chief or designee upon any of the following grounds:

• If the patrons of a special event have become disorderly or riotous assembly whereby the public peace or the safety of persons or property are threatened.
• If the operator of such special event refuses to remove or cause to be removed from the event any person violating any of the provisions of the Lincoln City Municipal Code after such operator has been requested to do so by a police officer.
• If the event operator or sponsor fails to comply with any of the regulations pertaining to special events or conditions of the special event permit.If a special event permit is revoked, the Administrator shall have the discretion whether to accept a subsequent special event application by the operator, sponsor or responsible party involved in the event for which the permit was revoked including any person with an ownership interest in the event or in the operator, sponsor, or responsible party.

Any person who continues to operate a special event after revocation or during a temporary suspension of a special event permit commits a Class A civil infraction and can be cited.

Beaches

Certain events that take place on the beach will require a permit through Oregon State Parks. Get in touch with them at 541-563-8500. Also, should your even take place on the beach, keep an eye on the tides and any restrictions Oregon State Parks has when you plan your ceremony.