Frequently Asked Questions
Q: What is the Special Events Portal?
A: The Special Event Portal is an online platform for scoping special events in the City of Cincinnati. It provides an estimate of necessary permits and fees for events. It allows for users to create an account to manage and apply for special event permits.
Q: What is difference between inquiring/scoping and applying for permits?
A: Inquiring/scoping involves answering the questions on the portal. You can scope as many events as you want to explore multiple options and components of your event. Once you have scoped an event and clicked “begin permit applications” on the summary page, you will be given cards for all necessary permits and services. Depending on the permit, you can apply online or in-person. For in-person submissions, you will need to upload the approved permit to the portal once you receive it.
Q: When can I use the portal to apply for Special Event Permits?
A: The portal will be used for the 2020 event season.
Q: Does the portal save my progress?
A: You must get to the final summary page, click the “begin permit applications” and log into your account to save the event profile.
Q: Who do I contact if I have questions?
A: If you have questions when using the portal, please use the “Contact Staff” link at the bottom of the page. If you have specific questions about a permit, please reach out to the appropriate department. Department contact information is provided in the Departments & Regulation section.
Q: If my event has a multiple-sub events (i.e. 5k and a festival), how do I use the portal?
A: If your event has a walk/run/swim/bike and another event type, please submit two events: one for the walk/run/swim/bike and one for the other event type.
Q: Is my location and date guaranteed?
A: Date and time are not guaranteed and are subject to approval by city staff.
Q: Once I’ve applied, how do I communicate with departments?
A: Contact information for each department is provided on the permit cards. You can contact City Staff by clicking on the “Contact city staff” link at the bottom of the card. City staff can also communicate with you by leaving notes on the permit application. The notes will appear on the permit card.
Q: Will I still need to meet with City staff about my event?
A: Yes, the portal is not intended to replace in-person event planning between City staff and Event Producer, the portal is simply meant to serve as the system of record and processing for applications.
Q: How will I know when my permit is approved?
A: For permits applied for online, you will receive an email when they are approved. You can also monitor the application status through your profile.
Q: Why don’t I get an estimate for Police and Life Safety Services?
A: These services require additional information to determine the level or need for your event. These services are billed after the event and the cost depends on the personnel assigned to work the event.
Q: What if I don’t know all the information the application requests at the time?
A: The application can be submitted without completing all fields. You will need to work with the reviewing department to edit your application after submission.
Q: How do I make changes to my application after submission?
A: Changes to submitted applications have to be made by City staff. You will need to work with the reviewing department to make changes to you application.
Q: What if I don’t know my vendors at the time of submission or I am working with a third party vendor?
A: Food vendors will be given a separate direct apply link. You can send the separate link to your vendors closer to the event date. Temporary Food Licenses must be applied for 10 business days prior to the event. Licenses will be issued on the first day of the event and are subject to authorization inspections one hour prior to the start of the event.
Q: If I have food vendors, do I pay or do they pay?
A: The food vendors pay for their necessary permits.
Q: Can I add additional items to my event after I’ve submitted permit applications?
A: To make changes to your application after submission, you need to contact the reviewing department.
Q: If I have a reoccuring or annual event, do I have to submit a new event profile?
A: We are working on the ability to make updates to annual events and resubmit.
Q: How do I know what type of insurance is required for my event and how do I verify the proper insurance in a Certificate of Insurance (COI)?
A: You can find Special Event Liability Insurance Requirements here.
Q: How do I rent a Parks' location for a wedding? What permits do I need for a wedding in a park?
A: The process for holding your wedding at a Parks' location depends on the venue and party size. Wedding of any party size at the following locations are rented through Premier Park Events - Pavilions at Ault, Alms, Mt Echo, or TM Berry Friendship parks - French and Gibson House - Krohn Conservatory - Oak Ridge and Maple Ridge Lodges Garden wedding gazebos in Ault Park, Mt Airy Forest, Eden Park and Mt Storm are rented through Cincinnati Parks Reserve A Spot. Weddings in other locations at non-Riverfront parks that have 50 or more people and/or set up (tables, chairs, tents) require permit(s) obtained through the Special Events Portal. Weddings at Riverfront Parks (Smale, Sawyer Point & Yeatman's Cove, and Theodore M. Berry International Friendship Park) require permits(s) obtained through the Special Events Portal. Weddings at non-Riverfront parks with less than 50 people and no set up do not require a permit.