Scheduling a Community Event

Event Planning

This information has been compiled to assist you with your event planning. Depending on the scope and size of your event, additional considerations and a pre-event planning meeting with City staff may be necessary.

• Event Brochure (pdf) 
• Rules and Regulations:
  • Pringle Hall  (pdf)
  • Riverfront Park  (pdf)
• Mayor's Music and Entertainment Series
• Staff Consultation
• Community Events Calendar
• Reserving a Park

Common Questions

Click on the questions/notes below for help on these topics.

Describe in detail the scope of your proposed activity.
What are the date and time of the proposed event?
What are the operating times of the proposed event?
What is the anticipated attendance ?
Have alternative parking arrangements been made?
Will you need access to utilities ?
Are you using tents, canopies, or stages?
Will you use amplified sound ?
Will you charge admission ?
Do you plan to have signs,  banners, or other similar display devices?
What are your arrangements for the handling of garbage and litter?
All activities which are open and available to the general public must have a Certificate of Insurance on file with the City of Salem.
Depending on the scope and size of your event, a site plan may be required.
Other considerations
Other permits/agreements which may be required

Describe in detail the scope of your proposed activity.

• Is your event in a park?
• Is your event on a street and/or sidewalk?
• Does your event involve closing a street? Note: Closing a street requires a Temporary Street Closure Permit and a review by several City departments.

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What is the date and time of the proposed event?

• Do you have adequate time to plan for an event of this scope?
• Do you have assistance in planning this event?
• If the selected site is not available, is there another site that is suitable?

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What are the operating times of the proposed event?

• Are there impacts to businesses, parking, street closures, curfew, et cetera?

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What is the anticipated attendance?

• Will you need portable restrooms?
• Are you planning for private security services? Note: The City of Salem requires that a Security Firm Agreement be in place with a qualified security services provider

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Have alternative parking arrangements been made?

• Will there be controlled access?
• Will you be using a parking permit system?

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Will you need access to utilities?

• Do you know the amperage requirements of the electrical components you are using?
• Are there vendors with special needs?
• Have you identified a method for power distribution?

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Are you using tents-canopies and/or stages?

• Will you need to stake into turf areas? Note: If yes, an irrigation locate may be required and the cost passed on to the permittee.
• Note: A Tent/Canopy Permit may be required.

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Will you use amplified sound?

• Using amplified sound in a public area may require a Noise Variance Permit.
• The use of amplified sound may also result in monitoring by the City's Compliance Services, the cost of which shall be paid by the permittee.

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Will you charge admission?

• Depending on the site, the City may allow an organization to charge admission to their event. All requests to charge admission to an event are reviewed by the City Public Events Supervisor.

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Do you plan to have signs, banners, or other similar display devices?

• How will the signs/banners be displayed? Note: Signs and banners may not be displayed through the use of existing trees, posts, or fences without the approval of the Parks Maintenance Management Section and the Public Events Supervisor.
• What is your plan for hanging and removing the display devices?

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What are your arrangements for the handling of garbage and litter?

• How will you dispose of garbage and litter?
• How will garbage and litter be collected?
• Will your event require the rental and use of a Dumpster?
• Note: Failure to maintain and clean up the care during and after your event may result in additional fees and charges.

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All activities which are open and available to the general public must have a Certificate of Insurance on file with the City of Salem.

• Does your organization have proof of General Liability insurance?
• Will your organization be able to provide the City with a Certificate of Insurance naming the City of Salem as an additional insured?
• Note: Use of a City of Salem facility for a public event will not be granted without the proper insurance and approval from the City's Risk Manager.

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Depending on the scope and size of your event, a site plan may be required.

Site plans should include, at a minimum, the following:

• Amusement Rides
• Beverage Garden
• Bicycle Parking
• Dumpster(s)
• Festival Entrance and Exit Areas
• First Aid Station
• Lost and Found Area
• Portable Fencing
• Restrooms
• Tents/Canopies
• Stage
• Vehicles/Trailers/Motor Homes

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Other considerations

• Information booth
• First aid booth
• Directional signage
• Lost and found notification system
• Handicapped access
• Use of fireworks Note: Requires a 30-day permit process.
• Parade Note: Requires a Parade

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Other permits/agreements which may be required

These are pdf documents:

• Noise Variance Permit
• Parade Permit
• Security Firm Agreement
• Short-Term Concessionaire Permit
• Special Event Permit
• Temporary Street Closure Permit
• Tent/Canopy Permit

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Staff Consultation

Most large community and/or special events will require an event-planning process with input from and consultation with the City of Salem event staff. Should you have questions regarding event planning or the services provided by the City of Salem with regard to events held on City parks, streets, or open spaces, contact the Public Events Supervisor at the Parks, Recreation, and Community Services Department, 503-588-6261.

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