Special Events, Parades, & Assemblies.

 When is a special event permit required?

  • When ten or more people are gathering in the streets, parks, or other public facility or place owned or under the control of the City for the purpose of:

    • To present a public display of group feelings toward a person or cause, or for the purpose of expressive activity;

    • Any meeting or assembly, for the purpose of a festival, pageant, exhibit, show or any other similar display;

    • With the purpose to present a public display or to commemorate or recognize a particular event or time in history, view point or culture, also, may be for the purpose of expressive activity; however this does not include funeral processions.

  • When 75 or more people are gathering on private property.

  • For the purposes of a parade, which is defined as:  

    • Any procession or motorcade consisting of persons, animals, or vehicles or a combination thereof upon the streets, parks or other public facility or place owned or under the control of the City.

    • Also note the insurance requirements for parades (see City Ordinance 315.03).

When is a permit NOT required?

  • Funeral Processions;

  • Students going to and from school classes or participating in educational activities, providing such conduct is under the immediate direction and supervision of the proper school authorities;

  • Governmental agency acting within the scope of its functions;

  • Spontaneous events occasioned by news or affairs coming into public knowledge within three days of such public assembly, provided that the organizer thereof gives written notice to the Municipality at least twenty-four hours prior to such event;

  • Block parties (with respect to those being held on private property; block parties being held on a public street and requiring the street to be temporarily shut down and blocked off, require a permit to be filed).

"With each and every day, the continuing success of our city is apparent.  Along with the positive accomplishments, we are seeing an increase of visitors and along with that is an increase in vehicle presence.  Additionally, we have seen a large spike in requests for parade permits and assembly permits.  We are thrilled to see such interest and pride in all things related to our amazing community, and we look forward sharing the positive experiences our city has to offer. We strive to provide a safe and secure setting for such celebrations, concerts, festivals, parades, etc.

In order to accommodate the numerous inquiries we receive, we have a process set in place to analyze each individual event request, its safety, and the impact on the immediately surrounding community.  The permit requests begin at the Hamilton Police Department, move through several channels within the city, and then circle back to the Hamilton Police Department.  In order to help the efficiency of this process, we have put this informational packet together to cover the main topics of concern for those that may desire to request one of the above permits.”

- Lt. Brian Robinson

What is considered when approving / not approving a permit?

  • We analyze numerous factors such as: 

    • Time of year; 

    • Times of day; 

    • Duration of the event; 

    • Impact on city resources

      • Public safety 

      • Traffic engineering

      • Department of Infrastructure;

    • If alcohol is being sold at the event or if it is being held in the DORA;

    • Impact on residences and businesses

    • Impact on traffic

  • For the permit standards of issuance, please see the City Ordinance 315.05

Are the police required for your event?  If so, do you have to hire additional police or does the City of Hamilton provide them?

  • Again, many factors are analyzed during the permit approval process.  The Hamilton Police Department assesses your particular request to see how we can provide the best possible security and public safety for your participants, including impact on traffic control.  Generally speaking, providing officers that are working their scheduled shift that day is not feasible.  We do our best to accommodate the safety needs of your event, but your event may have enough of a safety services impact that you will have to hire off duty officers.  

  • City Ordinance 315.04 in part states:

    • “The Chief of Police shall determine whether and to what extent additional police protection is reasonably necessary for the event for traffic control and public safety. The Chief of Police shall base this decision on the size, location, duration, time and date of the event, the expected sale or service of alcoholic beverages, the number of streets and intersections to be blocked, and the need to detour or preempt citizen travel and use of the streets and sidewalks.”

 

If you have any trouble filling out the Special Events Permit or have additional questions, please contact: amy.bach@hamilton-oh.gov

When should you file a permit for your event and how do you know when it is approved?

  • The time period for which you MUST submit your permit application is:

    • Not less than fourteen (14) days prior to your event date, and

    • No more than sixty (60) days prior to your event date;

  • After submitting your permit request, the application will be reviewed by the Hamilton Police Department, Traffic & Engineering, and the Health Department before receiving final approval from the City Manager’s office. During this time representatives of these departments may reach out to you directly with any questions. You will receive an email notification letting you know if the permit has been approved or not approved. If the permit is approved, you will also receive a copy of the approved permit in your email. 

 

Once you receive an approved permit what are your responsibilities?

  • According to City Ordinance 315.10 COMPLIANCE BY PERMITTEE:

    • Duties of Permittee. A permittee hereunder shall comply with all permit directions and conditions and with all applicable laws and ordinances;

    • Possession of Permit. The event chairman or other person heading or leading such activity shall carry the permit on his person during the conduct of the event.

  • Also, familiarize yourself with attached City Ordinance 315.11 CONDUCT OF PUBLIC DURING AN EVENT.  You will be responsible for your participants’ complying with this section.  

  • If you received a parade permit, note the following restriction:

    • Distribution by event participants of candy, buttons, trinkets, handbills or any other items are prohibited on City Streets.  Participants found in violation may cause forfeiture of future permits by the sponsoring organization.