Special Event Permit Application

The City of Celina works with event organizers to facilitate the promotion of events and activities within the City to maintain Celina’s positive image, stimulate economic growth, and to ensure that events are conducted in a safe manner. 

Before completing the application, please review the Special Event Guidelines. It is the responsibility of the applicant to comply with these guidelines and payment requirements in order for the application to be considered for permit approval. The permit may be denied or revoked if the applicant fails to comply with any of these guidelines or requirements.

Before the Special Event Permit Application goes into committee review, the Special Events Manager or his/her designee will submit an estimated invoice for City-related site reservation fees and non-refundable permit application fee. Upon confirmation of payment and receipt, the Special Events Manager or his/her designee will review the permit and all of its supporting documents. Electronic payment is accepted via Square.

[ CLICK HERE TO VIEW CELINA'S MASTER FEE CHART ]
Special Event fees are listed on page 19 and 20 and were approved by Celina City Council in November 2023

The City of Celina is committed to ensuring that all events held within the City limits are appropriately governed by rules, regulations, and ordinances, and do not violate federal or Texas state laws or regulations. It is the responsibility of the applicant to ensure these guidelines are followed.
[ SPECIAL EVENTS GUIDELINES ]

All events that require a lane or road closure must submit an engineered traffic control plan and the road closure request must be disclosed in the Special Event Permit Application. All road closure request will be review by the Celina Police Department and the Special Events Review Committee and will be assessed for approval, amendment, or denial. 

The City of Celina will not provide or rent barricades or cones for a special event. The Event Organizer is responsible for the rental of any traffic control devices that will be used, such as cones or barricades. The Event Organizer is responsible for acquiring any additional permits or permissions. The Special Event Review Committee will approve or recommend additional barricades, cones, or traffic control devices to ensure the safety of the event and public. The applicant is required to adhere to the recommended or approved traffic control plan in the Special Event Permit Application.

If any of the following equipment or activities will be part of your event, please check the appropriate boxes. Additional permits or requirements may apply. It is the responsibility of the applicant to secure the applicable permits and submit to any requirements.

Staking tents on any City park or property is not permitted. To avoid damage to underground lines, tents must be secured with water barrels or concrete with weights. 

As outlined in the City of Celina Code of Ordinances §1.12.087, any special event that includes the use of a tent, canopy, or temporary structure shall meet the requirements in the fire code or other relevant safety codes adopted by the City of Celina. Fire lanes for emergency equipment must be provided and the site prepared in a manner so as not to be a fire hazard as determined by the Celina Fire Chief and/or Celina Fire Marshal’s Office.
[ SPECIAL EVENTS GUIDELINES ]

Bandit signage (yard signage, banners, flag signage, feather banners, picket signage, etc) in City right-of-ways is not allowed per Sec. 3.07.004 (a) of the Sign Ordinance without approval.  Organizers are required to provide a list of signage including size, location, amount of signs, types of signs and locations, including all trail signage for distance events, indicated on a map for final approval. Organizer is responsible for setting up signage and the immediate removal of all signage after the event. All event signage must be completely removed within 24 hours of the event.

Waste Management is a critical part of the event planning process, and access to garbage receptacles and frequent emptying of those receptacles are integral to maintaining a clean and pleasant experience for the attendees and participants. During the Special Event Permit Application process, the applicant is required to have a waste management plan. 

[ SPECIAL EVENTS GUIDELINES ]

Portable sanitary facilities shall incorporate handwashing stations and shall comply with the Special Events Contingency Planning Job Aids Manual FEMA IS-15 and the Americans with Disabilities Act. The City will not provide portable restrooms. Applicants are required to adhere to the guidelines provided by the Portable Sanitation Association International.

The applicant shall be required to make adequate provisions for cleaning up the area, including the entire event footprint, the route of the event, public restrooms and the area between the event footprint and designated parking both during and upon completion of the event. In addition, the applicant shall return the areas listed above to the same condition of material preservation and cleanliness as existed before the event.

The applicant shall provide and distribute an acceptable number of trash/recycle containers throughout the event footprint with a focus on entrances/exits and areas where food and beverages are consumed. All litter, trash, and debris must be removed from the site, including trash removal from all permanent trash receptacles used by the event participants/spectators before teardown is complete. If the City determines that additional janitorial services are required to get the event site back to its original state, it will come at the expense of the applicant.

SITE RESTORATION FEE
The applicant will be required to pay a Site Restoration Fee for the use of Old Celina Park when organizing a run/walk. The applicant will be required to pay the Site Restoration Fee listed on the City of Celina Master Fee Chart that was approved by City Council before the Special Event Permit Application is approved and a permit is issued.

DAMAGES & RESTORATION OF PROPERTY
The applicant shall take all necessary precautions to protect City property from any damages resulting from the event’s use and access to the City property. The applicant shall immediately notify the City of Celina of any and all damages resulting from, arising out of, or caused to, the City property by its event, its officers, agents, employees, and attendees. The applicant shall be solely responsible for the costs and repair and/or replacement of all such damages and such repairs and/or replacements shall be commenced immediately and completed within a reasonable time period, with an intention of completing all such work within thirty (30) days, and shall be completed in a manner acceptable to the City of Celina in its sole discretion.

If the City determines that additional janitorial services are required to get the event site back to its original state, it will come at the expense of the applicant.

I, the official Event Organizer, hereby confirm my understanding and commitment to comply with the Special Event Permit Guidelines and agree that the applicant shall return the event footprint to the same condition and cleanliness as existed before the event. By signing below, I affirm my dedication to adhering to these guidelines. 

Food and beverages can often be integral parts of special events. This can come in the form of “fair-style” food sold by food trucks or vendors so it is important for the applicant and the City Health Inspector to ensure everything made available to eat or drink at an event is safe by utilizing the guidelines below. As part of the permit process, the the City Health Inspector will work with the applicant to determine whether or not food permits are needed. With the exception of food items that fall under Texas Cottage Food Laws, no food items prepared in a home kitchen are allowed. 

Applicants are encouraged to contact the Celina Fire Marshal’s Office & Health Department for any questions.

[ SPECIAL EVENTS GUIDELINES ]

Fire Department Information

Keith Brumfield, kbrumfield@celina-tx.gov, (972) 382-3004

Mike Rockne, Mrockne@celina-tx.gov (214) 733-7380

Health Department 

Bruce Koliba bkoliba@celina-tx.gov  (972) 200-3621

Some event locations have limited access to power or power outlets so generators may be required to power event elements, such as food trucks, bounce houses, lighting, etc. The City of Celina will not provide or rent generators for a special event.

[ SPECIAL EVENTS GUIDELINES ]

A site review for all generators will require review from the City of Celina Fire Marshal’s Office so that they may determine any additional requirements or exceptions. The applicant will need to contact Captain Keith Brumfield.

The Downtown Pavilion Stage is designated as a permanent fixture within the premises. It is explicitly prohibited to move or disassemble the Downtown Pavilion Stage.

When loudspeakers will be used in conjunction with the event, the location and orientation of speakers shall be indicated along with the planned hours of use. Speakers which are positioned so as not to adversely affect an adjacent residential district may be used between the hours of 7:00 AM and 10:00 PM when a special event permit has been obtained per Sec. 1.12.093 Special Event Ordinance.

It is illegal to serve or sell beer, wine, or liquor on any City street unless a special Texas Alcoholic Beverage Commission (TABC) Permit is obtained for alcohol sales. The TABC Permit should be obtained a minimum of two (2) weeks in advance. Alcohol sales and consumption at the event will affect the number of Police Officers needed. Events serving or selling alcohol are required to serve or sell a non-alcoholic beverage alternative. The TABC Permit holder must comply with the Texas Alcoholic Beverage Code.

Alcohol vendors must file all necessary permits to TABC. Once vendor application is approved, the City of Celina will issue the vendor an approval letter to be given to TABC. Alcohol vendors must abide by the TABC code and all ordinances, laws, rules, regulations, standards and policies in accordance of the event.

The Celina Police Department and Celina Fire Department shall remain the lead public safety agencies for all events that occur within the City of Celina’s jurisdiction.

[ SPECIAL EVENTS GUIDELINES ]

[ HIRE CELINA POLICE OFFICERS VIA OFF-DUTY MANAGEMENT ]

POLICE DEPARTMENT
The Celina Chief of Police or his/her designee will determine the number of personnel needed at a special event. Once that information has been established, the applicant will be responsible for contracting the Celina Police Department at the current hourly rate as set forth by the department. The City of Celina Chief of Police or his/her designee may require, and the applicant shall pay for the number of police officers for the safety of the attendees at a special event. The Celina Chief of Police or his/her designee has the authorization to amend the number of City personnel and resources for any event for any reason.

FIRE DEPARTMENT
The Celina Fire Chief or his/her designee may require, and the applicant shall provide for fire suppression personnel, emergency medical personnel, emergency medical vehicles, and fire apparatus or equipment necessary for the safety of the attendees at a special event. The Celina Fire Chief or his/her designee has the authorization to amend the number of City personnel and resources for an event for any reason.

The Celina Fire Chief or his/her designee may authorize an applicant to provide emergency medical personnel or fire suppression personnel from other jurisdictions or entities if it is determined that an insufficient number of Celina emergency medical or fire suppression personnel will be available for a respective special event. All emergency medical personnel or fire suppression personnel, whether Celina Fire Department personnel or from outside agencies, and working in an on-duty or off-duty capacity at a special event, must comply with Celina Fire Department Rules and Regulations.

LIABILITY INSURANCE
The City will require proof of public liability insurance in an amount equal to the City’s liability under the Government Tort Claims Act of the State. In most cases, this will be a $1,000,000 minimum per occurrence but may be increased depending on the size of the event and activities provided.

A Certificate of Insurance (COI) form may be used to submit this information to the City. This policy must include coverage for the event and must name the City of Celina as a certificate holder on the policy. The policy must list as follows: City of Celina, 142 N Ohio St., Celina, Texas 75009.

Proof of insurance must be submitted to the City at least thirty (30) days prior to the event for verification of coverage. The City of Celina does not provide nor obtain insurance coverage for any non-City special events. It is the responsibility of the applicant to obtain, pay, and hold for proper insurance coverage througout the entirety of the event.

I, the official Event Organizer, hereby confirm to provide the City of Celina proof of insurance at least (30) days prior to the event for verification of coverage. I understand it is the responsibility of the applicant to obtain, pay, and hold for proper insurance coverage througout the entirety of the event.

I, the undersigned applicant, having authority to execute this agreement on behalf of myself and/or the organization, agree to indemnify and hold harmless, the City of Celina, its officers, employees, agents, and representatives against all claims of liability and the causes of action resulting from injury or damage to persons or property arising out of the special event. 

A preliminary site plan/map must be submitted with the application. Areas to include: Stages or structures, vendor booths, fencing/barricades, hand washing/restroom area, any road closure barricades, amusement locations, kids’ zone, fireworks/pyrotechnics launch area, food/alcohol locations, start/finish line, proposed location(s) and/or route, electrical, generators, light towers, trash cans, dumpsters, parking, shuttle locations, and signage. Please provide a Master Site Plan. If not all information can be identified on the master site plan, please attach additional pages.

[ SPECIAL EVENTS GUIDELINES ]

For any distance events (5k, fun run, parade, bicycle rally, etc..) a preliminary, proposed route map must be submitted with the application. A full route map will be required through the permit checklist.

STAGE 1
The applicant will contact the Special Events Manager to confirm the available date for a proposed event. If the proposed event date is available then the applicant will submit a Special Event Permit Application.

STAGE 2
The Special Events Manager or his/her designee will review the Special Event Permit Application and determine if the event meets the requirements for a permit or if there are factors that would inhibit the authorization of a permit.

STAGE 3
Before the Special Event Permit Application goes into committee review, the Special Events Manager or his/her designee will submit an estimated invoice for City-related site reservation fees and non-refundable permit application fee. Upon confirmation of payment and receipt, the Special Events Manager or his/her designee will review the permit and all of its supporting documents.

STAGE 4
Upon confirmation of payment and receipt, the Special Events Manager and his/her designee will send the Special Event Permit Application to the Police Department and Fire Department liaisons for a Public Safety Review.
The Police Department and Fire Department will make a determination on the number of public safety personnel that is required for the event. Once that determination has been made, the applicant will be required to register and pay for the time of the public safety personnel through the Off-Duty Management website or a separate invoice will be sent for public safety personnel. The applicant must have paid for the public safety personnel in full before final approval of a Special Event Permit.

STAGE 5
Once all required site reservation and Special Event Permit Application fees have been processed, initial review of the event has been completed, and public safety fees have been established, the applicant will receive a Pre-Authorization Letter from the City informing them that the application will be sent to the Special Events Review Committee. However, the Pre-Authorization Letter does not mean an approval of the event or the issuance of a permit at this point. Once the applicant receives the Pre-Authorization Letter, the applicant may proceed to advertise the event.

STAGE 6
After all the requirements on the checklist have been met and the required payments have been processed, the Special Events Review Committee will conduct a final review and issue an approval, denial, or provide comments and/or amendments for the Special Event Permit.

STAGE 7
Upon application approval and all required fees are paid, the Special Event Permit will be approved and issued by the Special Events Manager or his/her designee authorizing the applicant to hold the event with the details that were submitted. The permit will not take effect until it is signed by the applicant and the Special Events Manager or his/her designee. If elements of the event change, the permit will be placed on hold and changes will need to be reviewed and approved before making the permit active again.

There will be no “SAVE THE DATE” for a special event. The special event date will be secured once the Site Reservation and Special Event Permit Application fees have been processed, and registration for Public Safety personnel has been completed.

Submission of a Special Event Permit does not mean automatic approval. The Event Organizer will receive an offical City of Celina stamped approval letter once the permit has a been authorized by the Special Events Reveiw Committee and all fees have been paid.  

I, the official Event Organizer, hereby acknowledge the stages of the Special Event Permit process and understand this submission does not mean immediate permit approval, and agree to comply with the Special Event Permit Guidelines.