What is a Special Event?

The term Special Event includes a wide variety of short-term activities that are not normally permitted under the zoning regulations of Overland Park including:

• promotional banners and balloons
• searchlights
• product demonstrations or displays
• tent sales
• outdoor events such as fundraisers, concerts, festivals and product promotions

If these activities take place entirely inside an existing building in conjunction with the on-going operation of an existing business or organization, then a Special Event Permit is not normally required.

Special Event Permits do not cover parades, runs or walks, carnivals, Christmas tree sales, or block parties. There are separate permits for these activities.

The applicant for a Special Event Permit must be a business or organization that owns or leases space at the location where the event is to be held (or in the case of a convention facility, has a contract for use of the facility). The event must be related to the applicant's organization or be a fundraising activity for charity. A Special Event Permit cannot be used to allow a business to operate at a location where it does not have tenant space or a permanent facility.

When is a Special Event Permit needed?

A Special Event Permit is required for every special event except for those held by non-profit religious, educational or community service organizations on their own property. These events can be no longer than four days and the hours must be sometime between 8 a.m. and 9 p.m.

How to apply:

Applications are submitted to the Planning & Development Services Department located on the second floor of City Hall (map).

• Special Event Permit Application(.pdf file)

The following documents must be submitted with an application:

1. A written description of the event, hours of operation, anticipated attendance and any structures, signs or attention attracting devices used in conjunction with the event.
   
   
2. A sketch plan showing the locations of the proposed activities, structures and signs in relation to existing buildings, parking areas, streets or property lines.
   
   
3. A letter from the property owner or property manager agreeing to the special event (not required if the applicant is the property owner/manager).

The application, supporting documents and $125 application fee should be submitted several weeks or more in advance of the event to allow for all the details to be worked out and approved. Most events receive approval in less than a week, but some take longer and some are denied. Any money or effort spent on an event prior to approval by the City is strictly at the risk of the applicant.

Banner events:

Events that involve only a single banner mounted on the wall of the building space occupied by the applicant are eligible for a simplified application process. These permits can be approved "over the counter" at City Hall by submitting a Special Event Banner application (below) and a $35 application fee.

• Special Event Banner application(.pdf file)

Limits of staff approval:

In order for a permit to be staff approved, events must:

• Be no more than ten consecutive days in duration and limited to a single location per permit, except for Special Event Banners which are valid for up to 15 days.
• Not exceed two Special Event Permits per business location per calendar year.
• Be designed with all event activities, structures and signs located on the same site as the applicant's business or organization (e.g., signs promoting the event but located off the premises of the event cannot be approved by the staff).
• Not contain more than three attention-attracting devices (e.g., signs, banners, balloons, searchlights, etc.). In addition, the use of illuminated portable signs or pennant streamers cannot be approved by the staff.
• Not involve large crowds or be likely to significantly affect residential areas due to noise, lights or traffic.

Events that the staff believes do not meet these standards can be referred to the City Council for their review. The Council may approve applications which do not meet one or more of these standards, but they typically do so only where there are unusual or extenuating circumstances. Depending upon the timing of the application submittal, review of a Special Event Permit by the City Council may extend the total review time by one to two weeks.

Other related permits:

Events that include a tent covering more than 900 square feet of ground area will be required to also obtain a Tent Permit from the Fire Department.

Events involving other structures such as stages or grandstands, or involving temporary electrical service may be required to obtain a Building Permit from the City.

Temporary health permits will be required for events where food or beverages (other than pre-packaged items) are being served to the public. Serving or consuming any type of alcoholic beverage outside of an already licensed premise may require a temporary CMB or liquor license.

Activities NOT requiring a Special Event Permit:

Sales, promotional activities or fund-raising events that take place entirely within a building that is properly zoned for that use do not require special event permits. In addition, temporary signs that are placed in a storefront window or painted on the inside surface of the window do not require permits as long as they are not illuminated.

For more information, contact the Planner of the Day at 913/895-6217 or by e-mail at pod@opkansas.org.