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City of Poulsbo Special Event Permits

Special Event Permit process

On January 22, 2020 the Poulsbo City Council adopted a new ordinance creating section 5.30 Special Event Permits to the Poulsbo Municipal Code.

A Special Event is defined as: Any activity on public property and or public right-of-way; or any event held on private property which would have a direct significant impact to city services (ex. police, streets, etc.) that involves an open invitation to the public or attendance is by private invitation of 100 or more people.

Below you will find the Special Event Guide to assist in completing the Special Event Permit.

Completed application packets must contain all required documentation relevant to the event which includes the Special Event Application and may include the completion of additional forms (to be submitted all together.)

All completed application packets must be submitted 90 days prior to the event date with the $75.00 fee in order to be accepted. If an event packet is submitted within 45 to 90 days of the event, an additional fee of $50.00 is incurred. Incomplete application packets or packets received within 45 days of an event will not be accepted.

Click to check if your event date meets our 90-day special events application submission requirement.
Click to check what other events are going throughout Poulsbo on our Community Event Calendar.

Once approved, the Event Applicant will be sent a Special Event Permit that must be retained on-site at the event.

Upcoming Changes and Clarifications for 2024:

  • The City is working to update and publish the fee schedules for the Public Works and Police Departments. If an event requires their services, the City reserves the right to charge any Applicant/Organization of a special event direct costs incurred by the City as the result of the event.
  • The City is finalizing new maps for event organizers to assist with planning event spaces that utilize Muriel Iverson Williams Waterfront Park and Anderson Parkway.
  • City special event staff are working to update the Special Event Application to make it easier to utilize and complete. Overall, the City is moving towards only accepting paperwork and submission digitally.

Looking ahead for 2025:

  • Starting in 2025, insurance minimum for events will move from $1 Million Per Occurrence / $2 Million General Aggregate to $2 Million Per Occurrence / $2 Million General Aggregate for all events. This update comes from recommendations and special event audits conducted with the City’s insurance agency WCIA as nationally the averages have increased.
  • City staff have begun contacting past event organizers to inform them of this upcoming 2025 change so they have a year to plan accordingly, work with their current insurance, or shop around. As a helpful resource here is a list of previously used insurance companies for past social events, note that this is intended to be used as an informational reference, is not comprehensive and does not signify any recommendations by the City: Insurance Companies used for Special Events
  • Please note that any special events with additional risk – including but not limited to fireworks, carnival rides/inflatables, large crowds, or alcohol – may be required to secure higher insurance levels due to the risk. If your event contains one of these, staff advises event organizers to look into adding a $1 million umbrella / excess policy to complement their CGL insurance levels.

Special Event Permit Form:

Special Event Permit Application Guide

Special Event Permit Application

Application Packets are to be reviewed in person or by zoom consultation with Lin Hino, Special Events Coordinator in a 30-45 minute meeting and submitted in one of these ways:

  1. In person at:
    City of Poulsbo Parks and Recreation
    19540 Front Street NE,
    Poulsbo, WA 98370
    *THE RECREATION CENTER OFFICE IS OPEN MONDAY-THURSDAY, 8 AM-6 PM AND FRIDAY, 8 AM-5 PM. WE ARE CLOSED DAILY FOR LUNCH FROM 12:00-1:00 PM.
  2. Digitally:
    Lin Hino – Special Events Coordinator
    Email: lhino@cityofpoulsbo.com | Phone Direct: 360.394.9771 | Phone Office: 360.779.9898
Required Processing Time

All Special Event Permit Applications must be received a minimum of 90 days prior to the event start date. While occasional exceptions can be made, the consequences of a late submission may include any or all of the following:

  • Permit may be denied due to insufficient processing time
  • Subject to 
  • Jeopardizes historical date/location for recurring events
  • Jeopardizes future events you may request
  • Police staffing or other City services may not be available
  • You will not receive a preliminary permit document (only the final permit document will be issued)
Activity Requiring a Special Event Permit

Not all events in the City of Poulsbo require a Special Event Permit.  However, when events require coordinated City services and/or have a substantial impact on a park, public or private place, they events are considered a Special Events require considerable advance planning by more than one City department in order to adequately protect public safety and property and to reduce adverse impacts on the public place and upon neighbors and other users of our public places.

Below are some common scenarios (but not limited to) when a Special Event Permit is required, arranged by event location:

  • Poulsbo Street, Sidewalk, Alleyway, Public Parking, or other Right-of-Way: YES!
  • City Park or other City-Owned Facility: YES!
  • At Private Property if ALL of these apply: YES
    • Event attendance exceeds maximum occupancy at any given time AND
    • Any of these apply:
      • Event will have a substantial impact on the park or surrounding neighborhood OR
      • Event will have off-hours (10:00pm-9:00am weekends, 10:00pm-7:00am weekdays) outdoor amplified sound OR
      • Event will require the provision of substantial public services
  • If ANY of these apply: YES
    • You are selling alcohol (at a beer garden, bar, etc.) OR
    • You need Police services for safety/security or for traffic control OR
    • Event includes public street/sidewalk use OR
    • Event will have a substantial impact on the park or surrounding neighborhood OR
    • Event will have off-hours (10:00pm-9:00am weekends, 10:00pm-7:00am weekdays outdoor amplified sound OR
    • Event will require the provision of substantial public services

Contact the Special Events Coordinator with any questions: lhino@cityofpoulsbo.com | Phone Direct: 360.394.9771 | Phone Office: 360.779.9898

Contacts for Road Closures and Police Assistance

If your event involves needing road closures, signs, extra garbage, or park cleaning you will need to reach out to the City of Poulsbo Public Works Team prior to submitting the special event packet paperwork:

Special Event activity may require Poulsbo Police Officers for public safety and or/or traffic control. Police officer staffing, locations, and times are determined by the Poulsbo Police Department based on the time, place, and manner of the event. If you select yes to any questions requesting police safety/security, the Poulsbo Police Department will contact you to make arrangements for off-duty officers. A separate fee will be billed to the Applicant/Organizer for off-duty officer services. If more than 3 officers are needed at an event, a sergeant will also be required. (Police services are billed at a minimum of 3 hours).

 

How do I get special event insurance?

Each special event requires separate certificates. You will find insurance requirements on Page 2 and examples on Page 11-14 in our Special Event Permit Guide

To highlight, please use the following address when ensuring the City of Poulsbo is included that you use the following address: City of Poulsbo: 200 SE Moe St, Poulsbo, WA 9837

To clarify, the City of Poulsbo must be properly added as “Additional Insured” as an endorsement; we will need to receive a minimum of 2 pages of insurance coverage.

 

Where can I park for my event?
Don't I just need a Park Use Application?

The Municipal Parks reservation system is governed by PMC 12.32

A Park Use Permit should be completed and presented during the Special Event Packet submission.

If the park’s physical facility is closed and will be used, such as after dusk, a Special Event Permit is required.

A Special Event is defined as any activity on public property and or public right-of-way; or any event held on private property that would have a direct significant impact on city services (ex: police, streets, etc.) that involves an open invitation to the public or attendance is by private invitation of 100 or more people. 

I want to rent a park shelter

Click here to view all Park Rental options: including our Recreation Center, Raab Park picnic shelter, Nelson Park picnic shelter, Austin-Kvelstad Pavilion, and bonfire pit at Muriel Iverson Williams Waterfront Park

 

How can I add my special event to the Poulsbo Community Calendar?

The Poulsbo Community Events Calendar is open to the public to subscribe to a weekly e-mail update. This calendar can be viewed by day, month, and by summary.

All event postings are moderated by a city-authorized calendar moderator, who shall review and approve all events for conformance to acceptable event standards.

Should you have an event that is open to the public to attend and lies within the City of Poulsbo, please fill out our calendar event submission form. 

My event is over, now what?

It is the vision of the City of Poulsbo to provide growth and support towards economic development, financial stability, parks and recreation, public works, public safety, and customer service and share in our diverse community members’ and visitors’ stories and memories!

As we always look to improve, we would like to give you an anonymous opportunity to share your feedback and thoughts so we can hope to have you continue to plan this and other events like this in the future with our Poulsbo Post-Special Event Questionnaire

Submit online here or Print out and E-mail this completed form to lhino@cityofpoulsbo.com