Special Event Permits

Identify if a Permit is Required:

A Special Event Permit must be obtained for the following events:

1. Any event that involves assembling or traveling in unison on any public street, alley, sidewalk, or other public way owned, controlled, or maintained by the City and which either:
   1. will impede, obstruct, impair, or interfere with the free use of such public street, alley, sidewalk, or other public way owned, controlled, or maintained by the City; or
   2. will not comply with normal or usual traffic regulations or controls.
2. Any event on property owned, controlled, or maintained by the City involving more than seventy-five (75) people, that does not meet the requirements of solely expressive activity.
3. Any event requesting a temporary waiver of the City's ordinance prohibiting consumption of alcoholic beverages, or possession of open containers of alcoholic beverages, on public property.
4. Any event advertised to the public.

5. If your event takes place in a City Park or on the Downtown Walking Mall, please contact the Parks and Recreation office at 406-447-8463 to reserve the space. Park use fees may be applied.

If your event meets one or more of the above requirements, a Special Event Permit is required. 

Submit Materials

30 Days Prior to Event
Submit all permits, deposits, and documentation. If you need to use City traffic control equipment, a $500 deposit is due with your permits. Special events are subject to fees that allow for the City to recoup some of the costs associated with the extra labor required for community events.

Documentation

In addition to the Special Event Permit, you will be required to submit the following additional documentation:

• Proof of Insurance (Click Here to View Sample Insurance(PDF, 420KB))
• Emergency Action Plan (Click Here to View Sample Emergency Action Plan(PDF, 783KB))

Depending on your event, required documentation may also include:

• Traffic Control Plan
• Garbage or Restroom Plan

The City has an interactive map to help you create a Traffic Control Plan. Once your event map is complete, you can export a PDF and upload the document with your online application.

Click Here to View Event Permit Map

Insurance 

City code requires all special events, including block parties, acquire special event insurance. The Montana Municipal Interlocal Authority (MMIA) has resources to help residents find insurance providers for their event. More information can be found at https://mmia.net/riskmanagement/specialevents/.

Guidelines

The City has adopted administrative guidelines for Special Events. Each department that is involved in the Special Event permit process has additional guidelines.

City Review

City staff will review the event permit(s) for approval. If staff have questions or concerns, the event organizer will be contacted. Staff may schedule a ZOOM meeting during review.

Approval

City staff will notify the event organizer if the Special Event Permit has been approved or denied. Timing of approval will depend on complexity of the event.

Criteria

The Special Event Coordinator will make the final determination of approval based on the following criteria:

1. The preparation for, the conduct of and the conclusion of the proposed event will not unreasonably burden City resources necessary to preserve the public's use of the street(s) in the area contiguous to the street(s) or other City property being used for the event.
2. The preparation for, the conduct of, and the conclusion of the proposed event will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment within the permitted area, or adversely affect the City's ability to perform municipal functions or furnish services in the vicinity of the permitted area.
3. The proposed event does not otherwise present a substantial or unwarranted health, safety, noise, or traffic hazard.
4. The proposed event will be of a nature and size appropriate to the proposed venue or site and will occur during approved hours for that venue or site.
5. The proposed event will not cause other adverse impacts on health or safety to surrounding residential or commercial uses, which cannot be effectively mitigated.
6. The applicant has obtained all permits required elsewhere in this Code or by other applicable laws, rules, or regulations.

Reserve Equipment

14 Days Prior to Event
If you need to use the City's traffic control equipment. At least 14 days prior to the start of your event, please contact:

Robert Williamson
Traffic Division
406-457-8572
rowilliamson@helenamt.gov

Click Here to View Barricade Agreement Form(PDF, 448KB)

Event Walkthrough

48 Hours Prior to Event
The event host is required to conduct an event walkthrough with City staff within 48 hours to the start of an event.