RESOURCE GUIDE

 

The Portland Events & Film office supports events producers with resources to create safe, successful events that positively impact our city. This Resource Guide streamlines all the hard work Portland bureaus permitting teams do every day.

Top tips for planning an event:

  1. Plan ahead! Permits take time and last-minute requests can cost more or may not be possible to permit. The more information you can provide to City partners during the permit application process, the better those bureaus will be able to assist you. Start your permitting process a minimum of 60 days ahead as fees increase with short turnaround.

  2. Communicate with permitting staff on proposed uses. This will help determine if locations and necessary City services may be available for your desired event date(s).

  3. Prepare a realistic budget. Know what your expenses are before committing to the event. These can include operations (staff time, permit fees, insurance, security, fencing, etc.), programming (artist, speaker, or vendor fees) and marketing (digital and print advertising, printing and posting flyers).

  4. Have a backup plan for location, programming, and vendors. Sometimes talent pulls out last minute, or venue fees are higher than planned. A flexible mindset is key.

  5. Take advantage of free marketing! Community calendars such as Travel Portland and PDX Parent are just two good resources to get the word out about your event.

Do I need a permit?

If you’re planning an event on a sidewalk, street, park, or plaza you will likely need a permit from Portland Parks and Recreation (Parks) or Portland Bureau of Transportation (PBOT). If you’re planning to make a lot of noise, like with amplified music or a marching band, then you’ll probably need to apply for a noise code variance permit from the Noise Office in the Bureau of Development Services (BDS). Portland Fire & Rescue (Fire) also issues permits for events that may pose a fire or life safety hazard. When applying for a permit with Parks or PBOT, they may require additional permits and approvals (e.g., Fire or Noise permits, and Public Safety approval) and will help guide you through those additional requirements, including insurance.

A note about permit costs: When applying for a permit there is typically a small application fee. This fee pays for the staff time to thoroughly review the permit and have a conversation with the event producer to answer any outstanding questions. The actual cost of the permit, if issued, depends on the level of city coordination needed across bureaus, and the size and type of event. Portland Events and Film is here to help with coordination, communication, and facilitation of City partners.

Permitting

EVENTS ON PUBLIC STREETS/SIDEWALKS/PLAZAS

  • The Portland in the Streets program in PBOT issues Special Event Permits to allow moving events on city streets or sidewalks. Types of events include marches, parades, athletic events, demonstrations, etc. There is a $25 non-refundable application fee.

  • The Portland in the Streets team at PBOT also issues Community Event permits to close streets, travel lanes, sidewalks, and parking spaces for events such as farmers markets, street fairs, cultural events, and fundraisers.

  • Block Parties are a fun and easy way to build community and get to know your neighbors. Gather your neighbors to hold a Block Party in your street or turn the street over to the kids for play. With this free permit, you can host your event on your neighborhood street.

  • With the Public Street Plazas program, the Portland Bureau of Transportation (PBOT) partners with business districts, local businesses, non-profit organizations, and community organizations to support Public Street Plazas in neighborhoods throughout Portland. Originally developed in response to COVID-19, this effort builds on PBOT’s Healthy Businesses Permit Program where PBOT and community partners work together to repurpose streets for public space for business and community uses.

    As temporary spaces, most street plazas include simple design elements and temporary, movable amenities. Street plazas have been embraced by communities as outdoor spaces to socialize, share a coffee or a meal, enjoy music, or simply sit and relax with others.

EVENTS IN PUBLIC PARKS OR PARK PATHWAYS

FIRE PERMITS

  • The Fire Marshal’s office may need to sign off on an event that is held indoors and exceeds 500 people in attendance, held outdoors in a tent or fenced-in area and exceeds 49 people, or has multiple vendor booths.

    They also permit fireworks displays, haunted houses, propane use, combustion engines in internal spaces, and fire and laser performances.

    Fire permits are also required for outside tents or canopies larger than 700 square feet, and any outside fenced event (this includes any type of fencing including picket fences).

EVENTS THAT UTILIZE WATERWAYS

  • Want to host an event in the Willamette River? It may be possible! Contact the Harbor Master in the Fire Bureau to learn more about permits and communication with the US Coast Guard and other planning requirements.

NOISE VARIANCES

  • The Title 18 Noise Control Code is intended to control the level of noise in a manner that promotes health and the common good. The Noise Code works to reduce unnecessary and extreme sound in the environment to preserve the use, value, and enjoyment of property; conduct of business; and sleep and relaxation. If your event violates the noise code, you will need to apply for a Noise Variance.

INSURANCE REQUIREMENTS

  • All events requiring a permit also require event insurance that indemnifies the City. Each bureau will provide detail on the types and levels of liability coverage required, as well as specific forms that need to be submitted.

    Looking for event insurance? Users of City property and some moving events have an option to purchase Tenants User Liability Insurance Program (TULIP) through Intact Entertainment | Gather Guard. This insurance meets City requirements for liability and property damage, is cost effective, includes liquor liability as an option and covers most events.

FOOD HANDLING

  • Each person or organization that wishes to sell or give out food to the general public during a special event is required by Oregon law to obtain a temporary restaurant license through Multnomah County Health. Every food booth must apply for a separate license for every event where food is served. Pre-packaged food is the exception to this requirement.

ALCOHOL SERVICE

  • The Oregon Liquor & Cannabis Commission issues alcohol permits for special events. Special Event Licenses allow a business that holds an annual liquor license, an individual, or a group to sell and serve alcohol at a special event.

    A Special Event License is needed at special events when:

    • Alcohol will be sold.

    • Alcohol is available (but not being sold), and you are charging or accepting donations for admission, or where payment is required to attend the event.

    • Special Event Liquor Licensing | Oregon.gov

Other Resources

  • Security staffing is based on the specific event facility and activities. Please direct questions on these requirements to the proper City permitting contact on this page OR the facility manager of the venue you plan to utilize.

  • Sometimes an event in Portland requires the coordination with other jurisdictions and agencies in Portland. These entities include:

    • ODOT (Fremont, Morrison, Ross Island and Steel bridges)

    • Multnomah County (Hawthorne, Morrison, Broadway, Sellwood bridges)

    • TriMet (Tilikum Crossing, Park and Ride facilities, MAX and other transit platforms)

  • Portland has many production companies that can help you produce an outstanding event.

    Visit this Service Directory from Travel Portland to browse and contact support companies from world-class catering and entertainment to event production and team building.

  • City of Portland small businesses that have been impacted by COVID can access free business advising services. Businesses can schedule an appointment to get help accessing loans, grants and other business support programs like technical assistance and workshops.

  • From festivals to artistic performances, there’s always something to do in Portland. Check out Travel Portland’s Events Calendar:

    The purpose of Travel Portland’s online events calendar is to feature those events whose appeal is wide enough to attract out-of-area visitors to travel to Portland for overnight stays and/or to entice convention delegates to extend their stays for one or more days.

 

Contact Us

Are you looking for an events space, needing help with the permitting process, or considering bringing your event to Portland and don’t know where to start? Contact the Events Navigator at Portland Events and Film with any questions.

Ness Zolan
Events Navigator, Portland Events & Film
Zolann@prosperportland.us or 503-823-0903