Application for Public Events

Special Event Permit/Parade Assembly Permit Instructions

If you are planning a special event held on public property (party, parade, run, bike ride, etc.), you will need to contact the Parks and Recreation Department and complete an Event Packet. This includes any event that is not a private rental in a City of Edwardsville park. 

  • Special Event Permit Applications and Parade Assembly Permits needs to be filed with the Parks and Recreation Department for the Recreation, Arts, and Special Events (RASE) board approval not less than 60 days prior to the proposed event.
  • The Special Event Permit Application or Parade Assembly Permit needs to be turned in to the Parks and Recreation Department by the Wednesday before the first Tuesday of the month, in order to be included in the RASE board agenda. All materials will then be submitted to the RASE board for approval. The RASE board meets the first Tuesday of the month at 5 p.m. in the Governor Edwards Conference Room on the first floor of City Hall.

R.A.S.E. BOARD MEETING SCHEDULE 2026

Meeting Application due to Parks Department Event Dates
January 6, 2026 December 26, 2025 March and after
February 3, 2026 January 23, 2026 April and after 
March 3, 2026 February 20, 2026 May and after
April 7, 2026 March 27, 2026 June and after
May 5, 2026 April 24, 2026 July and after
June 2, 2026 May 22, 2026 August and after 
July 7, 2026 June 26, 2026 September and after
August 4, 2026 July 24, 2026 October and after
September 1, 2026 August 21, 2026 November and after
October 6, 2026 September 25, 2026 December and after 
November 3, 2026 October 23, 2026 January and after
December 1, 2026 November 20, 2026 February and after

Parades and Public Events have to have council approval. The application does not go to council until after the RASE board approves. Once the event is approved by the R.A.S.E. Board, it will then go to the next approval process.

  1. Administrative & Community Services Committee (ACS) – Thursday preceding the City Council Meeting
  2. Edwardsville City Council - First and third Tuesday of the month

If a state highway is to be affected by closure, this application will need to:

  • Be submitted not less than 90 (ninety) days prior to the event
  • Have Certificates of Insurance for: (individual policies)
    • $1,000,000 comprehensive general liability insurance naming City of Edwardsville as additional insured
    • $1,000,000 comprehensive general liability insurance naming Illinois Department of Transportation as additional insured
  1. Parade Resolution and Summary Written and Sent to:
    1. Administrative & Community Services Committee (ACS) – Thursday preceding the City Council Meeting
    2. Edwardsville City Council - First and third Tuesday of the month
  2. IDOT - Approved resolution and summary sent to Illinois Department of Transportation approval letter. (Allow 2-4 weeks for approval)
  • Upon official approval by the City Council and IDOT, notification of approval will be sent to the applicant.  

City of Edwardsville EmblemCity of Edwardsville Forms and Applications

Hosting an Event with Food Trucks? 

For anyone hosting an event with food trucks please find rules/regulations and more information by visiting the City's Food Truck web page.

Wanting to host a run or walk on the MCT trails? 

Anyone wanting to use MCT trails for an event will need to contact MCT directly. You can also fill out the MCT Trails Event Application. 

Hosting an event with food? 

Anyone planning to host an event with food, whether it's food trucks or another vendor, please contact the Madison County Health Department. All events that have food must submit a Temporary Food Event Coordinator Information Sheet at least 7 business days prior to the event. Please find the health departments contact information and forms down below:

Madison County Health Department contact information: 

101 EAST EDWARDSVILLE ROAD • WOOD RIVER, IL 
(618) 296-6079 • MADISONCHD.ORG

Mobile Food Truck Information

Special Events Information