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 2023

Meeting Application due to Parks Department Event Dates
December 5, 2022 November 29, 2022 February and after
January 3, 2023 December 29, 2022 March and after
February 7, 2023 February 1, 2023 April and after
March 7, 2023 March 1, 2023 May and after
April 4, 2023 March 29, 2023 June and after
May 2, 2023 April 26, 2023 July and after
June 6, 2023 May 31, 2023 August and after
July 5, 2023 June 28, 2023 September and after
August 1, 2023 July 26, 2023 October and after
September 5, 2023 August 30, 2023 November and after
October 3, 2023 September 27, 2023 December and after
November 7, 2023 November 1, 2023 January 2024 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.  
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