Public Events

When is a Permit Required?

The use is for an organized entertainment/event, demonstration, or public gathering as defined in Chapter 20.08.010 of the City Code.

General Outline to Help You Apply for a Permit

Please see "Thinking of Holding Your Event in a Portland Park?" It outlines the steps you may be required to complete before a permit may be issued.

How to Apply for a Public Event Permit

To secure a Special Use Permit, the application and application fee must be submitted to the Portland Parks & Recreation Customer Service Center. Please call or email us for an application using the information below. 

For events at Waterfront Park
Public Events Coordinator, 503-865-2375 cary.coker@portlandoregon.gov

For events at all other parks
Public Events Coordinator, 503-865-2376 clarence.stone@portlandoregon.gov

For media or press events
Public Information Officer, 503-823-5300 mark.ross@portlandoregon.gov

Real Estate Services - Permit Fee Waiver Program 

Any person or entity wishing to conduct an activity requiring a permit on PP&R property is required to submit the permit application to Vibrant Communities - Real Estate Services (VC-RES) under City Code Chapter 20.08 Permits.  Other City Bureaus and internal PP&R Divisions are also required to apply for these permits.

Event Waiver Program Categories 

• Youth Event – Free and Open to the Public
• Youth Event – School Fundraiser
• PP&R Partner Events 
• Neighborhood Association and “Party On, Portland!” events 
  American Indian and Alaska Native gatherings and ceremonies 
• Performing Arts Waiver 
• Memorial Services 
• Film, Video, and Photography – Media, Student, Educational
• Social Service Program

Not all events will qualify: If you have questions about whether your event qualifies for a full or partial waiver, please contact the individuals listed below with a brief description of your event and which category you would like more information on. 

The following sites are not eligible for event fee waivers under this program unless specifically mentioned below: 

• Tom McCall Waterfront Park Facilities
• East Bank Esplanade Facilities
• East Delta Park (Sports fields and complex)
• Director Park, Gateway Discovery
• Darcelle XV
• Pioneer Courthouse Square. 

This site list may be amended to include additional parks through a supplement to this policy.

*Note that most waivers prohibit the use of alcohol, entry fees, and major parks. Applications received less than 45 days before an event must pay all associated late fees.

Cary Coker –  Cary.coker@portlandoregon.gov – Public Events - Waterfront Park

Brent Archie – Brent.archie@portlandoregon.gov – Commercial & Film Permitting

Clarence Stone III - Clarence.stone@portlandoregon.gov – Public Events - All Parks

Reservations & Payments – CustomerServiceCenter@portlandoregon.gov– Youth Events

Waterfront Park Scheduling 2025 – Request for Interest (RFI) Application Process

Portland Parks and Recreation (PP&R) receives numerous requests to use Waterfront Park. As part of its ongoing 2025 program, PP&R is expanding the schedule to include more event dates than usual. This ensures a diverse range of programming that best meets the community's needs and expectations for premier downtown activation.

Please email cary.coker@portlandoregon.gov for a complete application packet, more information, or questions before completing and submitting your application.

Please take note of the following new features and booking opportunities for 2025:

1. PP&R is offering event date commitments of one (1), two (2), or three (3) years at Waterfront Park. Please note that these dates cannot be guaranteed until complete applications are submitted and processed. 

To apply for one of the listed weekends, events must complete the (2025 - RFI Application) and provide a tentative site plan by November18, 2024. PP&R will review all applications, and applicants will be notified of their acceptance or denial by December 6,2024, unless unforeseen circumstances arise.

Please be advised of the following:

1. Please note that the dates listed are not all guaranteed for programming, as additional setup and takedown days may be required for multi-day events. An extra week will be set aside between events to allow for irrigation and turf repairs. For your convenience, please refer to the attached tentative calendar of Major Annual Events to help you choose the most suitable dates for your needs.
    
2. When applying for a one-day event, it is advisable to provide a list of several dates in order of preference. As a limited number of weekends are available for major/multi-day events, it is permissible to request one of those dates. Still, alternative choices should also be submitted in the space provided on the application. 
    
3. Requests for alternate dates (dates not listed below) or sections of the park (not listed below) for major multi-day events will be assessed on a case-by-case basis. Applications received after November18, 2024, will only be considered if the requested time and space are still available. Enclosed with the complete application packet are electronic copies of the “MANUAL - Special Event-Special Use, User's Guide for Major & Minor Parks 09/18/2024” containing conditions of use that apply to events held in Waterfront Park.
    
4. Reserving a space in Waterfront Park does not guarantee exclusive use of the entire park for your event. If event fees or policies are revised for 2025 and beyond, your permit will always be subject to the most current fees and rules.

All submissions must meet the following criteria:

1. Completing the Waterfront Park Request for Interest 2025 - RFI Application. Please ensure that all questions in the application are answered, as only complete applications will be reviewed.  In cases where an affirmative response necessitates an explanation, it is essential to provide a comprehensive description of the affirmative response. For inquiries, please contact Cary Coker, Public Events Coordinator, at cary.coker@portlandoregon.gov.
    
2. Submission of a minimum of two event date choices is required. 
    
3. Before starting your application, please ensure you have a tentative site plan drawn on a park section map. Make sure to upload the electronic version of your Site Plan to your application. If you require maps of other park sections for alternative dates, please contact Cary Coker.

(Please note that we do not accept faxed versions, photographs, or aerials for Site Plans. You must use the PP&R maps provided and upload your Site Maps as a PDF. The Site Maps must clearly show park landmarks and street intersections, including the names of streets and bridges.)

Available Dates:

The table below presents a compilation of dates and sections identified as potential weekend dates for multi-day events at Waterfront Park. All dates are considered tentative, and the schedule will be organized to avoid conflicting requests and allow for sufficient setup and takedown days.

• The specified dates pertain exclusively to weekends. If your event necessitates additional setup, takedown, or extra days during the week, please delineate these requirements in your application. The application provides an opportunity to propose alternative dates andpark sections for multi-day events. 
   
• Please ensure that you include details about your setup and takedown date requests in your application. You do not need to use Section E1 as part of your request for Section E. If you are requesting Section E, please specify on your application whether you are also requesting E1 and/or the area under the Hawthorne Bridge. Additionally, if you are requesting Sections C or D, please mention your need for the area in Waterfront Park under the Morrison Bridge, if applicable.
• The availability of these dates is contingent upon approval during the review process. It is the policy of PP&R to allocate a repair window, when feasible, between events to facilitate regular maintenance, irrigation, and public use of the park. Date availability is subject to change at the sole discretion of PP&R before event approval. Upon being allocated a date for 2025, a submission of an application fee and a non-refundable deposit will be required. 

Non-refundable deposit application fee schedule:

Upon being allocated a date for 2025, a submission of an application fee and a non-refundable deposit will be required.

• For One-Day Event RFI, applicants must submit a scaled, non-refundable deposit ranging from $2500 to $5000, based on their type of use and participant totals.
• For Multi-Day Event RFI applicants, a non-refundable  deposit of $10,000 per year for each year requested is mandatory. These deposits will be credited to the total permit fee. 

Application Processing Fees and Rates

Please note: Fees are subject to change in 2025.

To obtain the most up-to-date rates and fees please contact the Customer Service Center at 503-823-2525.

Application processing fees are required to process and issue a Special Use Permit. To begin processing a Special Use Permit, the application must include the appropriate processing fee.

Explanation of Rates

All policies found in the Special Event/Special Use Permit Manual apply in addition to those which are unique to major parks.

Minor parks will only be considered for a special use permit, if in the opinion of Portland Parks & Recreation, the event requesting the site will not adversely impact either the park or the surrounding neighborhood. If approved, only one special use permit will be allowed per date.

Rental Fees and Rates

Rate 1 - Rental Fees based on attendance and are charged per event day. 

Rate 2 Special use for Private Events - Rental Fees are charged per event day. 
A permitted activity in a park where only specific guests or attendees are allowed to access the event area.

Rental Fees - Special use for Public Events - Rental Fees are charged per event day. 

Bridge Area Event Days - $550

• Parking under the Burnside (limited use due to Saturday Market), Hawthorne, and Morrison Bridges in Waterfront Park.

Rate 5 - $8,316.75

• Daily rental fee for public events with limited access or entrance fees (per section at WFP).

Load-in and Load-out Day fees

• Load-in and load-out days for rates 2, 3, 4, and 5: $500
• Rate 1 load-in and load-out days are equal to the daily rental rates.
• In some cases, Rate 2 Load in/out fee is equal to daily event rental.

Flagging fees

• $93.25 per section of WFP (fee subject to change.)
• $200 general flagging all other parks

Potable water

• $55 per day per section plus $100.00 refundable deposit per potable water connector.
• All connectors must be obtained and returned to either Vendor of Record or [limited to 1 connector] on site from PP&R staff.
• No connectors will be issued or received in the Customer Service Center.

Electricity

• $33.25 (110v/20amp only) per day per section.

Vehicle access

• In Waterfront Park: $67.25 for the 1st vehicle, per day, plus $20.75 each additional vehicle, per day. Renovation fees apply.
• In all other parks: $67.25 for the 1st vehicle, per day, plus $31 each additional vehicle, per day.

Definitions

Downtown Destination Parks - Ankeny Pavilion, Bill Naito Legacy Fountain and Plaza, Director Park, Jamison Square, Ira Keller Fountain, Lovejoy Fountain, The Fields, and Waterfront Park.

Event Season - Memorial Day through September 30.

Closure of a Park - Closure of all or the majority of any park and or its amenities for the sole use of an event is automatically charged at three times the current rate. Closure status may be determined by placement of fencing to restrict access, high attendance, placement of tent/s stages or equipment and or activities that are limited to event guests only and that significantly hinder the public’s use of the park.

Majority - A “majority” of a park is determined when either the physical acreage used is more than half of the usable acreage or half of any park’s individual reservable “section” (e.g. Gov. Tom McCall Waterfront Park), or the area to be permitted includes all or the majority of the park’s primary features (picnic areas, athletic fields, etc.).

Cancellation Policy

You may cancel your permit at anytime based on the following conditions by contacting the Public Event Staff.

Refunds are only issued before the first reserved event date. A refund may be issued under the following guidelines:

• Application Fees are never eligible for a refund
• Deposit Fees are never eligible for a refund

If you have paid your rental fees in advance:

Major Parks

• Ninety (90) or more Days prior to the first booked date you may receive a full refund of rental fees for an event scheduled in any Major Park.
• Forty-five (45) Days prior to the first booked date you may receive a 50% refund of rental fees or can reschedule in the calendar year for an event scheduled in any Major Park.
• After 45 days prior to the first booked date, no Special Use - Public Event in a Major Park is eligible for a refund or rescheduling. 

Minor Parks

• Thirty (30) or more Days prior to the first booked date you may receive a full refund of rental fees for an event scheduled in any Minor Park.
• 15 (15) or mor Days prior to the first booked date you may receive a 50% refund of rental fees, or can reschedule in the calendar year for an event scheduled in any Minor Park
• After 15 days prior to the first booked date no Special Use - Public Event in a Minor Park is eligible for a refund or rescheduling.
• Rate 4 Events (Runs, Walks, & Contests): A request to reduce the number of participants stated in the original Application that have been added to the permit as “per participant fees” must be made more than forty-five (45) days before the first booked date.
• Weather conditions, outside of a state of emergency, will not be considered as acceptable grounds for refund of a Special Use - Public Event.