Special Event Matrix

Special Event Market: WA Matrix
Hello!

We hope this message finds you well! We are conducting a Special Events Analysis to better understand the requirements, processes, and regulations surrounding special events across various cities in Washington. This effort aims to improve our own processes and ensure our community events are organized in a way that aligns with best practices across the state.

To assist with this, we’ve created a simple set of questions to capture key information about special events requirements within these categories:
1. General Information/Process
2. Special Event Links
3. Special Event Timelines
4. Special Event Fees/Billing
5. Special Event Insurance Levels
Your insights will be invaluable in helping create a benchmark for practices and identify areas for improvement. Please feel free to include any unique requirements or best practices you have found effective in managing events in your area. We have a goal of sharing a summary of answers with you by Q2 2025.

If you have any questions or need clarification on any of the fields, don’t hesitate to reach out. This form can be saved, edited, and printed. We truly appreciate your time and input and look forward to your insights!

If you have any questions or ideas, please reach out to the
City of Poulsbo, Special Event Coordinator:
Lin Hino: lhino@cityofpoulsbo.com 360.394.9771

Thank you very much for your collaboration.
General Information/Process
Name

First NameLast Name
Email
example@example.com
City Name
2024 City Population (Est. is fine)
Number of events in a year
Limitations to the number of events per year? Per location?
What qualifies as a special event (definition)?
Who facilitates a review of the application? Provide title, email, phone, department
Is this person's time dedicated only to Special Event Permits?
What kind of public communication is shared?
City's biggest event success(es)?
City's biggest event challenge(s)?
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Special Event Links
Special Event Website
Special Event Application Link
Application Submission (PDF/Online/etc.)
What is the application review process with the applicant?
City Calendar Link?
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Special Event Timelines
Applications submitted to (what department)?
Who processes submissions?
Submissions deadlines?
Submissions date considerations?
What is your tracking method(s)?
Who has final approval?
Which internal/external partner's review?
Which internal/external partner's receive notifications?
Special Event Permit Fees and Billing
Special Event Permit Fee
Do you have different special event permit fees? If so, please list them and how they are determined (Examples: Flat Fee(itemized fee) vs. Percentage Fee (one a fee that is based on evenue generated by event organizer)?
Do you offer reduced costs for nonprofit or locally hosted event organizers?
Does your city cost recover for services provided? (This may include services by police, public works, or other departments related to flaggers, road closures/barricades, permit processing, on site staffing, etc.)
If your city does cost recovery, what is the percentage recovered and how it is determined?
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Special Event Insurance Levels
What are your insurance requirements and minimums?
How do you handle insurance renewal that occurs under your event application or within 30 days of the event or deadline? (Example: We accept written letters of confirmation intent to renew with an established date of receiving the required up to date insurance before issuing the event permit.)
Do you have different insurance requirements based on the type of event or if an event is deemed "higher risk"? If so, please detail them. (Example: Parades, events with alcohol, events over water, and events with over 500 people may be deemed as "higher risk" and require additional insurance coverage)
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Special Event Market: WA Matrix

General Information/Process

Special Event Links

Special Event Timelines

Special Event Permit Fees and Billing

Special Event Insurance Levels