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City of Texarkana, Texas

lisa.thompson@txkusa.org

220 Texas Blvd., Texarkana, TX, 75501, US

903-798-3900

Form Section 1

Special Event Permit Application

We know special events are the lifeblood of a community. From festivals, bazaars and 5k races, to neighborhood gatherings, parades and more, we are excited to partner with you to make this event the best it can be. We want our residents to have an enriched quality of life that makes living in Texarkana fun, and special events are key to that existence. Thank you for being part of the equation!

Our main priority is to make sure all our residents are safe and enjoy the highest quality of life possible. When we review your application, those goals will be in mind. Information we require, questions we ask, and specifics requested are all intended to ensure safety and quality of life. 

Up front, we want you to know there is a cost associated with applying for a special event permit. This cost is meant to cover expenses we incur processing this application. You might be surpised to know that a total of eight seperate departments have to approve this application. That's a lot of manhours dedicated to making sure your event is safe, and code compliant.

Also, you should know we can't process your application without payment, so make sure you complete the form totally, attach all necessary documents and provide a form of payment. The chart below can help you determine how much the permit will cost, based on the length of time before your event, and if it's a one-day occurence, or a regular happening. 

 

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Form Section 2

Please ensure the application is complete and accurate. If you have questions, call (903) 798-3957.

Here's a list of documents you'll need to upload during the submission of this application. Please take some time to gather everything before you begin:

Required: 

  • General Liability Insurance Certificate (see sample)
  • Layout of Event (with food service and other necessary information clearly marked)

If applicable:

  • Event flyer 
  • Property Owner's Permission Letter (If the event is not on public property, and you don't own the property, you'll need a letter from the person who does own it granting you permission to hold an event at this location.)
  • Additional Insured Endorsement (If the event is on City property, the City of Texarkana, Texas will be named as the additional insured. Talk to your insurance agent if you need help securing this information.)
  • Vendor List 
  • TxDOT approval letter 
  • Recreational Burn Permit 
  • Food Vending Permit 
  • Alcohol Licensing Permit 
  • Fireworks Permit 
  • Ride/Safety Certification Inspection Report 
  • Security Details 
Form Section 3

To All Event Coordinators:

The City of Texarkana, Texas is eager to assist you with the coordination and success of your special event. The purpose of this application packet is to review the content and focus of your event, how it will impact city services, patrons, and ultimately ensure that participants enjoy a safe and well-planned event. This information packet is designed to help you understand and comply with all city rules, regulations, and ordinances related to the production of a special event.

The City of Texarkana, Texas Municipal Code (Chapter 36 – Public Amusements and Special Events) provides the framework and guidance for the issuance of Special Event permits within the City of Texarkana, Texas. In general, any organized activity impacting City services or involving the use of, or having impact on, public property, public facilities, sidewalks, medians, or street areas, etc requires a permit.

The following pages include the City of Texarkana, Texas Special Event Permit Application and accompanying instructions developed to guide you through the process. The process begins when you submit a completed Special Event Permit Application. (Keep in mind that acceptance of your application should in no way be construed as final approval or confirmation of your request.) The application will be submitted to and reviewed by all city departments affected by your proposed event. During the review process, you will be notified if your event requires additional information, permits, or licenses. You will be allowed time to provide us with all pending documents. Delays in providing these items often delay our ability to finish the review process and possibly the issuance of a Special Event Permit for your event. You may be contacted individually by these departments if staff has specific questions or concerns about your event. Depending on the impact on City services and the size and type of event, a group meeting with you, all affected departments, and the City Secretary may be scheduled to clarify questions and concerns. Also, additional permit or user fees may apply.

If you plan to hold your event in a City park, you will need to contact the City of Texarkana, Texas Parks and Recreation Department. Special rules and restrictions unique to each site or facility may apply. To book a Special Event in a City park, contact the Parks Department at (903) 798.3978, Option #1.

After you complete the application and sign the form (where signature is required), return it to Texarkana, Texas City Hall, 220 Texas Blvd; Texarkana, Texas; ATTN: City Secretary (located on the 2nd floor). Be sure to include the appropriate non-refundable application fee along with the application. (Please make checks payable to the City of Texarkana, Texas)

As the Event Coordinator, you are undertaking a large responsibility. It is the responsibility of the Event Coordinator to review all information contained in the packet and to comply with all rules, regulations, and ordinances.  Please remember that advance planning will help to ensure that your event runs smoothly.

On behalf of the City of Texarkana, Texas, we thank you for contributing to the spirit and vitality of our community by having a special event. Best Wishes and much Success!

A note about Block Parties

  1. Block Parties will be approved if they are consistent with the following guidelines: “National Night Out” events, Neighborhood Awareness events, Neighborhood Crime-Watch events, and Church events.
  2. Block Parties will not be approved for the following events: birthday parties, family reunions,or any other events that are not consistent with the previous mentioned guidelines.
  3. Block Parties have a time limit of three (3) hours and shall end no later than 10:00 p.m.
Form Section 4
Form Section 5
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Form Section 6

Please provide us with a proposed site plan. The site plan should include the following (if applicable):

  1. Restroom Facility Layout                                            
  2. Garbage/Waste Handling                                
  3. Food Layout Design                                                       
  4. Tent/Structure/Entertainment Details
  5. Security Details
  6. Traffic Control/Detour
  7. Parking Accommodations  
  8. Detour Accommodations         
Form Section 7

Indemnity and Hold Harmless Agreement

To the Applicant / Sponsor:

For your special event or public amusement, the City does not assume any liability or responsibility for injury or damage to persons or property.  In the event such claims or causes of action are asserted against the City, the City will assert immunity from suit when applicable.  The City Council requires that you sign an agreement to indemnify and hold harmless the City, its officers, employees, agents, and representatives against all claims of liability and causes of action resulting from injury or damage to persons or property arising out of the special event or public amusement [Code of Ordinances, Ch. 36, §36-44(b)], and that you provide a signed statement promising to clean up the city property and restore the property to the pre-event condition [Code of Ordinances, Ch. 36, §36-44(c)].

The City Council also has provided that you may be required to furnish the City with a certificate of insurance in a sufficient amount as determined by the City to protect city-owned property  [Code of Ordinances, Ch. 36, §36-44(a)] and that you acknowledge that you may be required to fully reimburse the City for any city resources expended before, during, or after the special event to handle any matter related to the special event, including time spent by city personnel, city equipment, or other city resources [Code of Ordinances, Ch. 36, §36-43(c)(10)].

The Applicant / Sponsor agrees and acknowledges:

(1) to defend, indemnify, and hold harmless the City, its officers, employees, agents, and representatives, against all claims of liability and causes of action resulting from injury or damage to persons or property, including death, arising out of the special event or public amusement, even if the City, or its officers, employees, agents, and representatives, are allegedly or found to be negligent or otherwise liable or legally culpable in whole or in part for such injury or damage, said indemnification to include the amounts of such claims and the costs of defending against same (including expenses, court costs, and reasonable attorney’s fees);

(2) to clean up the city property and restore the property to the condition that existed prior to the special event or public amusement;

(3) to fully reimburse the City for any city resources expended before, during, or after the special event or public amusement to handle any matter related to the special event, including time spent by city personnel, city equipment, or other city resources, with the fee to be determined by the City Department providing the resource subject to the approval of the City Manager; and

(4) to furnish the City Secretary upon request with a certificate of insurance in a sufficient amount as determined by the City to protect city-owned property.

Form Section 8

Liability Insurance Requirements

Listed below are the following requirements:

  1. General Liability insurance for personal injury (including death) and property damage with a minimum of $1 million per occurrence and $2 million aggregate, including coverage for advertising injury and products coverage.
  2. IF THE CONTRACTOR SERVES ALCOHOLIC BEVERAGES:  Liquor liability with a minimum of $1 million per occurrence and $2 million aggregate.
  3. IF HIGH RISK OF DANGEROUS ACTIVITIES:  Umbrella coverage of liability excess coverage of $2 million.
  4. IF AUTOMOBILE OR LIMOUSINE SERVICE IS INVOLVED EVEN IF USING VOLUNTEERS:  Automobile liability with a minimum of $1 million combines single limit.

All insurance and certificate(s) of insurance shall contain the following provisions (as worded on sample certificate):

  1. Naming the City, its officers, agents, representatives, and employees as additional insured as to all applicable coverage with the exception of workers compensation insurance.
  2. Providing for a waiver of subrogation against the City for injuries, including death, property damage or any other loss to the extent the same is covered by the proceeds of insurance.

INSURANCE COMPANY QUALIFICATION:  All insurance companies providing the required insurance shall be authorized to transact business in the state of Texas and rated at least “A” by A M Best’s Key Rating Guide or other equivalent rating service.

Form Section 9

EXAMPLE OF A CERTIFICATE OF LIABILITY INSURANCE:

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Form Section 10

Portable Toilets and Handwashing Sinks:

Sanitation and health considerations are very important to the city to ensure the public stays safe.

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Form Section 11

Garbage/Waste Services

 **Note: The City does not provide garbage or waste containers. Arrangements needed? Contact WASTE MANAGEMENT at (903) 794.4111 for garbage service. Non-City sponsored events are responsible for any expenses and fees associated with garbage services.

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Form Section 12

(See Code of Ordinances, Chapter 8, Animal Care and Control, Section 8-1. Definitions)

Form Section 13

Food, Vendor, and Merchandise Services

Food

Form Section 14

Vendors

If alcohol will be served, a copy of the temporary alcohol permit must be provided to the City Secretary prior to the event. If you already have this permit, you can upload it below.

Form Section 15

Merchandise

If guns and other taxable items are sold at gun shows in Texas, you are required by law to have a sales tax permit and collect sales tax from purchasers. The gun show promoters are responsible for collecting and remitting sales tax at the show unless they first make certain that the show's participants have active sales tax permits. All federal and state gun laws must be followed.

Tent, Structures, or Entertainment Devices

If yes, please show all tents and/or canopies including dimensions on the site plan. If any tents are greater than 400 square feet or if any canopies are greater than 700 square feet, provide the following for review:           

  • Flame Spread Certificate  
  • Interior Tent/Canopy Plan

Any stages greater than 30” above grade are required to meet structural, guardrail, stairway and accessibility requirements and the following must also be provided for review:         

  • Construction plans   
  • Structural calculations may be required

Any grandstands, bleachers and/or folding or telescoping seating greater than 30” above grade is required to meet structural, accessibility, guardrail and handrail requirements and the following must also be provided for review:

  • Construction plans     
  • Structural calculations may be required
Form Section 16

Fire Safety

If yes,  contact the Texarkana Texas Fire Department for a permit at (903) 798-3495. 

City application must be submitted three (3) days before display for 1.4G fireworks and ten (10) days before display for 1.3Gfireworks. 

A fireworks event requires a Texas licensed operator, a state permit and a local permit. 

A flame effect event requires a Texas licensed operator and a local permit. 

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Form Section 17

A copy of a valid “Ride Safety Certification Inspection Report” must be provided for each ride.

If you answered “Yes” to any of the questions above, please provide the following information of the person or company responsible for installing the tent, structure, or entertainment device.


Form Section 18

Advertising Information

Please provide details regarding your plans to advertise your event to help ensure compliance with city ordinances: 

If you plan to place advertising on the event site, private property, or public property, please show the location on the site plan and provide the following for review:

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Form Section 19

Police and Security Services

Please note: Your event may require contract overtime services after review.

Please call the Texarkana Texas Police Department to discuss at (903) 798-3116.

If yes, please provide the following information:

Form Section 20

Streets, Traffic and Parking

Please specify below the beginning and ending times that streets will be closed:

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Form Section 21

Applicant Certification

I certify the information contained in the foregoing application, including my agreements and acknowledgements to the "Indemnity and Hold Harmless Agreement" provisions, is true and correct.  I have read, understand, and agree to abide by the rules and regulations governing the proposed Special Event under the Code of Ordinances of the City of Texarkana, Texas (Chapter 36 - Public Amusements and Special Events).  I agree to comply with all other City requirements for the event, including any direction from the City Manager, the City Manager’s designee, or any City department official.  I agree to comply with any rules or regulations of the county, state, federal government, or other applicable entity pertaining to the use of the event venue and the conduct of the event.  I agree and understand that failure to comply with any rules or regulations for the event, or making any statement or representation in this application that is not correct, may be used and acted on by the City to revoke the application, cancel or stop the event, or issue a citation for any applicable Code violation.  I agree [or, if the applicant is a Host Organization, I am authorized to agree on behalf of the organization] to be financially responsible for any costs and fees that may be incurred by the City of Texarkana, Texas, related to the event.

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Annual Special Event Permit 100
Daily Special Event Permit 20 day processing 40
Daily Special Event Permit (Expedited Processing) 5 day processing 150
Daily Special Event Permit (Express Processing) Next day turn around 300
Subtotal

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