Events on Public Property

1. Overview

The City of Orlando’s Office of Special Events (OSE) works with event producers/planners, city departments, venues and organizations to create safe and memorable event experiences in the city.

OSE assists with the event permitting process, public safety, site mapping, road closures, parking and other operational details, such as proper licenses and insurance.  

Special Event Permits 

18A Special Events Permits (also known as Outdoor Public Assembly Permits), are required when: 

• More than 100 people will attend AND the event is held on city property. Or if the event on city property includes vending or alcohol regardless of number of attendees. 
• If the event is on public or private property and will impact adjacent streets, sidewalks, rights-of-way or significantly displaces parking.
  
  

Events that require an 18A Permit include, but are not limited to: 

• Parades 
• Organized competitive events like runs or walks 
• Street festivals 
• Vendor markets 

Permit application must be submitted at least 60 days but not greater than 180 days prior to event.

2. City Park Rental

(JPG, 2MB)

(JPG, 11MB)

(JPG, 10MB)

Orlando is home to more than 148 beautiful parks, gardens, recreation areas, neighborhood centers and playgrounds, providing a beautiful backdrop for your next event.

Families, Parks and Recreation offers rentals of pavilions, picnic tables and open spaces in our parks. Parks are still open to the public during these rentals, and pavilions/spaces that are not rented can be used on a first come, first serve basis. View a list of all available parks.

Requirements

When hosting an event in a public park, a rental agreement is needed before submitting any other permitting applications. Each park has their own rental agreement and associated costs and requirements. Please email parkrentals@orlando.gov to discuss your event’s needs with a member of staff.   

An 18A Permit is needed for any park event that includes alcohol and/or vending, regardless of the attendance numbers.  

Event insurance is required for every event and the city will need to be added as an additional insured to the policy. You can inquire, when renting the park, about a city recommended broker. Host and/or liquor liability will need to be included in the policy for events with alcohol.  

Reserve a space in a city park

Example

As an example, below are the event related fees when renting event space within Lake Eola.

Note: Examples are only used as estimates and do not reflect final costs.

*Grass areas include Northeast, Northwest, East and the Overlook area off Robinson Street.

• Request a reservation at Lake Eola Park
• Make a reservation at Bill Frederick Park

3. 18A Permit Application

The Outdoor Public Assembly permit is also called an 18A permit.  

An 18A Special Events Permit is required when events involving more than 100 people will take place on city property or is held on other property which impacts adjacent streets, sidewalks, or rights-of-way. A Special Event Permit is the official document authorizing the performance of an event on city property. To obtain this permit, applicants must submit a completed application, meet requirements, and submit a non-refundable application fee to the City of Orlando. Examples of events that require an 18a permit include but not limited to: parades, organized competitive events like runs and walks, street festivals, and vendor markets.

Please note, in some cases, additional applications, permits, fees and/or requirements will be necessary before an 18A Permit is issued. These include: 

Permit application must be submitted at least 60 days but not greater than 180 days prior to event.

Apply for an 18A Permit 

Event Site Map

When completing the 18a application, a site plan is required to be uploaded with the application.  

If the site plan changes once it is submitted, it is your responsibility to communicate any changes to the special event permitting team.

The more information you provide on your site plan, the better. The site plan should be: 

To supplement the site plan, a detailed narrative and/or timeline of the event including a description of activities, schedule of entertainment, or other pertinent information will better assist us in reviewing the components of your event.  

Plans should include, but are not limited to, the following: 

View example site map(PDF, 11MB)

4. Road Closure Requests

View current road closures

Events requiring the temporary closure of a city street(s), highway, portion of highway, or sidewalk, or any other traffic management issues, must be approved by the Transportation Department. They will coordinate on the behalf of the applicant with relevant government authorities, including but not limited to: City of Orlando City Council, and the Florida Department of Transportation and execute the permit application.  

It is the event promoter's responsibility to provide a Temporary Traffic Control Plan (also referred to as an MOT plan) that shows where the road will be closed, the devices used to close the road and where traffic will be rerouted during the time the road(s) are closed. The MOT will need to be submitted 60 days in advance of the event date. 

Additionally, as required by the Florida Department of Transportation (FDOT), anyone performing these functions must be MOT certified at the appropriate level. It is the event promoter's responsibility to contract with one of the local barricade companies to perform these functions. 

Please note that The City of Orlando is not in negotiation with any pricing that the barricade company provides. Possible MOT companies include:

• Flashrite: 407.834.0408
• Bobs Barricades: 407.855.7186
• MOT Plans Inc: 407.724.4282
• Acme: 407.253.4337 

View example MOT plan(PDF, 3MB)

The MOT fees are separate from the city’s road closure permitting fees. The permitting fees are included here. These permit fees are rolled into the 18a permitting fees and are paid after the application has been screened by the Special Events office management team.

Note: Examples are only used as estimates and do not reflect final costs.

Once the MOT process has been started, Transportation will create a special notification letter that needs to be mailed out to the addresses affected by the road closure. The letter will need to be mailed out at least 3 weeks prior to your event taking place. Transportation will provide the documents (letter and addresses) within the 18A permitting process.

To learn more or stay updated on road closures, sign up to receive email notifications. Visit orlando.gov/roadclosure to view current and upcoming road closures.

5. Parking Services

Each applicant should arrange for adequate parking for the event and should have a parking and traffic plan that addresses traffic control, safety, and security for the proposed event. Depending on the time and day of your event some parking garages may be full or traffic surrounding parking locations may be heavy. On the contrary, your event may also impact parking and traffic operations.  

Note: Examples are only used as estimates and do not reflect final costs.

Parking Meters 

On-street parking meters may be rented by contacting the Parking Division at 407.245.2155 at least 72 hours before the event or applying online. The following information must be provided. 

• Name of event 
• Dates of event 
• Dates of meter/ space rental 
• Meter/space numbers 
• Contact name 
• Contact phone number
  
  

Apply for on-street parking meters

The rental and bagging of parking spaces removes them from public availability when utilized for a special event, thereby, any request for bagged metered parking space rental(s) will be charged to the event regardless of regular enforcement times. 

The price for each meter is $15 per meter, per day (as needed up to 24 hours), the Parking Division staff will be responsible for bagging the meters. Additional information and final price will be determined during the rental process.  

Private event parking can be reserved by emailing parking@orlando.gov or contacting for 407.246.2155 during normal business hours, at least 72 hours before your event.  

Private event parking may be necessary for your staff, volunteers, guests, or vendors that may need to park inside a garage or surface lot. The Parking Division will work with you on providing pre-arranged parking permits that will allow access into a garage. Please include the following information: 

• Name and date of event 
• Dates of parking needed
• City-managed garage or lot location preferred
• Contact name and phone number 
  
  

Public Special Event Parking

The parking division will work with you on providing pre-arranged parking permits that will allow access into a garage, by clicking on the link below. Please include the following information:

• Name and date of event
• Dates of parking needed
• City-managed garage or lot location preferred
• Contact name and phone number 

Reserve event parking

Payment is required for parking spaces that are reserved, actively blocked, meters are bagged, or spaces are otherwise removed from public inventory. If your event is cancelled or a meter request is no longer needed, please contact the Parking Division as soon as possible. 

6. Police Services

The Orlando Police Department provides a supplementary service to special events through uniformed extra duty officers. Events requiring road closures or involving alcohol are required to hire extra duty officers for the safety of the attendees. 

OPD will also determine if and how many extra duty officers are needed for your event based on several planning variables, including: 

If extra duty officers are required, the applicant must complete the extra duty request application.

Request extra duty officers

7. Fire/EMS Services

Depending on your event, you may need the assistance of the Orlando Fire Department (OFD) for uniformed EMTs/paramedics, a Fire Watch application and/or a fireworks permit. For more information, please email ofdspecialevents@orlando.gov. 

8. Solid Waste Services

If your event requires trash services such as container, rear end loaders, or carts, please email  SWevents@orlando.gov.

The applicant is responsible for: 

Litter shall be picked up before, during and after an event that is open to the public. It is the responsibility of the event planner to ensure that there are enough trash cans located throughout the event grounds and that they are emptied during the event to prevent overflow. If the waste generated by the event exceeds the capacity of the on-site containers, it is the event planner’s responsibility to remove the excess waste from the site. This may require additional dumpsters to be secured by the event planner. In addition, Solid Waste has  garbage and recycling containers available for rent. We encourage event planners to incorporate recycling at their events.

Note: Examples are only used as estimates and do not reflect final costs.

9. Streets and Stormwater Best Practices

During a rainfall event, water flows from your event site, through storm drains, directly to lakes without any treatment. Stormwater can pick up pollutants such as oil, trash, and spilled food left behind from vendors and guests of your event. As an event coordinator, your organization can be liable for any stormwater violations. These violations could result in substantial monetary fines and cleanup costs. The cost to clean up pollutants once they are in a stormline or lake can be several thousand dollars. To help your event comply with the federal, state, and local stormwater regulations, we have outlined some Best Management Practices (BMPs) for you and your vendors to follow. It is your responsibility to inform all vendors and participants at your event of proper stormwater management practices.

Best Management Practices

The objective in stormwater protection is that only rainwater enter the storm drain. Best management practices are specific steps taken to prevent stormwater pollution at your event. All employees and vendors shall review this information sheet as a training tool, and make every effort to keep pollutants from going down the storm drain by putting the following BMPs into practice. In the City of Orlando, event planners have the unique opportunity to hold activities in close proximity to our more than 100 local lakes. Please join us in protecting some of our most beautiful natural resources.

View the city utility code

Questions?

For more information on stormwater pollution prevention, or to report illicit discharge, contact the Stormwater Hotline at 407.246.2370.

After reading the Stormwater best practices for special events, please complete and sign the stormwater questionnaire:

Fill out Stormwater questionnaire

10. Tents, Stages and Fencing Information

Note: Examples are only used as estimates and do not reflect final costs.

Tent

This permit is required for any tents submitted by a tent company contractor. Tents less than 120 square feet, not submitted by a tent company, are exempt.

Stage

A permit is required for a temporary stage, except for:  

A stage permit is not needed if you rent the city’s mobile stage. To inquire about a rental, contact Families, Parks and Recreation; Michael Wilson at 407.246.4890.

Temporary Fencing 

A permit is required on city property for fences that are taller than six feet. 

11. Food Trucks and Vending

The city prohibits the selling of food or merchandise on city streets and sidewalks (Sec. 54.27). Exceptions are made for events with an 18A Permit. There are additional requirements for events with vending, food trucks and alcohol.

It is the responsibility of the event promoter to ensure the following:

• All vendors must have proof of a Business Tax Receipt (BTR) to operate any business within city limits.
• Food trucks will require an inspection from the Fire Marshall. A separate fee is associated with this inspection.
• General liability insurance is required for all events.
  • The city needs to be included as an additional insured - City Hall address: 400 South Orange Avenue, Orlando, FL 32801
  • Minimum limit is $1,000,000
  • View an example Certificate of Liability Insurance
    
    (PDF, 200KB)

Fire Life Safety (Fire Marshal) - Food Truck Inspections - Requirements

While food safety and initial business inspections may be conducted by other entities, the City of Orlando requires Fire Safety Inspections each time a food truck is in operation during an event or activity.

• A current BTR is on-site and available upon request
• Mobile or temporary cooking operations are separated from the entrances and other exits of buildings or structures, combustible materials, vehicles and other cooking operations by a clear space distance of 10 ft. (3 m)
• Mobile or temporary cooking operations are separated from other mobile or temporary cooking operations by a clear distance of 10 ft. (3 m)
• Maintenance of the fire-extinguishing systems and listed exhaust hoods have been conducted by properly trained, qualified and certified person(s) acceptable to the authority having jurisdiction within the past six months
• Hood exhaust systems shall be kept clean at all times
• All internal combustion engine power sources are positioned so that the exhaust complies with the following:
  • Located at least 12 ft (4 m) from openings, air intakes, and means of egress
  • In a position pointed away from any building
  • In a position pointed away from any mobile or temporary cooking operations
• Class K fire extinguishers have been provided for cooking appliance hazards that involve combustible cooking media (vegetable oils and animal oils and fats)
• Additional portable fire extinguishers are provided for other hazards in kitchen areas and selected, installed and maintained in accordance with NFPA 10

12. Alcohol Licensing

Events on city property with alcohol require additional steps.  

If the event plans to sell or serve alcohol, liquor liability insurance coverage will be needed. There are two different types. Host liquor liability allows small businesses to have events that include alcohol while protecting themselves from liability. It is only available to businesses that don’t make, sell, or serve alcoholic beverages.  

If your business sells or serves alcohol, you’ll need liquor liability insurance coverage instead of host liquor liability insurance.   

You’ll also need to provide an alcohol license. For most special events, either a 13CT or 4COP license is required. 

View an example of a liquor license(PDF, 1MB)

For non-profit groups, the State will issue a temporary license to sell alcohol for up to 3 days. Follow the link below for instructions.

View instructions for the State application(PDF, 700KB)

Please refer to the Florida Division of Alcoholic Beverages and Tobacco for all compliance questions.  

13. Portable Restrooms

The Florida Department of Health has detailed requirements specifying the number of portable restroom units needed at special events based on the anticipated number of attendees. Additionally, one hand washing station is required for every 10 portable restroom units. Portable restrooms at special events must be serviced at least daily.

14. Insurance

Per city code (18A.23), event insurance is required when hosting an event on city property. Please submit a certificate of insurance listing the city as an additional insured (using City Hall’s address: 400 S Orange Av Orlando, 32801). Minimum general liability is based on current city policy of $1,000,000. This needs to be submitted at least one week before the event date.

15. City Council Approval

If your event is on city property, includes food trucks, alcohol, vending and/or street closures, it will require the approval of City Council. Per City Code, the 18A application needs to be submitted not more than one hundred eighty (180) days before, and not less than sixty (60) calendar days ahead of the event, so that we can ensure your event gets to City Council.

NOTE: You cannot advertise, engage in, participate in, aid, form or start any outdoor public assembly until the 18A permit is obtained by the event producers.

16. Standards of Issuance

The Office of Special Events may reject or deny a permit application on one or more of the following grounds:  

17. Event Cancellation

If the Host Organization cancels or postpones a scheduled event there are no refunds as per our published policy on permit applications. The City of Orlando may cancel or postpone an event without prior notice for any condition affecting the public health or safety of the City or any condition that would place facilities, grounds, or other natural resources at risk of damage or destruction if the event were permitted to take place. Full credit will be given for events scheduled within 12 months of City’s notice of cancellation. The City of Orlando will not confirm a future date until both application fee and deposit are paid in full.