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1. What qualifies as a Special Event?

1. A special event permit is required if a planned event meets any of the following criteria:

   • A gathering with more than 100 people in a public setting that substantially deviates from normal use.
   • Any event that is being held on City-owned property. This includes parks, indoor facilities, and public right-of-way (streets).
   • Any event that requires a state-issued special event liquor license or extension of premises, typically when selling or serving alcohol.
   • Any event that utilizes multiple City services above and beyond what is routinely provided.
   • Any event that will disrupt the normal traffic flow, such as a parade, race, neighborhood party, or other similar activities.
   • Any event that substantially deviates from the current land use.

2. Are you planning to sell/have alcohol at your event?

Organizations or individuals planning to hold a special event with alcohol sales must submit an Arizona State Liquor License Special Event Application and a City of Cottonwood Special Event Application. The Arizona State Liquor License Special Event Application is administered by the City Clerk's Office and completed by the Arizona Department of Liquor Licenses & Control. The City Clerk's Office accepts the application and makes a recommendation to the state. For the Arizona Department of Liquor Licenses and Control procedures, please contact (602) 542-5141 or visit  www.azliquor.gov. Liquor License Special Event Applications must be submitted to the City Clerk at least 60 days prior to the event to allow ample time for staff to review and schedule for consideration by the City Clerk.

 

Step 1. Submit the following:

1. A signed Liquor License Special Event Application to the City Clerk's Office at tmayes@cottonwoodaz.gov 
2. A completed City of Cottonwood Special Event Application through our Special Event Application Submittal Portal located below.

Step 2. Await the City's approval or the Special Event Liquor License (if approved, you will be contacted to pick up your tentatively approved application).

Step 3. Take your tentatively approved Special Event Liquor License Application to the State of Arizona (Arizona Dept. of Liquor), located at 800 West Washington St., 5th Floor, Phoenix, AZ 85007.

Step 4. Await approval by the State agency (Arizona Dept. of Liquor). You will be emailed an approved Special Event Liquor License permit if approved. Forward the approved license to rcays@cottonwoodaz.gov to be included in your City of Cottonwood Special Event Permit.  

Step 6. Await approval by the City of Cottonwood for your Special Event Permit. 

3. Will you have vendors?

Food Vendors

A special event permit is required if an event on the City of Cottonwood property distributes food to the public. 

If an event coordinator plans to have food trucks or other food-selling vendors on site for an event on the City of Cottonwood property, coordinators must provide the City of Cottonwood a copy of all vendors' Yavapai County food vendor permits and a current proof of Fire Certification. 

Additional insurance may be required.

Merchant Vendors

For all other merchant vendors, a complete list of vendors for any event being hosted on the City of Cottonwood's property will be required prior to a Special Event Application being approved. Some vendors may be required to submit a Certificate of Insurance as well. 

Rentals (stages, jumping castles, entertainment, portable restrooms, etc.)

A list of vendors providing services for your event will be required. Insurance requirements for each vendor will be in effect. 

4. If i have Food Vendors do I need a County Health License Permit?

YES! 

The Environmental Health Unit (Unit) at Yavapai County Community Health Services (YCCHS) regulates and issues "temporary food service establishment" permits for food and beverage concessions at special events in Yavapai County. It is the Unit’s responsibility to regulate the food sold at these events. If food or drink is not prepared and handled in a sanitary manner, the public's health may be at risk.

In order to sell or give away any food or beverage product at an event,
you are required to apply for a "Special Event License."

You can find all the information needed and the link to the application here. You will need to submit your Special Event Food Vendor Application no later than THREE WEEKS out from the event. 

5. Where is your event taking place?

If an event is taking place on City of Cottonwood property, a special event permit will be required. This includes parks, plazas, indoor facilities, and public right-of-way (streets).

If you're interested in renting a park or indoor facility for your event, go to https://secure.rec1.com/AZ/cottonwood-az/catalog and log in or create an account to check facility availability. If you have additional questions about renting city property for an event, call the Parks and Recreation office at 928-639-3200 or email us at reservations@cottonwoodaz.gov. 

If an event is taking place in commercial areas or private property, written permission from the property owner will be required unless the event coordinator (or the organization the coordinator works on behalf of) owns the property.

6. What do i have to submit?

Please complete and submit a Special Event Application 60 days prior to the event.

Additional documents may be required depending on the type of event. City staff will contact all applicants and inform them of all information required prior to permit approval.

• A valid Certificate of Insurance (EXAMPLE) will be required if the event is being held on City property or if alcohol is being sold. This can be attained from any insurance agent. City requirements are outlined in this example notice here.

If applicants do not have general liability insurance, they may access affordable insurance through the link below:

• https://gatherguard.com/
• A site plan/event layout map will be required. An example can be seen (here - insert link)    

Applications can be submitted in person or online.

• Online:  email the final PDF document to reservations@cottonwoodaz.gov. 
• In-person: 150 S. 6th St. Cottonwood, AZ 86326

7. My event impacts street traffic. What do I do?

If your event occurs on city streets or impacts traffic on public roadways (including streets, sidewalks, and the area in between), you must submit a traffic control plan. Traffic Control Plans are a two-part permitting process subject to separate review times.

Step 1: Submit Engineering Permit Application

Step 2:

• All traffic control plans (TCPs) must be submitted to the City Engineering Department and approved before event permit approval.  All TCPs with their cover sheet can be emailed to jbramble@cottonwoodaz.gov
• You may contact a barricade company to help you with traffic barricades and for assistance with creating a traffic control plan. 
• Additional insurance may be required from the agency performing the traffic control or supplying equipment. 

Street closures and street barricades for large special events are permitted through the special event permit application process. A traffic control plan and detailed site plan should be included if public streets will be closed.

ALL TRAFFIC CONTROL PLANS ARE SUBJECT TO A COMPHRENSIVE REVIEW. 

8. How much does a permit cost?

Submitting an application for a Special Event is $50 per application. The application fee must be paid at the time of submission and is nonrefundable. Payment can be made in person at the Cottonwood Recreation Center, online at https://secure.rec1.com/AZ/cottonwood-az/catalog, or staff can assist you over the phone at 928-639-3200.

Additional fees may be incurred for the use of public facilities, additional permits, and other related services (ex, an event in a park will be subject to park rental fees or require off-duty security at the applicant's cost).

9. Liquor Licenses for a business holding a special event

The Extension of Premises/Patio Permit application is administered by the City Clerk's Office and completed by the Arizona Department of Liquor Licenses & Control. The City Clerk's Office accepts the application and makes a recommendation to the state. For the Arizona Department of Liquor Licenses and Control procedures, please contact (602) 542-5141 or www.azliquor.gov. Applications must be submitted to the City Clerk at least 60 days prior to the event to allow ample time for staff to review and schedule for consideration by the City Clerk.  

Step 1. Submit the following:

• A signed Application for Extension of Premises/Patio Permit to the Cottonwood City Clerk's Office at tmays@cottonwoodaz.gov. 
• A complete (Special Event Application) through email to tmays@cottonwoodaz.gov 

Step 2. Await approval by the City (if approved, you will be contacted to pick up your tentatively approved application).

Step 3. Take your tentatively approved application to the State of Arizona (Arizona Dept. of Liquor), located at 800 West Washington St., 5th Floor, Phoenix, AZ 85007.

Step 4. Await approval by the State agency (Arizona Dept. of Liquor). If approved, you will be contacted again by the City of Cottonwood to pay the $25.00 application fee, and you will be emailed an approved permit.

Step 5. Await approval of your Special Event Permit.

10. Do you need Public Safety Assistance for Traffic Control or Security?

Contact Officer Track (do we provide the link or od it for them?), a 3rd party off-duty management company,  to inquire about hiring off-duty officers to perform security or provide traffic control for your event.

Fees will apply.

General safety plans may be required.

Special Event Applications will not be approved until security requirements are met.