Special Events
For any person wishing to use Rockford Park District property for purposes other than a picnic, for requests that exceed shelter capacity, for amplification or use of speakers for speech or music, for live entertainment, or for equipment items brought onto the property, a Special Event Permit is required.
The Rockford Park District offers two primary options for hosting events: Special Use Permits (SUPs) and Licensing Agreements (LAs). The type of permit you need depends on the size, scope, and risk level of your event.
SUPs are best for smaller, low- to moderate-risk events with minimal modifications. Upgrade your shelter rental to include a Special Use Permit.
Licensing Agreements are required for large, high-impact, or extended-use events.
Consider your event’s size, duration, and requirements carefully to select the appropriate permit and ensure all applications and documentation are submitted on time.
Requests can be submitted after January 2 of the year in which the event will take place. All requests are taken on a first-come, first-served basis.
NOTE: Bounce houses do not require a Special Use Permit. Standard fees do apply.
What is the difference between a Special Use Permit and a Licensing Agreement?
Event Risk Level
Special Use Permit (SUP): Low–Moderate Risk
Licensing Agreement (LA): Higher Risk / Large-Scale
Park/Facility Use
Special Use Permit (SUP): Standard park use with added elements (tents, sound, food vendors, drones); limited modifications to existing space/area
Licensing Agreement (LA): Multi-day or extended use, or modified/altered space/area for the purpose of the event (entrances, exits, fencing, road closures, parking control, onsite storage)
Typical Events
Special Use Permit (SUP): Community events, fun runs/walks, picnics, demonstrations, small festivals
Licensing Agreement (LA): Concerts, large festivals, fireworks, multi-day or repetitive events, multi-jurisdictional (e.g., Ironman)
Alcohol
Special Use Permit (SUP): Allowed with a licensed caterer at private events
Licensing Agreement (LA): Public alcohol sales allowed (requires City of Rockford Special Event Liquor License + Dram Shop coverage)
Vendors / Contractors
Special Use Permit (SUP): Independent contractors (low risk; COI required)
Licensing Agreement (LA): Independent contractors (high-risk services; COI required, Rockford Park District named as Additional Insured)
Security
Special Use Permit (SUP): Generally not required (unless determined by Rockford Park District)
Licensing Agreement (LA): Required (organizer must coordinate and fund; may include Rockford Park District Police, private security, or both)
Coordination
Special Use Permit (SUP): Event organizer works with Rockford Park District staff
Licensing Agreement (LA): Organizer works closely with Rockford Park District staff, plus police, fire, EMS, and possibly other jurisdictions
Planning Expectations
Special Use Permit (SUP): Accessibility, safety, crowd/admission plan, emergency contact, incident reporting
Licensing Agreement (LA): Full site plan, emergency/evacuation plan, severe weather plan, medical/first aid support, sound/fireworks safety protocols
Duration
Special Use Permit (SUP): Single-use or occasional event
Licensing Agreement (LA): Extended use, repetitive events, or major-impact events
Oversight
Special Use Permit (SUP): Rockford Park District monitors compliance
Licensing Agreement (LA): Rockford Park District is directly involved in planning, coordination, and oversight
Things to Consider
Certificates of Insurance
A Certificate of Insurance is required for:
High-risk activities
Caterers/independent contractors coming onto the property
Events open to the general public
At the time of your request, Rockford Park District staff will review your request and determine whether the activities require a Certificate of Insurance.
For special events that require a Certificate of Insurance, the Rockford Park District works with the Park District’s Risk Management Agency to make the process easy through The Event Helper website. This tool helps event organizers obtain the necessary insurance coverage quickly and securely.
You can access it here: https://www.theeventhelper.com/#hAaJpz
Deadlines
Community event requests that are open to the general public (i.e., carnivals, walks/runs, weddings, etc.) must be submitted no later than two months prior to the event date. Non-submission of these requests by the deadline will result in a $50 late fee.
General park rental requests (i.e., DJs, contracted equipment, non-reservable area reservations, etc.) must be submitted no later than two weeks prior to the event date. Non-submission of these requests by the deadline will result in a $50 late fee.
Full payment, signed permits, copies of food handling/other permits, and proper insurance coverage/documentation associated with the issuance of the Special Use Permit must be submitted at least two weeks prior to the event date. Non-submission of these documents by the deadline will indicate that services are no longer needed, and the reservation will be canceled unless other arrangements have been made.
Sound Amplification
Sound amplification is permitted at the following parks:
Anna Page Park
Black Hawk Park
Clarence Hicks Memorial Sports Park
Levings Park
Olson Park
Sound amplification must comply with City noise ordinances. It may not be played excessively loud or operated unlawfully in a way that creates unnecessary or unusual noise that annoys, injures, or endangers the comfort, repose, health, or safety of others. Sound may not be operated before 8:00 a.m. or after 10:00 p.m., and may not be played within 600 feet of any building used for residential or hospital purposes.
Parental Guidance Explicit Lyrics are not allowed. The Park District reserves the right to set sound levels for all events and/or immediately revoke approval for sound amplification if found in violation.
Fees
Special Use Permit with or without Shelter: $65
Special Use Permit – General Events: $65
(Includes walks, runs, community events, private gatherings such as birthdays, reunions, showers, and school/business events.)
Special Use Permit – Commercial Video / Photography: $65
Alcohol Fee + Shelter/Area: 1 Day = $125
Special Use Permit – Concert / Music Event: $150
Special Use Permit – Sporting Events: $150
Special Use Permit – Weddings: $150
Special Use Permit – Multi-Day Events/Festivals: $150 per day