A Special Event Permit is needed for any event that requires access to, or closure of, the public right-of-way, including public sidewalks or City-owned easements.  

Examples include: 

• Groups/events of 50 or more in an outdoor City-owned space 

• Parade 

• Street Fair 

• Farmer’s Market 

• Bicycle or Foot Race 

Special Event Permits are also required if the event’s activities include the following: 

• Amplified sound or music 

• Events collecting admission or other fees 

• Temporary food/cooking concessions, open flames 

• Events in a park location not normally used for special events 

• To be held when parks are normally closed 

• Open to the public with possible ticketed admission and/or donations 

• Alcoholic beverages 

• Fireworks 

• Open flame like a candlelight vigil 

• Non-motorized vehicles in prohibited areas 

• Vending activities 

• The number of attendees exceeds the occupancy limit for the space 

• An outdoor event that will exceed 1000 people 

• Activities that could restrict/interrupt access to emergency vehicles (fire truck, ambulance, etc.) 

• Activities that could restrict exits in a building/structure 

• The use of tents or structures larger than 400 square feet 

Please contact us to learn more about Special Event Permitting requirements. 

Special Event Permit rates vary depending on activities and scope of the event. The rates below exclusively apply to events held on a City-owned park, facility or plaza.

Fees for events held at Gordon Faber Recreation Complex are not reflected below. 

Non-Profit Discount: A qualifying non-profit organization engaged in charitable, educational, civic, youth and faith-based activities can receive a 50% discount on the above Facility Use Fees. All other additional fees will not receive this discounted rate regardless of applicant’s status. An applicant must submit proof of Exemption under Section 501(c)(3) of the Internal Revenue Code or current registration with the Oregon Attorney General as a charitable organization.

Depending on the type of activities hosted at the event, many agencies could be involved in the review of the Special Event Permit application. It’s important to apply for a Special Event Permit well in advance to ensure enough review time. All applications should be submitted within 60 days and 90 days prior to the proposed beginning date of the special event.  

Please contact us if you have additional questions about submittal timelines. 

Alcoholic beverages may be served at Glenn & Viola Walters Cultural Arts Center, River House, Hillsboro Community Senior Center, Civic Center Complex, Jackson Bottom Wetlands Preserve and Gordon Faber Recreation Complex only with proper review and approval.

The following conditions apply:

• Events at Gordon Faber Recreation Complex and Civic Center Complex require separate negotiations and contracts.
• If you are serving alcohol and you either require payment or purchase, or accept donations of money (including a tip jar), please contact OLCC at 503-872-5198 immediately for further information before you proceed.
• If you are serving alcohol and attendance is 50 (or more) people, general liability insurance and a licensed OLCC server are required (OLCC license must be shown to facility supervisor/manager at the start of the rental).
• If you are serving alcohol and attendance is 49 (or fewer) people, then no insurance is needed and no licensed server is required.
• If you are serving alcohol and attendance is 50 (or more) people you will be required to maintain in full force and effect for the term of this agreement, at user’s expense, general liability to include bodily injury and property damage in the amount of $1,000,000 per occurrence and $2,000,000 aggregate. User shall provide certificate of insurance and additional insured policy endorsement to City prior to commencement of this agreement. Insurance should be endorsed to name the City as additional insured and include the following language on the endorsement; included as Additional Insured, City of Hillsboro, its elected and appointed officials, officers, employees and agents. User shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance used to satisfy these requirements. 
• Alcohol service must stop 60 minutes prior to the conclusion of the rental. Exceptions may be made for events at Civic Center Complex and Gordon Faber Recreation Complex. 
• The service and consumption of alcoholic beverages is restricted to the approved rented areas of all City of Hillsboro facilities. All service and consumption must meet OLCC requirements.
• A facility supervisor or manager will be present at all functions where alcohol is served. The supervisor or manager has the authority to call police if he/she feels it is necessary. He/she has the right to check IDs of any participant and has the authority to end the event at any time.
• The Parks & Recreation Department is entitled to exercise its sole discretion in determining to deny the use of the facility to any group whose proposed activity is illegal or poses a significant threat of damage to the facility or to participants at the function. Any group that fails to establish responsible supervision for a proposed function will not be permitted.
• Violation of these rules or any laws or ordinances while using the facility will be grounds for cancellation of the remainder of your rental period without refund of rental fee. Forfeiture of your security deposit and any applicable cleaning fees, denial of future use of City facilities, or criminal charges may also result. Further, the City may take any other action that it deems necessary under the circumstances as a result of a violation of these rules or other laws and ordinances.

OLCC Information

An OLCC Special Events License is required at all events where alcohol is available and you either require payment or purchase, or accept donations of money (including a tip jar), for;

• Alcohol;
• Entry or admission; 
• Any other product or service.

In general, no OLCC Special Events License is required when:

• Alcohol is available, but there is no payment or purchase required, and no donations of money (including a tip jar) are accepted for alcohol, for entry/admission, or for any other product or service.

Private events that typically do not require an OLCC Special Events License are wedding receptions, anniversary celebrations, birthday parties, bar mitzvahs, etc.

Please call OLCC at 503-872-5198 to determine and/or confirm if you need an OLCC license. OLCC can take 10-30 days to process a license. The OLCC license must be visible in the area where alcoholic beverages are being served.

• If your event will require the full or partial closure of a Washington County Street, please visit Washington County’s Traffic Engineering and Event Permit site for additional permitting questions. 

• If your event will require the full or partial closure of State-owned streets, please contact Oregon Department of Transportation for additional permitting questions. 

• If food will be prepared and/or served during the event, please contact the Washington County Health Department for additional information around Food Service Licensing. 

• If alcohol will be served at the event, please visit the Oregon Liquor Control Commission for additional permitting questions.  

• If Fireworks will be present at the event, please visit the Oregon State Fire Marshal for additional permit requirements. 

Applying for a Special Event Permit can be done online.

If the event will be held at a City-owned Plaza or Facility (such as Gordon Faber Recreation Complex), please contact us to ensure the desired date is available before applying for the permit. 

To apply for a Special Event Permit:

1. Apply Online (new users will need to create an account in ProjectDox - our Online Application Submittal portal.)

2. Check your email and follow the link to upload and submit any required plans and documents.

3. Complete your task in ProjectDox. Review times are 14 business days from the day of submittal. 

Questions about submitting electronically? Contact us to get help.