Special Event - Application Process

Application Process

 *Complete Special Event Applications must be submitted at least 90 days prior to the event 

Step 1: Determine Event Date and Location
Whatcom County Parks have a variety of parks, trails and facilities available for your event. For a complete list of available spaces, click here. Locations are available on a first come, first serve basis. 

Applications for events from January 1, 2019 to March 30, 2019 can be accepted as early as October 1, 2018. Applications for events occurring April 1, 2019 to December 31, 2019 will be accepted starting December 1, 2018. 

Step 2: Submit Application and Supplemental Information
 A complete application must include:

  1. Special Event Application
  2. $50 non-refundable application fee
  3. Plan of Operation    
  4. Detailed Site Map

Plan of Operation
Click here for helpful links and resources

Please describe in narrative the following applicable aspects of your proposed event:

  - General description of event & how it will be operated
  - Parking/Traffic flow
  - Security and EMS planning
  - Sanitation and garbage disposal
  - Utilities
  - Facilities and areas proposed to be used
  - Describe all areas where food/beverages are being served
  - Animal control
  - Trails should identify start / finish lines
  - Aid stations

Detailed Site Map
Click Here for park maps available to use. (Sample Map)

Site maps are required to show overall event layout and any separately fenced areas. Depending on event type, map generally must include the following: 

  - Fencing/barriers                              - Porta-potty locations
  - Bleachers                                        - Generators
  - Booths                                             - Vehicles/Parking Areas
  - Canopies/Tents                               - Entrances/Exits
  - Cooking Areas                                 - Start/Finish Lines
  - Security Locations                           - Aid Stations Locations  
  - Marked Routes     


Complete applications may be submitted: to WCPREvents@co.whatcom.wa.us or mailed:                  Whatcom County Parks & Recreation
       3373 Mount Baker Highway
       Bellingham, WA 98226
                      

*Please note that completing the application and paying the application fee does not guarantee approval of your event. 

Step 3: Application Review and Permit Timeline

  1. 90 days prior to event, complete application is submitted (Incomplete or late applications will not be reviewed.)
  2. 14 business days after receiving completed application, staff will respond via email to confirm if application has been accepted, space/requested date is available, provide an initial review and request any additional information needed. 
  3. 10 days after receiving confirmation of accepted application, staff will provide, via email, a preliminary cost estimate. This is only an estimate, and subject to change pending additional review of the event. Final cost will be outlined no later than 45 days prior to the event.
  4. 45 days prior to the event you will receive an unsigned permit letter outlining all event requirements. Review, sign and return hard copy.
  5. 30 days prior to the event all insurance documents must be received. Click here for additional information on insurance requirements.
  6. 15 days prior to the event, if requirements have been met, you will receive a signed permit letter for your event.

Step 4: Have a Successful Event!