Host a Special Event
We're excited you want to host a special event in the City of Manvel! Let us help you through the process of submitting your application and getting approval.
What is a "Special Event?"
A Special Event is defined as an infrequent advertised and/or open-to-the-public event outside of normal activities which is likely to attract visitors, and is an opportunity for leisure, social or cultural experiences by attendees. Such special events may include but are not limited to, any public amusement or event that will take place on a public right-of-way, exhibitions, automobile shows, tournaments, running events, festivals, carnivals, air shows, group garage sales, outdoor shows/concerts, craft fairs, block parties, parades and religious events.
Special events are further defined as temporary activities that are abnormal to the specific site when needs of traffic, parking, restrooms, noise level, crowds, zoning, etc., exceed the original design and intent of the site. This article does not apply to activities normally occurring on property appropriately zoned to allow the activity.
An event that requires a Special Event Permit is any event that impacts City streets or facilities, involves off-premises alcohol sales, food sales and/or is expected to have more than 1,000 participants, though some events may not have over 1,000 participants but still qualify as specific “Type” of event, defined by the City of Manvel under "Types of Events."
Types of Events as Defined by the City of Manvel
The City of Manvel breaks down events into three types to better categorize and structure applications to the needs of the hosting organization.
Any event that is large in nature (more than 1,000 participants) that impacts city streets or adjacent facilities, involves off-premises alcohol sales, food sales, and/or is expected to have:
- Circus, carnival or fair
- Convention or exhibit
- Outdoor concert, jazz, or music festival
- Outdoor cooking contest or public exhibition
- Parades or processions
- Community events or celebrations
- Outdoor public festivals
- Street dances
- Fun runs or other events in which City streets are closed.
Applications for a Type A event cost $100 and must be submitted 60 days prior to the event.
Similar to above but is smaller in nature (up to 1,000 participants), or any event that requires the use of public or private facility or property. Special Event Type B events shall include, but are not limited to the following:
- Team sports clinic
- Social group gathering
- Farmer’s Market
Applications for a Type B event cost $50 and must be submitted 15-30 days prior to the event.
Type C (Recurring)
Any event that is small in nature (fewer than 500 participants), will have a temporary fixture outside, does not involve onsite special event staff, and takes place on private or public property (such as a parking lot) that can recur periodically throughout a six-month period.
A Type C event’s temporary fixture may involve, but are not limited to, one or more of the following:
- Mobile Food Units (Food Trucks) with current valid Mobile Food Unit Health License from the City of Manvel
- Pop-up tents
- Portable displays
Applications for a Type C event cost $25 and must be submitted 7-10 days prior to the event.
Submit an Application
The Special Event Permit Application is divided into 13 sections. We define what these sections are and which sections your event will require you to fill out below. You may also print a PDF version of this information here.
Section 1: Special Event Type and Special Event Permit Application Deadlines:
Definitions for special event types can be found on our Types of Special Events page.
- Special Event Type A: minimum 60 calendar days prior to the event.
- Special Event Type B: minimum 15-30 calendar days prior to the event.
- Special Event Type C: minimum seven-10 calendar days prior to the event.
Failure to submit a completed application within the required time may result in denial of the applicant's request.
In rare cases, some Special Event Permit Applications may need to be submitted before the prescribed time periods mentioned above if determined by the City Manager.
Section 2: Event Information
To fill out the Event Information section, please provide the event name, location, start and end dates, start and end times, and the approximate number of people you anticipate will attend.
Check to make sure that this information aligns with the type of event you selected in Section 1: Event Type.
Section 3: Applicant and Sponsoring Organization Information
Fill out all applicable fields. Contact information is requested for the applicant, the organization hosting the event, the event Chairperson/Contact, the Professional Event Organizer, the Contact Person “On-Site” the day of the event, and the Property Owner. Definitions for each position listed are outlined below.
If one or more of the positions do not apply to your event, you may leave them blank.
- Applicant – This may be the Chief Officer or a designated member of the sponsoring organization who has been authorized by the Chief Officer to apply for the permit to plan the event. This person must be available to work closely with the City’s Permits Department throughout the permitting process and the event.
- Event Chairperson/Contact – This is the person from the sponsoring organization who has overall authority for the event.
- Organization Hosting Event – This is the organization that is hosting or sponsoring the event.
- Professional Event Organizer – The Chairperson may contract with a professional event organizer to represent the sponsoring organization. This person will be authorized to plan the event and work with the City of Manvel on implementing the plan. A letter from the Chairperson of the organization authorizing the applicant or professional event organizer to apply for the Special Event Permit is required and must be attached as a cover letter to the submitted application.
- Contact Person “On-Site” the day of the event – Th is the person representing the sponsoring organization. This person must be immediately available on the site, with the authority over all elements of the event. This person will usually be the Applicant or the authorized Professional Event Organizer. The Contact Person should provide the City of Manvel a cellular phone number or designate some other way to contact them during the event.
- Property Owner – If any portion of the event will be held on private property (including parking) the applicant will need to provide the property owner information and submit written proof from the property owner stating the applicant or organization has permission to use the property and parking. Parking location(s) must be indicated on the site plan (defined in Section 4: Event Description, Route Map, and Site Plan) including the number of spaces.
Section 4: Event Description, Route Map, and Site Plan
An event description should be made in the form of a site plan. A site plan is a diagram showing the area where an event is being held and any temporary equipment used to stage your event. A site plan must include the location of equipment, tents, stages, existing services (such as restrooms or handwashing stations), etc. Site plans help organizers manage the site safely, determine how many people can attend the event, and the best locations for event services and equipment.
Some items on the site map require that additional permits be obtained. Additional permits and documents can be found on the Additional Permits and Resources page.
Making a Site Plan:
- A site plan is an aerial view of the area of the event— this can typically be obtained from Google Maps.
- Show the immediate area surrounding the event site and include the names of the main roads or streets.
- Depict the plan layout and include approximate measurements for the area and its structures. Use the Special Event Permit Application and this packet to determine what structures must be represented on your site plan.
- Add the event's infrastructure and equipment. Programs such as PowerPoint can be helpful for quickly adding text and outlines on top of the aerial image.
- Mark the location of all anticipated structures at the event. (i.e., tents, portable toilets, inflatable or bounce houses, generators, etc.)
- Note any road closures on your site plan.
Section 5: Traffic Control
If your event will impact roadways, please list the street(s) affected, depict the closure area on your site plan, note the closure hours, and provide a traffic plan with your application. Traffic plans provide an overview of the affected area, road closures, blockades used (i.e., barricades, cones, etc.), and alternate routes. For closures on County or TxDOT roads, an engineer-stamped traffic plan and a TXDOT permit is required.
If your event does not impact roadways, you may leave this section blank or write “N/A.”
Section 6: Membrane Structures and Tents
You will be asked to provide the dimensions of the structures and the quantity you expect to have. Please mark their locations on the site plan.
NOTE: The placement of membrane structures must not interfere with fire lanes, fire breaks, fire hydrants, or exit access for any proximate structures.
Additionally, if you plan to install or provide temporary structures such as tents or canopies at your event, you will need to fill out a Temporary Booth, Membrane Structures and Tents Permit Application. If your event features vendors or other organizations that intend to use temporary structures, they will be responsible for filling out their own Temporary Booth, Membrane Structures and Tents Permit Application.
If temporary structures exceed 200 sq/ft. (greater than 14’x14’), the Fire Marshal may reach out to schedule an inspection. Tents exceeding 200 sq/ft. will need to be flame retardant and have a 2A10BC fire extinguisher. See Fire Protection Reference Information for Mobile Food Units and Special Events for more information.
Section 7: Generators and Fences
On the Special Event Permit Application, indicate YES or NO if generators will be utilized at your event. If YES, please list the size/type and the number of generators and mark their location(s) on your site plan. Generators must be 10’ from any tent or structure and have their own 2A20BC fire extinguisher. See Fire Protection Reference Information for Mobile Food Units and Special Events for more information.
If your event does not require generators, you may leave this section blank or write “N/A.”
Note the location(s) and/or positioning of fencing at your event on the site plan.
Depending on the nature of the event, additional Fire Marshal requirements, inspections, or permits may be required. We will contact you for further information if your event triggers the need for additional inspections or permits. No further action is required from you at this time.
Section 8: Temporary Food Establishments, Mobile Food Units and Alcohol
Food and Beverages, Temporary Food Establishments, and Mobile Food Units:
Indicate YES or NO on the Special Event Permit Application if food and/or beverages will be served at your event.
If NO, you may leave this section blank.
If YES, indicate YES or NO if Food Trucks and/or Temporary Food Establishments (Vendor Booths) will be attending.
If YES to either question, list the Mobile Food Units and/or Temporary Food Establishments expected at your event. If you have not gathered this information yet, you may leave this section blank and staff will contact you later to verify.
NOTE: Find a food truck currently registered with the city. If a food truck vendor is not already registered with the city, they will need to fill out the Mobile Food Unit Permit Packet and submit to an inspection before the date of the event. Temporary Food Establishments (Vendor Booths) must submit a Food Service Health Permit Application before the date of the event.
*** Applicants CANNOT submit permit applications on behalf of a Mobile Food Unit or Temporary Food Establishment that is not owned by them. ***
Indicate SOLD (by you or your organization), ALLOWED (“BYOB”), or ALCOHOL NOT PERMITTED on the Special Event Permit Application if alcohol will be sold or allowed at your event.
If ALCOHOL NOT PERMITTED, you may continue with the application.
If ALLOWED (“BYOB”), you may continue with the application.
If SOLD (by you or your organization), provide a copy of your or your organization’s TABC permit.
Section 9: Bicycle, Running or Walking Marathons and Parades
Indicate on the Special Event Permit Application if your event is a BICYCLE, RUN, WALK, or PARADE. If marked, continue filling out this section of the application. If none of these apply to your event, leave this section blank.
Section 10: Signs
If signs will be used in conjunction with your event, either on-site the day of your event or prior to the event as promotional/advertising materials, please indicate the sign type, size, and locations.
Signs must be indicated on the site plan and adhere to the City of Manvel Sign Ordinance. A Sign Permit Application must be obtained and approved.
If your event will not require signage, you may leave this section blank or write “N/A.”
Section 11: Amusement Rides, Bounce Houses, and Non-Domesticated Animals
Amusement Rides and Bounce Houses:
Indicate on the Special Event Permit Application if Amusement Rides or Bounce Houses will be used in conjunction with your event.
If NO, you may continue with the application.
If YES, then the location(s) must be indicated on your site plan. Proof of insurance must be provided no later than 10 business days prior to the event– this should be obtained from the vendor providing the amusement rides and/or bounce houses.
NOTE: Rides and attractions associated with special events must conform to the statutory rules and regulations outlined in the Texas Department of Insurance that references Texas Administrative Code, 28 TAC, Chapter Five, Subchapter J, Rules to Implement the Amusement Ride Safety Inspection and Insurance Act 5.9001 - 5.9014.
Indicate on the Special Event Permit Application if animals (other than leashed pets) will be present at your event.
If NO, you may continue with the application.
If YES, the location(s) must be indicated on the site plan. A handwashing station must be present and indicated on your site plan for permit approval.
Section 12: Bathroom Facilities and Sanitation/Waste Disposal
An event organizer must supply sufficient portable toilets to meet the needs of attendees at peak hours. As a general guideline, one toilet per 50 people should be arranged or you may ask for a recommendation from your portable facility provider based on the number of attendees, event duration, and alcohol service. Indicate on the Special Event Permit Application if your event will provide portable toilets.
If YES, please note how many and mark the location(s) on your site plan.
If NO, please indicate if the event location has bathrooms available that meet the needs of participants.
Event organizers are responsible for properly disposing of waste/garbage throughout the term of the event. Immediately upon conclusion of the event, the area must be returned to a clean condition. Indicate in the space provided how sanitation and waste disposal will be handled.
Section 13: Review and Submission
After completing the Special Event Permit Application, please review your answers and ensure they are accurate and correct to the best of your knowledge. Once you have completed the application, provide your signature and the date of application submittal on the indicated lines. Applications can be submitted in person at 20025 HWY 6, emailed to firstname.lastname@example.org, or faxed to 281-489-0634.
Event details are required in the Special Event Permit Application. Requests for dates/times that conflict with previously approved events will not be considered; however, organizers may revise a request to apply for a different date/time.
Conditions for granting application; approval or denial of application:
- Public interest. The city shall not grant the permit required in this Article if the city finds that granting the permit will be contrary to the public interest. The city reserves the right to deny any application that may be inconsistent with the city's goals of promoting family activities.
- Payment of all required city services and all permit fees are due and payable at the time application is submitted.
- The city reserves the right to approve or disapprove one or more elements of the proposed special event.
- The city’s decision is final and not appealable.
- Cleaning. All costs for clean-up during and after the special event are the responsibility of the applicant. If the applicant fails to clean, the City shall invoice the applicant the cost incurred by the City to clean and remove any debris as a result of the special event.
- Sanitation. The applicant is responsible for sanitation for the event as provided for in the application.
Other fees and permits:
- Applicants’ organizers must secure and maintain at their cost, all licenses, permits or other authorizations necessary to conduct the special event and the city must be provided a copy of all such required licenses, permits or authorizations no later than fifteen (15) days prior to the beginning of the special event. Additional fees may include, but not be limited to, temporary licenses to use city right-of ways; payment of parking meter fees, or costs of bagging parking meters; payment for delivery or set-up of traffic barricades.
- Any use of the city rights-of-way will require a city-approved traffic control plan. Any costs involved in the development of this plan are the responsibility of the applicant.
- An applicant applying for a seller’s permit to sell food or beverages must indicate Manvel as the origin of sales.
- The sale or furnishing of alcoholic beverages will require an additional permit from the Texas Alcohol and Beverage Commission and is allowed only in areas where consumption is permitted by the City Code.
The provisions of these Sections shall apply regardless of whether the applicant or the event is a profit or nonprofit organization.