Special Events

New requests for special events, including existing events that are requesting a new date(s) or location, may submit a Special Event Application (blue button above) at any time by completing the application form. The Naperville Park District will evaluate requests for new special events beginning in January for that calendar year. The review of applications may occur earlier for events proposed to take place during the months of January through May, or for events that require considerable planning, and/or are subject to the City of Naperville Special Event permit process. Event organizers for approved events will be contacted by the Park District.  

No Special Event Applications for the current calendar year will be accepted after February 1st for events with estimated attendance of 250+.

Possibly. Rentals are considered a special event and must use the Special Event Application if any of the following conditions are met:

• 250+ people are anticipated to attend
• The event is a fundraiser
• The event is a film production
• Multiple locations are requested
• Multiple dates are requested
• The event takes place at Central Park and includes use of the Municipal Concert Center
• The scope of the event is determined by the park district to have a greater impact on the park/facility than a typical rental

If none of the above conditions are met, renters can submit a Park Rental Application that can be found on the District's website.

Cancellations requested 21 days or more prior to the event will receive a refund of fees paid less any unrecoverable costs incurred by the Park District. Cancellations requested less than 21 days prior to the event will receive a refund of fees paid less the deposit plus any unrecoverable costs incurred by the Park District.

The Naperville Park District is not responsible for weather conditions and no refunds will be issued due to weather. If an event is cancelled due to inclement weather, the Event Organizer may call within 72 hours to reschedule, if rescheduling is deemed possible.

The District will return deposits within 30 days after the event, or upon payment of any post-event invoices. Full refunds will be issued if no damage beyond reasonable wear and tear has occurred, and all invoices have been paid in full.  Deposits are unable to be rolled over to use for future events.

Yes. Event Organizers shall secure and maintain throughout the period of use, general liability and property damage, to include Products/Completed Operations insurance, with policy limits of not less than $1,000,000 per occurrence. The Naperville Park District shall be named as additional insured by endorsement. The types and limits of insurance may be changed from time to time as determined by the Naperville Park District. If applicable, business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto including owned, hired and non-owned autos. If applicable, Event Organizer shall maintain workers compensation and employers liability insurance. The commercial umbrella and/or employers liability limits shall not be less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

Yes, with an approved Commercial Use License. If food or beverage is sold as part of the event, the Event Organizer or Vendors must submit a Park District Commercial Use License Application and obtain a County Health Department Permit from the County where food and beverage sales will occur. A Commercial Use License Application and a copy of the Health Department Permit must be submitted to the District a minimum of 21 days prior to the event.  

Yes, with an approved Alcohol Permit. The Event Organizer must provide proof of Liquor Liability insurance and a copy of the Event Organizer's Liquor License. The insurance shall apply as primary insurance with respect to any other insurance or self-insurance afforded to the Park District.  Security provided by or approved by Park District Police is required at any time that alcoholic beverages are being served or consumed. Any person consuming or in the possession of alcohol must have a valid picture ID with them. The serving of alcohol must cease one hour prior to the end of the rental or event.

The dates and times needed to complete event setup and takedown must be included on the Special Event Application, and approved as part of the permit issued to the Event Organizer.  Event set up and takedown, including but not limited to delivery and pickup of dumpsters, tents, port-o-lets, use of equipment, etc., shall not occur between the hours of 10:00 p.m. and 7:30 a.m. without prior written approval from the Park District.

Motor vehicles/equipment may only be operated on roadways and in parking areas. Vehicles/equipment are not allowed on grass areas or park interiors.  An approved permit does not exempt the Event Organizer from this policy.  Any exception to this policy must be approved in writing by the Park District in advance.

The Event Organizer is responsible for securing additional receptacles if park containers will not accommodate the needs of the event.  Bagged trash (additional bags available in bottom of trash cans) may be placed next to the can and will be removed by District staff. Dumpsters are required for some events with 250 or more participants or if the event generates a large amount of trash.  The size and location for placement of the dumpster must be approved by the Park District prior to delivery.  Excessive clean-up costs may be charged at the discretion of the Naperville Park District.

The Event Organizer is responsible for securing the appropriate number of portable toilets (1 per 250 attendees) if needed for the event. Portable toilets should be delivered at the latest date and time possible prior to the event, and removed no more than 24 hours after the event.  Portable toilet locations must be approved by Park District prior to delivery. Deposits will not be returned until all portable toilets have been removed. Grand Pavilion rentals with less than 1,500 participants will not need to supply additional units due to permanent restrooms that are within close proximity to the pavilion.

If you are having more than one 10' by 10' tent or having any tents larger than 10' by 10'  you are required to obtain a Tent Permit from the City of Naperville. The Event Organizer is responsible for contacting J.U.L.I.E. at 811 to locate any utility lines prior to staking any tents or posts. Events must also supply the Park District with a detailed site map for tents or any other item that will need to be staked.  All tent locations must be approved by the Park District prior to setup.  The Event Organizer is responsible for any repairs to parking lots or asphalt surfaces resulting from tent placement in those locations.

Only Park District-approved paint that is safe for application on turf areas can be used to mark set up locations. Only grass areas may be painted.  Neither paint nor chalk are permitted to be used on trees, walkways/trails, parking lots, park amenities or other structures or surfaces.  Violation of this policy may result in damage fees being assessed and forfeiture of future event permits.  (This policy does not apply to J.U.L.I.E. markings.)

Yes, amplification is allowed in parks between the hours of 7:30 a.m. and 10:00 p.m. Use of amplification outside of these hours requires an Amplification Permit which is obtained from the City of Naperville. Amplified sound may not be plainly audible at 200 feet of the originating property's lot lines.  Due to the proximity of some park locations to nearby homes, amplification may be limited further.

Yes, the Naperville Park District has a mobile stage that may be rented by groups.  The stage is 28' wide and 14' deep.  For more information on renting the stage, and to check availability, please contact the Park District at (630) 848-5000.

Pets on leashes are allowed in most District parks in accordance with Section 2.05 of Naperville Park District Ordinance 641.  Animals within indoor facilities is limited to Service Animals only. The presence of any other animals must be approved in writing by Park District in advance.

Advertise your upcoming community activity on the digital Community Event Sign located at William Friedrich Memorial Park on Washington Street.  The sign provides a place for Naperville-based not-for-profit organizations to promote community events whose primary purpose is not for private nor commercial gain.  For additional information, or to apply for use of the sign, click here.

Only directional signs are permitted to be placed on the Naperville Riverwalk.  No other signs may be placed prior to or during the event.