Thank you for choosing the City of Wentzville to hold your event.
The purpose of this application is to guide you through the process of organizing a special event to be held in the City of Wentzville. Some of the information provided may or may not be applicable to your particular event.
Complete the steps outlined for an organized activity involving the use of or having impact upon public property, public facilities, parks, sidewaks, street areas or the temporary use of private property in a manner that varies from its current land use.
The permit process starts in the Parks & Recreation Department and then is distributed for review and comments by other Departments and/or divisions. The time to complete your permit depends upon the types of activities involved. We recommend starting the process as far in advance as possible to assure you will have the permit in time for the event.
An Occupancy Permit and fee are required events and carnival rides.
A permit and fee is required for additional electrical installations.
The Special Event fee is $50, is non-refundable and is due at the time of application submission.
A Certificate of Insurance and an Endorsement will be required when using City property. Please contact the Administrative Support Coordinator at (636) 332-9236 regarding the amounts and other requirements.
There may be additional permits that will be required depending upon the activities with this Special Event. We will notify you and provide the applications to complete the process.
Special Event Applications shall be completed and submitted a minimum of 30 days in advance. If in-kind services are requested, the Special Event Application shall be completed and submitted a minimum of 60 days in advance.
In-kind services include the following: Police baracades, City staff time, City marketing, trash services, utilities (water/electric).
Click here for the current City policy regarding in-kind services.
Maximum of three off-site signs no greater than 32 square foot per sign; maximum area at any one location 128 square feet; Signs may be posted only two weeks prior to an event and signage must be located on private property with written permission. Please contact the Planning Division at (636) 639-2065 for questions.
Prior approval will be required for these activities. Please see the requirements below or contact the Building Commissioner with specific questions at (636) 639-2046. An additional fee may be required. A Certificate of Insurance and Endorsement are required.
1. All food vendors shall obtain approval from the St. Charles County Health Dept. to serve food.
2. All tents, canopy's and air supported/inflated structures and devices shall be secured to the manufacturers specifications and not used during inclement weather.
3. All extensions cords shall be routed to avoid trip hazards to the public.
4. All outside electrical receptacles shall be GFCI protected.
5. If an occupancy permit is required, the Building Dept. personnel shall inspect event prior to opening to the public.
6. Carnival rides shall be inspected by Wentzville staff prior to use. Rides shall not be operated during inclement weather and a certificate of insurance and an endorsement are required prior to equipment set-up.
We recommend 1 portable toilet per 200 people, 1 ADA toilet per 15 regular toilets and 1 handwashing station per 5 toilets.
1. Review the City of Wentzville, Municipal Code Chapter 600 Alcoholic Beverages.
2. Approval is needed from the City of Wentzville Supervisor of Liquor Control before alcohol can be served at an event. Contact City Clerk’s office at (636) 327-5101.
3. A State and St. Charles County liquor license are also required. Contact St. Charles County at (636) 949-7500 and the State Division of Liquor Control at (314) 340-6835. The City license must be obtained prior to the issuance of the County and State licenses.
The business/group promoting and organizing the event must obtain a City of Wentzville Business License. Contact City Hall at (636) 327-5101 for more information.
City Utilities Request: City of Wentzville utilities are Water and Wastewater. With this application explain the requirement for this item and contact Public Works at (636) 327-5102 for questions.
Electric and/or Natural Gas Utilities: with this application include information regarding the electrical and/or natural gas needs. Please contact Ameren at 1 (800) 552-7583.
Dumpster, recycling containers or trash service, please contact a private waste hauler (These items are not provided by the City).
If food is to be served, each food vendor must receive prior approval from St. Charles County Health Department. You may contact them at (636) 949-7400.
If retail sales are being made, vendors are required to collect and report sales tax to Missouri Department of Revenue. Contact City Hall at (636) 327-5101 and we will work with you to obtain a sales tax package from Missouri Department of Revenue for this event.
If amplified sound or music will be provided you will be required to comply with Section 210.290 of the Wentzville Municipal Code.
Anyone wishing to host a parade whether as an individual, organization or business must complete a Special Event Application, obtain approval and abide by the following rules:
Parade Safety Checklist
Decorative material on parade floats shall be noncombustible or flame retardant.
Stabilized props on a float should not exceed 12 feet in height or width. Objects may exceed these requirements only if they can be controlled to allow proper maneuvering with regard to traffic lights, telephone wires, corners and spectators.
Floats, including tow unit, must not exceed 55 feet in length. The float must be designed to maneuver corners along the parade route without delaying forward motion of the parade or causing potential hazards.
Float beds must be sturdy and capable of carrying the weight to be imposed.
No extra gasoline, other than in the vehicle’s tank, may be carried on the float vehicle.
Floats must have a minimum of 12 inches ground clearance from the frame. Nothing can drag on the roadway from the float. Proper clearance of materials from around the wheels of the vehicles must be incorporated to avoid any materials being caught in them.
Decorative material and the float structure must be kept clear of the exhaust system of a motorized float.
Do not overload temporary electrical wiring.
Secure extension cords properly; do not let them drag on the ground, contact tires or the drive train. Inspect your electrical appliances before energizing the parade float.
Portable generators shall be secured to the parade float. Refueling of generators will not be permitted. Do not allow the heated exhaust to come in contact with the parade float.
Plastic sheeting (visqueen) and plastic tarps shall be properly secured.
Proper running lights should be attached to the float vehicle. All floats must carry a fire extinguisher; at least 2-A, 10-B:C rating accessible to the operator.
All vehicles must be properly equipped with appropriate mufflers and have a current emissions inspection.
All floats should have four wheel walkers – one located on each side of the towing vehicle near the rear tire and one located on each side of the float at the midpoint.
All float entries must be secured with a tongue and hitch and safety chain. Float Drivers
Drivers must possess a valid motor vehicle operator’s license and be adequately trained to drive their float.
(this is the same as the statement above) All motorcycle drivers and passengers must possess an “M” class license. All drivers and riders are recommended to wear a safety helmet approved by the Federal Motor Vehicle Safety Standard.
Alcoholic beverages are strictly prohibited prior to parade participation, at the staging location and on the parade route.
Drivers shall have a clear field of vision that encompasses 180 degrees and provides a view in front and to each side of the vehicle. Float Riders
All sitting float riders shall remain seated and use restraining belts, if available. Standing float riders shall have body support and firmly grasp hand holds and rails.
No riders will be allowed to ride on the edge of the float. Any float with riders or articles hanging over the edge, before or during the parade will be subject to removal from the line of march.
Alcoholic beverages are strictly prohibited prior to parade participation, at the staging location and on the parade route.
Float riders shall not spray water or other fluids at spectators. Other Guidelines
All participants riding a bicycle must wear proper safety equipment including a helmet at all times.
Weapons, firearms, and/or explosives, including fireworks, are strictly prohibited.
The undersigned hereby assumes full responsibility for and risk of bodily injury, death or property damage due to negligence of the undersigned or otherwise, while in or upon parade grounds, and/or while completing, officiating, working or for any purpose participating in the parade.
In consideration of being permitted to participate in the parade, due for myself, heirs, executors, administrators, and assigns, hereby release and forever discharge the City of Wentzville, and eecutors from any and every claim, demand, action or right of action arising from any bodilty injury or personal injuries known or unkown, death and property damage resulting from participation in the parade or any activities in connection therewith.
I understand that in the case of an emergency or for reasons beyond the City's control, the City reserves the right to cancel the scheduled event prior to scheduled use without liability. Reservation refund will be made if cancellation by the City is necessary. In case of general maintenance or vandalism, prior to the event, the picnic tables, BBQ grills, or other amenities may be removed at any time.
I understand that this is only an application and not a guarantee that the permit will be issued. I agree not to advertise the event until I have received confirmation of application approval. If a permit is issued, I agree that (1) if any of the information in the application is found to be false; or (2) should my conduct, or the conduct of an participants or guests, not be as described in the application; or (3) should any applicable City, County, State or Federal rules, regulations, codes or laws be violated, any reservations issued shall automatically become null and void and any activity associated with this application will immediately cease.
I agree that I am responsible to see that all debris and trash is picked up from the event site and placed in appropriate refuse containers immediately after the event. Failure to do so may require the City to do so. Any trash removal expenses incurred by the City will be reimbursed.
I understand that permission to hold this event/activity does not grant exclusive use of any park, playground or trail. The park or trail will remain open for public use.
I understand that if a permit is granted, I will make sure that other event staff or responsible parties, other than myself, are aware of all rules, regulations, requirements and conditions related to this application.
I understand that I am responsible to obtain the necessary permits/approvals granted by agencies or City Deparments needed to hold this event. Permission granted by one Department to hold this event does not imply approval of items from other agencies or Departments' jurisdictions.
HEREBY COVENANTS NOT TO SUE AND RELEASES, WAIVES, DISCHARGES the Releasees; members officials, and any other employees, personnel or volunteers of Event Organizer from all liability, to THE SPONSOR ORGANZATION for any or all losses or damages and any claims or demands therefor on account of injury to the person or property or resulting in death of any members of the Sponsor Organization, any Event participants third parties, whether caused by the negligence of the Releasees or otherwise while the Sponsor Organization is sponsoring the Event; and
2. HEREBY ASSUMES FULL RESPONSIBILITY FOR ANY RISK OF BODILY INJURY, DEATH OR PROPERTY DAMAGE due to the negligence of the Releasees or otherwise while sponsoring the Event; and
3. HEREBY AGREES TO HOLD HARMLESS AND INDEMNIFY Releasees for any liability sustained by Releasees as a result of any negligent, willful or intentional acts of the Sponsor Organization, including any costs, expenses or attorneys fee incurred as a result of such acts. THE SPONSOR ORGANIZATION expressly agrees that the foregoing Special Event Release and Hold Harmless Agreement is intended to be as broad and inclusive as is permitted by the law of the State of Missouri and that if any portion of this Special Event Release and Hold Harmless Agreement is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.