permit?
If you’re gathering 10 or more people in public spots like parks or streets, or if you’re hosting 75+ people on private property, you’re gonna need a permit.
Also, if there’s a parade (aka anything with people, animals, or cars moving down the street), you’ll need to apply.
The City’s event permit process is FREE and fully digital, making it easy for you to get started, no fax machine needed!
For most events, we recommend submitting your application at least 60 days in advance. At a minimum, all applications must be submitted no later than 14 days before your event.
Planning a large-scale event with road closures, big crowds, or complex logistics? Please reach out to us at least six months in advance so we can help you plan it right from the start.
You can find the application form here: hamiltonoh.gov/specialevents
Once your form is submitted, it’ll move through our internal approval process, which includes reviews by multiple departments: Hamilton Police, Streets, Engineering, Health, and the City Manager’s Office. In some cases, we may set up a meeting with you to talk through details like road closures, safety plans, and security needs.
park?
If you’re planning to host your event in one of Hamilton’s beautiful parks, from festivals to family reunions, you’ll need to loop in the Hamilton Parks Conservancy first.
Back in 2015, the management of our parks shifted to this awesome nonprofit partner. That means while the City handles your event permit, you’ll need a separate reservation through the Parks Conservancy to actually secure your space. This includes all parks and RiversEdge Amphitheatre.
Pro tip: Before locking in any other details, check with the Parks Conservancy to make sure your date and time are available. They manage the schedule and can help you find the perfect spot for your event.
You can reach them at hamiltonparks.net or by calling 513-785-7055. Fees may apply depending on your event’s needs (like food trucks or vendors), and you’ll also need to provide proof of insurance coverage.
Event insurance sounds intimidating, but it’s really just a smart way to cover your bases, and it’s easier than you think! If your event includes things like food trucks, alcohol, or big crowds, you’ll definitely need it, but don’t stress.
Most nonprofits can simply add it to their existing insurance policy. If that’s not an option, local insurance providers offer affordable one-time event coverage.
liquor!
Many events choose to sell beer, wine, or liquor as a way to help fund their activities, and that’s totally allowed, with the right permit. To legally sell alcohol at your event, you’ll need to apply for a temporary liquor permit through the State of Ohio Division of Liquor Control. These are known as “F Permits,” and the two most common types are: F Permit: Beer only, valid for up to 5 days and F-2 Permit: Beer and liquor, valid for up to 4 days
You’ll need to submit your application at least 30 days before your event at: com.ohio.gov/liquor
One important note: only registered nonprofit organizations can obtain a temporary liquor permit. If you’re not a nonprofit, consider partnering with one that’s willing to collaborate and submit the application on your behalf.
Also, it is illegal to give away alcohol at public events. Only private, invite-only gatherings (like weddings) can legally serve alcohol without a permit or sale. If your event is open to the public, you must have a permit, and alcohol must be sold, not given away.
Your liquor permit application will require signatures from both the property owner and the Hamilton Police Chief. To get those documents signed by the City of Hamilton, please email events@hamiltonoh.gov, and we’ll help route them for you. Be sure to include a detailed layout of where you plan to set up for sales.
And lastly, this is important, you must purchase alcohol from a state-licensed distributor. Buying alcohol from a grocery or retail store for resale is not allowed. For liquor, you can reach out to local liquor stores like Noonan’s. For beer and wine, there are many regional distributors such as Bonbright, Ohio Eagle, Heidelberg, and others. The best way to start is by deciding what you want to sell, then doing a quick search to find out which distributor carries it. Pro Tip: Sometimes distributors are willing to sponsor events!
Whew. We know that’s a lot, but don’t stress. If you have questions or want help talking through your plans, reach out to us or contact the State of Ohio Department of Liquor Control directly.
And not to make things too complicated, but, if your event is taking place within Hamilton’s DORA (Designated Outdoor Refreshment Area), there are a few extra details we’ll need to work through. Don’t worry, we’ll cover all of that in the next section.
We strongly recommend that anyone serving alcohol completes Safe Alcohol Training online and obtains a certificate. It’s quick, easy, and smart and helps keep everyone safe.
dora?
couple of options when it comes to alcohol service.
You can choose to restrict DORA beverages from entering your event space. Events like RiversEdge, Hamilton Flea, and Operation Pumpkin rely heavily on liquor sales as a revenue source, so they create physically enclosed event areas and post signs making it clear that DORA drinks are not permitted inside. In these cases, the City coordinates with any businesses located inside the event boundary to temporarily suspend their DORA privileges during the event. DORA serving establishments outside the event footprint aren’t affected, the only exception is that DORA drinks must be finished or thrown away before entering the festival area.
Alternatively, some events choose to operate fully within the DORA without applying for a separate liquor permit. That means attendees can grab a DORA drink from a nearby bar or restaurant and bring it into the event area, no fencing, no wristbands, and no dedicated bar setup required. This option works well for simpler events like shop hops, but even larger events like Hamilton Pride and the Hamilton Hispanic Festival use it to improve the guest experience and keep things easy for everyone. It’s also a win for nearby businesses, since it allows them to keep selling drinks and stay fully open during your event.
If your event plans to sell alcohol as a DORA-serving establishment, you’ll need to purchase DORA cups through the City of Hamilton. The good news? You’ll receive a discounted rate of $0.45 per cup (businesses usually pay $0.90), and you can return any unused cups for credit. You also won’t be invoiced until after your event, once we know how many cups were actually used. We offer this discount because your event helps keep other DORA businesses open, rather than limiting their ability to sell during your event.
Even if you choose to operate as a DORA-serving event, you’ll still need to apply for a temporary liquor permit from the State of Ohio and follow the standard approval steps.
that might help you!
Big events don’t always need big teams.
Some of Hamilton’s most beloved events. even the large ones, are pulled off by just a few dedicated people. Don’t feel like you need an army of volunteers or a massive committee. Sometimes smaller is better. Hosting in an intimate space can actually make your event feel fuller, more energetic, and way easier to manage when it comes to setup and teardown.
Utilities matter more than you think.
Before you fall in love with a location, make sure it has what you need, like power and water. That’s why a lot of events happen in parks or downtown: the City of Hamilton has utility access points (we call them “fair boxes”) that can be brought up and turned on for your event. Trust us, your food trucks and musicians will thank you.
Don’t stress about parking. Really. It’s easy to panic about where everyone will park, but remember, people find their way to cool things. Ever been to New Orleans? There’s nowhere to park, and it’s packed all the time. People don’t go to events because of the parking lot, they go for the experience.
Speaking of experience, make it memorable. Do something weird. Do something fun. People want unique, joyful, unexpected moments. Yes, it’s fine to raise money, but don’t make guests feel like that’s the only reason you invited them. A mix of free and paid activities creates balance and keeps people engaged. Fun first, fundraising second.
Think like your guest.
One food truck might be thrilled with all-day lines, but if your guests waited three hours for lunch, they’re probably not coming back. Try to plan for flow, variety, and little “wow” moments that make the day feel special.
You can’t control the weather, but you can plan for it.
Rain happens. Large events with bigger budgets sometimes purchase rain insurance, but smaller events can still be flexible. Have a backup plan, whether it’s a rain date or a change of venue. In Hamilton, events have shifted under the McDulin Garage overhang on Market Street, to the Butler County Fairgrounds, or into hotel ballrooms and event centers when needed.
Marketing Matters (Seriously)
It’s one thing to plan a great event, it’s another to actually get people to show up. And let’s be real: if your graphics are a mess, we’re probably not coming. You don’t need to hire a professional designer, but please do yourself a favor and sign up for a free Canva account or similar template design program. It’s easy to use, looks sharp, and will take your event from “maybe I’ll go” to “I’ve already shared this with three friends.”
Now, how are you reaching people?
You’ve got to get the word out beyond your personal Facebook page. Think about who your audience is, if it’s a niche crowd, reach out to local clubs or organizations in that realm that might help you spread the word.
Do you have social media? Have you written a quick press release and sent it to the Journal-News? Did you add your event to the Explore Hamilton app through the Greater Hamilton Chamber of Commerce?
We love a good flyer, but we’re not in 1998. Real marketing requires digital outreach. The more channels you use, the more likely it is people will actually know your event exists.
Let’s Talk Road Closures
We’re just going to say it: please don’t close roads unless you really have to. Road closures hurt access to local businesses and frustrate drivers. They also cost real money and add additional costs to your event. If your event is massive and public safety requires it, 100%, go for it. But if you're hosting a Beanie Babies Festival (no shade to the Beanie crowd), do you really need to shut down the High-Main Bridge?
Ask yourself: Can your event work on a sidewalk, plaza, or parking lot? Can you use existing public space like a park or the amphitheater? Is the disruption worth it?
When in doubt, reach out. We’ll help you figure out what’s best, for your event and for the community around it.
event?
Hamilton has a packed calendar of events happening all across the community, from small neighborhood trunk-or-treats to major festivals like Operation Pumpkin. The best part? They’re all made possible by volunteers. These events are always looking for extra hands, and donations, so if you’re interested in getting involved, don’t hesitate to reach out.
17STRONG Neighborhoods Summit - 17STRONG
4th of July Concert - RiverEdge
4th of July Parade - Hamilton Community Foundation
Ales for Tales - Municipal Brew Works
Art in the Park - Robin Szary
Big River Get Down - RiversEdge
Christkindlmarkt - Christkindlmarkt Non-Profit Organization
Corn Stand Jam - Corn Stand Jam Non-Profit Organization
Crafts & Critters Car Show - Janet & Steve Hickman
Dayton Lane May Promenade - Dayton Lane Historic District
German Village Christmas Walk - German Village Histo
Hamilpalooza - Greater Hamilton Chamber of Commerce
Hamilton Fairfield Antique & Classic Car Parade - Butler County Antique Car Club
Hamilton Flea - Greater Hamilton Chamber of Commerce
Hamilton Hispanic Festival - Hamilton Hispanic Festival Non-Profit Organization
Hamilton Junior Women's League Run For Your Bones 5k - Hamilton Women’s Junior League
Hamilton Ohio Pride - Hamilton Ohio Pride Non-Profit Organization
Hamilton Turkey Trot - YoungLives
Hamilton Welcomes the Holiday’s Tree Lighting - Hamilton Welcome’s the Holiday’s Non-Profit
Hamilton's Historic Farmer's Market - Farmer Market Committee - Mary Donnell
Hollow Earth Fest - Hollow Earth Festival Non-Profit Organization
Holly Jolly Hamilton - The City of Hamilton & Greater Hamilton Chamber of Commerce
Juneteenth - Candice White
Lindenwald Porch Fest - PROTOCOL
Main Street Fall Crawl - Hamilton Merchants Association
May the 4th Be With You - RiversEdge
Memorial Day Parade - Butler County Veterans Memorial Committtee (American Legion Post 138)
Music On Main - Hamilton Merchants Association
NYE - Hollow Earth Drop - Holly Jolly Hamilton Committee
Operation North End Pole - North End Market - Toni & Ray Moore
Operation Pumpkin - Operation Pumpkin Non-Profit Organization
SantaCon - Holly Jolly Hamilton Committee
Santa House - 7Blocks Special Improvement District
Santa Paws Pet Parade - Holly Jolly Hamilton Committee
St. Patrick's Day Parade & O'DORA Dash - The Casual Pint Hamilton & Municipal Brew Works
Witches Market - Isaac Reed
Witches Night Out - The Caring Closet
WKRP Turkey Drop - The Casual Pint Hamilton
and many more!
