General Guidelines & Event Planning Tools 

Event Planning Guidelines

Proper planning is essential for the safety and success of an event. Tacoma Venues & Events provides resources and guidelines to help organizers prepare effectively, ensuring compliance with local regulations and a smooth experience for attendees. The following guidelines offer an overview of key steps to take in the application process:

Select Event Date(s) and Alternative Dates 
Choose a primary event date, plus an alternate, if possible.

Select Location and Create Traffic Control Plan (TCP)
A Traffic Control Plan (TCP) is required for any event that impacts public streets, rights-of-way, shared use paths, separated bike lanes, or sidewalks. It ensures the safe flow of vehicles, pedestrians, and bicycles during the event or redesignates the use of the right-of-way for the event. 

Types of Traffic Control Plans (TCP): 

  • Certified TCP: Certified Traffic Control Plans must be created by a Certified Traffic Control Supervisor. 

    • For a list of resources for Film Productions, Traffic Control, Rental Items, and Portable Restrooms, please go to: Resources and Links - TVE

  • Non-Arterial TCP: For a one-block residential closure, such as a Residential/Neighborhood Block Party, an editable Non-Arterial TCP template is available for download based on the street type. 

    • [LINK TO RESIDENTAL TCP PDF TEMPLATE]

  • Mobile Unit TCP: For events that include a mobile unit, such as a food truck or blood mobile, parking in a designated parking lane or median, a Mobile Unit Traffic Control Plan is required.  The Mobile Unit TCP must include the following:

    • A photo or map identifying where the vehicle(s) is to be parked

    • Placement of “No-Parking” signs along the requested right-of-way

    • Date and time of placement

    • [LINK TO MOBILE UNIT TCP PDF TEMPLATE]

A TCP must include:

  • A layout showing the placement of temporary road signs and devices that notify all users of the public right-of-way how to safely navigate around and through the event footprint. 

  • A list of devices identified, such as barriers and signs needed for the road closure.

The permit holder is responsible for acquiring, deploying, and removing them for their event.
It is important to know if the location of the event will interfere with an ongoing construction or right-of-way project. For a list of on-going projects go to Capital Projects | City of Tacoma

Create a Site and/or Route Map 

A site map provides a detailed view of the event area, including the placement of key infrastructure and activities. Maps can include:

Event Infrastructure

  • Tents, Stages, and Booths

    • Show locations of all temporary structures used in the event footprint.

  • Portable Restrooms and Waste Disposal Areas

    • Identify restroom locations (including ADA-compliant units) and trash/recycling stations​​.

  • Any additional infrastructure that requires reference

Emergency Access Points

  • Clearly mark routes for emergency vehicles and personnel, ensuring they remain unobstructed. 

  • Include nearby fire hydrants, first aid stations, and medical response areas.

  • Emergency access points and routes must be a minimum of 20 feet wide.

Entry and Exit Points

  • Specify all designated entry and exit points for attendees. Ensure that pathways are accessible and include signage locations to guide traffic flow​.

Vendor and Food Service Areas

  • Designate zones for vendors, food trucks, and beverage stations. Include service access areas and power supply setups for generators, if applicable​.

Parking and Transportation

  • Show available parking areas, shuttle drop-off points, and bike parking facilities. Highlight any street closures or restrictions that affect parking​​.  A fee is associated with metered public parking supply that is impacted.

Security and Crowd Control Measures

  • Indicate locations for fencing, barriers, or other crowd control measures. Include security checkpoints or bag-check areas, if applicable​​.

Route Map Requirements

For events that include a moving component such as parades, races, or walks that involve movement through public spaces, a route map should include the following:

Route Details

  • Show the complete route, including starting and ending points, all turns, intersections, and checkpoints. Use clear markers to indicate each segment​​.

  • Label road names, landmarks, and mile markers for clarity​.

Road Closures and Detours

  • Highlight all roads, lanes, or sidewalks that will be closed or impacted during the event. Include detour routes for vehicles and pedestrians​​.

Placement of Personnel

  • Locations for Tacoma Police Department (TPD) officers, flaggers, and volunteers who will assist in traffic control and crowd management. Ensure personnel placement aligns with the approved Traffic Control Plan (TCP) and event safety requirements.

Aid Stations and Water Stops

  • For athletic events, identify locations of water stops, rest areas, and medical tents along the route​.

Spectator Areas

  • Indicate designated viewing areas for spectators, ensuring these areas do not obstruct the route or emergency access​​.

Public Transit Impacts

  • Highlight any transit routes or stops that will be affected by the event. Include plans for rerouting Pierce Transit or Sound Transit services, if applicable​​.

Obtain a Certificate of Insurance

Except for residential/neighborhood block parties, all Special Events permit applications must be accompanied by a Certificate of Liability Insurance confirming the applicant’s General Liability policy provides limits of no less than $1,000,000, including bodily injury and property damage, and naming the City as an Additional Insured using the following address block:

City of Tacoma
747 Market Street
Tacoma, WA 98402

  • Provide the following documents when submitting insurance

    • Copy of Insurance (COI)

    • A copy of the Additional Insured policy endorsement document

  • Upload to Accela, or mail or email a copy to the Tacoma Venues & Events no later than 30 days prior to event date.

  • For Residential/Neighborhood Block Parties, the applicant/permittee must live on the block being closed to be considered a Residential/Neighborhood Block Party. Verification of address may be required. 

  • For Constitutionally Protected Events, a written request for a waiver of insurance can be requested.

See Chapter 11.15.220 on Constitutionally Protected Events for additional information. 

Submission and Review Process

  • Preparation

    • With the exception of Mobile Unit Diagrams or Residential/Neighborhood Block Parties, all TCPs must come from a Traffic Control Supervisor or certified traffic controller to create detailed and accurate maps. Resources may be available through Tacoma Venues & Events​​.

  • Submission

    • Submit TCP, site, or route maps along with the permit application as required. Permit applications are considered incomplete without proper submission, and incomplete or unclear maps may delay the review process​​. 

  • Submission Timeline

    • Maps must be submitted along with the event application, meeting the same deadlines: 

      • 90 days for new/large events (over 5,000 in attendance)

      • 60 days for commercial events

      • 30 days for residential/neighborhood block parties

      • 7 days for constitutionally protected events

  • City Review

    • Maps are reviewed by city departments, including Public Works, Tacoma Police and Fire. Revisions may be requested to address safety, accessibility, or logistical concerns​​.

  • Permit Issuance

    • Permits will be issued through the record in Accela. 

    • Organizers should print out a hard copy of the permit or save to a mobile device and have it ready to present to any City official should it be requested. 

    • Share approved permit with the appropriate people responsible for any or all parts of implementation.

  • Implementation

    • Once approved, implement the layout or route exactly as specified in the maps. Notify the city immediately if any changes to the layout or route are needed​​.

Public Notification

If the event uses any portion of the right-of-way that could potentially impact nearby residents or businesses, organizers are required to notify them at least 30 days before the event. Notices must include:

  • Event details - date, time (including closure time), and location.

  • Maps of road closures or detours

  • Impact to vehicular traffic

  • Contact information for the event organizer

Failure to distribute public notifications and find resolution for any concerns that are presented by the impacted community could result in revocation of Special Events permit or prohibit issuance for future events.

Using multiple methods of public notification can assist in assuring all impacted residents, businesses, or property owners are notified. 

Additional recommended notification tools:

  • Posters

  • Flyers

  • Mailers

  • Door hangs 

  • Email campaigns

  • Door-to-door contact

Additional Planning Tools

For detailed support during event planning, the following tools and resources are available:

Guidelines and Tipsheet: Go to the Tacoma Venues & Events Special Events website to download the Right-of-Way Permit Submittal Checklist and the Permit Tipsheet.

Get Prepared Checklist:

Prior to submitting a Special Events permit application, the Get Prepared Checklist [LINK TO SUBMITTAL CHECKLIST DOCUMENT] should be reviewed to confirm all required materials are included.

Fee Estimator Tool: Available at Tacoma Permits to help estimate total event costs.

Resources for Traffic Control Vendors and Portable Restrooms: Lists of local vendors for traffic control and restroom rentals are available on Tacoma Venues & Events website under the “Resources and Links” section​.

Environmental Services ES Event Support: The ES Event Support Program offers events that are free and open to the public the opportunity to apply for free or reduced waste and sanitation services. Applicants are required to describe the direct public benefit to one or more of the City's environmental services utilities, which include solid waste, stormwater, and wastewater.