Uptown Park Permit Photos

Host an Event in Oxford

Whether you're planning a neighborhood gathering, community festival, fundraiser, race, parade, concert, or other special event, we're excited to help make your event a success.

This page is your starting point for requesting the use of City parks, public spaces, streets, sidewalks, and the Oxford Area Trail System for special events. Here you'll find everything you need to begin the permitting process, including application forms, fees, timelines, permit requirements, frequently asked questions, and helpful planning resources. Whether you're organizing your first event or hosting an annual tradition, these resources are designed to guide you through each step of the process.

Request an Event Permit

Most events held on City property—including parks, public streets, sidewalks, and trails—require advance approval. Depending on the size and nature of your event, additional permits, insurance, road closures, city staffing, safety planning, vendor approvals, or other requirements may also apply.

Applicants should allow a minimum of five business days for the request to be processed from the time it is submitted to City Officials. Please provide the city with as much lead time as possible. Events requiring road closures and staffing will require additional processing time. Large event requests requiring multiple road closures shall be submitted no less than six months in advance of the event.

Event Permit Button HERE


Helpful Links & Resources:


View more information about different types of events, including frequently asked questions below!
Fundraisers are specially organized events involving a variety of activities designed to raise money and awareness for a cause, charity, or nonprofit organization.

Frequently Asked Questions:
  1. What are the permit costs associated with this type of event?
    • Event organizers are responsible for all costs associated with required service personnel and police officers, road closure, and any parking meter rentals. 
  2. Can I sell or give away alcohol at this event?
    • Selling alcohol requires a special F2 permit from the Ohio Department of Commerce. Most events where alcohol will be present, uses the DORA locations and rules. (See details on DORA)
  3. Can food be sold to raise money?
    • Yes, but with stipulations. If you are selling food not through a mobile food unit (food truck) with the appropriate licenses and permits, then you must obtain a temporary food service operation license from the Butler County Health Department. However, you may give away food as a donation without a permit. 
  4. When is insurance from the host required?
    • It depends on the event. If items such as grills, inflatables, animals, etc are involved, a certificate of liability from the host will be required. City staff will inform you if you need to show proof of insurance for your event. 
This type of event will typically have booths and tables set up with the intention to pass out information, speak with the public, and spread awareness to the topic of the event. Typically, no other type of activities are planned.

Frequently Asked Questions:
  1. What are typical costs that hosts may need to pay for this type of event?
    • Unless the organizer wants to rent parking spaces, this type of event typically does not have a cost associated with it. 
  2. Can literature be distributed?
    • Yes! It is common to distribute pamphlets, flyers, cards during this type of event. 
  3. Are tent permits required?
    • Most organizers use 10 X 10-foot tents which do not require permits. We recommend using weights on the tent legs in case of wind.  
  4. Can signs be displayed or hung?
    • Signs cannot be placed trees, parking meters, or utility poles. You may not stick a sign in the grass. Applicants will be financially responsible for any damages to the park or structure. 
Most Races/Walks are held on the Oxford Area Trail System and typically are for fundraising or to bring awareness to certain organizations or issues. 

Frequently Asked Questions:
  1. Are police officers, service personnel, or Fire/EMS required to staff these events?
    • Police officers may be required if a race/walk crosses the road. 
  2. Are there pre-approved routes?
  3. What information do applicants most forget to include when they apply?
    • It is important when applying to have a backup date in mind, as weather can be unpredictable.
  4. What common mistakes to event organizers make?
    • Not removing the distance signs posted throughout the trails after the race/walk has finished. 
  5. What do successful race/walk organizers always do?
    • Plan for all circumstances including weather, locations, hydration, and aid stations.
  6. What are typical costs associated with this event?
    • Police officers to cover road crossing, and service personnel if they have to pick up signage, water cups, etc after the race.
  7. Where do race/walk participants park?
    • Each trailhead's parking lot varies in size. We recommend visiting each one to see which one fits the size of your event best.
  8. Will the trail be closed to the public during the race/walk?
    • The Oxford Area Trail System is available to the public at all times, event during these events. 
Street Festivals are events that take place on a roadway or involves road closure, for example: Main Street, High Street, and/or East & West Park Place. 

These types of events are divides up into Small/Medium & Large. Small/Medium sized events can close East & West Park Place, as well as Main Street in between the parks. Large events close High Street from Beech to Poplar and require six months' notice.

Frequently Asked Questions:
  1. Road Closure Questions:
    • What is the difference between a road closure for a small/medium event versus a large event?
      • Small/Medium: May request closure of Main Street between the two parks and/or East Park Place and/or West Park Place
      • Large: May request all of the roads listed above plus High Street between Beech and Poplar. 
    • Can I request High Street closure for my brand-new event this year?
      • Maybe. Closure of High Street will require additional approval, a safety meeting, and six-month's notice, and approval is at the discretion of the City Manager's Office.
  2. When is insurance required?
    • Anytime that there are external items brought into the event, such as a grill, inflatables, vehicles, animals, etc. The City may require insurance in other situations, as it deems necessary. 
  3. Are police officers, service personnel, Fire/EMS ever required to staff these events?
    • Yes. Service personnel is required for road closures, extra trash bins, and other duties performed by the Service Department. Police Officers may be requested by the applicant or required by the City depending on the size of the event. Fire/EMS will not typically be at an event unless it is a large event without a First Aid Booth. The Fire Inspector may be at all events where Mobile Food Units are present. 
      • All hours of personnel are determined by the City.
  4. Is a site map required?
    • Yes. This is needed to form an exact plan for road closures, traffic control, and to know placement of the activities held inside the event. 
  5. What information do applicants most often forget to include they apply?
    • Applicants often do not list all activities taking place within the event. Some require additional documentation or insurance, so the City needs to know a complete list as soon as possible.
  6. What are the most common mistakes organizers make with this category of events?
    • The most common mistake is not having enough setup time or teardown time requested on the permit. 
  7. What advice would you give a first-time organizer?
    • Communicate with the City, be sure to give them updates, and ask questions in advance of the event. 
  8. What are typical costs associated with this type of event?
    • Event organizers are responsible for all costs associated with required personnel, road closure fees, parking meter reservations, etc. The full list of fees is located on the Fees & Stipulations Form.
  9. Can I sell or serve alcohol at this event?
    • The selling of alcohol required a special F2 permit from the Ohio Department of Commerce, most events where alcohol will be present are using the DORA locations and rules.
  10. Vendor Questions:
    • What types of vendors can participate?
      • Food trucks (see next question), craft booths, info booths, animals, inflatables, etc. Anything the organizer wishes with approval from the City.
    • When do I need to ask for documentation from the vendors?
      • As early as possible. The exact deadline will be given to you during the permit process.
    • Who needs to see this documentation?
      • The City of Oxford
  11. Food Truck Questions:
    • Can I bring food trucks or booths to my event?
      • Yes. 
    • Do they need special permits/documentation?
      • They must have a valid health department food operation license, certificate of liability listing the organizer as a certificate holder, and a City of Oxford Fire Permit.
    • Who needs to see these permits/documentation?
      • The event organizer to ensure they have their documentation and the food truck must have it available during the event. 
  12. Entertainment Questions:
    • Can my event have a live band and/or DJ?
      • Yes, events with music or amplified noise must end by 10 PM in accordance with the noise ordinance.
    • How does the audio hook up work?
      • The City of Oxford will provide standard 110 electricity however the organizers are responsible for their own sound and cords.
  13. Safety Meeting Questions?
    • When is a safety meeting required?
      • A safety meeting is required when there is a High Street closure.
    • Who has to attend the safety meeting?
      • The event organizers, and City of Oxford Officials.
    • What is discussed during the safety meeting?
      • Anything that pertains to safety during the event.
    • What would cause an event to be denied final approval at the safety meeting?
      • Lack of structured plan, or not able to ensure a degree of safety at the event.
  14. What parking is available for my vendors?
    • The event organizers are responsible for all vendor related things. Parking meters are available for organizers to rent; however public parking is open to vendors.
  15. In what condition do I need to leave the area after the event?
    • The event area should be cleaned and all event materials removed at the end of the event. Failure to leave it in the manner you found it may result in additional charges from the Service Department. 
  16. Who can I contact during the event if I need something from the City?
    • You will be provided with a City representative name and phone number for your event. 
These are events that feature live music or performances, often on the stage in the Oxford Memorial Park.

Frequently Asked Questions:
  1. When is insurance required?
    • It will vary depending on the type of entertainment. A musical performance requires none, but any performance involving something that could be a liability will require insurance.
  2. Are police officers, service personnel, or Fire/EMS ever required to staff these events? 
    • Sometimes. Service personnel may be needed for road closures, extra trash bins and other duties. Police officers may be request by the organizer or may be required by the city. Fire/EMS typically are not at events unless it is a larger event or with a liability. 
  3. What information do applicants most often forget to include when they apply?
    • Most often organizers forget to rent or plan for parking for the event's entertainment staff.
  4. What are common mistakes organizers make with this category of events? 
    • Event organizers not familiarizing themselves with the stage or where available electric outlets might be.
  5. What are typical costs to the city that are associated with these types of events? 
    • Event organizers are responsible for all costs associated with required service personnel and police officers, for road closures, parking meter rentals, etc., if applicable. 
  6. Can I sell or serve alcohol at this event? 
    • The selling of alcohol will require a special F2 permit from the Ohio Department of Commerce, most events where alcohol will be present are using the DORA locations and rules.
  7. Can I just reserve the stage, or do I have to reserve other parts?
    • The stage and Oxford Memorial Park are reserved together. 
  8. Are there rules regarding noise and amplified sound? 
    • Excessive noise may be regulated by police department, all events that involve noise or amplified sound must cease by 10:00 PM
  9. Can you please explain how hook-up for bands work? 
    • The city will provide 110V electric outlets; the organizers must provide their own hook-ups for their sound companies, including extension cords. 
  10. How long does it take to set up a band/tear down a band performance?
    • Some sound companies/ bands set up 1-6hours in advance. It will just depend on the complexity of the setup. 
  11. Can I have a rain back up date? 
    • If the date is available, and if the City or Service representative is alerted asap. 
  12. Where can the band park?
    •  Typically, in reserved parking meters that the organizers have rented from the city. They can park wherever public parking is allowed. 
Parades typically have multiple streets blocked off during a set time so that floats, bands, cars, etc., shall make their way through the City of Oxford.

Frequently Asked Questions:
  1. When is insurance required?
    • No insurance is required; however, it is recommended due to the liability of the floats.
  2. Are police officers, service personnel, or Fire/EMS ever required to staff these events?  
    • Yes. Service personnel and police officers will be required for road closures. Fire/EMS may be requested by the organizer or required by the city depending on the size and length of the event. 
  3. Is a site map required? 
    • Yes. The city needs to know the starting location and the complete route of the parade from start to finish. 
  4. What information does applicants most often forget to include when they apply? 
    • Listing one sole person for the city to communicate with if any questions from the city pops up. 
  5. What are common mistakes organizers make with this category of events? 
    • They often forget to keep the staging area completely organized, which is beneficial for ensuring the parade starts on time. 
  6. What surprises organizers the most?
    • Most parade hosts are surprised by the chaos of keeping the floats, bands, cars, etc., organized.
  7. What are typical costs to the city that are associated with these types of events? 
    • The organizers must pay for police and service personnel by the hour for road blockades and escorts. There is no fee for the closure of the road.s
  8. What roads are closed temporarily and what roads are closed for the entire parade?  
    • The City of Oxford uses a rolling roadblock method, when the parade gets close to certain sections, they will close the road ahead and reopen after the parade passes. This is why the route map is so important.
  9. Are animals allowed? If so, who is responsible for cleaning the route afterwards?
    • Animals are allowed. The animal owner and event organizers are in charge of cleanup. Any cleanup done by the service personnel will result in an additional service charge.  
  10. Do you have preapproved parade routes or does the host pick?
    • Routes are created in coordination with the Oxford Police Division, who has final approval.
  11. Safety Meeting Questions?
    • When is a safety meeting required?
      • A safety meeting is required for all parades using the street.
    • Who has to attend the safety meeting?
      • The event organizers, and City of Oxford Officials.
    • What is discussed during the safety meeting?
      • Anything that pertains to safety during the parade.
    • What would cause an event to be denied final approval at the safety meeting?
      • Lack of structured plan, or not able to ensure a degree of safety at the parade.
  12. Are there float requirements? 
    • There are no float requirements issued by the city; however, organizers may have their own rules and requirements.
  13. Are they allowed to throw candy from the floats? 
    • This will be discussed during the safety meeting.
  14. How many police staff are required? Do they have to escort the parade?
    • There will be a police escort at the beginning and the end of the parade. There will also be moving escorts blocking streets ahead of the parade, the number of personnel is determined by the Police Division.
  15. What does emergency vehicle access look like along the parade route?  
    • In the event of an emergency, the parade will be stopped so the emergency vehicles can pass through.
  16. Where are spectators allowed to gather during the parade? 
    • Spectators may be along the sides of the parade route, leaving more than enough space for the parade itself.
Car Shows are events in which the road is closed to host a variety of cars on display.

Frequently Asked Questions:
  1. When is insurance required? 
    • Yes. A certificate of liability naming the City of Oxford not responsible.
  2. Are police officers, service personnel, or Fire/EMS ever required to staff these events?
    • Yes. Service personnel and police officers will be required for road closures. Fire/EMS may be requested by the organizer or required by the city depending on the size and length of the event. 
  3. Is a site map required? 
    • Yes, the site map is used to show where the cars will be parked, and the entrance and exits to the event. It will also show where booths and such shall be located. 
  4. What are common mistakes organizers make with this category of events?
    • Most often they forget to make sure they have enough help to run the event smooth and successful. 
  5. What surprises organizers the most? 
    • The level of safety required for these kinds of events. 
  6. What advice would you give a first-time organizer? 
    • Have enough volunteers to organize the event site and park cars, having a detailed map and plan is helpful in keeping the event smooth. 
  7. What are typical costs to the city that are associated with these types of events?
    • Event organizers are responsible for all costs associated with required service personnel, police officers, road closures, parking meter rentals, etc. 
  8. Can I sell or serve alcohol at this event?
    • The selling of alcohol will require a special F2 permit from the Ohio Department of Commerce, most events where alcohol will be present are using the DORA locations and rules. 
  9.  What does vehicle access look like during the event? 
    • During the event access is restricted to the entrance only, as long as there is still room. The entrance is staffed by event personnel. 
  10. Are there specific areas for vehicle staging?
    • Vehicle staging is allowed in any area specified on the site map. 
  11. Do we need someone to control traffic? 
    • No, the service department will post detour signage during the road closure. Movement of vehicles within the event area is managed by event personnel. 
  12. Are vehicles allowed to leave at any time during the event? 
    • This will be discussed during the safety meeting for this event. 
Events that exceed two consecutive days or repeats for 2 or more sessions, it will need City Council approval. 

Organizers should fill out the Event Permit Request and include this information. City staff will be in touch with the date that it will go to council. Please be aware that City Council meetings are the first and third Tuesday of every month and agendas are finalized the week before the upcoming meeting.
Uptown Park Permit Photos (1)