Event Permits in Charlotte: A Producer’s Checklist

Robert Krumbine
Aug 7
4 min read

Updated: Aug 25

When you’re producing a public event, the paperwork is as important as the party. Permits unlock the right streets, parks, and services—and they protect your audience, your brand, and your budget. Use this producer-focused checklist to organize what the City (and other authorities) typically require, and to keep vendors and stakeholders aligned.

child throwing arm up after hitting golf ball

Heads-up: Requirements change. Always confirm current rules and lead times with the City of Charlotte/Special Events, Mecklenburg County, and the NC ABC Commission as appropriate.

1) Timeline: work backward from show day

90–120 days out

Define event footprint and attendance bands (e.g., <1,000; 1,000–5,000; 5,000+).
Draft a site plan (to-scale) and an initial run-of-show.
Identify permits you’ll need (street/sidewalk, park use, temporary structures, amplified sound, special event, food vendors, alcohol, generators).
Begin neighborhood and stakeholder outreach list.

60–90 days out

Submit initial applications; request tentative holds for city services (traffic control, police, sanitation, park staff if applicable).
Lock core vendors (staging/AV, power, tents, fencing, sanitation, medical, security).
Build Emergency Action Plan draft (ingress/egress, weather, evacuation, comms tree).

30–45 days out

Finalize site plan (vendor placements, ADA routes, barriers, fire lanes).
Submit COIs (insurance) from all vendors with correct additional insured language.
Confirm inspections (tents, power, fire, buildings if any interior spaces).

7–14 days out

Confirm permit numbers/letters and inspection times.
Distribute resident/business notices and road closure detours where required.
Final safety brief and contact sheet for all departments.

2) Which permits might apply?

Special Event / Street & Sidewalk Use: Closures, lane shifts, parking bay use, detours.
Park / Public Space Use: For events in parks/plazas; may include staffing and restoration deposits.
Tents & Temporary Structures: Typically required for tents ≥ certain sizes, stages, truss, and large inflatables.
Electrical/Generators: Temporary power and generator placement; cord covers and bonding/grounding plans.
Fire/Safety: Fire lanes (usually 20’ clear), extinguisher placement, fuel storage, cooking safety.
Food Vendors: Health permits/inspections for temporary food service.
Alcohol (if applicable): NC ABC permits and controlled service area plan (fencing, IDs, wristbands).
Amplified Sound: Hours, SPL limits, and speaker orientation as required.
Signage/Banners: Some locations require approval for temporary signage.

Not every event requires all of these; match the list to your footprint, vendors, and activities.

3) What you’ll be asked to submit

To-scale site plan with: footprint, stages, tents (sizes), vendors, ADA routes, fire lanes, barricades/fencing, first aid, security posts, generators/fuel, restrooms/handwash, waste & recycling, info/box office, alcohol service areas (if any), and egress routes.
Run-of-show / production schedule (load-in to load-out).
Attendance estimate & peaking time (consider dwell time, turnover).
Safety & medical plan (first aid location, EMS access, severe weather actions).
Traffic plan (closures, detours, tow/parking plan, shuttle or rideshare zones).
Sanitation plan (restroom ratio and placement, waste streams, servicing).
Security plan (staffing model, overnight security if applicable).
Insurance (COIs meeting minimums; additional insured language and waiver of subrogation where requested).
Neighbor notification (flyer + map + timing) if required by permit.

4) Site plan essentials (producer notes)

Keep 20’ fire lanes clear around blocks and primary routes; avoid dead-ends.
Maintain 6’ minimum ADA paths—avoid funneling at bars, merch, and food rows.
Separate power and fuel from cooking and egress paths; post “no storage” at exits.
Place restrooms near F&B but not blocking queues; distribute handwash.
Use crash-rated or weighted barriers for vehicle interdiction at major entries (as specified).
Mark quiet zones for neighbors; orient speakers away from residences.
Draw staging lanes for vendor load-in; color-code crew routes.

5) Insurance & COIs (save time here)

Establish the master additional insured list early (City, County, venue, property owners).
Require vendor COIs that match your event dates and setup/teardown window.
Check limits for high-risk categories (stages, inflatables, alcohol, pyrotechnics).
Keep a shared folder for inspectors and the duty officer.

6) Day-of compliance checklist

Printed (and digital) folder with: permit letters, inspection sign-offs, site plan, run-of-show, safety plan, contact sheet, vendor COIs, and utility callouts.
Pre-opening sweep: fire lanes, exits, cable covers, extinguisher tags, tent placards, trip hazards, signage, lighting, and ADA paths.
Command & comms: confirm the command location, radio channels, emergency code words, and weather monitoring.
Inspections: meet inspectors with the right person (power with electrician, tents with your tent vendor, etc.).
Incident logging: time-stamped notes for medical, safety, or operational issues.
Post-event walk: restoration photos, leftover materials, notes for debrief.

7) Common pitfalls (and how to avoid them)

Late site plan changes that bust fire lanes or ADA—lock the plan before final submissions.
Insufficient lead time for street closures or police staffing—start early.
Vendor “surprises” (bigger tents, extra generators)—control with a vendor spec sheet.
Missing COIs—require them before the vendor gets a credential.
Sound complaints—share schedules and a contact line with neighbors ahead of time.

8) Stakeholder communication

Create a one-page notice (map + dates + times + road impacts + contact).
Schedule standing check-ins with city partners and inspectors in the final two weeks.
Assign a community liaison for the day of show.