Outdoor Special Event

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Event Planner Frequently Asked Questions

The following are ten questions event planners should ask before holding an outdoor event on private property. If you have any further questions, please contact the Planning Division at planning@colliervilletn.gov or (901) 457-2360.

Expand/Contract Questions and Answers

Does the property owner know about my event?
The owner of the property needs to be aware of the event and consent to their property being used in that way. The Town will want proof that the property owner has “signed off” on the event. This is typically done by having the property owner sign the Outdoor Event Questionnaire in addition to the event planner.
Have I considered liability and risk?
The Town will ask, at its sole expense, the event sponsor to obtain Comprehensive General Liability Insurance, with the Town an additional insured party. The event sponsor will also be required to sign a Town Waiver, Release, and Indemnity form.
Is the Town aware of my event?
Event planners are encouraged to submit a competed Outdoor Event Questionnaire to the Planning Division at least sixty (60) days prior to holding an event. The primary reasons are to make sure that the event is held safely, adverse impacts to surrounding properties are minimized, and prevent violation of Town regulations, such as signage, noise, alcohol, Fire Codes, electrical codes, etc. Staff will also use the form to determine is a Conditional Use Permit (CUP) from the Board of Mayor and Alderman (BMA) is needed, which could be triggered if more than 200 people (including staff and volunteers) attend the event. Sometimes events need to be “ticket only” events to make sure to limit attendance. Having multiple events during a calendar year could also trigger the need for a CUP.
Where will my guests and staff park?
The lack of adequate parking for outdoor events is a common issue. The Town will look to see where event staff and attendees will park, whether on-site or off-site. Events occurring during “peak times” of other uses or businesses can cause adverse impacts to the neighborhood. The Town will look to see that the owner of off-site parking areas has consented to their property being used for “overflow” parking.
Will alcohol be served or sold?
Check with Administration at 901-457-2200 about any implications for the event related to any existing beer permits applicable to the property. If the property does not have a permit that allows for consumption outside the building, a licensed caterer or vendor will be needed to serve alcohol.
Will any products be sold at my event?
The Town has regulations related to the outdoor display and sale of merchandise. These regulations are still applicable during outdoor events.

Food trucks are sometimes used at events for catering for attendees. Food trucks used as private catering for a “documented” outdoor event and that are not open to the general public are considered appropriate. It is important to note that food trucks cannot, “occupy any portion of any public street, alley, sidewalk or right-of-way for the purpose of storing, selling or exhibiting any goods, wares, merchandise or materials” (Town Code §92.01). For anyone wishing to operate a food service vehicle referenced in the code (IFC section 319) in the Town of Collierville Jurisdiction, a permit will be required, and compliance inspection will be performed on their vehicle by a Town of Collierville Fire Department Fire Inspector. To set up an inspection call the inspection line at 901-457-2494 or email cfdinspections@colliervilletn.gov. At the Fire Marshal’s office (1251 Peterson Lake, Collierville TN, 38017) a permit application can be filled out and fees paid.
Will I need signage?
The Town has special signage standards that apply to outdoor events. Signs erected on the day of the event are allowed without a permit but must meet the sign regulations. Signs erected more than 24 hours before the event do require a permit. Sign permits may be needed. Temporary signs that are not visible from a surrounding public street are exempt from permits.
Will I use tents?
Tent permits are required for tents greater than 400 sq. ft. Contact the Chief of Fire Prevention directly at 901-457-2482 to obtain a permit or with questions. The tents will be taken down and removed following the event. No open flames or combustibles are allowed in the tent as described in 2018 IFC (3106.5).
Will my event be on Town property or will I need Town services, such as solid waste containers, road closures, or traffic control?
Outdoor activities that involve the use of Town of Collierville property (public parks, Town facilities, Town greenways or trails, public rights-of-way, etc.) or require “non-basic” Town services (solid waste containers, traffic control, blocking of streets, etc.) are not reviewed the Planning Division and are instead processed through the Parks Department. A permit from the Special Events Committee is required for such events. If this describes the scope of your event, contact the Parks Department at 901-457-2777.
Will my event create noise?
The Town’s Anti-Noise Regulations will apply to any outdoor event. The Anti-Noise Regulations (§130.016) are enforced by the Collierville Police Department upon complaint by a citizen or upon issuance of a citation. If the event is to be held near residential uses, consider ending the event before 10:00 pm and taking measures to mitigate noise impacts to the surrounding neighborhood.

Printable FAQ

10 questions event planners should ask themselves 8-22-23

More about Special Events

The Town of Collierville has policies and rules that control public outdoor gatherings called Special Events. Depending on the event, organizers may need to get permits and approvals from the Town.

To maintain safety, cleanliness, and a family-friendly atmosphere, Special Events are categorized into two types based on their effect on the town and community: Class I and Class II.

Class I Special Event

Class I Special Events are outdoor activities that use Town property or need specialized services.

A permit from the Special Events Committee is needed for Class I events, and applications must be submitted to the Parks and Recreation Department at least 60 days beforehand. The Parks Department will inform all relevant departments to determine their level of sponsorship during the review of the permit.

If organizers think their event may be a Class I Special Event, they should contact the Parks Department at 901-457-2777.

Class II Special Event

These are outdoor activities on private property that don't need specialized Town services. These include events such as customer appreciation events, outdoor concerts, festivals, races, religious services, and parties.

If organizers think their activity is a Class II Special Event or want to make sure it follows Town rules (such as tents, displays, or signage), they should fill out the Outdoor Event (on Private Property) Questionnaire and send it to the Planning Division 60 days before the event.

If an event is expected to have over 250 people or has a cumulative total of over 500 people in a year, it needs a Conditional Use Permit (CUP) from the Town. CUPs cost $300 and take about 60 days to get approved by the Board of Mayor and Aldermen (BMA) and the Planning Commission (PC).

Not all outdoor events need a CUP, and the Planning Division can determine if an event is "exempt" from CUP review. The Planning Division usually doesn't require a Conditional Use Permit for the following events:

Class I Special Events (but they still need approval from Parks Department)
Events held in approved permanent facilities like churches and conference centers
Funeral processions
Non-profit or business company picnics
Private outdoor events on institutional properties like schools or churches (with proper safety measures)
Neighborhood events organized by property owners' association for their members
Events held in public assembly places like stadiums, pools, and outdoor dining areas that are approved by Collierville
Events taking place solely on state-owned or Shelby County-owned property without any off-site impacts.

S	M	T	W	T	F	S
27	28	29	30	31	1 10:30 AMPreschool Story Time: Cooking	2
3	4	5	6	7	8 10:30 AMPreschool Story Time: Hibernation	9 10:00 AMDrop-In Art Studio: Holiday Greeting Cards
10	11 6:00 PMBoard of Mayor and Aldermen Meeting	12 9:00 AMPickleball group lessons at the Linda Kerley Center 11:00 AMBingo at the Linda Kerley Center 6:30 PMEvening Concert Series: Iris Collective "Give Thanks"	13 9:00 AMPickleball group lessons at the Linda Kerley Center	14 9:00 AMPickleball group lessons at the Linda Kerley Center 12:00 PMLunch & Learn: Germantown During the Civil War Era 5:00 PMMayor Joyner Celebration of Service	15 9:00 AMPickleball group lessons at the Linda Kerley Center 10:30 AMPreschool Story Time: Turkeys	16 9:00 AMPickleball group lessons at the Linda Kerley Center
17 9:00 AMPickleball group lessons at the Linda Kerley Center	18 9:00 AMPickleball group lessons at the Linda Kerley Center	19 9:00 AMPickleball group lessons at the Linda Kerley Center	20 9:00 AMPickleball group lessons at the Linda Kerley Center 1:00 PMFriends of the Museum Book Club, "A Painted House"	21 9:00 AMPickleball group lessons at the Linda Kerley Center	22 10:30 AMPreschool Story Time: Family Traditions	23
24	25 6:00 PMBoard of Mayor and Aldermen Meeting	26 5:30 PMCollierville Christmas Tree Lighting	27	28 Town Offices Closed MUSEUM CLOSED	29 Town Offices Closed MUSEUM CLOSED	30

Collierville, TN

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Outdoor Special Event

Event Planner Frequently Asked Questions

Does the property owner know about my event?

Have I considered liability and risk?

Is the Town aware of my event?

Where will my guests and staff park?

Will alcohol be served or sold?

Will any products be sold at my event?

Will I need signage?

Will I use tents?

Will my event be on Town property or will I need Town services, such as solid waste containers, road closures, or traffic control?

Will my event create noise?

Printable FAQ

More about Special Events

Class I Special Event

Class II Special Event

November 2024

Nov 2024