Meeting Agendas & Minutes

Meeting Schedule

The Special Events Committee meets on the second Thursday of each month. See dates below. All meetings will be held via video conference, and a listening line will be provided for the public.  Check individual agendas for call-in information. 

The Special Events Committee is comprised of various local agencies such as Police, Fire, Health, Metro, Parks, Liquor Enforcement and more. You'll be asked to give a brief logistical/operational overview of your event. The Committee will ask questions and advise you what is required to obtain your permit; Examples: number of barricades, security requirements, health requirements for food handling, traffic control plans, etc.

You will be notified as to whether or not you need to appear before the Special Events Committee for an event review. You will be notified of the exact time for which you have been scheduled at least 3 days in advance.

This process is intended to encourage Special Events in Seattle and to empower event organizers to produce safe, well-organized, compliant community events.

2025 Agendas & Minutes

Agendas for upcoming meetings will be added as available.

2024 Agendas & Minutes

To access past meeting agendas and meeting minutes, see the Archives page.

IN THIS SECTION

Meeting Dates & Location

Organizer Presentations

Subcommittee Meetings

Annual Run/Walk/Ride Meeting

Meeting Dates & Location

See Meetings webpage for complete schedule and posted agendas.

Presenting at a Committee Meeting 

You will be notified as to whether or not you need to appear before the Special Events Committee for an event review. You will be notified of the exact time for which you have been scheduled at least 3 days in advance.  Be prepared to answer questions about your event including specifics on your site set up, security plans, number of volunteers, portable restrooms, parking and traffic plans, neighborhood communication, and other key elements of the event.  Additionally, the City's Special Events Chair or Coordinator will inform on specific items that will be reviewed as needed. 
 
You may be asked to bring key planners with you to the presentation, such as alcohol service providers, safety and security managers, staging or other key vendors. 
 
The City's Special Events Chair or Coordinator will also inform you on what specific documents to submit for the presentation.  In general, submit or bring any information that was not attached to your application (i.e., news release, public notification, new maps or layout, etc.) 
 
If you are able to submit digital copies 5 days prior to the presentation date, the Special Events Office will provide copies for Committee members.  Otherwise, bring 25 copies of your materials for distribution to the Committee members.  

Subcommittee Meetings 

You may be asked to attend one or more subcommittee meetings regarding your event, instead of or in addition to attending a full committee meeting.  

Subcommittee meetings are generally less formal meetings and are an opportunity to discuss an event in greater detail. These meetings are attended by a select group of Special Events Committee members and stakeholders that are relevant to your particular event and are not open to the general public.  

Subcommittee meetings are usually scheduled on Thursday mornings at 10:00AM or 11:00AM, but may be scheduled at other times to accommodate participants' schedules or specific event needs. Subcommittee meetings are generally held in the Seattle Municipal Tower but may be scheduled at other locations, including the event site, as appropriate and necessary.   

Annual Run-Walk-Ride Meeting 

The Special Events Committee hosts an annual meeting for organizers of runs, walks, races, cycling, and other athletic events that use City of Seattle streets.  The purpose of the meeting is to review dates and locations for all run-walk-ride events taking place in Seattle, review anticipated construction and road work conflicts, and review event date and location conflicts. The meeting also covers updates to the Special Event Permit process, updates to conditions and requirements for all run/walk/ride events permitting in Seattle, and other topics concerning these types of events.  

The run-walk-ride meeting generally replaces the November Special Events Committee Meeting. Location varies depending on anticipated attendance. The Special Events Office will send an invitation and meeting agenda to all organizers of annual run-walk-ride events and any prospective events who have contacted the Special Events Office.