FREQUENTLY ASKED QUESTIONS

Frequently Asked Questions

Do I need a permit?

Arizona Administrative Code (A.A.C.) requires an individual or organization to obtain a permit to use state property for the purpose of a Special Event or Solicitation.

*A.A.C. R2-11-402. Unauthorized Special Event Prohibited

A person shall not use state buildings or grounds for a special event without express written permission from the Director.

*A.A.C. R2-11-302. Unauthorized Solicitation Prohibited

A person shall not conduct a solicitation on state property without express written permission from the Director.

What is a solicitation?

“Solicitation” means any activity that can be interpreted as being for the promotion, sale, or transfer of products, services, memberships, or causes. Distribution or posting of advertising, circulars, flyers, handbills, leaflets, posters, or other printed information for these purposes is a solicitation. “Solicitation material” means advertising, circulars, flyers, handbills, leaflets, posters, or other printed information. A.A.C. R2-11-301.

What is a Special Event?

“Special event” or “event” means an assembly, demonstration, display, festival, parade, or rally conducted by a person or organization. This does not include a person authorized by the head of a state agency using the agency’s own office space. A.A.C. R2-11-401.

How do I shut down the city streets?

City streets are not controlled by ADOA. If you are requesting street closures you will need to contact City of Phoenix. www.phoenix.gov/specialevents

Is there a charge?

ADOA requires a non-refundable reimbursement deposit when using Wesley Bolin Plaza. The required amounts are listed on the application, but are typically $200 per section or $2800 for the whole plaza.

Why do I need insurance?

Under the Arizona Administrative Code, the Department shall not provide insurance or guarantee against damage to equipment or personal property of any person using state buildings or grounds. The special event sponsor is liable to the state for any injury done to its property and for any expense arising out of the sponsor’s use of state buildings or grounds. A.A.C. R2-11-407.

How do I get insurance?

You will need to contact your insurance provider and provide them with ADOA requirements, which can be found on our website https://gsd.az.gov/sites/default/files/documents/files/Checklist.pdf. If you do not already have an insurance policy, you can secure a special one day event policy through an insurance agent of your choice.

What insurance will be needed?

Our insurance requirements can be found on the ADOA website using this link

https://gsd.az.gov/sites/default/files/documents/files/Checklist.pdf. ADOA may require higher policy amounts depending on the nature and risk of your event.

Do my vendors need insurance?

Yes, all vendors that are participating in your event should provide you with a certificate of insurance meeting the state’s minimum requirements as well as a signed contract that notifies them of these requirements. ADOA does not require that these be submitted in order to obtain a permit, but the requestor will be required to provide them upon ADOA’s request.

Who do I contact for security?

DPS (Event Security)

Brandy Reissner 602.223.2855

or

Jacqueline James 602.223.2342

Can I set up overnight?

ADOA does allow overnight setup for approved events but requires overnight security by a DPS approved vendor and takes no liability for the damage or theft of property left overnight. Set up during business hours must be pre-approved by ADOA.

Is there electrical or water hook ups?

Depending on the location, ADOA may be able to provide access to electrical and water. All requests for electrical and water needs to be submitted on the application.

Alcoholic Beverages

Arizona Administrative Code prohibits alcohol on state property.

R2-11-102

A person shall not possess or consume alcoholic beverages on state property.

Who can sign the application?

Any person at least 18 years of age whom is the permittee for the event. If an organization is the requestor, you must be at least 18 years of age and have legal authority to sign on behalf of the organization.