Learn how to submit a Special Event Application.
We have recommendations below for how to advertise your event.
We have that information too!
Please reach us at mfoster@harlemga.org if you cannot find an answer to your question.
1. Completed application and non-refundable permit fee (if needed) pursuant to fee schedule on the application.
2. Certificate of Insurance (If Applicable)
3. Site plan of the event showing all temporary installations in relation to the surroundings. The site plan must show a detailed diagram of the event including the location of concession booths, portable
toilets, dumpsters, public, emergency and accessible routes, parking, banners -and signs, location of tents, stages, entertainment and orientation of loudspeakers, locations for electricity and water, and other relevant information.
4. If your Special Event includes construction, electrical, plumbing or mechanical work, then the work must receive a final inspection prior to the commencement of the Special Event. If the inspection must be completed after 3:00 p.m. Monday through Friday, over a weekend, or on a National Holiday, then the cost of each inspection will be $25.00 per hour per inspector which offsets time and half pay and the cost of benefits for the inspector and door to door travel time. As this will require a minimum of three hours per inspector, assume the total cost per inspector to be a minimum of $75.00. Please note that the specific contractor for the applicable inspection must be on-site at the time of inspection. If not, the permit will be cancelled.
5. If your Special Event requires security or a police presence outside of event hours, it is your responsibility to provide that security at your own cost. It is not the City of Harlem or Harlem Police Department ’s responsibility to provide any security outside of event hours.
6. The City of Harlem does not provide electricity or water for events. It is the event applicant's responsibility to provide water and/or electricity as needed for the event.
7. If your event is on the Library Lawn/Plaza or the ball fields, please ensure that all tents are free-standing. No tent should be put into the ground. This could damage the water lines that lead to the underground sprinkler systems. The Library Plaza is Columbia County, Georgia Property. Do not use stakes to secure tents or any other structures on the Library Lawn. Use weights to secure your structures. Vehicles are not permitted on the grass or sidewalk of the Plaza at any time.
Special Event Applications should be submitted to the City of Harlem, Georgia no later than 40 days before your event date.
The City of Harlem rents the following to help with Special Event Organizers:
Stage Rental
Sizes available:
4-piece kit - $100.00
6-piece kit - $140.00
8-piece kit - $160.00
10-piece kit - $200.00
*Each individual stage piece is 4’ by 8'.
Barricade
$150.00 - Only one available, subject to availability
There are multiple ways to advertise your event!
1. The City of Harlem Newsletter
2. Event Flyers
3. Social Media Events
4. The Visit Columbia County, Georgia website: https://www.visitcolumbiacountyga.com/events/
5. Word-of-Mouth
6. Local Radio Stations
Please reach us at mfoster@harlemga.org if you cannot find an answer to your question.
To ensure your event is safe, well-organized, and compliant with City, State, and Federal regulations. The application allows the City of Harlem to coordinate services (such as police, fire, and public works), prevent scheduling conflicts, and review plans for public safety and logistics.
No. Submitting a Special Event Application to the City of Harlem is free!
The only times where an event organizer needs to include payment with their Special Event Application is for:
Events with Alcohol - You will need an Alcohol Permit
Events that include construction, electrical, plumbing, or mechanical work - see line 4 under "City's Rules & Regulations" above.
The 40-day deadline allows the City of Harlem adequate time to review your application, coordinate with Police, Fire, and Public Works, and ensure all safety, permitting, and logistical requirements are met. It also helps prevent scheduling conflicts and allows time for any required revisions before approval. If an event involves alcohol, the Special Event Application will need to have approval from Harlem City Council.
You can pick up the Special Event Application from the Harlem Museum and Welcome Center.
The Special Events Application goes to the Museum Director and Event Coordinator for the City of Harlem, Meghan Foster. Her contact information is mfoster@harlemga.org.