Hannibal, MO Special Event Application
As America's Hometown, the City of Hannibal encourages special events, festivals, and parades in our community. These events add to our quality-of-life, and help make Hannibal a truly unique hometown!
In encouraging these events however, the City remains cognizant of possible impacts to non-participants, such as neighboring residents or nearby businesses. The City wants these events to have minimal impact on others.
Special events that will occur solely on private property do not typically require City Council approval. The City simply asks that noise levels be contained, safety monitored, and trash/debris removed after the event. In essence, we ask for your consideration toward others.
Special events that will 1) occur on public property, (2) require street closures, (3) involve outdoor retail sales, or (4) involve off-site liquor sales, FIRST REQUIRE City Council approval.
For such events, the Special Event Application will need to be completed. Please, execute and return the Hold Harmless Agreement with the event application. If you're requesting a road closure & your requested area is outside of the map provided in the packet, then you MUST provide your own map. The City additionally requires a Certificate of Insurance; this certificate must list the City of Hannibal as an additional insured and must be endorsed, we do require the endorsement page from your insurance agent.
On the application, please fill-in the date that you would like the City Council to hear your request. It is very important that you (or a member of your organization) attend the Council Meeting to answer any questions. Questions typically involve ways to assure that surrounding residents are not negatively impacted. To be placed on a Council Meeting agenda, this Application must be submitted to the City Clerk's Office no later than the Wednesday preceding that Council Meeting. This is very important, as there is a legal deadline for publishing the agenda, and the City Council, by law, can only act on items listed on the agenda.
Note, if your Special Event involves a parade, City Ordinance requires you to obtain a permit from the Police Department after Council approval, but prior to your event. Restated, if the City Council approves your request, you must contact the Police Department (573-221-0987) within 10 days of your Special Event to secure the appropriate parade permit.
There is absolutely NO stakes allowed to be hammered into City owned parking lots, sidewalks or roads.
A Fireworks show or display MUST be conducted by an independent fireworks operator approved by the Missouri Division of Fire Safety.
Finally, if your Special Event involves off-site liquor sales, you MUST have a valid liquor license, or a specific State exemption thereof before the City Council can consider your Special Event. The City Clerk's Office (573-221-0111) is available to answer any questions you may have.
We have created this Special Event Application to help simplify your review process. We wish you well with your Special Event and thank you for contributing to our quality of life here in America's Hometown!
You can download the Special Event Application by clicking the button below and submitting your Event Application when complete by email or by dropping it off at the City Clerk's Office.
Requirements for Special Event Sponsors / Organizers
STATE OF MISSOURI SALES TAX REQUIREMENTS
THIS APPLIES ONLY IF YOU HAVE VENDORS / RETAIL SALES WILL BE MADE
- Sponsor / Organizer of Special Event is required by the Missouri Department of Revenue to provide all vendors with form 2643S regarding their responsibilities for collecting and remitting sales tax in Missouri if they are not already registered with a Missouri Tax ID number.
- A letter from the Event Sponsor / Organizer verifying that Form 2643S was given to the unregistered vendors & verifying that you have received a Certificate of No Tax Due for those vendors who are already registered with a Missouri Tax Identification number were received must be provided.
- Your letter must be submitted to the City Clerk's Office prior to your licenses being issued.
- The City Clerk's Office may randomly check No Tax Due Certificates at any given time.
Q & A FOR SPECIAL EVENTS FROM THE MO. DEPT OF REVENUE
- I don't sell, but I do organize the event or show. What are my responsibilities?
- The Dept. of Revenue requires all vendors to have their own Mo. Tax Identification number if they make sales at retail. Unregistered vendors will need to contact the MO. Dept. of Revenue 3 to 4 weeks prior to the event to obtain a sales tax license. The license will be issued with a statement indicating "This business is authorized to make sales in all cities and counties within the State of Missouri and is required to collect and remit all applicable state and local sales taxes."
- What if I live in another state?
- Your responsibilities for collecting and remitting sales tax are the same as a Missouri resident. However, if you earn more than $600.00 in the state of Missouri, you may also be required to file a MO state income tax return.
- How do I get a sales tax license?
- A MO Special Events Application Form 2643S, must be completed and submitted to the MO Department of Revenue. It can also be obtained by visiting the Business Tax Registration Forms page on the Missouri Dept. of Revenues page.
For more information or questions regarding sales/use tax contact the Missouri Department of Revenue.
Requirements for Special Event Vendors
Sponsors of special events will be required to contact the Department of Revenue at 314-877-0177 to request special event sales tax packets for each vendor.
Prior to issuing licenses a cover sheet from the Department of Revenue verifying packets were requested/received must be provided.
Business License
The business/group promoting and organizing the event for profit must obtain a City of Hannibal Business License. Contact City Hall at 573-221-0111 for more information.
Alcohol
Review the City of Hannibal Municipal Code Chapter 3 Alcoholic Beverages. Approval is needed from the City of Hannibal. If your Special Event involves off-site liquor sales, you must have a valid liquor license, or a specific State exemption thereof before the City Council can consider your Special Event. The City Clerk at 573-221-0111 is available to answer any questions you may have.
Retail Vendors
If retail sales are being made, vendors are required to collect and report sales tax to the Missouri Department of Revenue. Tax packets may be obtained by calling 573-751-3505 or by visiting the Business Tax Registration Forms. The Event Organizer/Sponsor is responsible for handing out the MO Dept. of Revenue Form 2643S for those vendors who are unregistered.
Food Vendors
If food is to be served, each food vendor must receive approval from the Marion County Health Department.
Parade or Other Run/Walk Event
Special events that occur on public property, require street closures, or involve outdoor retail sales, first require City Council approval. Parades require you to obtain a permit from the Police Department after Council Approval, but prior to your event. You must contact the Police Department within 10 days of your event to secure the appropriate parade permit.
Security
Must provide its own method of security.
Waste Removal/Recycling & Port-a-Potties
Responsibility of the event holder. Not supplied by the city.
Barricades
Available through the Street Department.
Fireworks
A fireworks show or display must be conducted by an independent fireworks operator approved by the Missouri Division of Fire Safety.
All special events must contact the Hannibal Fire Department for appropriate permits.
