Applying for a DNR Special Event Permit

An organized ATV or UTV ride can need more than the permits riders carry on the trail. If your event will use Indiana DNR-managed land, you may need approval before setting a date, promoting the ride, or collecting registrations. The practical first step is to define the event and location, then ask the managing office what authorization and supporting documents it requires.

When an Indiana DNR special event permit may be needed

A special event permit is for an organized activity that needs authorization from the land manager. It is separate from the ordinary requirements that apply to individual riders and machines. A club ride, race, guided tour, filming project, or other planned gathering on DNR property may need review, but the answer depends on the activity, location, size, and potential effects on the property.

Do not assume that a group can use a public trail simply because each participant has the required riding permits. A trail permit covers an individual machine’s eligible use; it does not necessarily authorize an organizer to reserve an area, set up a course, control traffic, bring in vendors, or run a commercial activity. Start by asking the office that manages the specific property whether your proposed event needs a special event application or another form of permission.

The event type matters. A timed competition may raise different safety and course-control questions from a casual group outing. A paid tour may involve commercial-use rules. Filming can require separate permission even if the crew is small. For details about how those activities differ, see Indiana Permits for a Race, Indiana Rules for a Commercial Guide, and Indiana Rules for Filming at a Park. An informal gathering may also have limits if it brings a large group to a site or changes how the area is used.

A special event approval is not a substitute for:

• A machine’s required registration or decal.
• A rider’s required trail permit.
• Any applicable entrance fee.
• Required safety equipment or age and supervision rules.
• Permission to use private land or a facility managed by someone other than the DNR.
• Compliance with trail closures, posted restrictions, and instructions from park staff.

For example, riders attending an approved event may still need the permits required for their own machines. Check Indiana’s Daily and Annual Trail Permits and Where to Buy an Indiana ORV Permit separately. If the ride crosses or uses more than one property, confirm who manages each area and whether each manager must approve the activity.

Event plan	Why to ask the land manager first	Possible separate requirements
Club ride on a DNR-managed trail	Group size, route, timing, and trail capacity may affect approval	Individual machine permits, entrance requirements, and trail rules
Race or timed event	Course layout, participant control, emergency access, and impacts need review	Race-specific authorization and safety planning
Paid guided ride	Charging for a service can change how the activity is treated	Commercial-use approval and insurance documentation
Filming or photography project	Equipment, crew movement, and use of a location may affect other visitors	Separate filming authorization and location restrictions
Event on private property	The DNR may not manage the site or have authority to approve the event	Written landowner permission and any other applicable approvals

The table is a planning aid, not a determination that a particular event will or will not require a permit. When in doubt, describe the event to the property office and request direction before you commit to a date or advertise access.

How to prepare and apply

There may not be one universal approval path that fits every kind of event or every DNR property. Confirm the current procedure with the office responsible for the location. Ask which application to use, how to submit it, what supporting materials are required, and whether another agency or property manager must also review the plan.

A clear, complete request gives the reviewer a useful picture of what you want to do. Before contacting the office, assemble the basic details below. If the agency provides a specific application or checklist, follow that document rather than relying on a general list.

1. Identify the property and activity. Give the official name of the property, the proposed event area, and a plain description of the activity. If you are uncertain whether the area is DNR-managed, ask before proceeding.
2. Describe the date and schedule. Offer proposed dates and explain when participants, staff, and equipment would arrive and leave. Ask whether alternate dates are useful in case the preferred date is unavailable.
3. Estimate attendance. Provide the expected number of participants, staff, volunteers, and spectators. If registrations are not open yet, explain how you arrived at the estimate and whether you plan to cap attendance.
4. Explain the route or activity footprint. Identify trails, staging areas, parking, start and finish points, and any proposed course markers or temporary facilities. A map or clear sketch can help, if the office requests or accepts one.
5. Outline safety and operations. Explain how you plan to manage check-in, participant movement, trail intersections, emergencies, and cleanup. State who will be responsible for communicating with participants and following staff directions.
6. Disclose commercial or promotional elements. Say whether participants will pay, whether vendors will attend, whether the event is sponsored, and whether you plan to film or publish material. These details can affect which approvals apply.
7. Ask about insurance and supporting documents. Do not assume that an ordinary personal policy satisfies an event requirement. Ask what coverage or proof the property manager expects, who must be covered, and when documentation is due.
8. Submit through the instructed channel and keep a record. Save the application, supporting documents, and written communications. If you make a material change to the route, dates, attendance, or event format, ask whether the approval must be updated.

When contacting the property office, be specific. “We want to hold a ride” leaves unanswered questions. A useful summary might state the property, type of event, estimated attendance, intended riding area, preferred dates, whether fees will be charged, and whether the plan involves a race, guide service, filming, or vendors. You do not need to guess at technical requirements; ask which details the staff needs for review.

For a race or organized ride, think through how the event will work for people who are not participating. Could a route cross a busy trail? Will a staging area reduce parking for other visitors? How will riders know which paths are approved? Can emergency responders reach the activity? These are practical concerns to raise early, not details to leave until the event day. Indiana Rules for an Organized Ride is a useful related topic, while Indiana Rules for Riding a Closed Trail helps explain why an event plan cannot override a closure.

Timing, insurance, and approval conditions

Apply early enough for the property manager to review the proposal, request missing information, and coordinate any needed staff or operational planning. Do not rely on a last-minute request being accepted, and do not treat a submission as approval. The appropriate lead time can depend on the event and property, so ask the managing office for its current schedule and deadlines. For more on planning time, see Lead Time on an Indiana Event Permit.

Avoid announcing that a site is secured or selling access as final before you receive written approval. A date that works for your group may conflict with scheduled operations, seasonal conditions, closures, or other users. Approval may also be limited to a particular location, route, time window, attendance level, or event format. If any of those details change, check with the office rather than assuming the original authorization still covers the new plan.

Insurance is another item to clarify before taking payments or making firm commitments. Event organizers should ask whether the DNR requires proof of insurance, what type of coverage is acceptable, and whether the agency or property manager must be named in a particular way. The answer may depend on the event and property. Insurance a DNR Event Organizer Carries covers the issue in more detail, but the managing office’s instructions for your event should control.

Keep the written approval accessible to the event lead, along with any conditions attached to it. Share relevant requirements with volunteers and participants before they arrive. Depending on the approval, conditions might address where the event can operate, how participants must be managed, what equipment or structures are permitted, or what must be done after the activity. Do not interpret a general permit as permission to use areas beyond the approved footprint.

A useful event file can include:

• The submitted application and any attachments.
• Written approval and any amendments.
• Insurance documents requested by the property manager.
• A current route or site plan.
• Volunteer roles and emergency contact arrangements.
• Participant instructions about permits, equipment, closures, and conduct.
• A record of any calls or changes agreed to with the managing office.

This is not just paperwork for the organizer. A shared, current plan helps prevent volunteers from giving participants conflicting directions and makes it easier to respond if staff ask for a change.

Common mistakes to avoid

Confusing an event permit with individual riding permits. Organizers should tell participants what they must bring or obtain, but an event approval does not automatically cover each machine’s separate requirements. Confirm the participant rules and explain them before the event. A group can have permission to gather and still have riders who are missing a required permit or decal.

Treating a trail reservation as permission to change the trail. Do not install signs, barriers, course markers, or other equipment unless the property manager authorizes them. Ask about setup and removal as well as the event itself. An organizer’s safety plan does not give the group authority to modify public facilities.

Assuming an event is too small to need review. Attendance is only one factor. A small race, guided activity, or filming project can raise different issues from a larger casual ride. Give the office an accurate description and let the manager determine what review applies.

Waiting until participants have paid. If approval is delayed, denied, or limited, the organizer may have to change plans after people have made arrangements. Resolve the location and approval path before promoting the event as confirmed. If you collect fees, explain the cancellation or relocation process clearly.

Overlooking other managers or property boundaries. A route that appears continuous on a map may pass from one managed area to another. Confirm the land manager for each part of the plan. Permission from one office does not necessarily authorize activity on a neighboring property, private land, or a closed section.

Assuming approval lasts indefinitely. Treat an event authorization as limited to the details and conditions stated in the approval. Ask whether it covers only the listed date and activity, and whether a repeat event needs a new request. Keep any updated approval with the event records.

If the office says a special event permit is not required, ask what rules still apply and whether you should keep a record of that guidance. You may still need to comply with ordinary property rules, individual permit requirements, closures, safety conditions, and any restrictions on commercial activity. Clear written direction is especially useful if the plan changes or a different staff member is on duty when the group arrives.

Disclaimer

This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.