Tips for Apply for a Recreation Event Special Use Permit — Without Over-Burdening Land Agencies
Hosting a running event on public lands is an incredible way to connect people to place, but it also requires careful coordination with land managers. Here are some tips to help your application move smoothly through the process and show you’re a thoughtful, responsible event organizer.
1. Use the Correct Forms
Always start with the right paperwork, and submit a complete, detailed application. This will save your permit administrator hours and demonstrates professionalism.
- U.S. Forest Service lands, use FS Form 2700-3c;
- BLM lands, use their Form 2930-001 available through this permitting system: https://permits.blm.gov/raptor/sign-in;
- National Park Service, use Form 10-930.
2. Know the Places you are Requesting to Run
Understand the landscapes you’re requesting to use. Is it a national recreation area? A national monument? Or, a region with special designations or management plans? These determine capacity, timing, and resource protection requirements. Doing your homework shows respect for the land and the agency staff, and prevents requests to run in places that are not permitted due to designation sensitivities or protected flora or fauna.
3. Submit Accurate Maps and Files
Provide high-fidelity maps and GPX/KML or shapefiles of your proposed route that are:
- Located on system roads and trails (these often qualify for a Categorical Exclusion, avoiding lengthy environmental studies).
- Verified on the ground, not just pulled from crowd-sourced data.
- Checked against appropriate base layers and sensitive-resource data (e.g., threatened species, archaeological sites, public lands).
The clearer your route data, the faster the specialists can review it.
4. Submit Complete Operating Plans
Come prepared with an Operating Plan or Emergency Action Plan. Outlining communication protocols, emergency contacts, weather contingencies, medical response, and runner-safety procedures signals professionalism and foresight. Having these plans ready prior to being asked by the agency streamlines reviews and demonstrates that you are organized, safety-minded, and prepared for unexpected challenges on race day.
5. Apply Early — Really Early
Under normal circumstances proposals are requested to be submitted at least 180 days before an event. However with reduced staff and unpredictable timelines due to furloughs and backlogs, we recommend you contact the permit administrator further in advance and before you apply. A quick pre-submission conversation can identify potential issues early and prevent major delays later.
6. Cover All Jurisdictions
If your route crosses multiple management boundaries or jurisdictions, submit applications for each agency involved. Land managers talk to each other and missing one jurisdiction is an easy way to stall your permit.
7. Size Your Event Responsibly
Propose participant numbers that fit the landscape’s capacity. District rangers and resource specialists assess impacts to the public (other trail users) and the environment. If your event is new we recommend starting with a smaller field and growing gradually to help build trust among the partners and essential data for future years.
8. Be Flexible
Landscape conditions, resource priorities, and agency staffing change frequently. Have contingency plans and be ready for course reroute requests, adjusted application review timelines, or required mitigations for sensitive resources like endangered species or archeological sites. Flexibility demonstrates professionalism and respect for the landscapes and agency resources.
9. Build Relationships
Your event is likely one of the more enjoyable permits your administrator manages. Invite them for a site visit, share your community vision, and involve them early. When they understand your goals and experience the community first-hand, they’re more likely to champion your event internally.
10. Follow Through After the Event
Invite agency staff to attend or monitor your event, then hold a quick debrief afterward. Submit your post-use report promptly, account for all gross revenue (including sponsorships), and complete your fee determination accurately. These funds may support the very administrators who process your permit.
11. Give Back to the Land
Authorized agency personnel have significant discretion in approving and sizing events. Showing how your event gives back to the trails and community through trail work, stewardship projects, or volunteer days demonstrates commitment to protecting the landscape and can strengthen your permit request.
Final Thoughts
Every successful event on public land reflects a genuine partnership between organizers and the agencies that steward these spaces. By planning ahead, communicating openly, and grounding your work in respect for the land, you help ensure that running events remain part of our shared outdoor experience for generations to come.
Photo Credit: The Running Kind