Planning an event is exciting, but it can also feel overwhelming. This guide is designed to help community members, businesses, and organizations in Seneca County navigate event planning from start to finish. By following these steps, you can ensure your event is well-prepared, visible to the community, and supported by the Seneca County Collaborative’s divisions: Seneca Regional Chamber & Development, Downtown Tiffin, and Destination Seneca County.

Before submitting your event for promotion, be sure you know:

• Event name

• Date and time

• Location and address

• Organizer’s contact information

• Cost or admission details (if any)

A clear, people-focused photo will always outperform a flyer or poster. Use original photos whenever possible.

The Seneca County Community Calendar is the foundation for all event promotion. Use it as a planning tool before locking in your date.

• Review the calendar at SenecaCountyEvents.com to see if other events are scheduled for the same day or weekend.

• Look back at past years to see what traditionally happens during the same timeframe.

• This helps avoid conflicts with similar audiences and strengthens attendance.

We understand not all events can be planned without overlap, but this step ensures you are aware of potential conflicts before finalizing details.

• Once you have a potential date, secure your venue and check insurance requirements early.

  • Venue reservations: Confirm space availability with the City, County, or private property owner.

  • Insurance: Some venues or jurisdictions may require proof of liability coverage. Contact your provider early to avoid delays.

  • Accessibility: Consider ADA accessibility, parking, restrooms, and seating. Ensure the event is welcoming for all.

  • Safety & contingency planning: Have an emergency plan, identify first aid needs, and plan for weather alternatives if outdoors.

Permits often require 30–45 days, so start this process early:

City of Tiffin Event Permits

Individuals or groups, including Downtown Tiffin Main Street Committees, wishing to conduct events on City of Tiffin property must obtain a permit from the City Administrator’s office. Parade permits are obtained separately through the Tiffin Police Department.

• Event applications must be submitted at least 45 days prior to the event date.

• Applications may be reviewed with the Traffic Safety Committee, which meets on the fourth Wednesday of each month.

• Downtown committees must first coordinate applications with the Downtown Main Street Manager.

• Events in City parks must be coordinated with the Director of Parks and Recreation.

Applications are available at TiffinOhio.gov.

County Buildings and Grounds Permits

Events on Seneca County property require a permit from the Seneca County Commissioners’ office. Applications must be submitted in advance and follow County regulations.

Mobile Food Vendors (Food Trucks)

Food trucks operating in the City of Tiffin require both a license and a location permit.

• Permits are valid for one week to one month.

• Fee: $25 per week, paid in advance.

• Vendors must be self-sufficient (no City utilities provided).

• Hours of operation: 6:30 AM to 2:30 AM, except Sundays (must close by midnight).

Applications and full conditions of use can be found through the City of Tiffin. The Tiffin Fire/Rescue Division also requires inspections to ensure safety standards are met.

Temporary Alcohol Permits

Many events include alcohol service. In Ohio, nonprofit organizations can apply for temporary liquor permits through the Ohio Department of Commerce, Division of Liquor Control.

Common permits include:

• F Permit – allows beer sales by the glass for up to five days.

• F-2 Permit – allows beer, wine, and spirituous liquor sales for up to four days.

• F-12 Permit – allows beer and wine sales for up to 90 days.

Applications must be submitted at least 30 days before the event. The applying organization must notify the local chief peace officer, provide a site plan, and secure property owner consent as part of the application.

Events inside a Designated Outdoor Refreshment Area (DORA) may have additional flexibility. A qualifying temporary permit holder located within a DORA will automatically receive a DORA designation once the permit is issued.

More information is available at Ohio Commerce Temporary Event Permits.

A complete event description helps your audience understand what to expect and encourages attendance.

When writing, include the Who, What, When, Where, Why, and How:

• Who is hosting and who should attend
• What is happening in one or two plain sentences
• When with date and start time, and end time if helpful
• Where with venue name and full address
• Why it matters or what makes it unique
• How to participate with ticket or registration information

Best practice: Keep it to 3–5 sentences, avoid jargon, and write as if you are inviting a friend.

Original photos with people consistently perform better than posters or collages. Use a single, well lit photo whenever possible.

Facebook event cover photos should be 1200 pixels wide by 628 pixels high to display correctly across platforms. Avoid text-heavy designs or collages that may cut off people or important details. Posters can be included as supporting material, but not as the main image.

• If you create a Facebook Event, it will automatically appear on the calendar.

• You can also add your event directly at SenecaCountyEvents.com.

Events should be added to the calendar at least one month in advance to allow for maximum promotion. That means creating your Facebook event early.

If you add your event to your organization’s Facebook page and do not see it appear on SenecaCountyEvents.com, please contact Marisa Huss, Director of Tourism and Marketing, at MHuss@OneSeneca.org or 419-447-4141.

Once your event is on the Community Calendar, our team reviews it in weekly meetings. Promotion support may include:

• Social media posts

• Highlight in our weekly newsletter

• A press release may also be drafted if the event organizer requests it and completes the Event Detail Intake Form. Completion of the intake form does not guarantee a release. Decisions will be based on strategic priorities, community relevance, and staff capacity.

Press release intake forms should be submitted 30+ days before your event whenever possible to align with media deadlines.

A successful event requires careful budgeting. Estimate costs early and explore partnerships to help offset expenses.

Include line items for:

• Venue and permit fees

• Insurance coverage

• Marketing and promotion

• Vendors such as sound, staging, lighting, catering, or tents

• Staffing or volunteer needs

Seek sponsorships or partnerships whenever possible to strengthen community connections and reduce costs.

• Add your event to the Community Calendar at least one month in advance.

• Submit press release intake form 30+ days before your event whenever possible.

• Avoid last-minute entries, as they are less likely to receive full promotion.

• Press releases and promotions are typically scheduled for mornings, not afternoons.

• Avoid Friday afternoons and holiday weekends for best coverage.

Good on-site services make events run smoothly and reduce cleanup. Plan for:

• Trash and recycling: at least one 35-gallon trash can for every 50 to 75 attendees, with extra liners and staff to change bags during and after the event.

• Portable restrooms: for events up to four hours without alcohol, plan roughly one unit per 100 attendees. Add more if serving alcohol, hosting longer events, or if facilities are limited nearby. Include at least one accessible unit.

Capture original photos during your event for future promotion.

Share live updates on social media and tag the Seneca County Collaborative divisions when appropriate:

• Seneca Regional Chamber & Development

• Downtown Tiffin

• Destination Seneca County

After the event, share a thank-you message or recap post. Highlight attendance, funds raised, or community impact to build excitement for future events.

Finally, take time to gather feedback from attendees, volunteers, vendors, and partners. A quick survey, informal conversations, or a debrief with your team can provide valuable insights that will strengthen your next event.