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2. Special Event Application
4. Submission of an application is not a guarantee of approval.
   
   An application fee of $25 is due at the time of application.
   

   We strongly encourage you to create an account. Once you login and start the application there will be a save progress button at the top of the page. Please save the document often. This will allow you to save your document and make changes at a later date.

   Application deadlines: Events with less than 999 attendees that does not require the temporary closure or blockading of public streets 60 days Events with 1,000+ attendees or requires the temporary closure or blockading of public streets 120 days Demonstrations 60 days Spontaneous event 48 hours

6. Please note:

   To prevent possible loss of data, please turn off your pop-up blocker in your browser.

   The information requested in this application form will be used to determine eligibility for approval for the event requested. 

   Completed forms may be released upon the request of any citizen, as provided by the Freedom of Information Act. 

   Please note there may be other applications and forms you will need to complete for your event but completion of this application is mandatory for ALL events. 

   Any misrepresentation in this application or deviation from the final permit conditions may result in immediate revocation of the permit, the halting of the event, and possible loss of privilege to host events in the future.

8. Frequently Asked Questions
   Special Event Application FAQs

   Please refer to the Special Event Application FAQs for timelines, explanation of procedures and links to other forms and resources.

10. Event Information

    Please answer ALL questions, indicating Not Applicable if the question does not apply to your event.

12. Event Title*
13. Brief Description*
15. Proposed Date and Time*
    Proposed Date and Time Start Date

    Proposed Date and Time Start Time

    —

    Proposed Date and Time End Date

    Proposed Date and Time End Time
17. Is this a first-time event?

    1. Yes
    2. No
18. When did the last event take place?
20. Applicants First Name*
21. Applicants Last Name*
23. Are you 18 years of age or older?

    1. Yes
    2. No
24. Are you representing yourself?

    1. Yes
    2. No
25. Are you representing a For-Profit Business?

    1. Yes
    2. No
27. Are you representing an organization?

    1. Yes
    2. No
28. Is it a non-profit organization with 501(c)(3) status?

    1. Yes
    2. No
30. File Upload
    To minimize the possibility of lost data, please ensure you have a strong and stable internet connection before attempting to upload a file.
31. Attach a Copy of the 501(c)(3) Certificate
32. OR Enter the Identification Number
34. Business or Organization's Name
36. Address1*
38. Address2
40. City*
41. State
42. Zip
44. Daytime Phone
45. Evening Phone
46. Fax
48. Cell
49. Email*
53. About the Event
55. This event is a . . .

    Please check all that apply.

    1. Parade / Run / Walk / Bike or Auto Procession
    2. Festival
    3. Private Party

    1. Carnival
    2. Sporting Event
    3. Concert

    1. Protest / Demonstration / Rally / Political Event
    2. Other
57. Explain Other
59. The event is . . .

    1. Open to the General Public
    2. Ticketed Event
    3. Private (by invitation only)
60. The event will be hosted on . . .

    1. Public Property/Right of Way
    2. Commercial
    3. Residential
    4. Private Property
62. Description of the Event
    If a street closure is requested, please note the closure request and cite the requested closure times.
64. Event Website
66. Location(s)
68. File Upload
    To minimize the possibility of lost data, please ensure you have a strong and stable internet connection before attempting to upload a file.
69. Please attach a detailed and legible Site Map.
    Include location of structures, barricades, generators, restroom facilities, etc.
70. No hand drawn maps please!
    Event Mapping Help Guide
72. Setup Date(s) and Times
    Setup Date(s) and Times Start Date

    Setup Date(s) and Times Start Time

    —

    Setup Date(s) and Times End Date

    Setup Date(s) and Times End Time
74. Breakdown Date(s) and Times
    Breakdown Date(s) and Times Start Date

    Breakdown Date(s) and Times Start Time

    —

    Breakdown Date(s) and Times End Date

    Breakdown Date(s) and Times End Time
76. Please note the range of TOTAL anticipated attendees (including spectators and participants)

    1. 0-99
    2. 100-249

    1. 250-499
    2. 500-999

    1. 1,000-1,999
    2. 2,000+
80. Logistics
82. Please indicate the various event activities and equipment.

    Check all that apply.

    1. Alcohol
    2. Catering
    3. Food
    4. Generators
    5. Moon Bounce / Inflatable Amusement
    6. Mechanical Rides/Devices

    1. Staging
    2. Bleachers
    3. Shuttles/Satellite Parking
    4. Tent(s)
    5. Petting Zoo

    1. Banners/Signs
    2. Vendors (non-food/beverage)
    3. Barricades
    4. Live Music
    5. Drones
86. Parade, Run, Walk or Autoprocession
88. Assemble Area/Time
90. Disassembly (finish) Area
92. Describe Route
96. Food, Non-Food, and Other Vendor Information
98. A vendor is anyone who is serving, selling, or sampling food, beverages, or merchandise. Please note that separate vendor information may be required by the Commissioner of the Revenue and the Health Department.
100. FOOD (Check all that apply)

     Food will be . . .

     1. Served
     2. Sold
     3. Catered

     1. Prepared in Kitchen
     2. Food Trucks
     3. Cooked using Propane (permit required)

     1. Prepared Outdoors
     2. Delivered from another location
102. Kitchen Location
104. Names of Food Trucks
106. Time food vendor(s) set up ready for inspections
     Time food vendor(s) set up ready for inspections
108. NON-FOOD: Please indicate the number and types of vendors you will have at the event.
112. Alcohol
114. To serve alcohol at a public event, you will need a permit from Virginia ABC. Alcohol information must be completed regardless of whether the event is public or private. See www.abc.state.va.us for details and specific regulations for your event.
116. Type

     (please check all that apply)

     1. Draft Beer

     1. Bottled / Canned Beer

     1. Wine

     1. Liquor
118. Alcohol will be . . .

     1. Sold

     1. Served
119. Is a vendor providing the alcohol?

     1. No

     1. Yes
121. Name of Vendor
123. Times during the event that alcohol will be served/sold
127. Security
129. Security and/or precautions are required when alcohol is being served or sold, materials or equipment are left overnight, and/or live entertainment is provided. You will be required to submit a detailed security plan.
131. Describe the type of equipment to be left overnight
135. Tents, Bleachers, Stages, Moon Bounces and Mechanical Amusement Devices
137. Please note all tents over 900 square feet, bleachers, stages, moon bounces or mechanical amusement devices must be inspected prior to the event and additional forms and a permit request will be required.
139. TENTS:
     Please give an overview of your tent plan. List the type of tent (by Code), number, and size(s) of tents to be erected.
     
     Tent Codes: C - Cooking underneath; GA - General Assembly (requires floor plan showing exits); S - Sales of food, products, etc.
141. Tent
     Code
     -- Select One --CGAS
142. Number of
     Tents
143. Size
     (square footage)
144. Additional Information

     1. Walls
     2. Lights
     3. Heaters
146. Tent
     Code
     -- Select One --CGAS
147. Number of
     Tents
148. Size
     (square footage)
149. Additional Information

     1. Walls
     2. Lights
     3. Heaters
151. Supplier
152. Phone
154. Location
156. Date and Time of Tent Delivery
157. Date and Time of Tent Pick up
159. STAGE:
161. Size
162. Supplier
163. Phone
165. Location
167. Date and Time of Stage Delivery
168. Date and Time of Stage Pick up
170. MOON BOUNCES AND MECHANICAL AMUSEMENT DEVICES:
172. Please list number and types of moon bounces, mechanical rides or other amusement devices that will be used:
174. Amusement Company's Name
176. Address1
178. City
179. State
180. Zip
182. Company's Representative
183. Phone
187. Restrooms, Recycling, and Waste Disposal
189. Please note you will be required to submit a detailed Trash and Recycling plan.
     You are required to dispose of all trash and recycling generated from your event unless other arrangements have been made with city staff.
191. Are you using a waste hauler for event trash disposal?

     1. Yes

     1. No
193. Please indicate name and phone number of company.
195. Will you be placing extra trash containers for the event?

     1. Yes
     2. No
196. How many?
198. How will trash and recyclables be managed?*
200. Will you be using portable restrooms?

     1. Yes
     2. No
201. Wash Station?

     1. Yes
     2. No
203. If yes, please provide the name of the company that will be providing the facilities and the company's phone number:
205. Restrooms Delivery
     Date and Time
     Restrooms Delivery
     Date and Time

     Restrooms Delivery
     Date and Time
206. Restrooms Pick-up
     Date and Time
     Restrooms Pick-up
     Date and Time

     Restrooms Pick-up
     Date and Time
208. Please list the number and locations of portable restrooms, including ADA accessible (and indicate this information on your site map).
210. Number
211. Location
213. Number
214. Location
218. Medical and Emergency Plan
220. Describe your medical and emergency plans.*
222. Emergency Plan required for events with 1,000 or more in attendance:
     Emergency Plan Form
224. If Emergency Medical Support or Fire resources are required and the organizer is listing a resource to provide this care, documentation to support this resource must be included for approval. This documentation should be on the provider's resource letterhead and include, at a minimum, the following:
     
     a. On letterhead from organization or company supplying EMS or Fire
     b. How many transport units or fire units
     c. Level of care (ALS or BLS)
     d. Bikes or mobile units (bikes, gators, on foot); How many and level of care
     e. Dates that they will provide service
     f. Times that they will provide service (arrival and departure times)
226. File Upload
     To minimize the possibility of lost data, please ensure you have a strong and stable internet connection before attempting to upload a file.
227. Attach Emergency Plan information if necessary:
231. Banners and Signs
233. Temporary signs not exceeding 50% of the aggregate area of sign display allowed on any privately owned site in that district shall be permitted for the purpose of announcing a campaign, drive or event of a civic, philanthropic, fraternal, religious, or educational organization. No such sign shall be displayed in any R (residential) district except on immediate site of the event to which it pertains. Such sign may be maintained for a period not to exceed one month and shall be removed within 5 days after the event to which it pertains.
235. Please provide an overview of your banner and signs plan. List number, location and type as indicated:
     Location of Banner/Signs Codes:
     ES-within event site; CL-City banner sites (with approval)
     
     Type of Banner/Signs Codes:
     DI-directional/informational; SP-Sponsor Recognition; OT-Other
237. Date(s) Banner will be Displayed/Removed
     Date(s) Banner will be Displayed/Removed Start Date

     Date(s) Banner will be Displayed/Removed Start Time

     —

     Date(s) Banner will be Displayed/Removed End Date

     Date(s) Banner will be Displayed/Removed End Time
239. Number of Banners/Signs
240. Location Code
     -- Select One --ESCL
241. Type Code
     -- Select One --DISPOT
243. Date(s) Banner will be Displayed/Removed
     Date(s) Banner will be Displayed/Removed Start Date

     Date(s) Banner will be Displayed/Removed Start Time

     —

     Date(s) Banner will be Displayed/Removed End Date

     Date(s) Banner will be Displayed/Removed End Time
245. Number of Banners/Signs
246. Location Code
     -- Select One --ESCL
247. Type Code
     -- Select One --DISPOT
249. Date(s) Banner will be Displayed/Removed
     Date(s) Banner will be Displayed/Removed Start Date

     Date(s) Banner will be Displayed/Removed Start Time

     —

     Date(s) Banner will be Displayed/Removed End Date

     Date(s) Banner will be Displayed/Removed End Time
251. Number of Banners/Signs
252. Location Code
     -- Select One --ESCL
253. Type Code
     -- Select One --DISPOT
257. Parking and Transportation
259. Please note that special parking permits and signage may be required.
261. How will people get to/from event?

     1. Personal Vehicles

     1. Shuttles/Satellite Parking

     1. Other
262. Explain:
263. Where will the event attendees/participants park?

     1. On-Street/Public Parking
     2. Reserved Parking

     1. Satellite Parking
     2. School Grounds

     1. Church Grounds
     2. Other
265. Satellite Parking Location:
266. Explain:
268. Will you require special parking? (RVs, trailers, support vehicles)
270. No. of Spaces
271. Location
272. Purpose
274. No. of Spaces
275. Location
276. Purpose
280. Americans with Disabilities Act
282. Public events must comply with ADA requirements. Please indicate which of the following you will have at your event.

     1. Ramps
     2. Designated wheelchair viewing areas

     1. Sign language interpreters
     2. Accessible restrooms

     1. Hearing-impaired listening devices
     2. Accessible shuttles
286. Certificate of Insurance is Required
288. The City of Fredericksburg requires that any special event in the city provide a certificate of liability insurance in the amount of $1 million naming the City as an additional insured. A source for small groups needing such insurance is available through the Virginia Municipal League. Liability insurance provides essential protection to you and the city in the event of a mishap.
     TULIP General Liability Policy

     
     For questions about Certificate of Insurance, please contact Kim Herbert at ksherbert@fredericksburgva.gov or at 540-372-1086 ext. 307.
290. COI File Upload
     To minimize the possibility of lost data, please ensure you have a strong and stable internet connection before attempting to upload a file.
291. Attach COI information
295. Other Permits
297. In addition to a Special Event Permit, other City, State, and private agencies may require a permit relative to your event. Please indicate if you have applied or will be applying for a permit to the appropriate department or agency. Please use the following codes:
     HA: Have Applied
     WA: Will Apply
     DNA: Does Not Apply to this Event
     
299. Alcohol Beverages: ABC Board*

     1. HA

     1. WA

     1. DNA
301. Generator Use: Building Services Division*

     1. HA

     1. WA

     1. DNA
303. Notice of Proposed Temporary Street Closure (required for all events requesting a street closure of > 4 hours): Department of Parks, Recreation and Events*

     1. HA

     1. WA

     1. DNA
305. Business License, Admission Tax, Vendor Licensing, Meals Tax: Commissioner of the Revenue*

     1. HA

     1. WA

     1. DNA
307. Inspections of Tents, Bleachers, Amusement Devices, etc.: Fire Department and Building Services Division*

     1. HA

     1. WA

     1. DNA
309. Food Concessions/Food Sampling: Health Department, Fire Department*

     1. HA

     1. WA

     1. DNA
311. Fireworks, Pyrotechnics: Fire Department*

     1. HA

     1. WA

     1. DNA
313. Emergency Plan: Fire Department*

     1. HA

     1. WA

     1. DNA
315. Use of City Park: Department of Parks, Recreation and Events*

     1. HA

     1. WA

     1. DNA
317. Trash Plan: Department of Public Works*

     1. HA

     1. WA

     1. DNA
319. Traffic Control Plan: Department of Public Works*

     1. HA

     1. WA

     1. DNA
321. Traffic Control/Security: Police Department*

     1. HA

     1. WA

     1. DNA
323. Request for Parking Lot Closure: Department of Public Works*

     1. HA

     1. WA

     1. DNA
325. Equipment Rental: Department of Parks, Recreation and Events*

     1. HA

     1. WA

     1. DNA
327. No Parking Signs: Department of Parks, Recreation and Events*

     1. HA

     1. WA

     1. DNA
329. Sales Tax: State Department of Taxation*

     1. HA

     1. WA

     1. DNA
333. On-Site Communications (During Event)
335. Cell Phone #1*
336. Name*
338. Cell Phone #2
339. Name

343. *** Submission of an application is not a guarantee of approval. ***
345. Hold Harmless Clause
347. Permittee (applicant/organization) shall assume all risk incidents to, or in connection with, the permitted activity and shall be solely responsible for damage or injury, of whatever kind or nature, to person or property, directly or indirectly arising out of, or in connection with, the permitted activity or the conduct of permittee's operation. Permittee hereby expressly agrees to defend and save the City, its officers, agents, employees, and representatives harmless from any penalties for violation of any law, ordinance, or regulation affecting its activity and from any and all claims, suit losses, damages or injuries directly or indirectly arising out of, or in connection with, the permitted activities or conduct of its operation or resulting from the negligence or intentional acts of omissions of permittee or its officers, agents and employees.
349. Applicant's Signature*

     I understand that checking the box below is the equivalent of signing my name.

     1. I Accept
351. Applicant's Name*
353. Applicant's Daytime Phone*
354. Applicant's Email Address
356. $25 Application Fee is due at the time of submitting this form.
     Click here to pay the fee
Leave This Blank:


362. 1. Receive an email copy of this form.
363. Email address

     This field is not part of the form submission.

364. Submit Submit and Print

* indicates a required field