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Special Event Application

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  2. Submission of an application is not a guarantee of approval.
    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
  4. 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.
  6. 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.
  8. Please answer ALL questions, indicating Not Applicable if the question does not apply to your event.
  13. —
  15. Is this a first-time event?
  21. Are you 18 years of age or older?
  22. Are you representing yourself?
  23. Are you representing a For-Profit Business?
  25. Are you representing an organization?
  26. Is it a non-profit organization with 501(c)(3) status?
  28. 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.
  51. About the Event
  53. This event is a . . .
    Please check all that apply.
  57. The event is . . .
  58. The event will be hosted on . . .
  60. If a street closure is requested, please note the closure request and cite the requested closure times.
  66. 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.
  67. Include location of structures, barricades, generators, restroom facilities, etc.
  68. No hand drawn maps please!
  70. —
  72. —
  74. Please note the range of TOTAL anticipated attendees (including spectators and participants)
  78. Logistics
  80. Please indicate the various event activities and equipment.
    Check all that apply.
  84. Parade, Run, Walk or Autoprocession
  94. Food, Non-Food, and Other Vendor Information
  96. 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.
  98. FOOD (Check all that apply)
    Food will be . . .
  110. Alcohol
  112. 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.
  114. Type
    (please check all that apply)
  116. Alcohol will be . . .
  117. Is a vendor providing the alcohol?
  125. Security
  127. 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.
  133. Tents, Bleachers, Stages, Moon Bounces and Mechanical Amusement Devices
  135. 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.
  137. 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.
  142. Additional Information
  147. Additional Information
  157. STAGE:
  168. MOON BOUNCES AND MECHANICAL AMUSEMENT DEVICES:
  185. Restrooms, Recycling, and Waste Disposal
  187. 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.
  189. Are you using a waste hauler for event trash disposal?
    4. Will you be placing extra trash containers for the event?
    9. Will you be using portable restrooms?
    10. Wash Station?
    17. Please list the number and locations of portable restrooms, including ADA accessible (and indicate this information on your site map).
    27. Medical and Emergency Plan
    31. Emergency Plan required for events with 1,000 or more in attendance:
    33. 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)
    35. 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.
    40. Banners and Signs
    42. 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.
    44. 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
    46. —
    52. —
    58. —
    66. Parking and Transportation
    68. Please note that special parking permits and signage may be required.
    70. How will people get to/from event?
    72. Where will the event attendees/participants park?
    77. Will you require special parking? (RVs, trailers, support vehicles)
    89. Americans with Disabilities Act
    91. Public events must comply with ADA requirements. Please indicate which of the following you will have at your event.
    95. Certificate of Insurance is Required
    97. 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.
    99. 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.
    104. Other Permits
    105. 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
    107. Alcohol Beverages: ABC Board*
    109. Generator Use: Building Services Division*
    111. Notice of Proposed Temporary Street Closure (required for all events requesting a street closure of > 4 hours): Department of Parks, Recreation and Events*
    113. Business License, Admission Tax, Vendor Licensing, Meals Tax: Commissioner of the Revenue*
    115. Inspections of Tents, Bleachers, Amusement Devices, etc.: Fire Department and Building Services Division*
    117. Food Concessions/Food Sampling: Health Department, Fire Department*
    119. Fireworks, Pyrotechnics: Fire Department*
    121. Emergency Plan: Fire Department*
    123. Use of City Park: Department of Parks, Recreation and Events*
    125. Trash Plan: Department of Public Works*
    127. Traffic Control Plan: Department of Public Works*
    129. Traffic Control/Security: Police Department*
    131. Request for Parking Lot Closure: Department of Public Works*
    133. Equipment Rental: Department of Parks, Recreation and Events*
    135. No Parking Signs: Department of Parks, Recreation and Events*
    137. Sales Tax: State Department of Taxation*
    141. On-Site Communications (During Event)

    151. *** Submission of an application is not a guarantee of approval. ***

    153. Hold Harmless Clause
    155. 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.
    157. Applicant's Signature*
      I understand that checking the box below is the equivalent of signing my name.
    166. Leave This Blank:

    169. This field is not part of the form submission.