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Attached for your use is the current permit application for public assemblies. This form contains many important items of information for which the applicant will be responsible. Hence, it is important that the applicant review all information and completely fill out all sections of the form. If a question is not applicable, fill in the blank with “NA” (not applicable).
Public Assembly Permits are required for Special Events that utilize public spaces, such as streets, greenways, public park, and plazas. Events contained to private property do not require a Public Assembly Permit. The use of City greenways, parks, and plazas requires coordination with the Parks and Recreation Department. Use of a public right-of-way (e.g. street, sidewalk) requires coordination with the Public Works Department.
Please see the City of Roanoke Special Event Policy and Special Event Planning Guide documents for important information about application submittal time frames and the permitting process.
The following items should help you through the process:
If more than 1,000 persons are anticipated to congregate at any one time or if the public assembly is non-stationary (e.g. parade, race, walk, distance run), an Emergency Action Plan (EAP) is required. You must submit one copy of the EAP with this application. Go to www.roanokeva.gov/639/Emergency-Management to access the online EAP form or call Emergency Management at (540) 853-2426 for assistance.
(List all locations where the public assembly will assemble and occur. You must attach a map or diagram which clearly shows the route and/or location of the public assembly)
If the Public Assembly involves the use of a City of Roanoke park, greenway or plaza, the applicant must obtain advance approval from the Director of Parks and Recreation, or the Director’s designee, at (540) 853-2236.
If the Public Assembly will occur in a street or on a sidewalk, for at least a portion of the Public Assembly, you must contact the Transportation Division at (540) 853-5482 to determine whether barricades or other traffic control devices will be necessary.
You must contact the Police Department’s Patrol Administration Office at (540) 853-1634 at the time your application is submitted to review all issues relating to the general public health, safety and welfare and to determine if police resources will be needed.
If yes, you will need to contact the State ABC Roanoke Regional Office at (540) 562-3604 for additional guidance and approval. Note that in City of Roanoke parks, you may need a City Park Alcohol Permit in addition to any permit required by the State ABC. Please contact the Director of Parks & Recreation, or the Director’s designee, at (540) 853-2236.
If yes, there may be a user’s fee or set-up fee due. Please call Roanoke Parks and Recreation at (540) 853-2236 or go to www.playroanoke.com/parks-facilities/ to reserve the public facility or equipment for your event.
If yes, you must contact the Facilities Management Division at (540) 853-5889. Please note that most available electric outlets are 20 amps. You should visit the site of the Public Assembly and be prepared to identify the number of outlets you need to support your event and whether your event requires 220V. If the City is able to provide electricity, depending upon the level of services needed, you may need to allow for additional time for the arrangement of City personnel for such tasks. If the City cannot provide electricity it may be necessary for you to furnish a generator. If a generator is used, you must provide containment and protection measures surrounding the generator during the entire period that the generator is present at the event site to prevent dispersion of any accidental spills.
Please note that the City cannot guarantee that public water is available at all locations.
Note: See Application Instructions for information regarding Temporary Parking Permits issued by PARK Roanoke for stationary event support vehicles.
If yes, you must attach a map or diagram to this application showing all street segments you are requesting to close. Public Works staff, in coordination with other agencies, will evaluate your request and, if approved, will establish a traffic control plan. Depending on the scope of your event or the number of street closures involved, you may be required to provide traffic control devices, such as traffic cones and barricades, and hire off-duty police officers or a private contractor to provide additional traffic control measures.
If yes, for events in City parks you must contact Parks and Recreation at (540) 853-5231. For events in all other locations, you must contact the Solid Waste Management Division at (540) 853-2363. Trash removal is the responsibility of the event organizer. Event planners will need to provide extra trash receptacles for their event. All trash must be removed from the event site.
If yes, please identify below how the liquid/semi-solid wastes will be collected and properly disposed.
It is strictly prohibited to discharge any waste to the municipal storm sewer system or any part thereof (inlet, curb gutter, drainage ditch, etc.), or to the ground surface, or to any water body.
If a temporary hook-up to sanitary sewer is desired you must contact the Western Virginia Water Authority at (540) 853-1517. If the part of your event that is generating the liquid waste can be located near a sanitary sewer manhole, this is the City’s preferred option.
*If a collection tank is used, you must provide containment and protection measures surrounding the tank during the entire period that the tank is present at the event site to prevent the adverse effects of any accidental spills.
If yes, you may need a separate permit issued by the City of Roanoke Fire Marshal’s Office. Please call the Fire Marshal at (540) 853-2795 or go to www.roanokeva.gov/712/Permits for more information.
If yes, you may need to obtain a building permit from the Department of Planning, Building and Development. Events that use any of the following will need a basic development plan review and building permit: Tents or other air supported structures greater than 900 square feet in area; Tents or other air supported structures with an occupancy greater than 50 people; Temporary structures greater than 120 square feet in area; or Amusement devices. Please call (540) 853-1090 for more information.
If yes, prior to the approval of this permit, the Applicant or Permittee shall obtain a certificate of insurance for public liability in the amount of one million dollars. Said certificate of insurance shall name the City of Roanoke as the certificate holder, and in the description of operations, list the City of Roanoke, its officers, agents and employees as additional insured for the specific event name and event date(s).
The organizer and/or applicant of the special event shall be responsible for producing a copy of the permit upon request of any City official throughout the duration of the event. In addition to the charges authorized by Sections 24-89 and 24-90 of City Code, the City reserves the right to bill an organizer and/or applicant of a special event for reimbursement of the cost for event clean-up and/or repair of damage to streets, sidewalks, structures, or other public property, caused by or directly related to the event. Any organizer and/or applicant of a special event who fails to pick up trash caused by their event and/or causes damage to public property and/or dumps hazardous materials on public property may be assessed the cost of such damages plus an administrative fee of twenty percent (20%) of such costs. All bills must be paid within thirty (30) calendar days of receipt or such will be submitted to the City Treasurer for collection.
By checking the "I agree" box below, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
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