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Permit Application for Public Assembly

Steps

  1. 1. INSTRUCTIONS FOR COMPLETING AN ASSEMBLY PERMIT APPLICATION
  2. 2. APPLICANT INFORMATION
  3. 3. EVENT INFORMATION
  4. 4. EVENT INFRASTRUCTURE
  5. 5. CERTIFICATE OF INSURANCE FOR PUBLIC LIABILITY
  6. 6. REIMBURSEMENT OF COST FOR DAMAGES AND EVENT CLEAN-UP
  7. 7. CONDITIONS OF ALL PUBLIC ASSEMBLY PERMITS
  8. 8. APPLICANT'S SIGNATURE
  • INSTRUCTIONS FOR COMPLETING AN ASSEMBLY PERMIT APPLICATION

    1. DEAR APPLICANT:

      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 your event involves the use of a City of Roanoke park, plaza or greenway, please contact the Parks & Recreation Department (215 Church Avenue, SW – Room 303) at (540) 853-2236 or playroanoke@roanokeva.gov to confirm availability and reserve the location prior to submitting the assembly permit application.
      • You must contact the City of Roanoke’s Police Department (Patrol Administration Office) at (540) 853-1079 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 required.
      • Your event may require a certificate of insurance. Please contact our Risk Management Office (215 Church Avenue, SW – Room 209) at (540) 853-2450 to discuss the details of your event. The need for liability insurance coverage is determined by the type of event and any liability issues that it may pose. If it is determined by the Office of Risk Management that you need liability insurance for your event and you do not currently have the coverage, you may search the Internet for information on purchasing event insurance. Prior to purchasing this insurance, make sure that the company is licensed to do business in the Commonwealth of Virginia.
      • If more than 1,000 persons are anticipated to congregate at any one time, or if the event is non-stationary (e.g. parade, walk, distance run), an Emergency Action Plan (EAP) is required. Please attach one copy of the EAP to your application. You can fill out the EAP form online at www.roanokeva.gov/639/Emergency-Management or you can complete the EAP template included in the Special Event Planning Guide glossary. You can call Emergency Management at (540) 853-2426 if you need assistance.
      • If your event involves liquid wastes, they must be properly managed. Examples of liquid wastes include cooking oil/grease, wash and sanitizing water, beverage service spills, and more. See page 3 of the permit application for more information.
      • If there is a valid need for event support vehicles to park within the footprint of a public assembly, you must contact PARK Roanoke at (540) 343-0585 or parking@PARKRoanoke.com to obtain Temporary Parking Permits. Temporary Parking Permits are issued for a specific vehicle at a specific location; therefore, when contacting PARK Roanoke, be prepared to provide detailed information for each vehicle and parking location. It should be noted that Temporary Parking Permits will not be issued solely for the parking convenience of volunteers or event participants.
      • Please be sure to sign and date the assembly permit application. It will be returned to you if not signed and dated.
      • Upon approval, a copy will be returned to the applicant and must be readily available at the event. Thank you for your interest in conducting a public assembly in the City of Roanoke. If there are any questions, please contact (540) 853-5482.