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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:
Calendar is located here: https://www.roanokeva.gov/calendar.aspx?CID=39
If more than 1,000 persons are anticipated to congregate at any one time, if the public assembly is non-stationary (e.g. parade, race, walk, distance run), or if Emergency Management deems your event to be Higher Risk, an Emergency Action Plan (EAP) is required. You must submit one copy of the EAP with this application. Fill out an EAP form by clicking this link to access and fill out the online EAP form:
You may also 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.
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.
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.
Note: See Application Instructions for information regarding Temporary Parking Permits issued by PARK Roanoke for stationary event support vehicles.
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.
In addition to the map or diagram, please describe exactly where you would like streets to be closed. Please include closure times and dates in the description.
If yes, you must contact PARK Roanoke at (540) 343-0585 in order to pay for those spots.
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. Any trash that does not fit into provided receptacles must be removed at the end of the event.
Please include if you are just using trash facilities on site, or if you are ordering additional trash containers. If ordering additional, please describe the amount and size being ordered, and the company providing them.
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.
This includes items such as:
-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
Please call (540) 853-1090 for more information.
You may need to obtain a building permit from the Department of Planning, Building and Development. Please call (540) 853-1090 for more information.
If your event is only using the city-provided charcoal grills at a Parks and Recreation maintained facility, please mark “No” below.
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.
Check ALL That Apply
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).
When uploading, make sure the COI will not be expired at the time of your event.You must also make sure the language on the COI is correct. Please copy the language as shown in this sample COI:
If you have any other requests, concerns, questions, etc please write them down here so we can make sure all needs are being met.
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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