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1 I P a g e City of Albany Special Event Permit Application Process Overview A Special Event Permit is required if your gathering has one or more of the following elements: 25 or more participants Use of amplified sound Selling and/or distributing food, goods or merchandise (this includes exercise classes or boot camps) Liquor Tents Stages Walk/Run Event Specific location reservations Planned demonstration Permit Process 1. Choose a specific location and date for your event. You are encouraged to choose an alternative location and/or date in the event that your first choice is not available. If you are unsure whether or not a permit is required for your event, please r efer to the list above or call the City Clerk’s Office at (518) 434-5090. 2. Complete all sections of the City of Albany Special Event / Facility Use Application. All proposed activities and events are subject to the approval of the City of Albany Special Events Committee. 3. Submittal of an application does not grant you a permit or confirmation to conduct your planned event; all applications are subject to review. Completed applications with appropriate fees and requested documentation/informat ion must be submitted at least 30 business days prior to your event, otherwise late fees may apply. Please note: Only applications delivered in person to City Hall Room 202 will be processed on January 2, beginning at 9:00 a.m. Applications submitted by mail, e-mail and fax, and all applications received prior to 9:00 a.m. on January 2, will not be processed until after January 2, 2017. The City Clerk’s Office cannot guarantee that all applications received prior to January 2, at 9:00 a.m. will be processed in the order received. Furthermore, only completed applications submitted with the application fee and all other applicable fees will be processed. 4. The City of Albany City Clerk’s Office processes applications for permits in order of receipt (excludes historically established events). The City Clerk’s Office will not consider your submittal without a completed application and an application fee and all other applicable fees. 5. Upon receiving your completed application, application fee and all other applicable fees, you will be informed of any remaining fees that must be paid along with any additional documentation requirements. The City of Albany reserves the right require additional information or documentation regarding the applicant, applicant’s company, sponsoring company/organization , cosponsors, event participants, event vendors, event activities, or the event itself. Moreover, the City of Albany may postpone approval of event permits until receipt of additional requested information or documentation. Failure to submit requested information or documentation in a timely manner may be cause for denial of your permit. ---PAGE BREAK--- 2 I P a g e 6. Some applicants may be required to submit documents to satisfy insurance requirements. A Certificate of General Liability Insurance in the amount of $1,000,000 naming the City of Albany as “additional insured on a primary and non- contributing basis” is required. Also included should be the set up and tear down dates. Your permit will not be issued until the Certificate of Insurance has been received and approved. If you are planning to hold an event at 6Mile Waterworks Pavilion you will need to provide insurance naming both the City of Albany and Albany Water Board as additionally insured as additional insured on a primary and non-contributing basis on your General Certificate of Liability Insurance for $1,000,000. 7. Applicants are required to inform the City Clerk’s Office in writing of any and all amendments to the original application and/or cancellation prior to the event day. 8. Once all of the requirements have been fulfilled, including receipt or all documents and full payment, a Special Event Permit will be issued if the Special Events Committee has approved the applicat ion (event) with 15-20 business days, unless otherwise stated. 9. Please note: Costs incurred promoting and marketing events prior to the issuance of an approved City of Albany Special Event Permit, and changes/modifications relative to the event from the City of Albany and/or the Mayor’s Office of Special Events and other City of Albany departments is at the sole expense and risk of the Event Organizer and/or Applicant. The applicant is also required to provide recycling to attendees for events where trash is generated. 10. Please note: the City of Albany’s hydraulic stage is not available for any Special Events. Applicants must make accommodations for their own stage. Submit the completed Special Event Permit Application to: City Hall - 24 Eagle St., Room 202 Albany, NY 12207 Telephone: (518) 434-5090 Fax: (518) 434-5081 ---PAGE BREAK--- 3 I P a g e City of Albany Special Events Application Step 1 - Event Information Name of Event: Description of Event: Specific Location Requested: Date(s) of Set-Up Breakdown Hours of Event, If Athletic Event or Parade, Please Include Step off Time: Alternate Date(s) and Estimated Attendance (Crowd Size): People Will Alcohol Be Served? No Yes Name of Individual or Non-Profit – If Yes, please verify status: No Yes If Yes, Tax Event Coordinator: Street Address (PO BOX Not acceptable): City: State: Zip Code: Daytime Phone Number: Fax Number: Email Address: On site Contact on Event Day: Cell Number: Please describe how the event will be cleaned and restored: Total Cost: Residency verified Yes No Driver’s License For Official Use ONLY (time stamp) This event is LATE add $40.00 late fee ---PAGE BREAK--- 4 I P a g e Step 2 - Additional Information – Privately Supplied Equipment Amplified Sound Any amplified sound is subject to the City of Albany Noise Ordinance List Hours (no electronic amplification may be used before 10 am and after 6 pm) (inside the Washington Park Lake House electronic amplification must cease by Vendor /Contractor providing the service: Stages If you are planning to utilize staging, please describe: Quantity: Sizes: Vendor/Contactor providing the Tents If you are planning to erect tents or canopies, please describe (No stakes can be used to secure the tent, only weights can be used to secure the tent) Description: Quantity: Sizes: Vendor/Contractor providing the service: Inflatable Devices are prohibited on City of Albany property. Step 3 - City Equipment and Department / Services Requested (applicant is responsible for all fees incurred) NOTE: no electronic amplification may be used before 10 am and after 6 pm in parks bounded by residential neighborhoods, or for activities and events at the Washington Park Lake House after the hour of 11 pm. Barricades (Metal- Bike Rack Style; 8 feet long) Linear Feet Needed: Street Cleaning (Please specify before, after, or both) Trash / Recycling Pickup (Please specify before, after, or both) Trash Bins Recycling Bins: Electrical Power (electrical drop) Drops needed: Albany Fire Dept. EMS Coverage (EMS coverage required if expected attendance is greater than 5,000 people) ---PAGE BREAK--- 5 I P a g e YES NO Fees are based on EMS and Fire Suppression Services billing period beginning half an hour before on site time and ending half an hour after leaving scene. If you are requesting to utilize fireworks for an event, provide the necessary information below: PART 18: Please visit the New York State website, listed below, for information pertaining to a Part 18 Permit. http://www.health.ny.gov/professionals/ems/part18.htm ---PAGE BREAK--- 6 I P a g e Step 4 - Read NOTE: Applicant is solely responsible for costs incurred for City services rendered for each event. No alcohol is permitted without the approval of an Open Container Permit. A copy of the permit must remain on-site for inspector's review. Applicants must apply with the City of Albany, Albany County and/or the State of New York for alcohol, merchandise vending, food vending, and other sampling. The City is unable to provide amenities such as port-a-johns/portable washrooms, tables, chairs, or medical services (other than EMS). The applicant is required to secure port-a-johns/portable washrooms, chairs, trash boxes, and any medical needs for the event at the applicant's expense. The applicant is also required to provide recycling to attendees for events where trash is generated. Failure to adequately provide such amenities could result in the event applicant(s) or coordinator(s) inability to hold future events in the City of Albany. Special Events cancellations or cancellation of requested services must be made in writing ten days prior to the event. Failure to provide written verification may result in the sponsor(s) being required to reimburse the City of Albany for the agreed upon services. A certificate of insurance must be delivered to City of Albany, City Clerk’s Office, 24 Eagle Street Room 202, Albany NY 12207. The certificate must evidence General Liability Insurance, with a $1,000,000.00 limit of liability, naming the City of Albany, its officers, agents, and employees as additional insured on a primary and non- contributing basis, while specifically referencing the scheduled event. Each vendor or contractor must provide proof of insurance. Step 5 - Complete, Sign, and Date By signing and submitting this Special Events Application, the sponsoring organization agrees to indemnify, defend and hold harmless the City of Albany and it's officers, employees, and agents from and against any and all loses, costs (including but not limited to, litigation costs and attorney fees) clams, suits, actions damages, liability and expenses occasioned wholly or in part by Event sponsor's act or omission or negligence or fault or the act or omission or negligence or fault of Event sponsor’s agents subcontractors suppliers, employees or servants in connection with the Permit. Legal Name of Organization (if Authorized Signer (print name) and Title: Signature: ---PAGE BREAK--- 7 I P a g e CITY OF ALBANY SPECIAL EVENT APPLICATION FEES APPLICATION FEES (Non-refundable) (unable to be waived*) Must be received by the City Clerk’s Office at least 30 days prior to the proposed event Late Application Fee (Unable to be waived) (Fee imposed if the application is submitted to the City Clerk’s Office less than 30 days prior to the earliest scheduled event date) *Applications for demonstrations, marches, parades or protests may be granted an application fee waiver pursuant to Section 251-26 of the City Code if requested Participants 1-25 $0 (notice to the Clerk’s Office) Participants 26-49 $27.50 Participants 50-2499 $55 Participants 2500 or more $275 Washington Park Additional Surcharge Fee (50%) Participants 1-25 $0 Participants 26-49 $13.75 + $27.50 = $41.25 Participants 50-2499 $27.50 + $55.00 = $82.50 Participants 2500 or more $137.50 + $275 = $412.50 $40.00 USAGE FEES Lincoln Park Bowl & other park venues 4 hour permit ($25.00 per hour over 4 hours) (picnic areas may not be reserved) Non-Profit/ Commercial/ Resident Non-Resident Participants 1-49 $30 $60 Participants 50-150 $50 $100 Participants 151-300 $100 $200 Participants 301-500 $200 $350 Participants 501-2,500 $300 $500 Washington Park 4 hour permit ($25.00 per hour over 4 hours) (picnic areas may not be reserved) Non-Profit/ Commercial/ Resident Non-Resident Participants 1-49 $75 $150 Participants 50-150 $125 $200 Participants 151-300 $200 $350 Participants 301-500 $300 $500 Participants 501-2,500 $500 $1000 ---PAGE BREAK--- 8 I P a g e Corning Preserve – Walks/Runs 4 hour permit (does not include Jennings Landing) ($25.00 per hour over 4 hours) Barricades or other closures may add additional costs Non-Profit/ Commercial/ Resident Non-Resident Participants 1-49 $50 $100 Participants 50-150 $100 $150 Participants 151-300 $150 $200 Participants 301+ $200 $300 Jennings Landing 4 hour permit (includes amphitheater and path) ($25.00 per hour over 4 hours) (Fee includes the use of the restrooms on or around May 15 to October 1) Non-Profit/ Commercial/ Resident Non-Resident Participants 50-200 $300 $500 Participants 201-500 $500 $800 Participants 501-1000 $750 $1100 Participants 1000+ $1000 $1500 Washington Park Lake House 4 hour permit (Capacity level dependent upon event type) (Fee includes the use of the restrooms on or around May 15 to October 1) Non-Profit/ Resident Participants 1-100 $250 Participants 101-150 $300 Participants 151-300 $500 Six Mile Waterworks Pavilion (picnic areas may not be reserved) The Pavilion capacity is approximately 20, bathrooms close October 15 and reopen April 15th Non-Profit/ Commercial/ Resident Non-Resident $100 $200 Block Parties/Street Closures Fees are per day Nonprofit/ Commercial/ Resident Non-Resident First Block $50 $100 Each Additional Block $75 $150 ADDITIONAL SERVICE FEES Police and Public Safety Fees If Albany Police Dept. services are needed, a fee w ill be calculated and provided to the applicant prior to the event. Fire & Emergency Services Fees If Albany Fire Dept. services are needed, a fee w ill be calculated and provided to the applicant prior to the event. DGS & City Equipment Service Fees If Albany DGS Dept. services and/or equipment are needed, a fee w ill be calculated and provided to the applicant prior to the event.