Special Events Permit

This application must be received within 365 to 61 days prior to your event to be considered.

The Town of Kilmarnock encourages and supports the use of Town property and public spaces for community events. In order to ensure a safe and enjoyable event, the Town requires a Special Permit Application for each event. Please review the following questions as part of your planning process:
- Do you expect more than 20 persons at your event? More than 100? Will more than 1,000 attend over the course of the event.
- Will your event require Town services?
- Will you or any company hired by you:
  - - Require traffic control?
  - - Require additional safety and security personnel?
  - - Require additional trash dumpsters or a private trash removal service?
  - - Require emergency medical personnel?
- Will your event require street closures?
- Do you plan to use/hire a commercial caterer? Will alcoholic beverages be sold?
- Will there be live music or large-scale entertainment?
- Will there be mechanical or inflatable amusement rides?
- Will a tent or temporary structure be constructed?
- Will there be animals at your event?
- Will admission be charged?
Some applications will require additional authorizations beyond the Town of Kilmarnock Special Events permit.
- Street closures: VDOT Permits are required can be accessed from www.kilmarnockva.com/permits
- Alcoholic Beverages: contact VA Alcoholic Beverage Control Board (804) 313-0104.
- Temporary Structures over 900 square feet: Contact Lancaster County at (804) 462-5124. Contact Northumberland County at (804) 462-9919.
- Lancaster County Health Department (804) 462-9919.
Things to know:
- Permits shall be required for the exclusive use of all or portions of park or facilities.
- Permits shall be required for any entertainment, tournament, exhibition, public meetings, assemblies, and worship services that can reasonably be expected to have 20 or more people attending.
- No open fires or grills allowed.
- No food or beverage will be allowed in Plaza.
- All garbage and rubbish must be carried away from the site by the person responsible for the event.
- All wastewater must be dumped in designated area.
- Failure to comply or carry out any rules presented by the Town of Kilmarnock, will result in the loss of damage deposit and/or future use of facilities.
This application must be received at least sixty (60) days prior to the event in order for your event to be considered for approval.
1. Name of the Event*
2. Date of Event(s)*
MM slash DD slash YYYY
3. Event Location
Other
4. Sponsoring Organization Name*
5. Address*
Address 1 Address 2 City State ZIP / Postal Code
6 . Primary Contact*
First Last
7. Address*
Address 1 Address 2 City State ZIP / Postal Code
8. Telephone Number*
9. Email Address*
10. Secondary Contact
First Last
11. Address
Address 1 Address 2 City State ZIP / Postal Code
12. Telephone Number
13. Email Address
14. Description of Event (provide thorough details of event activities, program and schedule
Date of Event
MM slash DD slash YYYY
Number of participants
MM slash DD slash YYYY
MM slash DD slash YYYY
15. Requested Location(s) of Activities (Explain what sites will be used and the activities at each. If using the Town Centre Park, please mark up the attached map. Include a map if another space is involved
Attach map
Max. file size: 50 MB.
16. Describe (or attach) the plans for equipment, vehicles, tents, shelters, temporary electricity or sound equipment. List all needs; items not listed may not be approved.
Attach map
Max. file size: 50 MB.
17. Describe (or attach) the plans for trash collection and removal, sanitary services, or street cleaning. The Town of Kilmarnock does not provide event clean up. Failure to properly clean the site after the event may result in loss of damage deposit.
Attach map
Max. file size: 50 MB.
18. Vendors (Listing of all vendors is due to Town offices 10 days prior to events. All vendors are required to have a permanent business license or “Temporary/Special Events vendor license)
Number of anticipated vendors
First Last
19. Event Venue Information
DD slash MM slash YYYY
Set up Start Time

: HH

MM
Set up finish time

: HH

MM
Break down date
DD slash MM slash YYYY
Break down start time

: HH

MM
Break down finish time

: HH

MM
20. Additional venue(s) or site(s) required for set up or staging
21. Requested Street(s) to be closed
22. Proposed Dates and Times of Closure (VDOT permit required)
23. Outline in detail the duties your Event staff/volunteers will perform during the Event, including items as staffing entry and exit points, alcohol areas, stage areas, clean up of trash during and post event, supervision of parking areas, etc. How many staff members will you have on site during the event and how will you obtain these staff?
24. Describe your plans for notifying residents and businesses whose traffic patterns and operations may be affected by your Special Event.
Liability Insurance Information:
A Certificate of Insurance for this event must be presented to the Town of Kilmarnock no later than 15 calendar days prior to the start date of the event and a copy made part of the application. If this information is not available when the application is submitted, it can be added later, but not later than the 15-day deadline noted.The Certificate holders must read as follows:

The Town of Kilmarnock P.O. Box 1357 Kilmarnock, VA 22482
The policy coverage must be for at least $1 Million. Under the description part of the insurance, it must read: The Town of Kilmarnock, its officers, officials and employees are named as additional insured.
I certify that the information contained in this Special event permit Application is true and correct to the best of my knowledge and belief, that I understand, and agree to abide by all the regulations, provisions and rules governing Special Events as shown in the Town of Kilmarnock Special Events Policy. That I understand that this application is made subject to the rules and regulations established by the Town Council. I agree to abide by these rules and further certify that, on behalf of the organization, I am authorized to commit that organization, and therefore agree to be financially responsible for any cost and fees that may be incurred by or on behalf of the Event to the Town of Kilmarnock. View current fee structure

I have read and fully understand that I am accountable for any violations per the town ordinance and/or special events policy. I also am aware that if these rules and regulations are not followed, I will be held responsible for any penalty that follows
Sign Here*
First Last
*
I agree to electronically sign and to create a legally binding document between the other party and myself, or the entity I am authorized to represent.*

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Special Events Permit

Town of Kilmarnock

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