Special events bring people together and make Lancaster a vibrant place for residents and visitors; we appreciate you considering Lancaster for your upcoming event and look forward to working with you!

When planning a first-time event or making changes to a recurring annual event, please contact the Lancaster Office of Promotion before finalizing an event concept or application. An initial conversation with our team regarding the availability of a venue, proposed route or general technical assistance can save valuable time and provide useful guidance in the development of a special event concept.

To schedule your initial appointment for assistance completing this permit, email loop@cityoflancasterpa.gov. We are happy to help you and look forward to hearing from you!

SPECIAL EVENT PERMIT PROCESS

• This permit application must be submitted at least 180 days (6 months) prior to your event. Depending on the scale and scope of your event, the approval process may take 4-6 months. Event Organizers should take this timeline into consideration when submitting their application.
• Application review will only begin once the Event Organizer submits a complete permit application and any applicable application fee. Incomplete applications will not be reviewed.
• Each special event permit application requires a $75 non-refundable application fee. Non-profit organizations require a $25 non-refundable application fee and must include proof of non-profit status with the application.
• Submission of an application and the deposit of the non-refundable application fee does not guarantee approval/confirmation of your event.
• The Special Events Permit Review Team may require the Event Organizer to clarify aspects of the event concept by presenting additional information or providing additional documents. At the sole discretion of the City of Lancaster, written amendments to the initial application may be authorized. Any amendments must be submitted to the Lancaster Office of Promotion within the requested timeline. Delays in providing any required information may affect the ability to complete the review process in a timely manner or result in the determination that the application is considered incomplete.

TRASH REMOVAL

• Event hosts are responsible for all trash remediation, including providing recepticals and removal of trash after the event.

PERMIT APPROVAL

• After the Special Event Permit Review Team has completed its review and the Event Organizer has completed and/or provided all requirements, service contracts and fees; a Special Event Permit may be issued.
• The final permit issued by the city is only valid for the approved venue area(s), vendors, activities, set-up and dismantle dates and times, as depicted on the approved site and/or route maps and as described in the special event permit.
• The City of Lancaster may place conditions on, requirements for, or not approve all venue areas and/or activities requested in the initial Special Event Application.
• Failure to comply with the terms and conditions of the permit and/or requirements of the City of Lancaster may result in the immediate cancellation of the event, penalty fees, denial of future special event applications and/or the requirement of a cash deposit or surety bond.

ESTIMATED WATER CHARGES
The event organizer is responsible for procuring their own bulk water company to fill all water barricades. No exceptions will be given. The number of barricaes required is determined by the Bureau of Police.

ESTIMATED PUBLIC SAFETY FEES
Public Safety personnel are provided at a rate of $67/person/hour. Amount of personnel required varies based on event layout, number of attendees, and use of alcohol.

• Race – $4,000–8,000
• 100 Block of North Queen Street Closure – $5,000-8,000
• Green Space/Park (Including Ewell Plaza and Binns Park) – $1,000-4,000

BARRICADE RENTAL FEES
For any events with road closures, the City will provide barricades upon availability for $10 each barricade, plus delivery and pick up at $67/person/hour not to exceed 12 hours. Public Safety will determine the number of barricades required for each event.

The following documents are required to complete this permit application:

• Route Map (if a run/walk/race/parade)
• Site Plan (annotated map of event layout)
• Certificate of Insurance
• 501(c)(3) determination letter (if non-profit organization)

Please enter the password you received from the Lancaster Office of Promotion to continue.

When reviewing an event application for approval, the Special Events Permit Review Team will consider the public benefit your event may provide to residents and visitors.

Permit Application and Processing Fee of $75 ($25 for non-profits/tax-exempt groups) is due upon submission of this form. Any remaining balance will be invoiced upon permit approval.

A site plan or route map must be submitted with this application (required for approval of event or permit).

Carnvial rides, food trucks, and heavy vehicles and equipment are not permitted on grass. please contact the Bureau of Parks and Public Property to discuss layout options if your event requires that type of equipment. Carnival companies must also communicate and complete an application with the Fire Marshal prior to event.

Include location of First Aid and Medical Services in your event site map/route plan.

Please describe your medical plan and types of resources that will be at your event and the manner in which they will be managed and deployed:

If an event has 5,000 or more attendees, organizer is required to arrange for EMS service on standby at event. Proof of arrangement must be forwarded to the Lancaster Office of Promotion office no later than 60 days prior to the event.

The City of Lancaster Bureau of Police will have final approval on the security companies used for events, and the final decision in all matters involving safety and security at events.

NOTE: Approval of your application does not automatically reserve city resources or staff. It is your responsibility to contact and reserve city resources and staff with each city department listed in this application.

The City of Lancaster requires that ALL VENDORS at events have a valid Business Privilege License and proper insurance. Event Organizer must submit a list of vendors at least 30 days prior to the event date.

A Health License fee may be required.

City of Lancaster does not provide portable toilets. Events with 250 or more attendees, and/or food vendors, are required to have bathrooms available to participants. It is the responsibility of the organizer to provide portable toilets.

Events with 250 or more people with food vendors or food vendors for more than 2 hours will require additional trash remediation. Event hosts are responsible for all trash remediation, including providing recepticals and removal of trash after the event.

If you host a large scale event with multiple vendors, street sweeping following the event is required. Street cleaning costs will be billed to your organization after the event.

Street Sweep: $150.00 per hour

Parking Meters
To reserve a meter, please contact the Lancaster Parking Authority directly.

Lancaster Parking Authority
30 W. Orange Street
(717) 299-0907
info@lancasterparkingauthority.com

Non-Metered areas will require No Parking signs. The event host will pick up No Parking signs from the Bureau of Police once an official approval is given on completed permit. Signs must be posted 48 hours before the event for enforcement.

Additional permits and fees will apply as determined by the Lancaster City Bureau of Police if the option is selected for supplemental security or by the Lancaster City Bureau of Fire if a fireworks display and/or tents (over 200 square feet) are planned.

For tents to be temporarily erected on Lancaster City property, a site layout diagram must be submitted, reviewed and approved by the Fire Marshal. Tents larger than 200 square feet in area require a permit issued by the Bureau of Fire to a certified tent installer. All permit fee must be paid in advance. Tents must receive a safety inspection before occupancy.

Before a permit will be issued, you will need to provide proof of the following insurance coverage:

• General Liability Insurance in the minimum amount of $1,000,000 that names the ‘City of Lancaster, its officers and employees’ as additional insured. You must provide a certificate of insurance from a licensed insurance agent or the insurer, evidencing the required coverage, to the City of Lancaster.
• If you intend to serve alcohol free of charge or to sell alcohol as authorized by the LOOP under a Use Permit for Public Property, you shall (1) obtain either a liquor liability insurance policy, or a special event liability insurance policy including host liquor liability insurance coverage, or a general liability policy including host liquor liability insurance coverage, that satisfies coverage limits specified by the City, names the ‘City of Lancaster, its officers and employees’ as additional insured’s, and is scheduled in force for the duration of the event (2) provide a certificate of insurance from a licensed insurance agent or insurer, evidencing the required coverage, to the City of Lancaster Solicitor.

Permits will not be issued until all insurance requirements have been received, verified, and approved by the City of Lancaster Solicitor. If insurance is at any time determined non-compliant in the judgement of the Director of Parks & Public Property, a Permit can be rejected or revoked without advance notice. Please contact the Lancaster Office of Promotion with any questions pertaining to insurance.

Please note the following additional instructions:

• Insurance coverage must be maintained for the duration of the event including setup and cleanup dates. The date(s) of your event must be stated on your insurance coverage.
• The Certificate holder is: City of Lancaster 120 N. Duke Street, PO Box 1599 Lancaster, PA 17608-1599
• All required Insurance Certificates must be accompanied by the additional insured endorsement form with the required language or they will be rejected as non-compliant.
• All required Insurance Certificates must be submitted no later than thirty (30) days prior to the commencement of the event.

The Permittee and any person responsible for causing equipment or property damage to the license premises or City property or equipment are jointly liable to the City for its costs to repair, restore or clean the property damage. The Permittee’s liability hereunder arises contractually and regardless of fault.

The applicant, and if applicable, the professional event contact, must complete, sign, and date this application and submit the applicable fee with this application.

I warrant the following with full authority to bind the applicant, also the “organization.” I hereby certify the foregoing statements to be true and correct. Applicant agrees to indemnify and hold harmless the City of Lancaster, its Mayor, City Council, Officers, Agents, and Employees from and against all losses, damages, liability, claims, suits, costs, taxes, fees, fines, and expenses whatsoever, and music licensing fees, costs and fines charged to the City, also including attorney’s fees, regardless of the merit or outcome of any such claim or suit arising from or in any manner connected to the permitted event. In the event that a possessory interest subject to property taxation is created by this use permit, I agree to pay all possessory interest taxes and the City shall not be liable for the payment of any such taxes. I further agree that the payment of any such taxes shall not reduce any consideration paid to the City pursuant to this use permit. I certify that I, on behalf of the applicant, am also authorized to bind the organization to be financially responsible for any costs and fees that may be incurred by or on behalf of the event to the City of Lancaster. Applicant agrees to comply with all permit conditions and roles, including those listed in the special event planning guide and other documents provided by the City representatives and understands that failure to comply with any conditions or any violation of law may result in immediate cancellation of the event, denial of future events and/or criminal prosecution.

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Permit Application and Processing Fee of $75 ($25 for non-profits/tax-exempt groups) is due upon submission of this form. Any remaining balance will be invoiced upon permit approval.

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By clicking submit below, your permit application will be sent to the Lancaster Office of Promotion (LOOP) for review. Please keep in mind that it can take time to fully review and approve permit applications. Please contact LOOP at loop@cityoflancasterpa.gov with questions.

You will receive a copy of this application via email automatically when you submit this request.