Special Event Permit Application

Fees for the use of any specific location in the below dropdown are for a 4 hour permit. Any use over 4 hours will add an additional $25.00 per additional hour to the final cost.

The Washington Park Lake House may only be reserved by Non-Profit organizations. Improper selection may cause your application to be denied.

Event Coordinator Contact Information
This section asks for the Event Coordinator's contact information. Please complete all fields.

On-Site Contact Information
This section asks for contact information for the on-site person responsible for the event during the event day(s).

Please call the Office of the City Clerk if you plan on serving alcohol; the New York State Liquor Authority will request a Landlord Authorization Form when processing your State Liquor Authority permit application. The Landlord Authorization Form may be obtained from the Office of the City Clerk.

Alcohol may not be served at any Special Event within one hour of the event end time.

The Albany Police Department may require the event organizers to obtain an Open Container Permit from the Office of the City Clerk. The Albany Police Department may also require the presence of additional personnel to cover the event. Both would result in additional costs that will be communicated to you.

Amplified Sound

Any amplified sound is subject to the City of Albany Noise Ordinance. Electronic amplification may only be used after 10 AM and before 6 PM Electronic amplification inside the Washington Park Lake House must cease by 11 PM.

Tents

No stakes can be used to secure tents. Only weights can be used to secure tents.

Stages

Please note: the City of Albany does not have any stages available for use/rent at Special Events. Applicants must make accommodations for their own stage.

Inflatable Devices

Inflatable devices are only allowed on City property with a single Certificate of General Liability Insurance in the Amount of $2,000,000 naming the City of Albany as "additional insured" on a primary and non-contributing basis. The Albany Fire Department and Albany Police Department reserve the right to direct the removal of the inflatable device for public safety precautions at any time.

Albany Police Department

If Albany Police Department services are needed, a fee will be calculated and provided to the applicant prior to the event.

Department of General Services

If Albany Department of General Services services and/or equipment are needed, a fee will be calculated and provided to the applicant prior to the event.

Albany Fire Department Services

If Albany Fire Department services are needed, a fee will be calculated and provided to the applicant prior to the event.

All events that need Albany Fire Department/EMS standby services for emergency responders will be subject to a $200 fee per hour billed separately through the Albany Fire Department.

EMS coverage required if expected attendance is greater than 5,000 people. Part 18 Permits are also required for events where expected attendance is greater than 5,000 people. Fire Suppression units are mandatory for fireworks.

Part 18 Permits: Please visit the New York State website for information pertaining to a Part 18 Permit.

https://www.health.ny.gov/professionals/ems/part18.htm

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 (1) Exact Location & (2) Start Time/End Time below:

Applicant is solely responsible for costs incurred for City services rendered for each event. The event sponsor upon submission of this application agrees to follow the rules of New York State, Albany County, and the City of Albany, and acknowledge that any violations will result in the revocation of the special event permit and could negatively impact the issuance of future permits. The sponsor/organization also acknowledges that event organizers can be held responsible for violations of the Governor Cuomo’s executive orders, up to and including civil and criminal penalties 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 or via cityclerk@albanyny.gov. The certificate must evidence General Liability Insurance, with a $1,000,000.00 limit of liability, (liability, or $2,000,000 limit of liability if an inflatable device/bounce house is present) 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.

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.

 

By signing this Electronic Signature Acknowledgment Form, I agree that my electronic signature is the legally binding equivalent to my handwritten signature. Whenever I execute an electronic signature, it has the same validity and meaning as my handwritten signature. I will not, at any time in the future, repudiate the meaning of my electronic signature or claim that my electronic signature is not legally binding.

Fee estimates are provided by this application for applicant planning purposes and may increase as City service fees are added or change as corrections are made. Please review the fee schedule on the City of Albany, New York Special Events Application page to ensure the fee estimate is accurate.

Applications for demonstartions, marches, parades or protests may be granted an application fee waiver pursuant to Section 251-26 of the City Code if requested.

Additional Services Fees

Police and Public Safety Fees	If Albany Police Dept. services are needed, a fee will be calculated and provided to the applicant prior to the event.
Fire & Emergency Services Fees	If Albany Fire Dept. services are needed, a fee will be calculated and provided to the applicant prior to the event.
DGS & City Equipment Services Fees	If Albany DGS Dept. services and/or equipment are needed, a fee will be calculated and provided to the applicant prior to the event.