Welcome to the 2026 Special Event Permit Application!

A Special Event is any organized activity conducted on public property that may impact normal traffic patterns, public safety services, or any normal public use and enjoyment of the public property, including but not limited to parades, festivals, concerts, athletic events, craft or food events, and events involving alcohol, whereby the organizer of the activity has exclusive or semi-exclusive use and enjoyment of the public property under terms and conditions approved by the Borough. Events that include alcohol sales, street closures, over 250 people, or a banner will require Borough Council approval and at minimum 15 business days lead time.

In addition to the Special Event permit application, the applicant may also be required to secure permits from other governmental entities, such as the Pennsylvania Department of Transportation if the event requires the closure of a state roadway(s), or other property owners in order to conduct the Special Event. The applicant has the burden of obtaining any such permits or permission from other governmental entities or property owners as a condition of approval of any Special Events application. The timeline for securing permits or approvals from other governmental entities or property owners may exceed the timeline for Borough review and approval of Special Events applications set forth herein, so it is incumbent upon the applicant to submit Special Events applications to the Borough in sufficient time to allow for securing any required permits or approvals.

An application shall be completed, signed, and submitted at least 90 days in advance of the proposed Special Event date. The Borough, where good cause is shown, shall have the authority to consider any application that is filed less than 90 days before the date of the event.

Special Event Permit: Fee Schedule

It is the policy of the Borough of Mechanicsburg not to subject its taxpayers to shouldering the burden of costs associated with any Special Event not sponsored by the Borough Council. Therefore, all direct costs incurred by the Borough arising out of or related to any Special Event not sponsored by the Borough shall be borne by the applicant. Costs shall be limited to direct out-of-pocket expenses incurred by the Borough arising out of or related to the Special Event such as, but not limited to, regular and overtime wages paid to Borough employees required to provide services directly related to the event, special fire police wages, payments to outside fire and police authorities for necessary assistance, the cost of temporary signs, barricade rentals and other traffic control devices and health, safety and sanitation amenities (“Special Event Costs”).

Prior to issuing a permit for the Special Event, the Borough shall calculate the reasonable anticipated Special Events Costs in an itemized detailed listing of the projected costs. As a condition to approving the Special Event application and prior to the Borough issuing a Special Event permit, the applicant shall pay over to the Borough an amount equal to the estimated Special Events Costs plus ten (10%) percent, which amount the Borough will hold in escrow until the conclusion of the Special Event and the calculation of actual Special Event Costs. The Borough shall not issue any permit for a Special Event until the estimated Special Event Costs shall have been paid in full.

Upon conclusion of the Special Event, the Borough shall calculate and itemize actual Special Event Costs and charge the same against the monies being held in escrow. In the event any monies remain in escrow following the payment of the actual Special Event Costs, the Borough shall refund said balance to the applicant. In the event the escrowed funds are insufficient to cover the actual Special Event Costs, the applicant shall be responsible for paying any deficiency to the Borough. The Borough reserves the right to pursue claims against the applicant for payment of any outstanding balances and to deny permits in the future.

If damage to public property occurs as a result of the Special Event, the applicant shall reimburse the Borough for the full cost of labor and materials necessary to repair or restore such property.

Permit Application Fees - Must be paid following submission of application
Small Scale Event (Less than 250 People)	$50.00
Large Scale Event (More than 250 people)	$100.00
Public Works Department Fees
Local Road Street Closure	$25.00 per roadway
State Road Street Closure	$50.00
Multi-State Road Street Closure	$75.00
Barricades (for placement of water or concrete barricades)	$10.00 per barricade
Public Works Staff Hourly Rate	$28.00/hour
Public Works Staff Hourly Overtime Rate	$42.00/hour
Police Department Fees
Police Officer Hourly Rate	$40.14/hour
Police Officer Hourly Overtime Rate	$60.21/hour
CSO/PSO Hourly Rate	$17.00/hour
Parks Department Fees
Parks Crew Hourly Rate	$22.95/hour
Stage Rental	$30.00 per event
Special Events Costs Late Penalty	10% of bill per week

 

 Alcohol-Related Conditions for Special Events:

If the sale, distribution or consumption of alcoholic beverages is to take place at the intended Special Event, the following conditions shall apply to the permit and failure to satisfy or comply with the following conditions shall be grounds for the immediate revocation of the permit:

1. The Special Event area shall be designated by means of signs or markings
   Open containers of or the consumption of alcoholic beverages shall take place in
   compliance with PLCB permitting
2. The service of and consumption of alcoholic beverages must comply with all
   applicable federal, state, and local laws or regulations, including but not limited to the
3. PLCB licensing and other PLCB regulations. Before a permit is approved,
   documentation shall be provided to the Borough showing that the proposed alcohol
   sales comply with all PLCB licensing and other PLCB regulations. At a minimum, at
   any event where alcohol is being served, the permittee shall design and implement
   appropriate measures to ensure control of the area where alcohol is being served, to include proper checking of personal identification to ensure all persons partaking in the consumption of alcohol are 21 years of age or older, provision of wristbands or other appropriate measures to confirm persons who have been properly screened, and appropriate measures to avoid over-consumption of alcohol.

 

Pennsylvania Liquor Control Board (PLCB) Wesbite: https://www.pa.gov/agencies/lcb

Conditions for Street Closures for Special Events

The Borough Council shall have the authority to temporarily close or restrict any street, sidewalk, or portion thereof for the conduct of an approved Special Event and to install barriers or assign police officers, fire police, flaggers, or other authorized personnel to direct vehicular and pedestrian traffic within or around the closed area.

No Special Event permit shall be required for the use of a portion of a public sidewalk, provided that a continuous, unobstructed pedestrian passage of not less than four (4) feet in width remains open and passable at all times.

All street closures shall comply with applicable Pennsylvania Department of Transportation (PennDOT) and local regulations. If a proposed closure involves a state roadway, the applicant shall obtain all required PennDOT approvals and permits and shall be responsible for all associated costs.

All requests for street closures, particularly those involving state roadway(s), shall be evaluated by the Borough to determine whether the community benefit of the proposed Special Event outweighs the inconvenience or impact to neighboring businesses, residents, and the general public’s use of public property, services, or facilities. The Borough may deny or modify a requested closure based on this evaluation.

If a street closure is requested, the applicant shall, upon request, meet with Borough police, public works staff, or other designated officials to review the proposed closure and to develop an approved traffic control and detour plan.

 The State designated streets or roads in the Borough are: Main; Market; Shepherdstown; Simpson; Walnut; Williams Grove; York; and Marble (only between Market and York).

Pennsylvania Department of Transportation Website: https://www.pa.gov/agencies/penndot

Amenties for Special Events:

Amenities required for your special event will depend on the location and its proximity to the available facilities.

Electrical power is available at the pavilions in Memorial Park and at Railroad Avenue.

To access power at Memorial Park, a pavilion application must be submitted and approved.
To access power at Railroad Avenue, an event space application must be submitted to obtain authorization for electrical use.

Pavilion and Event Space Application

Field Use and Open Space Application

For Restrooms/Portable Restrooms, permanent and portable restroom facilities are available at Memorial Park and Finkenbinder Park. Availability is subject to location and event approval.

For Trash/Recycling Services, if you require trash and/or recycling collection services for your event, please select the appropriate option below. Please note that the Special Event Fee will include additional charges to cover the associated labor and service costs.

No permit issued hereunder shall authorize or excuse any breach of the law or any trespass upon the rights of others or render the Borough of Mechanicsburg liable for any damage committed or caused under color thereof. Where permission is sought to conduct a Special Event upon a State highway within the Borough, the applicant shall comply with all applicable requirements of the Commonwealth of Pennsylvania, Department of Transportation, and shall obtain the necessary highway occupancy permit.

The Borough Manager, or his or her designee, may at any time revoke any permit if there shall have been committed any breach of the terms and conditions under which the same was issued or a violation of the terms of this Part, upon giving to the person to whom the permit was issued notice of such revocation. From the time of such notice of revocation, any act done under color of such permit shall subject the person doing or allowing it to be done to the same penalty as if he or she had done such act without such permit, unless such revocation is disapproved as hereinafter provided.

 

Terms and Conditions

I acknowledge that I have reviewed and understand the policies and guidelines with the document provided by the Borough of Mechanicsburg. I understand it is my responsibility to comply with and implement all policies and procedures included in the Borough of Mechanicsburg's policy document.