General Policy Statement
The City of Rochester sponsors and encourages its citizens to sponsor special events that enhance the quality of life for residents of the entire metropolitan community and facilitate the use of City-owned recreation and park facilities. The City has established policies and procedures to ensure the success of such events by providing a system for advance planning and standard information and basic ground rules that allow City special events sponsors and facility users to achieve their mutual goals.
General Information
The City provides a wide variety of facilities and services for special events and general leisure time use. Individuals or groups wishing to make use of City facilities, equipment and/or services may apply through the Bureau of Communications or the Department of Recreation & Youth Services, Bureau of Recreation.
Permit Requirements
Permits are required for activities that are special events and for reserved use of recreation and park facilities. Special Events are:
Pre-planned major activities;
Pre-planned major activities involving use of public and/or private property;
Pre-planned major activities involving use of public and/or private property and requiring City support services, including police support. Such activities are customarily held for purposes of entertainment, celebration, amusement, cultural recognition, arts and crafts displays and/or sales and sports demonstrations or competitions aimed at drawing crowds that may impact surround neighborhoods and traffic flow.
Obtaining/Submitting Applications
The City’s Bureau of Communications is responsible for distributing, receiving and processing all applications for special events and for coordinating review of applications by appropriate City departments. The Bureau of Communications is located in City Hall, 30 Church Street, Room 202A, Rochester, New York 14614. The hours of operation are 9 a.m. to 5 p.m. Monday through Friday. For additional information, please call 428-6690.
The City’s Department of Recreation and Youth Services/ Bureau of Recreation is responsible for distributing, reviewing, and processing all applications for the use of athletic, recreation and park facilities. The Bureau’s main office is located 400 Dewey Ave., Rochester, New York 14613. The Bureau’s hours of operation are 8 a.m. to 5 p.m., Monday through Friday. For additional information please call 428-6755.
Applicants are encouraged to submit applications at the appropriate office as described above. However, applications will be accepted at either location.
Special Events Permit Application
Application Processing Time Frame
While all special events require the same application, the application review period and required permits(s) may vary depending on the type and location. No events should be publicized until the applicant has received all necessary permits and approvals from the city. Permits and approvals for events, facility use or support services are issued on a first-come, first-served basis. Applications should be submitted within the time frames specified for the types of events proposed. When a request to close a street is being submitted, the applicant must submit a supporting petition containing the signatures of 60% of the residents/landowners of the street being closed. With the exception of a parade, the petition is required regardless of whether an event or street closing has been held there before.
Applications must be received:
Four months prior for:
Neighborhood or community festivals. An event is defined as a festival if one or more of the following activities occur:
An admission fee is charged;
Vendors sell products/wares;
Carnival games/amusement rides are offered.
Expected attendance is double the estimated population in the area where the event is to be held;
Purpose of event is a fundraiser; a sports tournament
Event will interfere with parking and safe movement of pedestrians &/or vehicular traffic in the area; and
If alcoholic beverages are being sold. NOTE: 1) Insurance certificate is required ; 2) Police services & City equipment & costs will be determined based upon an evaluation of the level of services needed.
Major special events impacting neighborhoods or traffic flow
Two months prior for:
Runs/Walks. NOTE: All residents, churches and businesses in the affected permit area must be notified and/or sign a form indicating that they’ve been notified of time, date and route by the applicant as a condition of permit approval; also Certificate of Insurance is required for races. All walks take place on sidewalks unless streets are specifically requested or required due to high anticipated attendance. Police services & City equipment & costs will be determined based upon an evaluation of the level of services needed;
Fireworks displays;
Street parades. NOTE: All residents, churches and businesses in the affected permit area must be notified of time, date and route by the applicant as a condition of permit approval.
One month prior for:
Openings;
Dedications;
Block Parties: A block party is defined as an event which is organized and held by residents of a street as a social event. No attendance or participation fees are charged. However, food, goods and services are often donated to support the event. If a Block Party attracts people beyond the street, the event is NOT considered to be a block party; a festival permit will be required.
Educational or Church processions. Applicants may be directed to use sidewalks due to public safety conditions and manpower.
Minimum of 10 working days prior for:
Use of public parks;
Use of athletic/recreation facilities
Erecting tents on public or private property: NOTE: Permits for erecting tents are issued by the Department of Neighborhood and Business Development's Permit Office, Room 121B, City Hall. A fee is required when erecting a tent. For details call 428-7037 for Fire Safety information and 428-7043 for Zoning information;
Setting up amusement rides on public or private property: NOTE: Permits for setting up amusement rides are issued by the Department of Neighborhood and Business Development's Permit Office, City Hall, 30 Church St., Room 121B. For additional information, call 428-7043.
Criteria for Approval/Disapproval
In issuing a permit for a special event, the City considers whether:
The event is reasonably likely to cause injury to persons or property, create a disturbance, cause disorderly conduct or encourage or result in violation of the law;
The event will substantially interfere with the safe and orderly movement of pedestrians and vehicular traffic in the area;
The proposed location is adequate for the size and nature of the event;
The event does not unreasonably interfere with the intended use of the area; e.g. Athletic fields, picnic areas, etc. (NOTE: Use of some park areas for other than intended use is limited to an aggregate of 72 hours per year);
City equipment and services are available;
All permit requirements have been met.
Required Approvals/Appeals Process
The application review process begins when the City’s Bureau of Communications has received a completed application. Applications for special events must be approved by all appropriate offices. The Bureau of Communications administers the review process.
In the event that an application is denied, the applicant may appeal to the Mayor in writing within five (5) days of denial.
Offering of Public Entertainment on Private Property
Approval from the City Zoning Office is required. The approval process is started by submission of an application for a Certificate of Zoning Approval at the permit counter in Room 121 B City Hall. Thereafter, an application for an entertainment center license is required. Approval can take several months. For specific details, call the Rochester Police Department License Investigation Unit at
428-6543.
Noise Ordinance
The City of Rochester has a noise ordinance which prohibits excessive noise. For details, see Chapter 75 of the Municipal Code, particularly Section 75-12 relating to sound reproduction devices.
Alcoholic Beverages
Section 44-9 of the Municipal Code prohibits the consumption and possession of open containers of alcoholic beverages in public places.
A public place is defined as any area or building operated or controlled by or on behalf of any government, municipality or public authority or corporation within the boundaries of the City of Rochester, or portion of such place, which is generally accessible to the public, including but not limited to streets, sidewalks, skywalks, parking garages and lots, parks, playgrounds, recreation areas, cemeteries, places of employment or operations and schools and school grounds. Under certain limited circumstances, permits for alcoholic beverage consumption may be granted, but only in conjunction with a permit granted for a primary activity for the use of certain facilities. Permits for alcoholic beverage sales on city property are restricted to certain specifically designated locations. Additional restrictions apply. Contact the Bureau of Communications for further information.
Sale of Food
Where food is to be offered for sale, organizers are responsible for obtaining appropriate permits a minimum of 25 working days prior to the event from the Monroe County Health Department, 111 Westfall Road, Rochester, N. Y. 14620 (753-5553). The sale of food in a public park or City right-of-way may also require:
A vending permit issued by the City Treasurer’s Permits/Licenses Office (428-6617); and
A permit issued by the Bureau of Communications or the Department of Recreation & Youth Services, Bureau of Recreation (428-6755); and
Notification of the City’s Fire Marshal’s Office (428-7037) of the vending date(s) and location(s) for on-site fire safety inspection which is required for all heat-producing devices and activities.
Release and Indemnification
All applicants are required to complete and have notarized a Certificate of Release and Indemnification. The certificate is included in the permit application package.
Insurance
Special events organizers may be required to carry liability insurance coverage in the amount of at least one million dollars ($1,000,000) single limit, covering both bodily injury and property damage during the term of the event. Insurance limit may be increased depending on the nature, size and risk of the event. (Note: This requirement does not apply to parades.) The certificate must contain:
A clause specifically naming the City of Rochester, N.Y., as an "Additional Insured";
Provision for ten (10) days prior written notice to the City of Rochester if the policy expires or is canceled or changed;
No exclusions in the insurance coverage regarding municipally owned or leased property or municipal operations or personnel, employees, licensees or agents.
Service/Equipment Available
All City support services will be provided during the normal work hours whenever possible. Generally speaking, services and equipment which the City can provide on a first-come, first-served basis include:
There are fees for rental of equipment (see Application for a Special Event). The permit holder is responsible for payment for any damages to area and equipment. The City cannot provide picnic tables, sound equipment, tables and chairs, lighting, portable restrooms, ropes, stanchions, extension cords, pianos or platform staging. Permits involving certain facilities, special equipment, services, tents, and amusement rides also require a fee. Call 428-6755 or 428-6690 for details.
Rochester Police Services
The Rochester Police Department reviews all applications and determines which police services the event requires, and if necessary, the amount of security services for the event. All costs are the responsibility of the permit holder.
Use of Private Security
In reviewing applications, the Rochester Police Department may require the applicant to provide internal security. Private licensed and bonded security may be used to meet these requirements. All costs are the responsibility of the permit holder.
Clean-up
Permit holders are responsible for providing clean-up during and following the event. If it becomes necessary for the City to clean up any given area, the permit holder will be billed for all costs of the clean-up.
Restrooms
Organizers of special events may be required to provide portable toilets or make arrangements for restroom facilities as required by State and County Health regulations.
State Health Department Permit
In accordance with Part 18 of the New York State Sanitary Code, if an event is likely to attract over 5,000 people (present at one time), a New York State Health Department "Permit for a Public Gathering," must be obtained. If the event is not likely to attract over 5,000 people, it is recommended that provisions be made for emergency medical services. The application for this permit must be filed no later than the earlier of five (5) working days before the first day of advertising or fifteen (15) working days before the first day of the event. A fee will be assessed for some events under this permit. Applications may be obtained from the New York State Department of Health, Western Regional Office at (716) 847-4391).