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Special Event Permits

The City of Rochester, NY encourages special events that enhance the quality of life, provide entertainment, promote local economic health, attract visitors, and contribute to the dynamic atmosphere of the community. 

When do I need a Special Event Permit?

Permitting policy for events on city property

The Office of Special Events issues permits for events that meet both of the following criteria:

  1. Held outside incorporating City-owned property including streets and/or parks; and
  2. Open to the public: Either via free entrance or tickets/registration fee. The event is considered open to the public if it is publicized by posting on social media or passing out flyers.

The City does NOT issue Special Event permits for:

  • Indoor events;
  • Events held on private property;
  • Private events such as birthdays, baby showers, memorials, reunions, graduations, etc. You can reserve City lodges, shelters, and parks for these types of private events through R-Central Online.

Types of Special Event Permits

*All application fees are non-refundable.

Type
Fee*
Deadline to Apply
Event Type Description
Festival$2004 months prior to eventA festival is an event on city property that is open to the public that may feature one of the following: (1) serving or selling or food; (2) vendors or giveaways of any type; (3) sale of alcohol; (4) tickets/entrance fee. (5) live entertainment. The event is considered open to the public if it is publicized by posting on social media or passing out flyers. Concerts, giveaways, sports tournaments, community events, neighborhood festivals, and health fairs are all considered festivals.
Moving Athletic (races, walks, runs, bicycling event, etc.)$1004 months prior to eventNew walks, races, or races with less than 1,000 participants must take place off-street utilizing a park or trail. View suggested routes here. Walks or races with more than 1,000 people may utilize an on-street downtown route that is determined by the City. 
Parade/Motorcade$1004 months prior to eventA public procession or march on the street. The City has predetermined parade routes.
Block Party (not permitted on Memorial Day Weekend,
July 4th Weekend or Labor Day Weekend)		$401 month prior to eventClosure of a residential street for residents who live on that block. Cannot be used for private celebrations such as birthday parties, memorials, graduations, church outreach, etc. Block parties are not open to the public and cannot be promoted to the general public via flyers or social media. Cannot be held Downtown or on arterial streets. Complete the Street Closing Petition form and submit it with a Block Party Application.
Film Shoots$70 For professional filming within the City of Rochester, Contact the Rochester Finger Lakes Film Office.
Other     $70     4 months prior to event If the event does not fit under one of the categories above, it may be classified as “other.” Staff will make the determination. Examples include: Openings, Dedications, Rallies, and Demonstrations.

Apply online for a Special Event Permit

  • The Special Event Permit process for all event types is now online! All supporting documents must be submitted through the application portal. Paper or PDF versions of the Special Events Application will not be accepted. Application fee payments can also be made online.
    • For Block Parties, please complete a Street Closing Petition form before applying.
    • Due to their popularity, events interested in utilizing Parcel 5 or Dr. MLK Jr. Park should contact Joe Alessi before filling out a permit to ensure your date is available.

Apply Online for Special Event Permit

Security at events

Security at a permitted special event is two-fold. 

  1. Private Security: Event organizers must hire a private security firm responsible for the event's internal operations, like staffing of entrances and exits, performing bag searches, and other security measures. 
    The City requires the security firm to have an up-to-date New York State security license. 
    The type of NYS security license required will vary:
    1. Any event with alcohol: watch guard/patrol or private investigator.
    2. Any event with less than 1,000 attendees: security guard, watch guard/patrol, private investigator. 

    3. Any event with more than 1,000 attendees: watch guard/patrol, private investigator. 

      More information is available in the online application. If you have questions on the number of guards the event should utilize, the security company should be able to provide assistance. All private security firms are subject to the  final approval of RPD.

  2. Rochester Police: Events that require a street closure or have a large number of attendees crossing busy intersections will be required to utilize RPD to close streets or assist with pedestrian crossing. Staffing requirements will be determined by RPD as part of the permit review process. Event organizers are responsible for any costs that this will incur.

Food trucks and vendors at events

A special event may have a food truck or cart vending within its footprint as long as the food truck or cart has obtained a solicitor's license from the City Clerk's Office and has completed the Rochester Fire Department's Mobile Vehicle Safety Training & Inspection process. 

All types of food/beverage vendors also need requisite health and food handling permits from the Monroe County Department of Health.

The City does not book food vendors for events. If you are interested in becoming a vendor at a special event, reach out to that event organizer directly. Most major events have forms on their websites for this purpose. 

Events Utilizing Parks or Lodges

  • City parks: We no longer require applicants to get an additional facility use permit from the Dept of Recreation and Human Services- the special event permit application process will reserve the park for your event!  Upon submission of your application, if the park is unavailable, a staff member will reach out to you to find a new space or date.
  • City lodges: Reserve and pay for lodge rentals on R-Central Online. You have to make an account first, but once you’re in, select Book a Facility in the top bar > then Submit a Request. From there, reserve the lodge.
  • Monroe County Parks within the City of Rochester: Highland Park, Genesee Valley Park (east of the Genesee River), Ontario Beach Park, and parts of Durand Beach are maintained by the County and require a County Parks permit. Please contact Monroe County Parks at (585) 753-7281 or visit their website for more information. If your event utilizes one of these county-run parks, you will need a permit from the county before you begin the special events application process.

Tents and structures requiring third-party inspections

Certain tents and structures at events will require on-site, as-built inspections by a third-party engineer hired by the event before the event can open to the public. Learn more about the inspection requirements.

Meter bagging fees for closed city streets

Events that take place on closed City streets may be subjected to parking meter bagging fees.

Fire safety rules

To ensure that your event is complying with the Rochester Fire Department rules for using power and/or cooking at events, please read the fire safety guidelines for events before filling out your application.

Cannabis & related products

Events are prohibited from having vendors who display/sample/sell any hemp, cannabis, THC, or CBD products. Note that no smoking of any kind is allowed on City property. For more information, visit the City's cannabis page.

Drones

The use of drones is strictly prohibited at events in the City of Rochester. For more information, please refer to Federal Aviation Administration guidelines.

Street preaching

Street preaching is a First Amendment-protected right that does not require a permit. Learn more.

Demonstrations

The City of Rochester and the Rochester Police Department are available to help organizers of demonstrations plan safe and successful events. To that end, the police department has prepared Demonstration Guidelines to assist organizers. 

Questions?