Special Events Permits

PERMIT REQUIRED

A special events permit is required for any Special Event held on public property, including public rights-of-way, in the Town of Middleburg unless an exemption applies.  

A "Special Event" is defined as "any gathering of groups or individuals comprising fifty (50) or more persons within the corporate limits of the Town of Middleburg on public property or that results in the closing of any part of any public street or sidewalk to accommodate persons attending the gathering. 

APPLICATION FORM

Special Event permit applications must be submitted on the Town's application form to the Town Manager at least two (2) business days prior to the date of the event or such longer time as may be needed to address the safety considerations and logistical needs as identified in Town Code Chapter 6.  Applicants are encouraged to review this chapter prior to submitting an application form. 

Below is a brief summary of the items that will be needed to complete the form.  

-Date/time of event and estimate of total number of persons expected to attend;

-Contact information regarding promoters of the event, budget, and full description of event;

-Details on location of proposed event;

-Certificate of liability insurance;

-Sanitation facilities plan; food/water plan; parking plans; emergency response plans; public safety/law enforcement plans; emergency cancellation plans; lighting plans (if appropriate); 

-Evidence of ability to conduct a large event, including financial information. 

TOWN SERVICES

Special event applications that request Town staff/services/equipment must outline the scope of services requested so the Town can provide a cost estimate of the manpower/equipment needed.  Upon approval of the application, a deposit equal to the amount of the cost estimate must be remitted to the Town.  Following the event, the Town will prepare an invoice for the services, with a credit given for the deposit.  If the deposit exceeds the invoice, a refund will be issued for the amount of the overpayment. 

INQUIRIES

Inquiries related to the Special Event permit process should be directed to the Town Manager via email or by calling 540-687-5152.