Special Events Permit

Guidelines

• All City and school sponsored events can be reserved  by calling the Recreation Department at 978-388-8137.
  
  
• All other individuals and organizations will need to apply online on OpenGov.

The purpose of this guide is to provide event organizers with general information as well as items to consider when planning an event to ensure that it is successful and enjoyable.

A special event is the use of any City park, building, street or other facility or private property when an organized activity is conducted, to which the public is invited or admitted, with a common purpose and under the direction or control of a person, and any one or more the following factors exist:

• A fee is charged, or money is collected;
• Alcohol and/or food will be sold;
• Temporary structures are constructed;
• A City facility will be closed to general use by the public or use by the general public will be denied in part or in whole;
• The location will be used beyond its normal capacity or typical range of uses;
• The proposed use is likely to infringe on other users' activities at that location;
• The activity on a street or other public place is impacted in a manner which disrupts the normal or usual traffic patterns, regulations or controls;
• The Mayor reasonably determines that the event will result in substantial impact on City resources, facilities, or public safety services in response thereto.

Examples of special events include, by way of illustration and without limitation, concerts, dances, assemblages, processions, parades, marching band reviews, circuses, fairs, festivals, block parties, community events, mass participation sports (such as, marathons and running events, bicycle races or tours, sports tournaments, obstacle course races), spectator sports or other organized activity conducted for a common or collective use.

Special events do not include normal City sponsored programs or activities, or regular sporting events or tournaments held inside a building or at a facility qualified as a "place of public assembly" and intended for that purpose. 

View Special Events Ordinance § 396-1.

Regulations:

• There shall be no open fires or portable grills of any kind allowed without special permission and must be permitted by the Amesbury Fire Department.
• Food concessions must have approval of the Office of the Board of Health. Please contact the Inspections Department at 978-388-8129. All temporary food applications must be submitted to the Inspections Dept. at least 14 days prior to the event so that the Board of Health can review the application. In addition, food cannot be served to the public at these events without a temporary food permit issued by the Amesbury Board of Health.
• All organizations must leave reserved property in a clean and environmentally undisturbed condition. The person authorized to make the request must be responsible to pay for any damage to or loss of City property that may occur during use period. Any damage or loss resulting from the use of structures, equipment, grounds and/or other facilities by the permittee will be billed accordingly (less deposit) for repair, replacement, or cleaning. Removal of garbage, trash, and any temporary structures are the sole responsibility of the group using the area. The Amesbury Department of Public Works can be consulted prior to the event for trash removal subject to the approval of the DPW Director. You can reach the DPW at 978-388-8116.
• Security Requirements: Any event over 100 people attending may require police details to be paid by permitted organization.

City Owned Property Use Fees:

For information on use fees for city owned properties for special events, visit the use fee page.

Use fees are due 7 days prior to an event. 

Application:

The applicant must submit the completed permit application online at:

If the event is held on private property and is outside of their business purview, there is a $25 permit fee.

Upon review of the submitted application, additional permits and/or fees may be required. 

Special Event Application Deadlines:

• If over 100 people will attend: 30 days prior to the event (parking plan required)
• If road closures are anticipated: 60 days prior to the event (detailed plan required)
• All other events: 14 days prior to the event
• Permit fees and facility use fees are due 7 days prior to an event. 

Other Deadlines

• If alcohol is being served at the event:  A one day liquor license application must be submitted 5 days prior to the event (one-day liquor license is required and can be uploaded to the special event permit application documents)
• If food is being served: a temporary food permit application must be submitted to the Health Department 14 days prior to the event (temporary food permit required)

Non- compliance with these deadlines may result in denial of the application. Once the permit application is submitted, if necessary, you will be notified of the date for you to present your special event to the Special Events Committee comprised of appropriate City departments (meetings are held at the City Hall Auditorium (62 Friend Street)..

All permits, permit fees and other applicable fees must be paid to the appropriate departments prior to the event. 

General Information:

• It is the responsibility of each permit holder to submit requests to OpenGov.
• Permits will be based on availability, scheduled renovations, or any other impending factors.
• Payment is expected prior to receiving the permit, no future permits will be issued to a group or organization until all outstanding fees are paid.
• Any reduction or waiver is at the sole discretion of the Mayor.
• Insurance is required for all events (with the exception of sunshade rental at Town Park) and will need to be submitted prior to your permit approval. All groups requesting private or public use of city facilities must obtain "general liability insurance coverage of at least $1million per occurrence and $2 million aggregate. A certificate of insurance endorsed to name the City of Amesbury as additionally insured must be provided before any approval of facility use. For questions about insurance, please call the city's Insurance Coordinator at 978-388-5447 ext. 321. 
• If there is any pre-existing damage to a facility upon arrival by a permitted group, please contact the Department of Public Works as well as Amesbury Recreation immediately to report the damage.

Event Vendor Information

All vendors not currently licensed to operate business in Amesbury must have a vendor’s license from the Amesbury City Clerk. Vendor license applications must be approved by City Council and submitted with your Special Events permit application.

Public Safety Information

Amesbury Fire Department

• Grilling or open flame is not allowed on city property without the approval of the Amesbury Fire Department.
• Use of Propane requires a propane permit. Please call 978-388-8185 or email fire@amesburyma.gov.
• You may be required to have city medical personnel based on event activities and size.
• A fire detail is required for some events to ensure public safety, particularly those having any indoor live music, bar services, discotheque or nightclub events, which will have more than 100 people in attendance. For those events that expect more than 250 people, multiple firefighters may be required. Personal crowd managers may be used (at the applicant’s expense), however, it will not reduce the number of firefighters required. The number of firefighters will be determined by the special events committee who will be required to adhere to this standard. Waivers will only be granted by the Fire Chief. Waiver requests must be in writing and submitted to the Fire Chief no later than 14 days prior to the start of the event.
• A fire detail may be required for some events, if the event exceeds the on duty operational capability of the department (etc. fireworks displays). The number of firefighters will be determined by the Fire Chief. Any of these events MUST be submitted to the special events committee no later than 45 days prior to the start of the event to determine if a separate application or permit is needed by fire code, and to facilitate public safety.
• An EMS or Rescue detail is required for some events to ensure safety of participants. Water events with more than 75 people, or have high risk associated with the event, require the fire department boat in the water with 3 firefighters + a land EMS detail. Any event that has a high risk of injury, regardless of persons attending, (as determined by fire department) will require an EMS detail. Private EMS or rescue services may be used (at the applicant’s expense), however, it will not reduce the number of fire department personnel required for the event.  The number of will be determined by the special events committee who will be required to adhere to this standard. There are no waivers accepted by the Fire Department, as it pertains to EMS and/or rescue details. 
• Current Detail Rate is $70.00 an hour with a 4 hour minimum, which would be a total of $300.00 per firefighter (Monday through Friday, 8am-6pm), with anything over 4 hours up to 8 would be $600.00 per firefighter. Night (6pm-8am) and Weekend rate (Friday starting at 6pm through 8am Monday morning) have an additional $5/hour per firefighter added to the rate. Any event having any alcohol or marijuana have an additional $5/hour per firefighter added to the rate. As of 7/1/2021.

Amesbury Police Department

• A Police detail is required for some events to ensure public safety, particularly those which will have more than 100 people in attendance. For those events that expect more than 200 people, multiple officers may be required. Private security may be used (at the applicant’s expense) however it will not reduce the number of sworn officers required. The number of officers will be determined by the special events committee who will be required to adhere to this standard. Waivers will only be granted by the Chief of Police. Waiver requests must be in writing and submitted to the Chief of Police no later than 14 days prior to the start of the event.

• Over 100 people will require a special parking plan and MUST show where all attendees will be safely parking. This parking plan MUST be submitted to the special events committee no later than 30 days prior to the start of the event.
  
  
• If there are anticipated Street closings/detour signage or if the event is a competition or race of any kind, more detailed plans will be required and must be submitted to the special events committee no later than 60 days prior to the start of any race.
  • Failure to follow the above rules may result in termination of the event. If public safety is impacted criminal charges may be filed.

Current Detail Rate is $65.00 an hour with a 4 hour minimum, which would be a total of $260.00 per officer (Monday through Friday), with anything over 4 hours up to 8 would be $520.00 per officer.  Weekend rate (Friday starting at 5pm through 7am Monday morning) or any alcohol/marijuana details have a rate of $97.50 an hour per officer. As of 4/17/2024 

Inspectional Services/Health Information

• Temporary Structures (including tents) may require a permit from the Office of Inspectional Services. Tents must be properly secured for the safety of the public. A permit may be required if electrical/plumbing/gas work is being performed. Consult with the Office of Inspectional services if a permit is required. If a permit is required, then only licensed professionals are able to perform the work. Plumbing/Gas/electrical work requiring a permit will only be issued to licensed professionals at this time.
• Temporary signs require a permit through the office of inspectional services. Temporary Signs cannot exceed 16 sq ft in size and cannot be displayed longer than a 30-day period from the date of permit issuance.
• All food service on municipal property generally requires a temporary food permit application from the Health Department. This must be submitted 14 days prior to event. Submitted with this application, should be copy of existing food service license, Copy of Certified Food Protection Certification(s), Menu items and equipment lay-out and certificate of insurance.
• Portable sanitary toilets may be required subject to the provisions of the guest count. Typically, we use a ratio of 1 portable toilet per 50 people which includes handicap accessibility. This would be at the discretion of the health inspector and will be reviewed on a case-by-case basis. Rental and recovery of these toilets are the sole responsibility of the group or organizer.
• All dogs must remain secured by a leash per City ordinance. The owner of the dog is responsible for the removal and discarding of any waste.

Possible Fees: Electrical, plumbing/gas, building permit fees, temporary food permit application, portable toilets, custodial fee etc.

One-Day Liquor Licenses

Alcohol is not allowed unless you receive permission from the City of Amesbury. If you will be serving alcohol on premise, you will need to get approval from the Amesbury Liquor License Commission. This is a Special One Day License permit, and the application fee is $25.  Application must be submitted no later than 5 days in advance.

Download the application here

For questions about one-day liquor licenses, email Victoria Feger or call 978-388-8121.

Amendments to the Application