• The applicant shall be responsible for notifying, as soon as possible, all businesses and residences which may be affected as a result of street closings or event activities.
• Subject to limited exemptions, all vendors must have a current business license.  A promoter’s license may also be required.  Contact the Commissioner of Revenue at 540.332.3829 for details.  The collection and remittance of applicable taxes will be the responsibility of the individual vendor. 
• A Public Activity Permit may be required by the Staunton Police Department per City Code § 9.05.130. If required, the permit will be issued by the Police Department once all other event requirements have been satisfied.
• Loud music, sound amplification or other potentially disturbing activities are subject to approval of the city, which may be conditioned upon compliance with the Noise Control Ordinance of the City of Staunton. 
• Illegal drugs, and, except as permitted by law, firearms or weapons of any kind, are prohibited on city property.
• Alcohol is permitted only with a license from Virginia Department of Alcoholic Beverage Control (ABC) and in compliance with ABC requirements.  For further information, contact ABC directly at 804.213.4400. 
  • Alcohol is generally prohibited in City parks; it is permitted by administrative policy during special events in certain specific locations in Gypsy Hill Park, Montgomery Hall Park, Woodrow Park, and Landes Park.
• Generally, no overnight camping is permitted.  Exceptions may be considered on an event-by-event basis.
• The applicant must comply with applicable provisions of the Staunton City Code, including the city’s zoning ordinance, and the Code of Virginia.
• Dogs must be on a leash at all times.  Animal handlers are required to pick up animal waste.
• Events must take into consideration the placement of all vendors and activities:
  • A 20 foot fire lane must be maintained at all times.  This must be continuous in nature and include sufficient turning radii for Fire Rescue Department apparatus to navigate.
  • Activities and vendors must not block any fire hydrant or any fire department connection (sprinkler connection). 
  • Cooking is not allowed under any tent or canopy per Fire Prevention Code.
  • Placement and use of portable generators must comply with the Fire Prevention Code.
  • Subject to modification by the Fire Marshal, tents and canopies must be separated by a distance of 12 feet, and cooking tents must be 20 feet from any other tent or canopy.
  • Any tent larger than 900 square feet or accommodating more than 50 people requires a building permit from the Building Official and inspection.  Tents larger than 400 square feet require an inspection by the Fire Marshal. 
  • Burning wood and grills are not allowed on the Gypsy Hill Park bandstand or under pavilions.
  • Open fires are only permitted only in approved cooking appliances.
  • Smoking is not permitted on the Gypsy Hill Park bandstand.
• For events expected to attract more than 50 attendees, an appropriate number of portable toilets, as determined by the city on an event-by-event basis, must be supplied.  
  • Portable toilets are not to be rinsed on site.  Nor are they to be placed near restaurants or food vendors.
• Health and licensing requirements apply to all food and beverage service.  Food vendors must comply with the regulations of the Virginia Department Health (VDH).  For information, call VDH directly at 540.332.7830.
• Food vendors are not allowed to drain grease onto the site or into City storm drains, or leave grease at the site.
• The applicant will need to provide extra trash receptacles for the event.  All trash must be secured so as not to blow away and removed from the event site.  Refuse and recycling removal is the responsibility of the applicant, if prior arrangements have not been made with Public Works Department. 
• Tables, chairs and other furnishings and equipment must be provided by the applicant unless prior arrangements have been made in writing.
• Access to utility boxes must be arranged in advance with Public Works Department.
• Events to be held on Saturdays in the vicinity of the Wharf parking lot, during operation of the Farmers’ Market, must be coordinated with the City Manager’s Office and the Farmers’ Market.
• The city reserves the right to decline any application if the event is deemed inappropriate for a particular site or conflicts with other scheduled events.

Please review the entire application to ensure the information is completed correctly.  Once all documentation has been received, the application will be reviewed, and the applicant will be contacted about the status of the proposed event.  Applicants may be requested to meet with city representatives and others to review event plans, layout, and logistics. 

This application must be submitted at least 60 days prior to the date of the proposed event.  Special events may be denied if required time lines are not strictly observed or if there are inadequate safety measures, street closing conflicts, or other logistical concerns.  Applicants may not promote a proposed event nor enter commitments for goods and services until receipt of approval of the event.