SPECIAL EVENT POLICY & GENERAL INSTRUCTIONS: POLICIES

  1. BLOCK PARTY (STREET CLOSURE): Street closures for a block party are organized special events held on a Village street where the entry and exit are closed to moving vehicular traffic. Applications for block parties shall be submitted to the Superintendent of Recreation and Parks for approval. The block party organizer shall notify all property owners/residents of the street(s) to be shut down of the terms of the proposed event and shall obtain the signatures of a majority of those property owners/residents consenting to the block party taking place. A fire lane sufficient for access by emergency/police personnel shall be maintained at all times during the block party. Block parties shall conclude by 9:00 pm Sunday through Thursday and 10:00 pm on Friday and Saturday. The organizers of the block party shall pay a street closing/obstruction fee as detailed in the Village’s fee schedule. The applicant(s) for the block party shall agree in writing to hold the Village harmless from any and all obligations and liabilities which may arise from the temporary street closing which is the subject of the application. The applicant(s) are responsible for the removal of litter and debris resulting from the block party. The Superintendent of Recreation and Parks has the option of requiring the applicant(s) to submit proof of liability insurance for damage to property and personal injury arising out of the temporary street closing. 
  2. MOVING ATHLETIC EVENTS/PARADES/PROCESSIONS: Any march or procession consisting of people, animals, bicycles, vehicles, or a combination thereof, except funeral processions, on any public street, sidewalk, alley, or other public right-of-way, which obstructs, delays, or interferes, with the normal flow of pedestrian or vehicular traffic, or does not comply with traffic laws or controls.
    1. It is understood that no tokens, candy, or other articles are to be thrown by parade participants in moving vehicle(s) to spectators along the route. Participants must hand them out.
    2. The use of fireworks or other explosive-type devices is prohibited by parade participants along the route, as they may cause injury or danger to spectators.
    3. A permit is required from the State Department of Transportation to close a State road or highway, from Westchester County for all County roads, and/or a permit from the Village of Ossining to close a Village street along a route. The Applicant is solely responsible for obtaining all approvals from the necessary County, State, or Village agencies.
  3. EVENTS WITH VENDORS/SITE PLAN: A list of participating vendors with contact information, cooking, and disposal methods (where applicable) with a site plan of vendor locations with entry and exit points must be provided to the Superintendent of Recreation and Parks no later than 15 days prior to the event. Failure to provide proper vendor information by the due date may result in denial of an application and/or the event. Under no circumstance will a refund be made due to Applicant’s non-delivery of information.
  4. FEE CHARGES: Payment of all fees shall be made to the Village of Ossining and paid at the Joseph G. Caputo Community Ctr. (Recreation Office), 95 Broadway, Ossining, NY 10562, with a copy of the application or via the payment link from the online application.
  5. SECURITY DEPOSIT: The Superintendent and/or the Special Events Advisory Committee shall require the sponsor to provide a security deposit in an amount to be determined for clean-up expenses and for compliance with permit conditions. If the sponsor fails to honor the permit conditions or to adequately clean up the property after the event, the Village may use such portion of the security deposit as is required.
  6. VILLAGE EQUIPMENT: Village equipment shall not be loaned or leased for public indoor or outdoor use unless the equipment is part of the Village facility being requested and used according to its intended purposes. Any authorized use of the Village equipment shall be subject to additional fees.
  7. SITE VIEWING: The Applicant agrees to be present for Pre-event Site Inspection and Post-event Site Inspection if needed.
  8. CAPACITY: The Village has the right to deny the use of a site because of capacity standards.
  9. DISORDERLY ACTS OF ANY KIND ARE ABSOLUTELY PROHIBITED, AND THOSE VIOLATING THIS PROHIBITION WILL BE EJECTED FROM THE PREMISES AND WILL FORFEIT THEIR FEES.
  10. TERMINATION OF EVENT: Applicant understands that at any time during the event, the Superintendent of Recreation & Parks, Chief of Police, Fire Chief, Village Manager, or their representatives may order the termination of the special event if it is in violation of any law or ordinance, or if it endangers any person, participant or spectator, or if it creates unmanageable problems for public safety officials whereby the proper execution of their duties are threatened. The Village of Ossining, in its discretion, also reserves the right to cancel an event at any time if there is a weather-related event where a significant risk of damage could occur to Village-owned property or resources, or where a risk exists to public safety. 
  11. TIMES OF EVENTS: The Village shall determine the event's allowed time as it may be appropriate for the event and the surrounding neighborhood. Applicants shall be allowed a reasonable time for set-up and breakdown, which times shall be reflected in the permit.
  12. PORTABLE RESTROOMS: Required number and location to be determined by the Village Building Inspector. Said facilities shall be removed within 24 hours following the conclusion of the event. Rental fees are the sole responsibility of the Applicant.
    1. General Liability and Automobile coverage, as stated in the Village of Ossining’s, Section 226-6 Fees, Insurance, Indemnification, and Other Requirements, will be required from the portable restroom company.
  13. TRASH & CLEAN UP: Applicant shall make carting arrangements for all dumpsters needed for comingled trash and recycling.
    1. Carting company shall follow Ossining’s green agenda:
      1. Vendors are required to use appropriate compostable serving containers.
      2. All trash and cooking oils must be taken away upon vendor departure.
      3. DO NOT DUMP OILS/COALS ON THE GROUND or IN THE GRASS.
    2. The Applicant shall be responsible for clean-up at the site.
    3. The Applicant shall be billed after the event for any additional special maintenance services required for the event.
    4. General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification, and Other Requirements, will be required from the dumpster carting company.
  14. SPECIAL STRUCTURES:
    1. TENTS: Per NY State Code Section 3103.2: Tents and membrane structures having an area in excess of 400 square feet shall not be erected, operated, or maintained for any purpose without first obtaining a permit and approval from the Village of Ossining Building Department. Building Department Forms can be found here.
      1. The Building Inspector’s approval is required for tent locations to prevent possible damage to gas or water lines. Applications for tent permits must be made no less than sixty (60) business days prior to set-up.
      2. Tents are not permitted to be anchored with stakes unless the permittee has had Dig Safe New York adequately mark the property (dial 811 from any phone to make arrangements– click here for what you need to have before you call).  If Dig Safe New York is not being utilized, tents must be appropriately weighted, roped, and braced to withstand weather conditions at the time of the event.
      3. General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification, and Other Requirements, will be required from the tent company.
    2. TEMPORARY STAGES:
      1. General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification, and Other Requirements, will be required from the builder of the special structure.
  15. ELECTRICAL: If an event organizer will be utilizing a Village port for electricity, to obtain power, they will need to receive approval for this as part of the submission of the site plan. At no time can the event organizer or their vendors utilize electrical power from any public utility pole or outlets without this permission.
    1. Portable generators supplied by the event organizer for the purpose of obtaining electrical power are required to have General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification and Other.
  16. ADVERTISING: Following receipt of the application, the Superintendent shall notify the Applicant in writing that the date(s) for the special event has been tentatively approved subject to receipt of outstanding documents, possible review by the SEAC, and payment of fees. Only upon receipt of this tentative approval, may the Applicant begin to advertise the special event.
  17. SIGNS & BANNERS: All sign and banner requests must be submitted via Banner Permit application, available in the forms section of the Recreation and Parks Department on the Village’s webpage. This permit is approved by the Superintendent of Recreation & Parks. Banner Permit applications must be submitted at least 30 days prior to the event. Applications submitted less than 30 days prior to the event will not be accepted.
  1. The Village will make every effort to accommodate the event organizer’s preferences; however, due to limited space, the Village reserves the right to alter the banner display location.
  2. Please note that banner display dates and locations will be granted on a first-come, first-served basis.
    1. REQUESTED BANNER DISPLAY LOCATIONS:
      • 200 Main Street
      • Croton Avenue @ Sherwood Avenue
  3. Village of Ossining banners & signs for sponsored events take precedence, and the Village reserves the right to remove/relocate signs.
  4. All banners may be displayed no more than three (3) weeks in total.
  5. All banners must be delivered to and retrieved from the Recreation & Parks Department located in the Joseph G. Caputo Community Ctr., 95 Broadway, Ossining, NY 10562
  6. All banners must be made of canvas, or corrugated plastic, or heavy-duty vinyl.
  7. Metal grommets must be placed at all four corners and every two feet along the banner with the following required dimensions:
    1. 200 Main Street: 20 feet x 6 feet
    2. Croton Avenue @ Sherwood Avenue: 22 feet x 4 feet
  8. Canvas and heavy-duty vinyl banners must have wind cuts.
  1. SELLING FOOD: Food vendors must provide documents that they are permitted to serve food from the Westchester County Department of Health and will follow their regulations.
    1. General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification, and Other Requirements, will be required from food vendors.
    2. All food vendors shall follow Ossining’s green agenda:
      1. Vendors are required to use appropriate compostable serving containers.
      2. All trash and cooking oils must be taken away upon vendor departure.
    3. DO NOT DUMP OILS/Coals ON THE GROUND or IN THE GRASS.
  2. COOKING OUTDOORS: Proper preventative measures shall be taken to prevent grease from dripping onto the ground, streets, sidewalks, paving, etc. Proper arrangements, approved by the Village, shall be made for the disposal of grease.
    1. All food shall be safe for human consumption. The premises and all equipment and materials used by the Applicant shall at all times conform to the Westchester County Department of Health regulations and all applicable Village Fire Department laws, rules, and regulations. The Village reserves the right to require other sanitizing procedures that it may deem reasonable and necessary.
  3. ALCOHOLIC BEVERAGES/OUTDOORS: Pursuant to section 190-4 of Village Code, the sale, gift, or consumption of alcoholic beverages, as the same are defined in the Alcoholic Beverage Control Law of the state, is prohibited within the area of any Village-owned property including parks, streets, sidewalks, parking areas, public spaces except upon the issuance of a [special] permit by the New York State Liquor Authority (SLA) in accord with the SLA’s rules and regulations:
    1. Proof of proper licensure from the SLA must be displayed at all times for the sale, gift, or consumption of all alcoholic beverages, with a copy delivered to the Recreation Superintendent.
    2. It is the Applicant's responsibility to provide bartenders who are trained to recognize intoxication and ensure that any intoxicated person is not served alcohol. The Applicant or his agent will carry liquor liability insurance or its equivalent to the Corporation Counsel's satisfaction, both dram shop and host liability, with an additional limit of $1,000,000. Proof of insurance for all subcontractors of the Applicant shall be provided to the Village. Consumption of alcoholic beverages in cups/cans is permitted in designated areas only; the Superintendent requires prior authorization by Recreation & Parks for deliveries of bulk containers such as kegs or cases. It is expected that a group's members will responsibly conduct themselves, and alcoholic beverages will be served only to group members over 21 years of age in the reserved area.
  4. MOTION PICTURE FILMING: All Applicants requesting a site for motion picture recording should contact the Village of Ossining’ Manager’s Office, independent of the special event permit application, to obtain a permit to film within the Village at https://www.Villageofossining.org/office-Village-manager/files/filming-permit.
  5. PYROTECHNICS/ SPECIAL EFFECTS: Any event utilizing any type of pyrotechnic displays/devices or special effects shall so specify on the special event permit application. The Applicant will be subject to separate permit terms and/or fees as determined by the Building Department and Ossining Fire Department as well as General Liability and Automobile coverage, as stated in the Village of Ossining's Section 226-6 Fees, Insurance, Indemnification, and Other Requirements.
  6. AMPLIFICATIONS: Any event utilizing amplified sound systems shall so specify on the special event permit application. The Applicant will be subject to the Village’s sound ordinance, Chapter 178 (Noise) of the Village of Ossining Code.
  7. POST EVENT REPORT: Applicant further understands that records shall be kept of all Special Events and that repeat requests for approval of a special event shall be determined by previous performance history according to records on file as well as existing ordinances, policies, rules, and procedures. The Applicant may be required to meet with the Village Manager and Superintendent of Recreation & Parks for a de-briefing within ten (10) days after the event.
  8. COST REIMBURSEMENT: When there is an unexpected number of persons attending an event that may impact the health, safety, and welfare of the public, requiring the use of Village support services, the Applicant may be required to reimburse the Village for the costs of increased police protection, public safety oversight, fire and emergency protection and public works facilitation, including any additional equipment to adequately and safely control and protect the persons attending the event. Such costs shall include all necessary staffing needed to ensure the protection of those attending the event. The Superintendent shall notify the Applicant of the anticipated charges for such support services 30 days prior to the scheduled event. Those charges shall be paid to the Village no later than 15 days before the scheduled event. In addition, the Superintendent and/or the SEAC may require the Applicant to provide a letter of credit, bond, or other suitable security instrument, in an amount to be determined to secure compliance with the permit conditions and to ensure adequate clean-up of the property. If the Applicant fails to honor the permit conditions or to adequately clean up the property after the event, the Village may use such a portion of the security as is required to remedy the situation.
    1. PERMIT IS VALID ONLY ON DATE PRINTED ON PERMIT; UNDER NO CIRCUMSTANCE WILL A REFUND BE MADE due to inclement weather, reservation change, or for a reduction in length of event time.
  9. INSURANCE: The event sponsor shall be responsible for providing the Village of Ossining’s Corporation Counsel appropriate Certificates of Insurance and associated insurance policies no later than 15 days prior to the scheduled special event. Failure to timely provide the required insurance information may lead to the cancellation of the event. The general liability insurance shall include endorsements extending coverage to all structures constructed and/or brought to the special event, including but not limited to stages, tents, portable restroom facilities, generators. The Village reserves the right to change these limits of insurance. The Corporation Counsel for the Village will make the final determination that the required insurance limits are met.

    PLEASE NOTE: The items below must appear on the Certificate of Insurance and must name the Village of Ossining as Additional Insured with a waiver of subrogation.

    1. General Liability Insurance $1,000,000 per occurrence and $2,000,000 aggregate policy must be provided.
    2. Automobile Liability Insurance $1,000,000 per occurrence and $2,000,000 aggregate policy must be provided.
    3. Worker’s Compensation Insurance and disability coverage, in accordance with New York State Statutes, will be required and afford protection to any Village of Ossining off duty employees hired by the event holder/sponsor to work the event.
    4. Host Liability Coverage of $1,000,000 per occurrence and $2,000,000 aggregate policy must be provided if alcohol is served but not sold with the Village listed as an additional insured.
    5. Liquor Liability Insurance $1,000,000 per occurrence must be provided if there is the sale or consumption of alcoholic beverages at the event.
    6. Hold Harmless Agreement must be signed on application by the event sponsor and secure an Insurance policy.
  1. INFLATABLES The use of recreational inflatables (e.g. bounce houses) and mechanical rides are strictly prohibited on Village owned property.
  2. NON-DISCRIMINATION/EQUAL OPPORTUNITY: Special events shall comply with all local, state, and federal laws and regulations pertaining to non-discrimination and equal opportunity in the areas of employment, subcontracting, and use of the Village’s facilities.