SPECIAL EVENT POLICY & GENERAL INSTRUCTIONS: Village of Ossining Special Event FAQs

Appendix

What is a Special Event?

A Special Event is any temporary gathering, demonstration, performance, exhibition, amusement, or activity that is conducted or sponsored by a person, organization, entity, or association other than the Village of Ossining proposed to be held on public property or on private property but affecting public property or requiring Village support services, including, but not limited to, carnivals, circuses, fairs, bazaars, outdoor shows and concerts, parades, religious processions, walks, runs, marathons, bicycle races, which may involve one or more of the following:

  • The closing of a public street.
  • The use, blocking, or restriction of Village property, roads, or rights-of-way.
  • The use of amplified sound exceeding the standards set forth in Chapter 178 (Noise) of the Village of Ossining Code.
  • The sale or service of food and/or alcohol to the public.
  • The substantial increase or disruption of the normal flow of traffic on any street or highway.
  • The placement of portable toilets.
  • The placement of temporary no-parking or directional signs or banners.
  • Temporary structures, for example, including but not limited to, a stage are to be constructed.
  • A tent exceeding 400 square feet in size will be installed.
  • The use of Village support services that would otherwise not be necessary in the absence of such an event

How do I apply for a Special Event Permit?

Special Event Permits are available on in the Village website, under Forms on the Recreation and Parks page. Once you have submitted your permit application, the Superintendent of Recreation and Parks shall begin the review process.

If the application is found to be incomplete, the Superintendent or designee shall notify the Applicant that the application is incomplete. No application will be considered for the issuance of a special event permit until determined to be complete. The application form shall be submitted no later than seventy-five (75) days before the special event. Application forms that are not submitted timely are subject to denial. 

Upon receipt of a complete application, the Superintendent of Recreation and Parks or designee shall determine the Event Level of the proposed special event upon consultation with Village departments, when necessary. For Event Level 1, if the Superintendent determines that total attendance at the event will be 299 or fewer and, support services, if any, will only be required from the Department of Recreation and Parks, the Superintendent may grant the permit upon payment by the Applicant of all fees, submission of certificates of insurance and bond, where required. The Superintendent shall notify the Applicant of any additional fees to be paid no later than 15 days prior to the event.

For Event Levels 2 and 3 and for those proposed special events under Event Level 1 where support services from other Village departments will be needed or where the Superintendent concludes that the application should be denied, the Superintendent shall promptly forward the application to the Special Events Advisory Committee (SEAC) pursuant to section 226-8.

How I apply for a Special Event Permit?

Permit applications are accepted online on the Village’s website and in person. Printed applications are available for pick up at the Joseph G. Caputo Community Ctr. (Recreation Office), 95 Broadway, Ossining, NY 10562.

Can I advertise my event before I get a permit?

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.

How long will it take to permit my event?

The approval process for the Special Event applications vary in timeframes. For Event Level 1, permits can be issued between 2-4 weeks. For larger events at Event Levels 2/3, which require Village support services, applications are referred to the Special Events Advisory Committee (SEAC) for review and can take between 1-2 months for issuance.

How far in advance do I need to apply for a permit?

  • Special Event Permit applications are due 75 days before event date. Application forms that are not submitted timely are subject to denial.  
  • Banner/Sign 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.
    • The Village will make every effort to accommodate your preferences; however, due to limited space, the Village reserves the right to alter the banner display location.
    • Please note that banner display dates and locations will be granted on a first-come, first-served basis.
  • The Building Inspector’s approval is required for tent locations to prevent possible damage to gas or water lines. Applications for tent permits are available on the Village’s website and must be made no less than sixty (60) business days prior to set-up.