To properly process Special Event requests, please ensure you select the Special Event Facility, not a specific park location. A Special Event application is required to be submitted 90 days prior for any event that is being held on city owned public property and requires any city services such as food and/or merchandise vendors, APD, EMS, road closures, recycling, health permits, or licenses, among others city services.
Timeline for Special Event Application Process:
90 Days from Event – Application Submitted - Payment Must Be Made in Full With Detailed Site Map Attached
- A standard Special Event application must be submitted 90 days prior to the proposed event (no exceptions).
- Please note that if any City personnel or support services will be required at your event, the application must be submitted a minimum of 90 days prior to the proposed event as it requires the review and approval of several city departments.
60 Days from Event – All Required Documents Submitted
- 60 days in advance of the event, after the application has been received all required documents such as insurance, site map updates, vendor details, traffic checklist, closure petitions, safety plans and all city department applications must be submitted.
- Provide written petitions, approvals or sub-permits such as PLCB permit, PennDOT permit, or approval from private property owners.
- All payments for other city departments such as permits, city services, and other fees are due by this time.
- Event organizers/applicants will be invited to attend a special events committee meeting to make any additional confirmations
30 Days from Event – Documents Approved/Use Permit Agreement Execution
- 30 days before the event you will receive written approval. If everything is approved and city services are confirmed, you will be provided with a use permit agreement to be fully executed and returned. (Please be advised the Use Permit Agreement is a contractual agreement with the City of Allentown)
15 Days from Event – Final Check-In
- A final check-in will be conducted 15 days before the event to ensure all plans are in place, and all necessary services (e.g., police, EMS, street closures) are confirmed.
30 Post Event – Event Debrief and Final Invoicing
- Within 30 days after the event, an event debrief will be scheduled to discuss the event’s success, any challenges encountered and gather feedback for improvement in future events.
- All final invoicing will be completed, which may include charges for police, EMS, street closures, and other city services provided during the event.
**Please Be Advised The City of Allentown does not provide electricity, water, restrooms, or a dumpster for any event; the event organizer is responsible for arranging and managing these services.** |