mauresa.nenadovich@lynchburgva.gov
900 Church Street Lynchburg, VA 24504
Phone: 434-941-2369
Thank you for your interest in holding a Special Event in Lynchburg, Virginia!
Any activity that is held on city-owned property and will be serving alcohol, charging admission, expecting large crowds, or requires the use of city services is classified as a Special Event. If you are interested in renting a venue for your event that does not meet the qualifications above, please contact Lynchburg Parks and Rec for a Simple Use or Expanded Use permit.
Before filling out a Special Event Permit Application, here are a few things you need to know:
Applications for a Special Events permit must be completed and submitted at least 90 days prior to your event.
You will be required to submit a Certificate of Insurance for 1 million dollars of liability coverage that lists the city as additionally insured. You will need to upload that certificate to this form.
We suggest that you read Lynchburg's Special Event Guidelines before going any further. Once you have read the Guidelines, you may complete this form required to file your request for a Special Event Permit.
Are you a Non-Profit Organization?
Primary Event Contact
Mailing Address (invoice will be sent to this address).
Secondary Contact or Additional Event Partner
Event Date
Event Time
Requested Back-Up Event Date
Noise Information
Event Occurrence
Will there be an admission or entry fee?
Event Categories (Check all that Apply)
Please attach a detailed event map and/or race course map. Please mark requested street closures on map if applicable.
If you'd like assistance with creating or uploading a map, please contact the Event Operations Coordinator at 434-485-7295 or mauresa.nenadovich@lynchburgva.gov.
Requested Venue / Site
Event Set-Up
Event Break-Down
To serve alcohol at a public event, you will need a permit from Virginia ABC. See www.abc.state.va.us for details and specific regulations for your event.
Will Alcohol be Served?
Alcohol Information
Event organizers are required to complete an application for temporary food events by the State Health Department if applicable. Please visit Virginia's Department of Health's website to learn more.
Food Served / Sold at Event:
If unnecessary please leave blank.
Food Vendor Access
Cooking Method (check all that apply) If Other, please specify.
Retail Vendor Access
Other Vendor Access
Will You Be Supplying Any of the Following for Your Event?
*Events should have 1 portable toilet per 50 people, with at least one being ADA compliant. If you are serving alcohol at your event, it is recommended to double the number of portable toilets.
Are You Requesting that the City of Lynchburg Provide Any of the Following Items/Elements for Your Event?
Are you requesting the City's Stage? (note: stage is 16’ by 24’; Cost: $750.00; stage has lights and canopy but needs electric)
Do you have any additional needs?
Please note that the City of Lynchburg is not responsible for obtaining the proper public performance licenses for music.
How do you Plan to Market/Promote Your Event? Please check all that apply.
For events in downtown Lynchburg, the Department of Parking Management enforces parking rules Monday – Friday from 8 a.m. to 5:00 p.m. If parking is needed in a facility where paid parking is in effect during enforcement times, additional costs may apply to reserve a parking space(s). Please contact Parking Management for information on the Temporary Parking Permit Policy 434-455-4240
Will the event be utilizing an off-street public parking facility for the purpose other than public parking?
Will the event be utilizing on-street public parking for the purpose other than public parking? (Examples include stage set-up, tents, reserved VIP parking, additional handicap spaces, vendor parking, etc…)
All events that occur on City property must have at least $1 Million of liability coverage and the City must be listed as an additionally insured party on the policy.
The certificate must read as follows:
The City of Lynchburg 900 Church Street Lynchburg, VA 24504
Under the description part of the insurance it must read: “The City of Lynchburg, its officers, officials and employees are named as additional insured.”
Make sure that the box listed as “Additionally Insured” is checked. It will be sent back by the Risk Manager if not. See Lynchburg's Special Event Guidelines for a sample insurance certificate.
Please upload your Certification of Insurance Here
Receipt
In consideration for the City of Lynchburg granting the undersigned Event Organizer representative permission to hold the proposed event on public property and to display, sell, or offer for sale wares, services, and/or food or merchandise within the perimeters of their event venue, the undersigned agrees to assume the defense of and indemnify and save harmless the City, it's employees, offices, and agents against any and all claims, liabilities, judgments, costs, causes of action, damages, expenses, and shall pay all attorney's fees, court costs, and other cost incurred in defending such claims, which may accrue against, be charged to, be recovered from, or sought to be removed from the City, its employees, officers, and agents by reason of or on account of any personal injury or death or damage to property arising from the undersigned's event and associated activities, if such personal injury or death or damage of property is caused by the acts or omissions or negligence of the undersigned, or the undersigned's employees and agents or by such acts, omissions, or negligence of any other person subject to the undersigned's control. The City, its employees, officers, and agents shall not have to give the undersigned any specific types of notices of such claims.
Sign Here
