Standard Arlington County Special Event Application - Arlingtonva
REFERENCE NUMBER SE______________ Date Application Received ________________
Standard Arlington County Special Event Application 1. Name of the Event___________________________________________________________ 2. Sponsor of the Event_________________________________________________________ 3. Is the Sponsor a Nonprofit? Yes ____ No ____ a. If yes, please identify the category of nonprofit: County Partnership ___ Heritage Group ___ Other _________________________ 4. 5. 6. 7.
Date of Event_______________________________________________________________ Event Location______________________________________________________________ Time of Event_______________________________________________________________ Set‐up and Breakdown Time __________________________________________________
8. Estimated Number of Attendees________________________________________________ Event Coordinator Information 1. Event Manager’s Name_____________________________________________________ 2. Mailing Address ____________________________________________________________ 3. Email Address ______________________________________________________________ 4. Day of Event Contact Person __________________________________________________ 5. Day of Event Contact Person’s Telephone Number _______________________________ General Public Information 1. Contact Person for Public Inquiries _____________________________________________ 2. Event Phone ________________________________________________________________ 3. Event Website _____________________________________________________________ Event History 1. Has this event occurred before? Yes ____ No ____
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2. If yes, please indicate: a) When (month/year) __________/____________ b) Who was Sponsor _____________________________________ c) What was the total gross revenue from the event last time it was held? __________________ d) What was the total expense/cost from the event last time it was held? __________________ e) If the event incurred Arlington County Public Safety charges, what was the total amount of the charges? __________________________________________ Event Current Estimates 1. What is the estimated total gross revenue for the Event this year? _____________________ 2. What is the estimated total expense for the Event this year? _____________________ 3. What is the estimated total Arlington County public safety charges (law enforcement, fire and emergency response)l for the Event this year? ____________________ Arlington County Fee Reduction Program for Non‐Profits 1. Do you wish to apply for a Special Event Fee Reduction Award for Nonprofits? Yes ____ No ____ 2. If yes, what is your total request for public safety fee reduction for this year? _____________________ Event Description 1. Please describe the Special Event: (Attach a new sheet if needed). ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ 2. Will your event experience a large number of people, require vigorous activity or be held during very hot or very cold weather, all of which may require emergency medical support? If so, please outline. ___________________________________________________________________________________________ ___________________________________________________________________________________________
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___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ How does the event support Arlington County’s vision to be a diverse and inclusive world‐class urban community with secure, attractive residential and commercial neighborhoods where people unite to form a caring, learning, participating, sustainable community in which each person is important. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Arlington County Services 1. Facility Reservation Contact the Department of Parks and Recreation to reserve a facility, park site, trail or a shelter at 703‐228‐ 1805, mail [email protected], or go to www.arlingtonva.us, search rentals. Rentals must be reserved and paid in advance. 2. Arlington County's portable performance stage is available for rental. Call 703-228-1845 for more information. 3. If your event promotes healthy lifestyles (such as a race, walk or health fair), consider becoming a FitArlington Partner to benefit from FitArlington marketing for your event. For more information go to www.arlingtonva.us, search FitArlington Partner or email Erica Krepp [email protected]. 4. If you would like to utilize Arlington County Fire Department Information Education Services at your event, please contact the Arlington County Fire Prevention Division at 703‐228‐4644 for more information. 5. For street cleaning before or after an event in a park or in the Rosslyn/Ballston area, contact Department of Parks and Recreation at 703‐228‐7632. For all others areas, contact Department of Environmental Services at 703‐228‐6570. 6. Volunteer Arlington is a clearinghouse for people who wish to volunteer for various programs, services or events in Arlington. If you need volunteers, call 703‐228‐1760 or email [email protected]. Site Information All of the questions below must be answered for approval of a Special Event Application. 1. Electrical Usage Yes ______ No ______ Describe the type of equipment to be used and how you intend to supply the necessary power. See Permits. ___________________________________________________________________________________________
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___________________________________________________________________________________________ 2. Parking Plan How many people do you expect at the event and how do plan on them arriving at the event? Describe the public transportation options, parking options, shuttle (if applicable) and how the public will become aware of these options. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ 3. Restroom Facilities Describe the restroom options for your event. a. How many toilet fixtures inside: Male _____ Female _____ Handicap _____ b. How many portable toilets outside: Male _____ Female _____ Handicap _____ c. Are there hand‐washing facilities convenient to toilets? Yes ____ No ____ d. If you are renting restroom facilities, what is the name of the rental company: _____________________________ 4. Street/Lane Closure Will streets need to be closed for the event? Yes ______ No ______ If yes, describe the location(s) and time(s) where roads will be closed including the first and last intersection. For examples, Campbell Street between S. Arlington Mill and S. Randolph / or Army Navy Drive, between and including S. 23rd and S. Joyce. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Contact Arlington Police Special Operations at 703‐228‐4259 to review the street closures. A “Right‐of‐Way” permit is needed for any activities that require street closure, the use of travel lanes, the use of parking meters, the installation of temporary “No Parking” signs, or barricades as a part of a permit request. Permits cost $34.00. Contact Traffic Engineering at least (10) business days prior to the event at 703‐228‐0099; FAX: 703‐228‐3719. • Additionally in accordance with the County Code there will also be fees of $15.00 per meter per day for parking meters. • Sign fees $25.00 for the first two “No Parking” signs and $1.25 for each additional “No Parking” sign. • The cost of traffic control devices (barricades/cones) for events is $5.00 per device per day. Contact Traffic Engineering Office at 703‐228‐0099 to obtain permits and pay fees. 5. Trash/Recycling Removal Plan
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All events that expect at least 100 participants and generate recyclable materials (i.e. cardboard, bottles and cans, paper, etc.) must have a trash/recycling removal plan. Arlington County can provide recycling bins at no charge, but will not remove trash or recycling for free if there is more than normal usage. a) What is the name of the trash collector ___________________________________________ b) What is the name of the recycling collector _______________________________________ c) What items will be collected for recycling (check all that apply) Cardboard ____ Bottles & Cans ____ Paper ____ Other ___________________ d) How many and what type of recycling containers would you like from Arlington County? ________________________ e) What is the final destination for the recycling? _____________________________________ f) In space below describe recycling process as it will occur on day of event (please include how materials will be transported to recycling facility): ___________________________________________________________________________________________ ___________________________________________________________________________________________ 6. Animal Welfare If there are animals in the event (such as a petting zoo, hayrides or pony rides), the animals will need to be certified to have all the proper immunizations, such as the Coggins Test, and be able to show proof of the Health Certificate. Contact the Department of Animal Control at the Arlington Animal Welfare League (703‐931‐9241 or [email protected] for more information. 7. Signage/Advertisement Yes ______ No ______ Contact the Zoning Office (703‐228‐3883) to obtain a permit to have event signs posted prior to the event. Day of the event, limited signs may be posted the day of the event. All signs must be removed at the conclusion of the event. Limited banners in designated areas can be placed with approval from the Zoning Office. List locations; provide a description of the type of signage and advertising and where you plan to place it. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________
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8. Event Site Layout Use this space or add an attachment to show the location for the following: Activity areas/tents/kiosks/structures Food/cooking/hand washing facilities Area where alcohol will be served Music/bandstand area/speakers/sound booth Restrooms/portable toilets Parking areas/shuttle bus stops Sign plan showing publicity, directional and day‐ First Aid Station of‐event signs Map of trail event showing entire course Street barricades The site plan must be included for the Special Event Application to be considered. Failure to include the site plan will result in the application not being approved.
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Permits Needed for Special Events 1. Special Event Permit A Special Event Permit is needed to present an outdoor special event or an indoor public event that requires police support. An Abbreviated Special Events Application can be used for events under 300 participants that: do not close roads; do not need medical support; do not have generators or equipment or conditions that require an Electrical Permit; do not use an open flame, propane or conditions that require a Fire Permit; do not require construction of a temporary stage, shelter or any temporary structure that would require a building permit; do not have tents larger than 10 x 10; and that do not have equipment left over night or that require security. All other events must complete this form. 2. Insurance Certificate The County requires most vendors to provide evidence of a commercial general liability insurance policy with limits of not less than $ 1,000,000, per occurrence and $ 2,000,000 annual aggregate. The policy must be endorsed to include: “The Arlington County (including its elected and appointed officials, agents and employees) as an additional insured with respect to (Name of Event). And “Coverage afforded under this policy shall be primary to all other insurance with respect to Arlington County (including its elected and appointed officials, agents and employees).” The County can direct events to lower cost insurance policies. Small neighborhood events where the attendance is anticipated to be 150 people or less, that require street closure of not more than two blocks of a non‐primary, residential street, and do not include vendors do not require insurance. For more information contact Risk Management in the Arlington County Department of Human Resources at 703‐228‐4444. Name of carrier_________________________________________________________________ 3. Alcohol/Beer Permit Yes ______ No ______ Requests for an Alcohol Permit must be submitted 30 days prior to the event. The only Arlington County properties that permit the sale or dispensing of alcoholic beverages by permit are Gateway Park, Clarendon Central Park and Fort C. F. Smith Park. Contact the State Alcohol Beverage Control Board for the cost, availability and appropriate state licenses: 703‐313‐4432 and 703‐228‐7754 for the County Alcohol Permit and ABC Permit. (Fax 703‐228‐6507). Alcohol and Beer sales also require Food and Beverage Tax. For information, contact the Commissioner of the Revenue at 703‐228‐7180. 4. Food License/Vendors Yes_______ No_______ Each food vendor must be a licensed food vendor in Arlington County. Vendors that are not currently licensed in Arlington County must fill out and submit an application for a Temporary Food License to the Environmental Health office at 800 S. Walter Reed Drive, Arlington Virginia 22204 at least 10 business days prior to the event. Each temporary food vendor license fee is $40. The temporary food license will be issued after passing an inspection on the day of the event. For further information and to obtain application call the Department of Human Services, Public Health Division, Community Health Protection Bureau, Environmental Health Program at 703‐228‐7400 (FAX 703‐228‐7401) or go to www.arlingtonva.us, search Food License.
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5. Meals Tax Yes________ No________ Arlington Code 65 requires food vendors selling food to collect Meals Tax on certain food and beverages sold in the County. The Code stipulates that the Meals Tax paid to Arlington County within 15 days after the event to avoid penalty and interest charges. The sponsors are required to submit a list of participating food vendors, including names, mailing addresses, contact, emails and a phone numbers to the Special Event Coordinator at the Commissioner of Revenue Office at least 10 days prior to the event so that all vendors would receive required forms for submitting their Meals Tax on time. For information on required Food and Beverage Tax, contact the Commissioner of the Revenue at 703‐228‐3060. 6. Electrical Permit Yes ______ No ______ If electrical connections need to be adjusted in the facility for the event, an electrical permit and inspection may be required. Contact the Permit Section of the Department of Community Planning, Housing and Development at 703‐228‐3800. 7. Certificate of Occupancy for Tents Greater than 100 Square Feet Yes ______ No ______ Any tent greater than 100 square feet, whether or not they are used for cooking, must have an approved Certificate of Occupancy from the Department of Community Planning, Housing, and Development, Zoning Office at 703‐228‐3883. 8. Building Permit for Structures Greater than 900 Square Feet or Stages Yes______ No______ Any structure (such as a stage) greater than 900 square feet or occupied by more than 50 persons must have an approved Building Permit from the Arlington County Inspection Services at 703‐228‐3800. 9. Certificate of Flame Retardancy for Tents Yes ______ No ______ All tents and temporary membrane structures must have an approved Certificate of Flame Retardancy, contact the Arlington County Fire Department, Fire Prevention Division at 703‐228‐4644. 10. Fire Department Code Permits Yes______ No______ A Fire Prevention Special Events Permit is required for indoor or outdoor assemblages, carnivals, fairs and festivals. Contact the Arlington County Fire Prevention Division 703‐228‐4644. 11. Open Flame Permits Indoor or Outdoor of Events Yes_____ No_______ Open flame permits are required for establishment using open flame cooking devices to include but not limited to propane, wood, charcoal grills, fryers exceptions warming. 12. Special Event Business License Yes ______ No ______ For profit groups must obtain a Special Events Business License from the Commissioner of the Revenue. Non‐ profit organizations can submit a “Proof of Status” form in lieu of the license. For more information call the Commissioner of Revenue, Business License Section at 703‐228‐3060. 13. Trail Event Permit Contact the Department of Parks and Recreation at 703‐228‐7980 (FAX 703‐228‐6507) for permission to use a County trail. . A $150 fee is required for trail events. Arlington County Special Event Application Hold Harmless Agreement The applicant covenants to save, defend, hold harmless and indemnify the County, and all of its officers, departments, agencies, agent and employees (Collectively the “County”) from and against any all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or
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exposure, however caused, resulting from, arising out of, or in any way connected with the applicant’s event as herein described. ________________________________________ Date_______________________ Signature of event sponsor Position _____________________________________ Date ______________________ BELOW THIS LINE FOR OFFICE USE ONLY Special Event Review Meeting Code Enforcement _____________ Commissioner of the Revenue _____________ Environmental Health _____________ Fire Prevention _____________ Fire Support/EMS _____________ Inspections _____________ Parks and Recreation _____________ Police Support _____________ Public Works _____________ Risk Management _____________ Traffic Engineering _____________ Zoning _____________
Standard Arlington County Special Event Application 1. Name of the Event___________________________________________________________ 2. Sponsor of the Event_________________________________________________________ 3. Is the Sponsor a Nonprofit? Yes ____ No ____ a. If yes, please identify the category of nonprofit: County Partnership ___ Heritage Group ___ Other _________________________ 4. 5. 6. 7.
Date of Event_______________________________________________________________ Event Location______________________________________________________________ Time of Event_______________________________________________________________ Set‐up and Breakdown Time __________________________________________________
8. Estimated Number of Attendees________________________________________________ Event Coordinator Information 1. Event Manager’s Name_____________________________________________________ 2. Mailing Address ____________________________________________________________ 3. Email Address ______________________________________________________________ 4. Day of Event Contact Person __________________________________________________ 5. Day of Event Contact Person’s Telephone Number _______________________________ General Public Information 1. Contact Person for Public Inquiries _____________________________________________ 2. Event Phone ________________________________________________________________ 3. Event Website _____________________________________________________________ Event History 1. Has this event occurred before? Yes ____ No ____
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2. If yes, please indicate: a) When (month/year) __________/____________ b) Who was Sponsor _____________________________________ c) What was the total gross revenue from the event last time it was held? __________________ d) What was the total expense/cost from the event last time it was held? __________________ e) If the event incurred Arlington County Public Safety charges, what was the total amount of the charges? __________________________________________ Event Current Estimates 1. What is the estimated total gross revenue for the Event this year? _____________________ 2. What is the estimated total expense for the Event this year? _____________________ 3. What is the estimated total Arlington County public safety charges (law enforcement, fire and emergency response)l for the Event this year? ____________________ Arlington County Fee Reduction Program for Non‐Profits 1. Do you wish to apply for a Special Event Fee Reduction Award for Nonprofits? Yes ____ No ____ 2. If yes, what is your total request for public safety fee reduction for this year? _____________________ Event Description 1. Please describe the Special Event: (Attach a new sheet if needed). ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ 2. Will your event experience a large number of people, require vigorous activity or be held during very hot or very cold weather, all of which may require emergency medical support? If so, please outline. ___________________________________________________________________________________________ ___________________________________________________________________________________________
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___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ How does the event support Arlington County’s vision to be a diverse and inclusive world‐class urban community with secure, attractive residential and commercial neighborhoods where people unite to form a caring, learning, participating, sustainable community in which each person is important. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Arlington County Services 1. Facility Reservation Contact the Department of Parks and Recreation to reserve a facility, park site, trail or a shelter at 703‐228‐ 1805, mail [email protected], or go to www.arlingtonva.us, search rentals. Rentals must be reserved and paid in advance. 2. Arlington County's portable performance stage is available for rental. Call 703-228-1845 for more information. 3. If your event promotes healthy lifestyles (such as a race, walk or health fair), consider becoming a FitArlington Partner to benefit from FitArlington marketing for your event. For more information go to www.arlingtonva.us, search FitArlington Partner or email Erica Krepp [email protected]. 4. If you would like to utilize Arlington County Fire Department Information Education Services at your event, please contact the Arlington County Fire Prevention Division at 703‐228‐4644 for more information. 5. For street cleaning before or after an event in a park or in the Rosslyn/Ballston area, contact Department of Parks and Recreation at 703‐228‐7632. For all others areas, contact Department of Environmental Services at 703‐228‐6570. 6. Volunteer Arlington is a clearinghouse for people who wish to volunteer for various programs, services or events in Arlington. If you need volunteers, call 703‐228‐1760 or email [email protected]. Site Information All of the questions below must be answered for approval of a Special Event Application. 1. Electrical Usage Yes ______ No ______ Describe the type of equipment to be used and how you intend to supply the necessary power. See Permits. ___________________________________________________________________________________________
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___________________________________________________________________________________________ 2. Parking Plan How many people do you expect at the event and how do plan on them arriving at the event? Describe the public transportation options, parking options, shuttle (if applicable) and how the public will become aware of these options. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ 3. Restroom Facilities Describe the restroom options for your event. a. How many toilet fixtures inside: Male _____ Female _____ Handicap _____ b. How many portable toilets outside: Male _____ Female _____ Handicap _____ c. Are there hand‐washing facilities convenient to toilets? Yes ____ No ____ d. If you are renting restroom facilities, what is the name of the rental company: _____________________________ 4. Street/Lane Closure Will streets need to be closed for the event? Yes ______ No ______ If yes, describe the location(s) and time(s) where roads will be closed including the first and last intersection. For examples, Campbell Street between S. Arlington Mill and S. Randolph / or Army Navy Drive, between and including S. 23rd and S. Joyce. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Contact Arlington Police Special Operations at 703‐228‐4259 to review the street closures. A “Right‐of‐Way” permit is needed for any activities that require street closure, the use of travel lanes, the use of parking meters, the installation of temporary “No Parking” signs, or barricades as a part of a permit request. Permits cost $34.00. Contact Traffic Engineering at least (10) business days prior to the event at 703‐228‐0099; FAX: 703‐228‐3719. • Additionally in accordance with the County Code there will also be fees of $15.00 per meter per day for parking meters. • Sign fees $25.00 for the first two “No Parking” signs and $1.25 for each additional “No Parking” sign. • The cost of traffic control devices (barricades/cones) for events is $5.00 per device per day. Contact Traffic Engineering Office at 703‐228‐0099 to obtain permits and pay fees. 5. Trash/Recycling Removal Plan
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All events that expect at least 100 participants and generate recyclable materials (i.e. cardboard, bottles and cans, paper, etc.) must have a trash/recycling removal plan. Arlington County can provide recycling bins at no charge, but will not remove trash or recycling for free if there is more than normal usage. a) What is the name of the trash collector ___________________________________________ b) What is the name of the recycling collector _______________________________________ c) What items will be collected for recycling (check all that apply) Cardboard ____ Bottles & Cans ____ Paper ____ Other ___________________ d) How many and what type of recycling containers would you like from Arlington County? ________________________ e) What is the final destination for the recycling? _____________________________________ f) In space below describe recycling process as it will occur on day of event (please include how materials will be transported to recycling facility): ___________________________________________________________________________________________ ___________________________________________________________________________________________ 6. Animal Welfare If there are animals in the event (such as a petting zoo, hayrides or pony rides), the animals will need to be certified to have all the proper immunizations, such as the Coggins Test, and be able to show proof of the Health Certificate. Contact the Department of Animal Control at the Arlington Animal Welfare League (703‐931‐9241 or [email protected] for more information. 7. Signage/Advertisement Yes ______ No ______ Contact the Zoning Office (703‐228‐3883) to obtain a permit to have event signs posted prior to the event. Day of the event, limited signs may be posted the day of the event. All signs must be removed at the conclusion of the event. Limited banners in designated areas can be placed with approval from the Zoning Office. List locations; provide a description of the type of signage and advertising and where you plan to place it. ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________
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8. Event Site Layout Use this space or add an attachment to show the location for the following: Activity areas/tents/kiosks/structures Food/cooking/hand washing facilities Area where alcohol will be served Music/bandstand area/speakers/sound booth Restrooms/portable toilets Parking areas/shuttle bus stops Sign plan showing publicity, directional and day‐ First Aid Station of‐event signs Map of trail event showing entire course Street barricades The site plan must be included for the Special Event Application to be considered. Failure to include the site plan will result in the application not being approved.
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Permits Needed for Special Events 1. Special Event Permit A Special Event Permit is needed to present an outdoor special event or an indoor public event that requires police support. An Abbreviated Special Events Application can be used for events under 300 participants that: do not close roads; do not need medical support; do not have generators or equipment or conditions that require an Electrical Permit; do not use an open flame, propane or conditions that require a Fire Permit; do not require construction of a temporary stage, shelter or any temporary structure that would require a building permit; do not have tents larger than 10 x 10; and that do not have equipment left over night or that require security. All other events must complete this form. 2. Insurance Certificate The County requires most vendors to provide evidence of a commercial general liability insurance policy with limits of not less than $ 1,000,000, per occurrence and $ 2,000,000 annual aggregate. The policy must be endorsed to include: “The Arlington County (including its elected and appointed officials, agents and employees) as an additional insured with respect to (Name of Event). And “Coverage afforded under this policy shall be primary to all other insurance with respect to Arlington County (including its elected and appointed officials, agents and employees).” The County can direct events to lower cost insurance policies. Small neighborhood events where the attendance is anticipated to be 150 people or less, that require street closure of not more than two blocks of a non‐primary, residential street, and do not include vendors do not require insurance. For more information contact Risk Management in the Arlington County Department of Human Resources at 703‐228‐4444. Name of carrier_________________________________________________________________ 3. Alcohol/Beer Permit Yes ______ No ______ Requests for an Alcohol Permit must be submitted 30 days prior to the event. The only Arlington County properties that permit the sale or dispensing of alcoholic beverages by permit are Gateway Park, Clarendon Central Park and Fort C. F. Smith Park. Contact the State Alcohol Beverage Control Board for the cost, availability and appropriate state licenses: 703‐313‐4432 and 703‐228‐7754 for the County Alcohol Permit and ABC Permit. (Fax 703‐228‐6507). Alcohol and Beer sales also require Food and Beverage Tax. For information, contact the Commissioner of the Revenue at 703‐228‐7180. 4. Food License/Vendors Yes_______ No_______ Each food vendor must be a licensed food vendor in Arlington County. Vendors that are not currently licensed in Arlington County must fill out and submit an application for a Temporary Food License to the Environmental Health office at 800 S. Walter Reed Drive, Arlington Virginia 22204 at least 10 business days prior to the event. Each temporary food vendor license fee is $40. The temporary food license will be issued after passing an inspection on the day of the event. For further information and to obtain application call the Department of Human Services, Public Health Division, Community Health Protection Bureau, Environmental Health Program at 703‐228‐7400 (FAX 703‐228‐7401) or go to www.arlingtonva.us, search Food License.
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5. Meals Tax Yes________ No________ Arlington Code 65 requires food vendors selling food to collect Meals Tax on certain food and beverages sold in the County. The Code stipulates that the Meals Tax paid to Arlington County within 15 days after the event to avoid penalty and interest charges. The sponsors are required to submit a list of participating food vendors, including names, mailing addresses, contact, emails and a phone numbers to the Special Event Coordinator at the Commissioner of Revenue Office at least 10 days prior to the event so that all vendors would receive required forms for submitting their Meals Tax on time. For information on required Food and Beverage Tax, contact the Commissioner of the Revenue at 703‐228‐3060. 6. Electrical Permit Yes ______ No ______ If electrical connections need to be adjusted in the facility for the event, an electrical permit and inspection may be required. Contact the Permit Section of the Department of Community Planning, Housing and Development at 703‐228‐3800. 7. Certificate of Occupancy for Tents Greater than 100 Square Feet Yes ______ No ______ Any tent greater than 100 square feet, whether or not they are used for cooking, must have an approved Certificate of Occupancy from the Department of Community Planning, Housing, and Development, Zoning Office at 703‐228‐3883. 8. Building Permit for Structures Greater than 900 Square Feet or Stages Yes______ No______ Any structure (such as a stage) greater than 900 square feet or occupied by more than 50 persons must have an approved Building Permit from the Arlington County Inspection Services at 703‐228‐3800. 9. Certificate of Flame Retardancy for Tents Yes ______ No ______ All tents and temporary membrane structures must have an approved Certificate of Flame Retardancy, contact the Arlington County Fire Department, Fire Prevention Division at 703‐228‐4644. 10. Fire Department Code Permits Yes______ No______ A Fire Prevention Special Events Permit is required for indoor or outdoor assemblages, carnivals, fairs and festivals. Contact the Arlington County Fire Prevention Division 703‐228‐4644. 11. Open Flame Permits Indoor or Outdoor of Events Yes_____ No_______ Open flame permits are required for establishment using open flame cooking devices to include but not limited to propane, wood, charcoal grills, fryers exceptions warming. 12. Special Event Business License Yes ______ No ______ For profit groups must obtain a Special Events Business License from the Commissioner of the Revenue. Non‐ profit organizations can submit a “Proof of Status” form in lieu of the license. For more information call the Commissioner of Revenue, Business License Section at 703‐228‐3060. 13. Trail Event Permit Contact the Department of Parks and Recreation at 703‐228‐7980 (FAX 703‐228‐6507) for permission to use a County trail. . A $150 fee is required for trail events. Arlington County Special Event Application Hold Harmless Agreement The applicant covenants to save, defend, hold harmless and indemnify the County, and all of its officers, departments, agencies, agent and employees (Collectively the “County”) from and against any all claims, losses, damages, injuries, fines, penalties, costs (including court costs and attorney’s fees), charges, liability, or
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exposure, however caused, resulting from, arising out of, or in any way connected with the applicant’s event as herein described. ________________________________________ Date_______________________ Signature of event sponsor Position _____________________________________ Date ______________________ BELOW THIS LINE FOR OFFICE USE ONLY Special Event Review Meeting Code Enforcement _____________ Commissioner of the Revenue _____________ Environmental Health _____________ Fire Prevention _____________ Fire Support/EMS _____________ Inspections _____________ Parks and Recreation _____________ Police Support _____________ Public Works _____________ Risk Management _____________ Traffic Engineering _____________ Zoning _____________
