guide to providence public events
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Guide to Providence Public Events
Thank you for hosting your event in the City of Providence. We are delighted that you will be attracting visitors,
building community, supporting local businesses, and energizing our capital city. This guideline has been developed
for any person or group that wants to conduct a public special event in the City of Providence. It also serves to help
you consider all the logistics necessary for operating a safe and successful event.
The Providence Public Event Application follows at the end of this guide. Please do not submit this guide with your
application.
ABOUT PUBLIC EVENTS An event requiring a Providence Public Event Permit is one that is outdoors, open to the general public, and takes place on
public property - or a combination of public and private property. It may feature entertainment, amusements, food and
beverages. It may be classified as a road race, block-party, festival, fundraiser, procession, or parade. Events which take
place solely on private property are not required to obtain a Providence Public Event Permit (however, it is recommended
that event organizers read through the application in order to determine what other services or licenses may be required).
Before completing this permit application, please contact the Department of Art, Culture + Tourism and the
Providence Parks Department (if applicable) to confirm whether your preferred event date is available. A public
event in the City of Providence, depending on the size and nature of the event, may require a number of permits from
various departments within the City before being officially approved.
In order to insure that the City and you - the public event applicant - have as much information as needed, the City
requires each applicant to attend a City Services Meeting to clearly coordinate all necessary services after submitting
this application. We host these meetings so various City departments can go over final details with event planners,
generally about a month out from the event. They take place in the Joseph Doorley Municipal Building at 444
Westminster St (on Empire St) in downtown Providence, in the first floor conference room. Upon submission of your
Providence Public Event Application, a representative from Art, Culture + Tourism will schedule the meeting with you.
YOUR CITY SERVICE MEETING Please provide the following documentation for the committee at your scheduled meeting:
A Public Event Application (available online at http://providenceri.com/artculturetourism )
A detailed site map showing the following: all handicap, pedestrian and fire access; dimensions of stages and
tents; routes for parades or races; beer garden or contained area where alcohol will be served; and placement of
equipment, generators, vendors, first aid stations, and any outdoor toilet facilities.
If the site of the event is publicly owned, you will need to file an application with the city department that has
oversight of the property:
If the event is to be held in a park, you will need a Special Event Application from the Parks Department.
If the event is to be held on a city street or sidewalk that needs to be closed to host the event, you will
need a Street & Sidewalk Closing Application from the Department of Traffic & Engineering. If you need
to have no parking along the street, you will need a Posted No Parking Permit.
A Certificate of Insurance naming the City of Providence as co-insured in the amount of $1,000,000 for the event.
If the event features entertainment, provide a list of all performers. The Board of Licenses will require an
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Entertainment License (and if there is alcohol, a Liquor License; if there is food or vending, a Peddlers License).
In order for your event to be approved, you must receive sign-off by each department listed at the end of this
application. You may obtain these signatures individually, or at your City Service meeting.
If your event requires Police or Fire detail, you will need to set up an account with the Controller’s office in
advance of your event. It is at the sole discretion of the Police and Fire Departments to determine the number of
officers in the detail.
__________________________________________________________________________________________________
CITY of PROVIDENCE CONTACTS
For events requiring a Providence Public Event Permit: Department of Art, Culture + Tourism
Lizzie Araujo - Cultural Affairs Manager; (401) 680-5772; [email protected]
For events in any Providence park: Parks & Recreation Department
Heather Manning - Events Coordinator; (401) 941-5640; [email protected]
For Entertainment License, Food and Vending Licenses, and Liquor Licenses: Board of Licenses
Serena Conley - License Administrator; (401) 421-7740 ext. 209; [email protected]
For street and/or sidewalk closing permits: Traffic Engineering / Dept. of Public Works
Leo Perrotta - Parking Administrator; (401) 781-4045; [email protected]
For street repair and clean up: Highway Div. / Dept. of Public Works
Sal Solomon - Highway Superintendent; (401) 467-7950 ext. 558; [email protected]
For scheduling police detail: Providence Police Department
Sergeant Michael A. Martinous - Detail Office; (401) 243-6160; [email protected]
For tent inspections, pyrotechnics, fireworks, flammable hazards, and fire detail questions: Providence Fire Department
Inspector Timothy Lutz - Fire Marshal; (401) 243-6083; [email protected]
For opening Police & Fire detail accounts if one does not already exist: Controller’s Office
Ray Rao - Fiscal Officer; (401) 456-9100 ext 11534; [email protected]
For recycling set up and removal: Environmental Services / Dept. of Public Works
Bien Garcia - Recycling Coordinator; (401) 467-7950
STATE LINKS and CONTACTS
If food will be sold: State of Rhode Island, Department of Health
Cristina Carter; (401) 222-2750; [email protected] – Monday-Friday 12pm – 4pm
For operating a “show” as in craft, antiques, foods, etc: RI Division of Taxation
Promoter’s Permit, SP-1: http://www.tax.ri.gov/taxforms/sales_excise/sales_use.php or (401) 574-8955
Sales Tax Permit number: RI Div. of Taxation
Permit to Make Sales at Retail: http://www.tax.state.ri.us/taxforms/sales_excise/sales_use.php or (401) 574-8970.
If your event impacts RIPTA bus routes or service: Rhode Island Public Transit Authority
Richard Sullivan; (401) 784-9586; [email protected]
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PROVIDENCE PUBLIC EVENT APPLICATION
1. Submission of this application does not guarantee event permission from the City of Providence.
2. Before completing this application, please contact the Department of Art, Culture + Tourism and the Providence
Parks Department (if applicable) to confirm whether your preferred event date is available.
3. No event permit shall be granted to organizations with 60+ days overdue balance from any City department.
4. You MUST attach a short summary of the event
5. You MUST include a site map and a map of the moving route – if applicable
Applications must be received: 90 days in advance for events with 500 or more attendees along with an event permit fee of $75
60 days in advance with less than 500 attendees along with an event permit fee of $50
30 days - expedited for events with fewer than 100 attendees along with event permit fee of $25
Applications received fewer than 90 days (or 60 days accordingly) prior to the date of the event shall accrue an additional fee of $10 per day.
Send your application to the Department of Art, Culture + Tourism: Lizzie Araujo at [email protected] or fax (401) 680-8493.
ORGANIZATION INFORMATION
Organization: ________________________________ Event Coordinator: ___________________________________
Specify organization type: Commercial (for profit) Non-profit with 501(c)(3) status Non-profit
Organization street address: __________________________________________________________________________
City, State, Zip: ____________________________________________________________________________________
Business Phone: ______________________________________ Fax number: __________________________________
Event coordinator cell phone: ____________________________ Email address: ________________________________
EVENT INFORMATION
Event name: ______________________________________________________________________________________
Location (include main street names if moving route : _____________________________________________________
__________________________________________________________________________________________________
or Name of street closed: _______________ between: _____________________ and __________________________
Event date: ______________________________________ Event hours from: ________am/pm to: ________am/pm
(If applicable) Event day 2: __________________________ Event hours from: ________am/pm to: ________am/pm
Number of participants: __________ Number of spectators: __________ Total anticipated attendance: ___________
(check one)
OFFICE USE ONLY Checklist
Date received: _________________
Certificate of Insurance: _________
Event map / route: ______________
Fee payment: __________________
City Service Mtg date: ___________
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Event name:________________________________________
Is this an annual event? Yes No If yes, how many years have you been holding this event? __________
Has the event been held in Providence? __________If not where:______________________
Has anything Changed? Yes No If yes, What?
___________________________________________________________________________________________
Set up / Break down (list anticipated set up and break down dates and times outside of actual event hours):
Set up date: ____/____/____ starts at: ________am/pm
Set up date 2 (optional): ____/____/____ starts at: ________am/pm
Set up date 3 (optional): ____/____/____ starts at: ________am/pm
Break down date: ____/____/____ ends at: ________am/pm
Break down date 2 (optional): ____/____/____ ends at: ________am/pm
Break down date 3 (optional): ____/____/____ ends at: ________am/pm
CONCESSIONS and ACTIVITIES
Are you requiring admission fees / donations to enter your event? Yes No If yes, cost of admission: ______
Will there be vending? Food Beverage Goods Services Total vendors: ____________
There are no open flames or fire allowed in public spaces or parks.
Does your event involve the sale or use of alcoholic beverages? Yes No If yes:
Have you applied to the Providence Board of Licenses as a non-profit for a Permit to Sell Alcohol? Yes Not yet
or Have you applied to the Board of Licenses for an Expansion of Premises License? Yes Not yet
or Name of caterer you will be hiring who already holds permits for alcohol sales:___________________________
Please describe your security plan to ensure the safe sale and distribution of alcohol at your event: ________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Entertainment: Live Music DJ Radio/CD /MP3 Performers Dancing Stage
Other: _______________________________________________________________________________________
Musical entertainment requires you to obtain an Entertainment License and approval from the Board of License
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Event name:________________________________________
Will sound checks be conducted prior to the event? Yes No If yes, sound check start time: ______________
Name of sound company: ___________________________________ Sound co. phone: (_____)_______________
Games/Rides: Carnival rides (not allowed in Parks) Bounce house Games Raffle Total: ___
May require additional insurance
Fireworks or other pyrotechnics: Yes No If yes, a Fireworks or Pyrotechnics Permit is required, along with a
detail, from the Providence Fire Department.
LOGISTICS
How will you publicize this event? ____________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
We require that you notify neighbors who may be impacted by your event in advance as a courtesy. Please list
businesses, schools, churches, neighborhood groups, and other abutters: ________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Does this event involve a moving route (as in a parade, procession, or race)? Yes No
If yes, be sure to include all closed streets or sidewalks on your Event Layout map.
If yes, and RIPTA bus service is impacted, you may incur costs if RIPTA staffing is necessary.
Clean Up: Will you be renting a dumpster that will be placed on a city street? Yes No
Will you be offering recycling? Yes No If yes, list company: ____________________________________
Please refer to the Providence Green Event Guidelines available at http://providenceri.com/ArtCultureTourism
What is your clean up plan after the event? __________________________________________________________
______________________________________________________________________________________________
Total portable toilets (1 per 250 people): _____________ Number of handicapped accessible: _____________
Please provide a detailed description of your parking and shuttle plans (Note: Parking, traffic, and environmental
pollution are all factors for concern in planning your event. Please consider and encourage the use of car pools, public
transportation, bike valet, and alternate modes of transportation when planning your event):
_______________________________________________________________________________________________
_______________________________________________________________________________________________
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Event name: _____________________________________________
SAFETY
Will your event involve any open flames? bonfire torches lanterns candles grills other
If checked, a Flame Effects Permit is required and a Fire Department detail may be required for your event.
Will you be using tents? Yes No If yes, list size of tents: _______________________________________
Tents larger than 120 sq. ft. require a permit and inspection from the Providence Fire Department.
The Providence Fire Department recommends a mud bucket to secure all tents not subject to inspection.
Name of tent rental company: ___________________________________ Tent co. phone: (_____)_______________
Will you be using fencing to cordon off your event? Yes No Note: Fencing egress plans must be examined by Fire Dept.
Name of fence company: _____________________________________ Fence co. phone: (_____)_______________
Will you have private security? Yes No
If yes, how many will be working at a time? _____________ How will they be identified?____________________
Name of security company: __________________________________ Security co. phone: (_____)_______________
A clearly marked first aid station is recommended for all events and is required, along with ambulance service, for
events with over 5000 people.*
Name of ambulance/EMS company: _____________________________ EMS co. phone: (_____)_______________
* Events with over 5000 people should create an Incident Action Plan in case of emergency. Visit our website for a sample IAP.
Is this a nighttime event? Yes No If yes, please state how the event area will be illuminated to ensure safety of
the participants and spectators: _____________________________________________________________________
_______________________________________________________________________________________________
EVENT LAYOUT
Please attach a map site plan with the following designated areas where applicable:
· Admissions gate(s) · Fencing and/or barricades
· Generator locations and/or source of electricity · Tent locations
· Booths, exhibits, displays or enclosures · Platforms, stages, or related structures
· Vehicles and/or trailers · Portable toilets
· Trash/recycling containers and dumpsters · Gas tanks (i.e. helium, propane, etc)
· Beer Garden / alcohol area · Food concession and/or food preparation area(s)
· All handicap, pedestrian, and fire access · Map route for parade or race / walk
· First aid station (for all events) and ambulance location (for events with 5000 or more people)
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Event name: _____________________________________________
DEPARTMENT APPROVAL
It may be necessary for you to obtain permits or services from the following departments:
Board of Licenses (for Entertainment, Food and Vending, and Liquor Licenses)
Police Detail Office (for Detail officers)
Fire Detail Office (for Inspections and Detail)
Public Works: Traffic Engineering, Environmental Services, Highway (for clean up, street and/or
sidewalk closures, or posted no parking)
Parks Department (for events in any Providence park)
Departments listed above have their own application processes. Applicants are responsible for applying for and
obtaining all required permits and certificates from the various individual departments.
REGULATIONS 1. All members of your organizing committee and concessionaires must adhere to the rules and regulations set forth by all applicable
departments. Any violation may result in a denial of a future permit.
2. The applicant and/or concessionaire is responsible to pay all applicable fees. Any non-payment of fees to any City department will
result in the denial of the application.
3. The applicant is responsible for ensuring that there is no illegal activity on the premises.
4. Federal law requires a minimum of 4 ft. of clear unobstructed sidewalk be available at all times for pedestrians. The applicant must
keep sidewalks clear and make sure that no storage is allowed on sidewalk or complete a sidewalk closing permit.
5. The applicant will be responsible for any damage to any public property.
6. The applicant is responsible for filing this application in a timely manner: at least 90 days in advance for larger events (500+
people) and 60 days in advance for smaller events (less than 500 people). Non-compliance may result in a denial of the application
and a fine of $10 per day for applications received fewer than 90 days (or 60 days accordingly) prior to the date of the event.
7. The applicant shall indemnify and hold harmless the City of Providence and its employees from any damage it may sustain or be
required to pay, by reason of said event, or by any reason of any act or neglect by the applicant or their agent relating to such event
or by reason of any violation of the terms and conditions of this license. A Certificate of Insurance is required in the amount of
$1,000,000 naming the City of Providence and its employees and/or agents as additional insured for events with fewer than 5000
people. For events with 5000 or more people, $5,000,000 of liability insurance is required.
8. The City of Providence reserves the right to revoke a granted application at anytime.
I fully understand and agree to all the terms set forth in this application. The information that I have provided is
truthful and accurate. I accept all responsibility related to this event.
Event organizer signature: __________________________________________________ Date: ___________________
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Date:____________________
Event name: _________________________________________________________________________
Event day and Date_____________________________________________________________________
Event Coordinator: ___________________________________
Event coordinator cell phone: ____________________Email address: _______________________________
Organization: _________________________________________________________________
Specify organization type: Commercial (for profit) Non-profit with 501(c)(3) status Non-profit
The following signatures are required to complete approval of your event and may be obtained at your City Service
meeting. They are not necessary to provide with the submission of this application, but must be completed within 25 days
in advance of your event and provided to the Department of Art, Culture + Tourism.
Required Authorizing Officials Signature Date
_________ Board of Licenses _____________________________________________________ ___________________
________ Fire Department _____________________________________________________ ___________________
_________ Parks Department _____________________________________________________ ___________________
_______ Police Department _____________________________________________________ ___________________
_______ Traffic Engineering _____________________________________________________ ___________________
_________ Dept. Public Works _____________________________________________________ ___________________
ALL REQUIRED SIGNATURES MUST BE PRESENT TO CONSTITUTE AN EVENT PERMIT
PLEASE KEEP THIS DOCUMENT ON YOU FOR THE DURATION OFYOUR EVENT
With this application please provide the following:
Certificate of Liability Insurance
o 1-5000 people at an event requires proof of liability insurance in the amount of One Million Dollars
naming the City of Providence and its employees and/or agents, as additional insured.
o Over 5000 people at an event requires proof of liability insurance in the amount of Five Million Dollars
naming the City of Providence and its employees and/or agents, as additional insured.
Your Event Layout Map (site plan) with details as specified on page 4 of this application.
Your payment in the amount of $75, $50 or $25. Make checks payable to: The City of Providence.
Send your application to: Lizzie Araujo at [email protected] or fax (401) 680-8493.
Please keep a copy for your records.
ONCE SIGNED BY ALL APLICABLE DEPARTMENTS
THIS IS YOUR PERMIT
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MARKETING
One of the keys to having a successful event is raising public awareness to ensure the venue is packed and the
vendors drive home with an empty truck. To assist you in your marketing efforts, the City of Providence has
numerous outlets to send your promotional materials to. These services are provided free of charge and you are
strongly encouraged to utilize them. All questions regarding these services can be directed towards Michael
Christofaro ([email protected]).
One-On-One Consultations
Do you have a great event planned but have no clue where to start in getting the word out? Michael
Christofaro, Marketing Coordinator for the City of Providence, can show you the necessary steps in creating a
low-to-no cost marketing plan including how to write a press release, web & social media utilization, and
community outreach. Please contact Michael via email [email protected] to set up an
appointment.
State-Wide Arts Calendar
Our vibrant arts community is an important engine of economic growth, as it boosts tourism and improves our
quality of life in the Creative Capital and across our state. A recent partnership between the City of Providence
and Rhode Island Monthly has blossomed into ArtsNowRI, an arts and events calendar that reaches a state-wide
audience and beyond. ArtsNowRI serves as a portal for the event calendars showcased on the websites of the
City of Providence, RI Monthly, the Downtown Improvement District, GoLocalProv and more. What this
means for you is once you enter your event into ArtNowRI it automatically populates all partner calendars with
no additional input required on your part! Visit ArtsNowRI to submit your listing, a handy tutorial is located
here in case you get stuck.
Social Media
Social media is a great, cost effective way to help spread the word and generate excitement about your event to
thousands of people all with the click of a mouse. This virtual word-of-mouth marketing strategy can work
wonders but only if you are targeting the right (or any) audience. The City of Providence reaches over 7,000
followers on their social media platforms and partners with local businesses & organizations to help increase
visibility and visitation. Like us and post on our Facebook page here and follow @ProvidenceACT on Twitter!
Press Release
Generating a press release that has the “who, what, when and where’s” of your event is essential to ensure all
print, radio and media outlets are aware of what you’re doing. Please add Michael Christofaro
([email protected]) to your press list to ensure he receives all information regarding your event
and, in turn, can post the information to the City’s website.
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PERMIT & LICENSE CHECK LIST:
*Required
*Public Event App Complete
*Public Event Application Fee Paid
*15 Copies of event map - moving routes MUST be approved
*Certificate of Liability Insurance
* Event Summary
Entertainment License
Food Dispenser License
Liquor Liability Insurance
Open an account or pay for Police/Fire Detail
Parade Permit
Park Permit
Permit to Make Sales at Retail
Post No Parking
Schedule Detail
Street Closure
Tent Permit
Vending License
IMPACT & COMMUNICATION CHECK LIST:
RIPTA
Citizens / Neighborhood
Business
City Marketing
DOUBLE CHECKED CHECK LIST:
Health Department
Vendors, Food Trucks & Catering are all properly licensed
Tent Company has followed thru
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greeneventguidelines
Use this checklist to improve the environmental footprint of your event.
WASTE
Provide recycling Provide clearly marked recycling bins. Make arrangements for removing recyclables after the event. Visit the Office of Sustainability’s website to find out more about Providence’s new recycling guidelines.
Assign recycling monitors Recruit volunteers to monitor bins to ensure that participants sort recycling and waste properly. Designate one recycling coordinator and have others assist by monitoring specific zones.
Promote a clear anti-litter message Make frequent announcements promoting litter awareness and find other creative ways to promote
appropriate trash maintenance. Set a good example by keeping your event area clean.
Reduce waste from packaging materials Use bulk dispensers whenever possible and avoid single-serving samples. Emphasize reusable supplies. Consider making giveaways eco-friendly. Examples include reusable tote bags or BPA free water bottles.
ENERGY
Use low emission or biofuel generators Use generators that run on biodiesel or renewable energy. Many vendors/rental companies offer “greener”
options and some even offer up to 99% biodiesel generators.
Conserve energy Reduce or eliminate the need for electricity by using fewer or energy-efficient pieces of equipment (i.e. sound,
lighting, multimedia, etc.). Pack smart to reduce vehicle trips.
Use hybrid, electric, or natural gas vehicles & machinery If vehicle use is absolutely necessary, use cars or trucks that are either hybrid or electric or run on compressed
natural gas, biodiesel, or ethanol fuel. Most vehicle rental companies offer alternative fuel and low-emissions options.
TRANSPORTATION
Promote public transportation Include RIPTA directions and closest stops in all marketing and promotional materials. Visit www.RIPTA.com
for public transit directions.
Encourage bicycling to your event Visit the RI Department of Transportation’s Bike Rhode Island website for bike maps and additional resources.
Provide a link to the RI DOT’s Guide to Cycling in the Ocean State in marketing materials
City of Providence
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Consider providing a secured bike-parking zone that is accessible and staffed to protect against theft.
Keep vehicles away from the event & avoid engine idling Avoid entering parks with motorized vehicles. They damage our city’s public recreation areas. Provide parking
outside the event and use a handcart to bring in materials. Turn your engine off when parked. Have a volunteer monitor the load-in and load-out to ensure that all vehicles are complying.
FOOD
Offer local/healthy/sustainable food options Chose food vendors that support locally-sourced products and employ environmentally-friendly methods.
Consider working with FarmFreshRI, Providence farmers markets, and local growers and producers.
Donate leftover food Donate any leftover food and supplies to the Food Recovery Network or local soup kitchens and food banks.
Compost food scraps Provide clearly marked bins for composting food scraps. Make arrangements for removal after the event with a local composter or a farmer.
Provide alternatives to bottled water Provide a water filling station with easy access to Providence tap water. Encourage participants to bring their own reusable bottle. Find the water fountains near your event and provide signage directing guests to them.
PUBLICITY
Make reusable signage If hosting an annual or regular event, make reusable vinyl banners or large posters from recycled materials
(don’t print the date of the event).
Limit printed promotional materials Replace printed promotional, outreach, and marketing materials with email, social media, blogs, websites, and
other alternative modes.
Use recycled paper If printed materials are necessary, use a minimum of 30% post-consumer recycled paper. Many printing
companies offer sustainable paper options and eco-friendly ink.
Provide environmental education Use your event as a platform to cultivate broader environmental awareness by offering information booths
with green community groups and/or educational activities.
Publicize the environmental measures taken at your event Promote what you’ve done to green your event! Show your accomplishments on your website or through email. Collect data that measures the impact of your
initiatives.