Special Event Permit Application

City of Albany
Special Events Permit Application Process

Special Event Permit Application Fee & Use Fees Located Here


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Overview

A Special Event Permit is required if your gathering is located on City property and has one or more of the following elements:
  • 25 or more participants
  • Specific location request
  • Planned demonstration
  • Use of amplified sound
  • Selling and/or distributing food, goods or merchandise (this includes exercise classes or boot camps)
  • Alcoholic Beverages
  • Tent(s)
  • Inflatable device(s)
  • Stage(s)
  • Walk/Run event
Permit Process:
  1. Complete all sections of the City of Albany Special Event Application. All proposed activities and events are subject to the approval of the City of Albany Special Events Committee. 
  2. Submitting an application does not grant you a permit or confirmation to conduct your planned event; all applications are subject to review. Completed applications with appropriate fees and requested documentation/information must be submitted at least 30 business days prior to your event, otherwise late fees may apply. Please note: Only completed applications submitted with the application fee and all other applicable fees will be processed.
  3. The City of Albany City Clerk’s Office processes applications for permits in order of receipt (excludes historically established events). The City Clerk’s Office will not consider your application without a completed application and a paid application fee and all other applicable fees.
  4. All application fees must be remitted via check to the City Clerk's Office, City Hall - 24 Eagle St., Room 202, Albany, NY 12207, Telephone: (518) 434-5090
  5. Upon receiving your completed application, you will be informed of all fees that must be paid along with any additional documentation requirements. The City of Albany reserves the right require additional information or documentation regarding the applicant, applicant’s company, sponsoring company/organization, cosponsors, event participants, event vendors, event activities, or the event itself. Moreover, the City of Albany may postpone approval of event permits until receipt of additional requested information or documentation. Failure to submit requested information or documentation in a timely manner may be cause for denial of your permit.
  6. A Certificate of General Liability Insurance in the amount of $1,000,000 naming the City of Albany as “additional insured” on a primary and non-contributing basis is required.  Also included should be the set up and tear down dates. Your permit will not be issued until the Certificate of Insurance has been received and approved. If you are planning to hold an event at 6 Mile Waterworks Pavilion you will need to provide insurance naming both the City of Albany and Albany Water Board as additionally insured on a primary and non-contributing basis on your General Certificate of Liability Insurance for $1,000,000.
  7. Applicants are required to inform the City Clerk’s Office in writing of any and all amendments to the original application and/or cancellation prior to the event day.
  8. Once all of the requirements have been fulfilled, including receipt or all documents and full payment, a Special Event Permit will be issued if the Special Events Committee has approved the application (event) with 15-20 business days, unless otherwise stated.
  9. Please note: Costs incurred promoting and marketing events prior to the issuance of an approved City of Albany Special Event Permit, and changes/modifications relative to the event from the City of Albany and/or the Mayor’s Office of Cultural Affairs and other City of Albany departments is at the sole expense and risk of the Event Organizer and/or Applicant. The applicant is also required to provide recycling to attendees for events where trash is generated.  
  10. Please note: the City of Albany does not have any stages available for use/rent at Special Events.  Applicants must make accommodations for their own stage.
  11. Inflatable devices are only allowed on City property with a Certificate of General Liability Insurance in the amount of $2,000,000 naming the City of Albany as “additional insured” on a primary and non-contributing basis. The Albany Fire Department and Albany Police Department reserve the right to direct the removal of the inflatable device for public safety precautions at any time.
  12. If you are unsure whether or not a permit is required for your event, please refer to the list above or call the City Clerk’s Office at (518) 434-5090 or contact cityclerk@albanyny.gov
If you have any questions regarding the Special Event Application process, please contact:
City Clerk's Office
City Hall - 24 Eagle St., Room 202
Albany, NY 12207
Telephone: (518) 434-5090
Fax: (518) 434-5081
Email: cityclerk@albanyny.gov






























Any amplified sound is subject to the City of Albany Noise Ordinance. Electronic amplification may only be used after 10 a.m. and before 6 p.m. Electronic amplification inside the Washington Park Lake House must cease by 11 p.m.

No stakes can be used to secure tents. Only weights can be used to secure tents.

Please note: the City of Albany does not have any stages available for use/rent at Special Events. Applicants must make accommodations for their own stage.

Inflatable devices are only allowed on City property with a Certificate of General Liability Insurance in the amount of $2,000,000 naming the City of Albany as “additional insured” on a primary and non-contributing basis. The Albany Fire Department and Albany Police Department reserve the right to direct the removal of the inflatable device for public safety precautions at any time.









EMS coverage required if expected attendance is greater than 5,000 people. Part 18 Permits are also required for events where expected attendance is greater than 5,000 people. Fire Suppression units are mandatory for fireworks.
Part 18 Permits: Please visit the New York State website, listed below, for information pertaining to a Part 18 Permit. http://www.health.ny.gov/professional/ems/part18.htm


NOTE: Applicant is solely responsible for costs incurred for City services rendered for each event. No alcohol is permitted without the approval of an Open Container Permit. A copy of the permit must remain on-site for inspector's review. Applicants must apply with the City of Albany, Albany County and/or the State of New York for alcohol, merchandise vending, food vending, and other sampling. The City is unable to provide amenities such as port-a-johns/portable washrooms, tables, chairs, or medical services (other than EMS). The applicant is required to secure port-a-johns/portable washrooms, chairs, trash boxes, and any medical needs for the event at the applicant's expense. The applicant is also required to provide recycling to attendees for events where trash is generated. Failure to adequately provide such amenities could result in the event applicant(s) or coordinator(s) inability to hold future events in the City of Albany. Special Events cancellations or cancellation of requested services must be made in writing ten days prior to the event. Failure to provide written verification may result in the sponsor(s) being required to reimburse the City of Albany for the agreed upon services. A certificate of insurance must be delivered to City of Albany, City Clerk’s Office, 24 Eagle Street, Room 202, Albany NY 12207 or via cityclerk@albanyny.gov. The certificate must evidence General Liability Insurance, with a $1,000,000.00 limit of liability, naming the City of Albany, its officers, agents, and employees as additional insured on a primary and non-contributing basis, while specifically referencing the scheduled event. Each vendor or contractor must provide proof of insurance.
By signing and submitting this Special Events Application, the sponsoring organization agrees to indemnify, defend and hold harmless the City of Albany and it's officers, employees, and agents from and against any and all loses, costs (including but not limited to, litigation costs and attorney fees) clams, suits, actions damages, liability and expenses occasioned wholly or in part by Event sponsor's act or omission or negligence or fault or the act or omission or negligence or fault of Event sponsor’s agents subcontractors suppliers, employees or servants in connection with the Permit.
By signing this Electronic Signature Acknowledgment Form, I agree that myelectronic signature is the legally binding equivalent to my handwritten signature. Whenever I execute an electronic signature, it has the same validity and meaning as my handwritten signature. I will not, at any time in the future, repudiate the meaning of my electronic signature or claim that my electronic signature is not legally binding.