Special Events: | East Hampton Town, NY

Frequently Asked Questions & Helpful Information

Please be advised: applications must be filled out entirely. If any information is missing, the application will be deemed incomplete and will not be reviewed by the Special Events Committee. Applications are reviewed on a case-by-case basis. The Special Events Committee has the authority to issue or deny a permit. A Special Event Application Form is required for any special event as defined in the East Hampton Town Code Chapter 151:

East Hampton Town Code Chapter 151 Special Events Permits
  

Q # 1 – Do I need to submit a Special Event Permit Application?

A – Before filling out an application please read the following: For Special Events at Residences: A Special Event Permit is required for a gathering at a residential property if any of the following conditions exist: -The gathering will be attended by 50 people or more. -Amplified music will play outdoors after 9 pm. -A tent greater than 700 sq ft. will be erected. -All parking does not fit on the property. If one or more of these conditions are met, a Special Event permit is required. For Special Events on Town Beaches: A Special Event Permit is required for a gathering at a Town Beach if one of the following conditions exists: -The event is catered. -A service is provided. -The event will be attended by more than 20 people. It should be noted that the maximum number of attendees for a catered beach event or wedding ceremony at the beach is limited to 50. Charitable events may be exempt, see Chapter 151 for more information. Some Town beaches are also under the jurisdiction of the East Hampton Town Trustees and will require a Trustee permit. See question # 14 for more information.

Q # 2 – Which application form should I use? If you cannot print clearly, please use the fillable form.

 Be advised, if you are having an outdoor event, an inclement weather contingency plan MUST be included in your application.
  

Q # 3 – How do I submit the Special Events Permit Application?

A – A fully completed hard copy of the Special Event Permit Application [including applicable fees] must be submitted to the Town Clerks Office or the Special Events Department in person [between the hours of 9am and 3:30pm] or by mail at the following address:

Town of East Hampton 

Office of the Town Clerk 

159 Pantigo Road

East Hampton, NY 11937

Q # 4 – Can I email my application?

A – Applications are not accepted via email. Physical copies of applications with all applicable signatures and notarized forms are required. If your event is quickly approaching and you cannot drop the application off, we recommend mailing the application [with applicable fees attached] via UPS, FedEx or certified USPS mail to the proper address listed above.

Q # 5 – Is there a deadline for submitting my application?

Please be advised, a late charge will be incurred in the event the deadline is not met. The Special Events Committee has the discretion to waive the submission deadline and/or decline to process a permit due to late submission of the application.

Non-Refundable Late Application Fee:

If an application is submitted within one week of the event, an additional charge of $250 will be incurred. Please note, paying an additional fee for expeditious processing of your application does not guarantee permit approval. 

 Q # 6 – What do I need to include with my application?
 A – When filling out an application, please refer to the checklist on the last page. Please be advised, applications must be fully completed, and the following information must be included with all applications.

• A scanned copy of the applicant’s Photo ID.*
• A detailed narrative describing the event.
• A detailed sketch (a hand drawn or Google Map aerial photo that shows the setup and layout of the event, including the tent size and layout).
• The parking plan/ valet plan/ security plan (if parking is alongside the road, a visual and written explanation is required. Examples of parking plans attached here)

 Q # 7 – What do I do if my photo ID does not have my East Hampton Town residence listed? *
A – If you are a second homeowner and the address on your license is different than your residential property in East Hampton Town, please include a copy of a tax bill or document that serves as proof of residency. A utility bill will not be accepted. Please note, non-residents pay an additional fee.

Q # 8 – Is there a fee to apply for a permit? Is there a permit fee? How much?

A – Yes, there is a non-refundable application fee and there is also a permit fee. For a list of all fees pertaining to special events, please refer to the fee schedule linked below. These fees will be required to apply for and process a permit for a special event. Each fee and/or deposit must be paid by separate checks or by cash. Credit/debit cards are not accepted. (Checks must be made payable to: Town of East Hampton.) Fees not paid at the time the application is submitted, will deem the application incomplete and will result in a delay in processing the application. 

Special Events Fee Schedule 

 Q # 9 – What is a Designated Agent? Do I need to fill this out?
 A – A Designated Agent is a person residing within the County of Suffolk, who is designated by an applicant for a special event to accept service of process from the Town of East Hampton for any violation of Chapter 151 set forth in the East Hampton Town Code which relates to or arises out of the assembly. This section is mandatory for all applicants. (The applicant can be the Designated Agent if they are a resident of Suffolk County.)
 

Q # 10 – Do I need a Certificate of Insurance (COI)?

A – Every application for a commercial, public property, and parade/walk-run/ride special event permit pursuant to this chapter shall include a certificate of insurance that evidences a public liability insurance as listed below covering the Town as additional insured for the duration of the event. The applicant shall also submit and indemnification agreement that states that the applicant agrees to assume all liability for and will indemnify and hold the Town harmless of and free from any and all damages that occur to persons or property by reason of said special event. 

Special Event Policy:

• The minimum limit of $2,000,000 per occurrence should be in place for the duration of the event, including set up and breakdown days.

 • The Town of East Hampton should be listed as additional insured.

 OR

 General Liability Insurance with Umbrella or Excess Liability:  

General Liability

• The minimum limit of $1,000,000 per occurrence should be in place for the duration of the event, including set up and breakdown days.

•  The Town of East Hampton should be listed as additional insured.
  
  and

Umbrella or Excess Liability

Umbrella or Excess Liability (following form of the General Liability) with a minimum of $1,000,000 per occurrence. 

 Examples of the Certificate of Insurance attached here.

Q # 11 – Do I need a New York State Liquor Authority License (SLA) if I intend to serve/sell alcohol at my event?

A – If you are serving or selling alcohol on public or commercial property, an SLA is required. Please go to https://sla.ny.gov/ for more information. See liquor license example here.

 Q # 12 – When does the Special Events Committee meet to review applications?

A – Special Events Committee Meetings are determined by the volume of applications received. During the busier season, the Committee meets once a week. Please keep this in mind taking note of the submission deadline for applications. As the season slows down and less applications are received, meetings may take place on a less frequent basis. Applications must be complete upon submission, or they will not be reviewed.

 Q # 13 – When do I need to submit a Tent Permit Application?
 A – A Tent Permit Application is necessary if a tent that is 700 square feet or larger is being utilized at a residence, or for tents of any size on commercial or public property. This application is also necessary if any inflatables (for example, a bouncy house), generators, and/or open flame devices will be utilized on any property. The tent permit application must be submitted at the same time the special event application is submitted.
  

Q # 14 – How do I submit the Tent Permit Application?

A – A fully completed Tent Permit Application must be filled out and submitted to the Fire Marshal’s Office online by using the following link: Tent Permit Application. Please be advised, physical application forms are no longer being accepted. 

Q # 15 – I’m having an event on a Trustee/Town beach. How do I submit an application?

A – A fully completed Public Property Application Form must be submitted to the Town Clerk, and a Trustee Consent Application Form must be submitted to the Trustees Office for any gathering that is catered and is being held on a Trustee beach. For more information, please click here:

Trustees Applications Fees Special Events/
  

Q # 16 – How do I show proof of 501c3?
Please provide a copy of a currently valid IRS tax exemption certificate. Applications for 501c3 submitted without this document will be deemed incomplete and will not be processed. For more information, please visit the NYS IRS website here: https://www.irs.gov/charities-non-profits/eo-operational-requirements-obtaining-copies-of-exemption-determination-letter-from-irs 

 Q # 17 – I still need help. Who can I contact?

A – Please contact one of the following departments:

Q # 18 – Who serves on the Special Events Committee?

A – Members of the Committee include:

• EHTPD Chief Michael Sarlo
• Chief Fire Marshall Dave Browne
• Clerk of the Trustees Francis Bock
• Superintendent of Recreation John Rooney
• Deputy Supervisor Cate Rogers
• Councilmember Tom Flight

 Ex Officio

• Town Clerk Carole Brennan
• Legislative Secretary Ann Marie Lamprecht
• Legislative Secretary Chelsea Winslow
• Representative from Town Attorney’s Office