Special Event Applications
NOTICE – Phase 4 of the NYS Re-Opening Plan: As of July 8, 2020
In light of the Executive Orders issued by Governor Cuomo in response to COVID-19, the Town of East Hampton is only processing Special Event Permits that comply with the official guidance issued by New York State. To-date, Special Event Permits have been issued for farmers’ markets as well as for outdoor, low-risk recreational activities and businesses.
Most frequently requested information related to Special Events:
Special Events on Beaches
The current series of statewide executive orders issued by Governor Cuomo regarding beaches in New York State can be found in the “Interim Guidance For Beach Activities During The COVID-19 Public Health Emergency” at https://www.governor.ny.gov/news/no-20236-continuing-temporary-suspension-and-modification-laws-relating-disaster-emergency
Among other prohibitions, the Interim Guidance limits all beaches to 50% capacity and bans “large gatherings, picnics, and beach parties.”
The Interim Guidance remains in effect during Phase 4 of re-opening. Therefore, the Town is not in a position to issue Special Event Permits for any event on the beach including catered events, regardless of their size.
Special Events at Residences
Under Phase 4 of the Governor’s re-opening plan, residential gatherings are limited to a maximum of 50 people.
A Special Event Permit is not required for a gathering at a residence if the following four conditions are met: the gathering is limited to no more than 50 people, outdoor music will be turned off by 9 P.M., cars will be parked on the residential property, and no tent will be erected. If one or more conditions can’t be met, a Special Event permit is required.
Special Events on Public Property
Under Phase 4 of the Governor’s re-opening plan, gatherings on public property are limited to a maximum of 50 people. It should be noted that reservations are not being taken for Town picnic areas and Fort Pond House at this time.
Under Phase 4 of the Governor’s re-opening plan, wedding receptions are limited to 50 people, including staff. Weddings are also subject to relevant SLA Guidance and New York State Department of Health “Interim Guidance For Food Services During The COVID-19 Public Health Emergency” at https://www.governor.ny.gov/sites/governor.ny.gov/files/atoms/files/Indoor_and_Outdoor_Food_Services_Detailed_Guidelines.pdf
For additional guidance, visit the Empire State Development website under "Guidance on Essential Businesses" at https://esd.ny.gov/
Special Event Applications
The Special Events Application Form is required for any special event as defined in the East Hampton Town Code Chapter 151 Special Events Permits https://www.ecode360.com/9230260
The standard application form is for events that fall into the following five categories – Residential, Commercial, Public Property (such as public park, beach, or other property which is open to the public), Parade/Walk-Run and Art Sale:
A short form is now available for catered events on public property of less than 50 people if certain conditions are met:
For a list of all fees pertaining to special events, please refer to the fee schedule below. These fees will be required to apply for and process a permit for a special event. (Checks should be made payable to: Town of East Hampton.) Fees not paid at the time the application is submitted, will result in a delay in processing the application.
Special Event applications should be submitted to the Town Clerk, in person or by mail.
Applications for events involving one to 100 participants, must be submitted at least 14 days before the event; for events involving 101 to 249 participants, the application must be submitted at least 30 days before the event; and for events involving 250 or more participants, the applications must be submitted at least 60 days prior to the event. For each application, the Town Clerk has the discretion to waive the submission deadline.
Once an application is deemed complete, it is reviewed by the Special Events Committee who has the authority to issue or deny a permit.
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
- Councilman Jeffrey Bragman
- Councilwoman Kathee Burke-Gonzalez
- Town Clerk Carole Brennan
- Legislative Secretary Gabriella Gelir
- Representative from Town Attorney’s Office
It should be noted that a Special Events Application is deemed complete upon receipt of a completed application form, any and all applicable fees and a certificate of insurance and indemnification agreement pursuant to § 151-16.