Special Event Permits

• Do I need a permit for my event?

  Special Event Permits are needed for any planned outdoor event that is organized, hosted or produced by any person, business, organization or corporation that will generate or invite public participation and/or spectators resulting in an impact on public streets, sidewalks, public lands, public facilities, adjacent private properties (i.e. races/walks, concerts, festivals, parties, parades, carnivals, food fairs, farmers markets, etc.).

• What application do I use?

  If you answer YES to all of the questions below AND food or alcoholic beverages will NOT BE SOLD at your event, you qualify as a Neighborhood Event/Block Party.

  If you answer NO to any of the questions below OR food and alcohol WILL BE SOLD at your event, please use the standard Special Events Permit Application.

  • Is the event meant for the residents of one block/neighborhood & their guests only?
  • Will attendance be fewer than 200 people?
  • Is the event closed to the general public?
  • Is the proposed block a local residential street?
  • Is the block free of bus routes?
  • Does the street closure exclude intersections?
  • Will this event end before 9 p.m.?

• What must I submit with my application?

  All applications MUST be submitted with a detailed site plan including: tent locations and sizes, sidewalk/parking lot/street closures, trash and recycling receptacle locations, generator locations, firework locations, food/beverage areas, inflatables/amusement ride locations, temporary structures, fencing, etc. 

  Other documents may be required. Please refer to the application for necessary documentation specific to your event elements. 
  

• When should I submit my application?

  In general, applications should be submitted several months in advance of the event date.  Below are submission guidelines based on attendance and event features.

  Event Features	3 Months	3 Months	2 Months
  Estimate attendance of 5,000 and over	X
  Estimated attendance of 1,000 to 4,999		X
  Estimated attendance of 999 and under			X
  Events Held at the Montgomery County Fairgrounds	X
  Fireworks/Food or Alcohol/Inflatables/Live Animals/Generators	X
  Street Closures	X

  Any applications received less than two (2) months in advance of the event date will be at discretion of the permitting agent and may not be accepted.  No Special Event Permit Applications will be accepted less than 4 weeks prior to the event date.

  Neighborhood Event/Block Party Permit Applications Guidelines

  Neighborhood and Block Party event applications should be submitted at least one (1) month prior to the event date, especially if the event contains the following features: tents, generators, inflatables, or amplified music. No Neighborhood Event/Block Party Permit Applications will be accepted less than two (2) weeks prior to the event date.
  

   

• Where do I submit my application?

  You may submit your application electronically using the online form here.

• How do I pay my application fees?

  After you submit your application, you will receive a confirmation email within 72 hours that will contain information on how to pay your application fee. Credit card payments can be made over the phone and in person. Checks can be made out to the City of Gaithersburg and mailed to the following address:

  Special Event Permits
  Department of Parks, Recreation & Culture
  City of Gaithersburg
  506 S. Frederick Avenue
  Gaithersburg, MD 20877

• Will any additional permits/inspections/fees apply to my event?

  Tent Permit – tents 12 feet by 12 feet or larger, and certain configurations of smaller tents abutting one another require a Tent Permit. Tent Permit Applications must be submitted at least two (2) weeks prior to the event.  The application can be found here.

  Electrical/Generator Permit – if your event includes the use of generators or special lighting, you may need a permit.  Please include the make and model of your generator(s) on your Special Event Permit Application. If you know you will need an electrical permit for your event, the application can be found here.

  Trailer Permit – trailers installed for any commercial use (construction trailers, sales trailers, office trailers, storage trailers, and the like) require a Trailer Permit. The application can be found here.

  Animal Services – if your event includes live animals, an inspection may be required. The Animal Services webpage can be found here.

  Traffic Support – events deemed to have a significant impact on traffic within the City may be required to hire off-duty Police Officers and/or Public Works staff to aid in traffic support during the event. 

  Montgomery County Food License – if you will be serving/selling food at your event you may require licensing through Montgomery County. The Department of Health and Human Services website can be found here.

  Montgomery County Alcohol License – if you will be serving/selling alcohol at your event, licensing is required through Montgomery County. The Alcohol Beverage Services website can be found here.

• What is the timeline for processing special event permit applications?

  After your application has been submitted, you will receive an email with information on how to pay your application fee and the next steps in the process.
  
  Applications typically take at least four (4) weeks to review, but applications for complex events could take several months.
  
  It is highly recommended that any requests for additional information/documentation by the permitting team be completed and submitted by the applicant as soon as possible to avoid any delays in the permitting process.