Special Event Guidelines

Special Event

Planning an event? Please follow these steps to obtain authorization:

Coordinators of most events that take place on public property owned or controlled by the Borough of West Reading must obtain a special event permit. The Borough of West Reading shall be charged with the responsibility of determining whether or not a particular applicant shall be entitled to hold a special event. The Borough of West Reading shall also take into account the frequency with which such events are held and the convenience of the public in relation thereto.

The Borough of West Reading will also consider:
  • Whether any inconvenience which may be suffered by the general public is outweighed by the potential benefit to the community as a whole.
  • Whether the holding of the special event as planned would create an undue burden upon the manpower resources of the Borough of West Reading and whether the health and safety of the public would be compromised.

Please note: Events planned to take place exclusively on private property do not need a special event permit.

What Permit is required for My Event?

If your outdoor event will require temporary use of any portion of a Borough street or sidewalk, you must obtain a special event permit.

Special Event Permit Application Requirements
  • All Special Event Permit Applications are due 30 days prior to the event. Applications for gatherings anticipating 2000 or more persons must be made 60 days prior to the event.
  • The completion of the application does not constitute an automatic approval. Please anticipate a two-week review period.
  • The Event Coordinator must submit a Special Event Street Closure Application, and petition form signed by 75% of all occupied properties (including businesses) for each block to be closed.
  • You are encouraged NOT to make any additional arrangements for your event until you have received approval for your event.
  • The Borough has the right to deny any special event permit application if the activity proposed is illegal or poses a significant threat of harm or damage to the facilities, event staff, volunteers or attendees, or if the Event Coordinator fails to establish responsible supervision and planning for the event.
For classification purposes, the Borough shall review the application using the following criteria:
  • The anticipated number of extra personnel hours which shall be required to be furnished by the Borough to accomplish the necessary public safety and sanitation components of the special event; technical assistance required from Borough employees.
  • The anticipated number of persons attending the event over the entire period of the special event.
Event Coordinator Requirements and Responsibilities
  • The Event Coordinator must be at least 21 years of age.
  • The Event Coordinator must provide a day-of-event contact. Having reliable access to this contact is critical for delivery of Borough services. The Event Coordinator is responsible for notifying the Borough of any changes in address, phone number and other contact information.
  • The Event Coordinator is responsible for providing for the safety of event staff, volunteers and attendees.
  • The Event Coordinator must accurately state the times of the event. All set-up, event activities and dismantling must occur during the times stated on the application.
Cancellation and Other Notices
  • Cancellation of an event must be submitted in writing to the Borough. This notification must be received a minimum of 14 days prior to the scheduled event date.
  • The Borough of West Reading is not responsible for damaged, lost, or stolen items.
  • Personnel of the Borough of West Reading may at their discretion shut down an event if the activity is illegal or poses a significant threat of harm or damage to the facilities, event staff, volunteers or attendees, or if the Event Coordinator fails to establish responsible supervision and planning for the event. Infractions of applicable rules, laws, ordinances, or terms of the special event permit while using the facilities or public space will be grounds for cancellation of the remainder of the event and denial of future special event permit applications and may result in criminal charges. No rescheduling will be provided for events that are shut down by the Borough.
Deadlines Summary
  • 60 Days Before Event - Special Event Application submitted for gatherings numbering 2000 or more persons
  • 30 Days Before Event - Special Event Application submitted for gatherings numbering 250 to 2000 persons; Notification of affected residents and businesses complete; Request for Borough services submitted; All other forms submitted (i.e. enclosure plans, medical services provider, parking facilities plan, etc.)
  • 14 Days Before Event - Event cancellation deadline for gatherings numbering 2000 or more persons
  • 10 Days Before Event - Permit application withdrawn if all paperwork has not been received
  • 3 Days Before Event - Last day to cancel Police security for gatherings numbering 250 to 2000 persons without fees
  • Day of Event - Event set up and tear down occur within approved timeframe
Additional Event Requirements and Information

The Borough of West Reading and other agencies, government or private, may require other permits, security services or equipment for the activity. Acquisition of these extra services and equipment is the Event Coordinator's responsibility.

Emergency Action Plan

The Borough of West Reading may determine the need for an Emergency Action Plan to be created for your event based on the nature or size of the event. This determination will be made on a case-by-case basis. If required, the written plan must be submitted a minimum of 30 days prior to the event.

Emergency Medical Services

Emergency Medical Technician (EMT) personnel will be required for all events with more than 1,000 participants and may be required for some smaller events, depending on the nature of the event. The Fire Marshal makes the final determination for whether or not EMT services are needed. All costs for these services is the responsibility of the Event Coordinator.

Equipment, Barricades, Tents and Canopies

You will need to provide all equipment for your event. This includes, but is not limited to tables, chairs, audio equipment, barricades and tents. If you wish to barricade any street, you must have it listed on your special event permit application and approved by the Borough of West Reading Police Department.

Please note that equipment, barricades, tents, canopies, etc. must not block curb cuts, accessible parking spaces, accessible paths of travel, etc. An accessible path of travel must be a minimum of 36" - 48" wide for one-way traffic and 60" wide for two-way traffic. The path should be free from obstruction; covers for cords in the path should not exceed a half inch in height.

All tents over 400 sq. ft. (for example, larger than 20' x 20' or 16' x 25') must be inspected prior to the event. Information required for tent placement are a diagram of the tent size(s), including an overhead view of placement; certificate of flame resistance; certificate of insurance listing the Borough of West Reading as certificate holder; and the tent installer's contact information.

Event Notification to Residents and Businesses

Events that require temporarily closing streets or sidewalks require event notification to nearby residents and businesses. You are responsible for notifying the neighbors and businesses in the surrounding area of your event at least 30 days prior to the event. Please show respect to our local neighbors and businesses by giving them notice about any impact the event may have on them. Common factors to consider are traffic, noise and temporary street closures.

At a minimum, you should plan to notify:
  • Residents and businesses on and adjacent to a proposed temporary street closure.
  • Residents and businesses who may be seriously impacted by the temporary street closure (especially those whose primary access to their property is affected by the closure).
Food and Drink Sales

It is the responsibility of the Event Coordinator to comply with the current Department of Public Health guidelines for food preparation and sales. All Temporary Food Establishments (TFE) require an onsite inspection on the day of your event.

All food vendors must have a proper fire extinguisher on site if using cooking equipment, the following is a vendor set up checklist that pertains to fire safety and should be shared with all food vendors prior to the event. The Fire Marshal may determine the need for Fire Watch personnel based on the food preparation plans for your event. All costs for these services will be invoiced to the Event Coordinator.

Event Coordinators are responsible for ensuring that all food and drink vendors associated with the event clean up their sites and properly dispose of trash after the event.

Insurance and Liability

Events where any alcohol is served, provided, or sold require commercial general liability coverage with a Host Liquor Liability endorsement. Additionally, events where liquor is served, provided, or sold require liquor liability insurance.

If a caterer/vendor is serving liquor, they must provide a certificate of insurance with the aforementioned coverage listing the Borough of West Reading as an additional insured. Large scale events with multiple vendors selling/distributing alcohol require the event applicant(s) to provide liquor liability insurance coverage.

For events where inflatables/bounce houses are operated by a third-party vendor, the vendor's commercial general liability coverage and certificate of insurance will be accepted in lieu of the applicant obtaining separate liability coverage.

Insurance Requirements
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
 
Liquor Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate.
 
Additional Insured
Certificates of insurance must list the Borough of West Reading as an additional insured. The certificate holder information should read as follows:
Borough of West Reading
500 Chestnut Street
West Reading, PA 19611
 
Noise

The Borough of West Reading has a noise ordinance regulating excessive noise that disrupts citizens between the hours of 10:00 p.m. to 7:00 a.m.

A special event permit does not give an Event Coordinator permission to violate the Borough noise ordinance unless the permit explicitly states otherwise.

Parking

Ensure that your event plan includes adequate arrangements for parking. A special event permit does not give an Event Coordinator permission to tow vehicles from reserved or closed areas.

Police Services

The need for security and other police services will be determined and enforced by the Borough of West Reading Police Department for all events. Depending on the size and nature of the event, police services may include security, traffic control, parking direction, route layout, etc.

In the event of cancellation, it is the Event Coordinator's responsibility to cancel event security 72 hours prior to the event. Failure to do so will result in the Event Coordinator being responsible for full payment to the security officers at the Police Department's established minimum rate.

Restroom Facilities

The Borough of West Reading does not provide portable toilet facilities. The Event Coordinator must provide adequate toilet facilities for their planned event. Please contact a local rental company to provide these services.

Whenever possible, Event Coordinators should avoid placing portable toilets in front of street-level businesses.

To accommodate for accessibility needs, at least 1 out of every 6 portable toilets being an accessible portable toilet is preferred. If only 1 portable toilet will be provided, it is recommended that the portable toilet be accessible. Accessible portable toilets should be placed on a firm, level, stable and slip-resistant surface with the front of the portable toilet flush to the ground, with a rise of no more than a half inch.

Trash and Recycling

The Event Coordinator is responsible for making arrangements to ensure proper trash and recycling receptacles are provided at the event. The Event Coordinator is also responsible for ensuring the entire event area is clean and free of trash, recycling, animal waste and other debris during and at the conclusion of the event. Whenever possible, Event Coordinators should avoid placing trash and recycling receptacles in front of street-level businesses.

In general, one 96-gallon trash cart will serve up to 17 attendees, and one 96-gallon recycling cart will serve up to 25.

Electricity

The Borough of West Reading does not provide electricity or electrical service, sources or outlets for events. The Event Coordinator is responsible for conducting a site assessment to determine their electrical needs and, if required, may rent generators from local companies. The Event Coordinator is responsible for providing safety protection from hazards associated with any utilities.

Requests for Waiver

Organizations requesting a waiver must complete the appropriate waiver request form. Waiver requests will be presented to the Borough Council for consideration at a Council meeting. The Borough may establish a cap on the number of waivers that may be granted during any fiscal year.