Special Event Permit Application

Before completing this application please refer to the "Special Events, Parades, and Public Gatherings Permitting Process" webpage.

Date & Time Received:                                            By:                                                 Application #:                         


City of Reading Special Event

This application must be submitted 90 days prior to the Event along with application fees and security deposit.


Name of Event:                                                                                                                                                                         
Requested Date(s) for the Event:                                                                                                                                     

Event Activity

Starting Date(s)

Ending Date(s)

Starting Time

Ending Time

Set Up





Actual Event





Tear Down





Clean Up






Rain Date(s) for the Event:_________________________________________________________________
Purpose: (please explain or attach a copy of your agenda or planned activities)                                                 



Number of persons expected to attend:                                         

For all non-stationary Events route to be traveled, starting point and termination point. Also include a statement as to whether the Event will occupy all or only a portion of the width of the street/trail proposed. Include a copy of the proposed route and/or map including assembly and disbanding area and specific details as needed.




The approximate number of persons, vehicles, and animals which will constitute the non-stationary Event (please include a description of the vehicles):___________________________________________


The cost of admission, if any, and whether the Event is public or private: _____________________________

Conditions and restrictions on the use of alcoholic beverages. Submit a list of all vendors who will provide alcohol: _____________________________________________________________________________


Sale of food: Yes_______________(submit copies of health permits)            No _______________

List all food vendors: _______________________________________________________________________

Please supply a completed Vendor Health Permit Application with required documentation for each food vendor and a $10.00 per vendor fee for each food vendor, to the Property Maintenance Division NO LATER THAN 15 DAYS PRIOR TO THE EVENT DATE. Submission of the Event Vendor Health Permit Applications and $10.00 per vendor fee (payable to the City of Reading) is due to the Property Maintenance Division at the City of Reading, 815 Washington St., Room 1-30, and Reading PA 19601.

Other sales: Yes             No            


Attach a list of all sales vendors including Name of Business, Contact Name, Mailing Address, Phone Number, Email and type of business.

Number of volunteers/workers: ______________________________________________________________
   List company who will remove all trash/garbage and recycling: __________________________________
Parking Plan:_______________________________________________________________________________

Tents that are 400 Sqft OR larger, shall require a Tent Permit from the Fire Department along with $150 fee.

Tents, structures, or entertainment devices: ___________________________________________________



What will be done under the tent? (Ex. Cooking, tables, chairs, lighting, HEATERS or any flame producing

devise, etc.)____________________________________________________________________


Provider of portable toilets and hand washing sinks: ____________________________________________
   Professional Event organizer information:____________________________________________________
Security and crowd control plans:____________________________________________________________
If security firm, Contact Person: _______________________________________________________________



Do you require electric hookup? (be specific):                                                                                                              
Additional fee is applicable.  Be sure to contact Public Works.

Include certificate of comprehensive general liability insurance in the amount of one million dollars naming the City of Reading as additional insured. Also include other affected entities.

Water/wastewater, disposal of soapy water, rinse water, cooking oil, syrups, etc must be disposed of according to all Federal, State and Local regulations.

For field, court, and facility rentals, please contact the Recreation Commission at 610-655-6203 to tentatively reserve the site, in addition to completing this form. (Rentals will be charged separately and will fall under the additional services.)


Applicant Information

Applicant Name:                                                                                                                                                                        
Daytime Telephone Number:                                                                Cell Number:                                                                     
Email:                                                                                                                  Fax Number:                                                                      
Address: (please include City, State, and Zip)                                                                                                                                   
Organization Name:                                                                                                                                                        
Organization Address:                                                                                                                                                                               
Organization Telephone Number:                                                                                                                                                               
Contact Name at Organization:                                                                                                                                                            


Person Seeking to Conduct Event (Chairperson)

Name and Title:                                                                                                                                                                         
Telephone Number:                                                                Cell Number:                                                                    
Address: (please include City, State, and Zip)                                                                                                                                  


I declare under penalty of perjury that to the best of my knowledge these statements are true and correct. I understand that this application is a contract between the City of Reading and myself and/or the organization/entity requesting the permit.

APPLICANT’S SIGNATURE:                                                                                                                                                     

Please print name:                                                                                                                                                                       

The Applicant for a Permit shall indemnify and hold harmless the City, its officers, employees, agents, and representatives against all claims or liability and causes of action resulting from injury or damage to persons or property arising out of the Event. The Applicant assumes responsibility for all duties and obligations under the Code of Ordinances of the City of Reading, Chapter 576 Vehicles and Traffic, Part 12 Parades, Special Events, and Public Gatherings, including payment for the Event.


Notice: The chairman or other person heading or leading this activity SHALL carry the permit upon his/her person during conduct of this activity and make same available upon request of the Chief of Police or his/her designee.

o   Police Chief or designee               Signature:                                                            Date:                              

o   Community Site only

o   Community Site application determined to be Special Event

o   Special Event permit #:                                Approved:              Partial Denied:              Denied:          



City of Reading
815 Washington St Reading, PA  19601 www.readingpa.gov


Hold Harmless/Indemnification Agreement



For and in consideration of the City of Reading issuing a permit for a Community Site Event or Special Event,   
(applicant)   hereby   agree   to   hold   the   City   of Reading, its Agents and Employees, harmless from any and all actions, causes of actions, claims, damages, costs, loss of services, attorney fees, expenses and compensation on account of, or in any way arising  out  of  my  participation  in  any/or  all  event(s)  during  the                                                                                                            (event)  held  on  _______________________________,  at  ________________________________ Reading, Pennsylvania; and further agrees to indemnify the City of Reading, its Agents and Employees, against any loss as a result of claims of persons or entities arising from the conducting of said event.

IN WITNESS WHEREOF, the above named, intending to be legally bound, has executed this Hold Harmless and Indemnification Agreement this _________________ day of ______________.


Applicant’s  signature


Sworn to and subscribed before me this __________________ day of ______________, ___     .



Notary Public