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Fire, Rescue & Emergency Management - Special Events Planning

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1. I am planning a special event. Do I need a building and / or zoning permit?

A zoning permit is required for most events unless they are listed as exempt activities. A building permit may also be required depending on the type of activities and structures planned for the event, such as inflatables, tents, and similar structures. See question number two for more about tents.

Requirements for submitting a zoning permit request, a permit application and relevant Zoning Ordinance language are online:

• Special Events Permit Requirements
• Special Events Permit Application
• Revised 1993 Zoning Ordinance: Article 5, Section 500: Temporary Uses / Zoning Permits

Please contact the Department of Building and Development at 703-777-0220 with any questions.

2. I'm planning to use a tent. Do I need a permit?

If the tent is greater than 400 square feet, you must contact the Fire Marshal's Officefor a use permit at 703-737-8600 or you may find the permit applications, fee schedule and instructions online:

• Permit Application, Fee Schedule and Instructions

If you are erecting a tent that is greater than 900 square feet, you must contact the Department of Building and Development at 703-777-0220 for construction permit requirements.

3. We are planning to serve food at the event. What health requirements do we have to meet?

If you are cooking or serving food, you must contact the Loudoun County Health Department at 703-777-0234. You may also download the Temporary Food Guidelines and Information Packet , which contains an application for a temporary food permit and instructions for completing the application.

4. Are event organizers required to obtain Temporary Food Permits?

Event organizers are not required to obtain temporary food permits, but vendors are required to do so. Event organizers are asked to provide a list to the Loudoun County Health Department of the vendors they expect to participate. The list of vendors can be compared to the applications that are received and if there are any discrepancies, many can be resolved prior to the event.

5. We are planning to serve alcohol at the event. What type of license do we need?

You may need a banquet, banquet special event, or mixed beverage special event license from the Virginia Department of Alcoholic and Beverage Control: Special Event Licenses. The department has information and application forms available online.

6. We want to display fireworks. Are certain fireworks illegal to possess?

Yes. Any firework that explodes, rises into the air, moves across the ground, or shoots projectiles into the air, is illegal to possess in Virginia. These devices include firecrackers, roman candles, pop bottle rockets, as well as shell devices used at public displays. Although it is fairly easy to obtain these items by going across state lines, possession and use of these devices is a Class 1 Misdemeanor in Virginia. Depending on the classification of the device, federal explosives charges could also be imposed for interstate transport. The Fire Marshal's Office recommends that only fireworks sold at retail stands in Loudoun County be used. Fireworks may not be used on public property, including streets and roads. These fireworks have been tested to ensure they are suitable for consumers and are on an approved list maintained by the Fire Marshal's Office. The application for the permit required for fireworks, fee schedule and instructions are available at Code Permit Applications. Note: Fireworks are covered on page two of the fee schedule.

7. We will need to close some streets. How do we do that?

You will need to obtain a permit from the Virginia Department of Transportation (VDOT) to close any streets. The department has information and application forms which we have combined online in one document:

• VDOT Form and Instructions
• Get free Adobe Reader

8. We will have items for sale. Do we need a license?

Usually when a business is engaged in sales activity in Loudoun County, the business owner must obtain a Loudoun County Business, Professional, and Occupational License. However, in 2004, the Board of Supervisors approved an exemption from this requirement for any "itinerant vendors" who participate in special events in the county lasting seven days or less. This exemption applies only to participants in events which occur in the county and outside of Loudoun's seven incorporated towns. Vendors participating in events which occur within an incorporated town must contact that particular town to find out about their requirements, if any.

All vendors must be registered with the Virginia Department of Taxation for the collection and remittance of Virginia retail sales tax.

Event organizers are required to submit a list of all participating vendors to the Commissioner of the Revenue at least fourteen days prior to the proposed start of each special event and advise each vendor of his or her responsibility to collect and remit Virginia retail sales taxes on all taxable sales.

For additional information please contact the Commissioner of the Revenue Office at 703-777-0260, btax@loudoun.gov,or P.O. Box 8000, Leesburg, VA 20177-9804.

9. Do we have to provide water if it's an outdoor event? What about toilet facilities?

You do not have to provide water if it's an outdoor event. Food vendors will need water from an approved source. Many vendors bring water with them or obtain it at the event. When portable toilets are used at large gatherings, a minimum of 1 toilet per 100 people is required.

10. How do we set up garbage collection and recycling service for the event?

Place litter receptacles and recycling bins in high traffic areas, near food and beverage vending areas, restrooms, and at entry and exit points. A recycling bin should be placed next to each litter receptacle to ensure recyclables are not tossed in the trash. Recycling bins should be clearly marked to help prevent them from being used for trash. The Loudoun County Office of Solid Waste Management has Clear Stream" recycling bins available for loan on a first-come, first-served basis. Find out more event planning tips from the Office of Solid Waste Management

Additional information including providers of waste collection / recycling services, vendors of recycling bins and litter receptacles, and local recycling drop-off center locations is also available by calling 703-777-0187.

11. I'd like to hold an event on the grounds of the Loudoun County Courthouse in Leesburg. What should I do?

An application for the use of the grounds of the Loudoun County Courthouse is available online at Courthouse Grounds Facility Committee. When completed, send the form to: Office of the County Administrator
1 Harrison St., S.E.
Mailstop #02
Leesburg, VA 20175