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Dear Event Sponsor, Thank you for your interest (The City of Havre de Grace)

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City of Havre de Grace Special Events Application Page 1 of 10 City Representative Initial____
REV 3 December 18, 2020
Dear Event Sponsor,
Thank you for your interest in holding an event within the City of Havre de Grace. The City is a lovely
setting to hold events and activities. With our beautiful tree-lined streets, stunning views of the Chesapeake
Bay and Susquehanna River; and friendly, hometown atmosphere, we are proud to showcase all we have to
offer.
Any organized activity involving the use of, or having impact upon, City property or City facilities including
parks, sidewalks, street areas or the temporary use of City property in a manner that varies from its current
land use, requires a special event permit. Your event cannot be advertised until the application has been
submitted and approved by the Mayor and City Council.
Events and activities within the City have proven to be successful because we have put in place the
EVENT APPLICATION AND CHECKLIST to ensure a fun and safe event for you and your guests.
Please keep a copy of the Event Application, Guidelines, Checklist and Contact Information sheet for your
files as you plan and execute your event.
Yes Completed and signed application
Yes Certificate of insurance
City must be listed as an additional insured and include a waiver of subrogation,
minimum liability limits of $1 million dollars
Yes Complete and detailed site plan to include maps
Yes Documentation of non-profit status
Yes Traffic control plan (if applicable)
Yes State Highway Permit (if applicable)
Again, thank you for your interest in holding your event here in Havre de Grace. If I can be of further
assistance, please do not hesitate to contact me.
Sincerely,
Patrick Sypolt
Director of Administration
711 Pennington Avenue
Havre de Grace, MD 21078
Questions: 410-939-1800 x1131
Email: patricks@havredegracemd.com
711 PENNINGTON AVENUE, HAVRE DE GRACE, MARYLAND 21078
WWW.HAVREDEGRACEMD.COM
410-939-1800
City of Havre de Grace
Administrative Assistant
Tammy Brinkman
410-939-1800 x1122
tamarab@havredegracemd.com
Applications must be submitted 45 days prior to the event.
City of Havre de Grace Special Events Application Page 2 of 10 City Representative Initial____
REV 3 December 18, 2020
EVENT APPLICATION & CHECKLIST:
ALL required information for initial submittal of the special event application must be complete.
Applications will not be accepted without this minimal information.
EVENT APPLICATION - GUIDELINES
Events and activities within the City have proven to be successful because we have put in place the
following guidelines to insure a fun, safe event for you and your guests.
The City of Havre de Grace has
the right to deny any application.
To ensure a safe and successful event, the following conditions apply:
• If you are planning to mark spaces on City property, or roadways you must use washable paint. No
other paint is allowed.
• Nails, screws, ropes or wires attached to any tree are not permitted. Stakes are not permitted in Tydings
Park.
• No cooking devices closer than 10 feet from the base of a tree, 25 feet from any building and NEVER
under any building, pavilion or awning.
• No audio equipment used before 7 am or after 10 pm.
• Vehicles are not permitted on park grounds: Hutchins Park paved area is the exception, however
vehicles are not permitted under the Pavilion. This includes loading and unloading. No exceptions.
Additional fees will apply for damage to the grounds caused by your event.
• Alcoholic beverages are not permitted at City Parks, unless you have permission from the Mayor and
City Council, and you apply for and receive a Liquor License from the Harford County Liquor Board.
The Liquor Board requires a permit if alcohol is to be served – please note rules and regulations:
http://www.hclcb.org/alcoholic-beverage-license-applications
The Harford County Liquor Board Permit Application must be signed by the City. A copy of the
approved application must be provided to the Administrative Assistant 3 working days prior to the
scheduled event.
• Food Service – If you are providing food at your event you may need a Temporary Food Service
License. Contact the Harford County Health Department at: https://harfordcountyhealth.com/.
• A copy of your non-profit tax exempt certification must be provided along with your application.
• Please note: The City does not provide nor install fencing or portable bathrooms.
• Please note: The City is not responsible for the collection and disposal of trash generated by your
event, unless prior approval was granted by the Mayor and City Council.
• ONLY Non Profit Groups that obtain an “APPROVED” special event application may place
“APPROVED” signs in “APPROVED” locations within the City’s right-of-way 21 days prior to the
event and signs must be removed within 48 hours following the event.
• It is the responsibility of the sponsor to contact Emergency Medical Services (EMS) if onsite services
are needed.
• The City of Havre de Grace has the right to deny any application, the right to add, delete or modify any
of the conditions for the permitting of an event at any time it is deemed necessary by the Director of
Administration.
City of Havre de Grace Special Events Application Page 3 of 10 City Representative Initial____
REV 3 December 18, 2020
EVENT APPLICATION CHECKLIST:
EVENT NAME:
Sponsor Organization:
Business Address:
On Site Contact Person:
Contact Information Phone: Email:
Back-Up Site Contact Person:
Contact Information Phone: Email:
Note: The onsite contact must be at the event the entire duration to include set-up and break-down.
Is the Sponsor Organization a Havre de Grace 501 C3? _____ Yes _____ No
Is the Sponsor Organization a 501 C3? _____ Yes _____ No
Tax ID # _________________
If the Sponsor Organization is not a Havre de Grace Non-Profit, please provide additional details below:
Event Category:
_____ Athletic/Recreation _____ Concert/Performance _____ Other (explain)
_____ Festival _____ Carnival ________________________
_____ Parade _____ 5K/10K/Walk * ________________________
_____ Rally _____ Fishing Tournament ________________________
* a fee may be charged
Date/Time:
If this is a multi-day event, please attach a detailed summary with applicable dates and times.
Setup Date: Begin Time:
Event Starts Date: Time:
Event Ends Date: Time:
Breakdown Date: End Time:
Rain Date Date: Is timeframe the same? _____ Yes _____ No
If no, include new times:
Location: (see attached map)
_____ Millard E. Tydings Memorial Park _____ Community Pavilion at
Frank J. Hutchins Memorial Park
_____ Concord Point Park _____ David Craig Park
_____ McLhinney Park _____ K-9 Cody Dog Park
_____ Veteran’s Park Other location, please explain:
(No vehicles permitted on park grounds - fees will apply for damage to the grounds.)
City of Havre de Grace Special Events Application Page 4 of 10 City Representative Initial____
REV 3 December 18, 2020
Anticipated Attendance: _________ Admission Fee (if any):
Requested City Services:
If your event needs assistance from the City for services, please check the appropriate boxes below:
Note: Only those services approved prior to the event will be provided.
Traffic Control: Please explain and attach a map (e.g. Google Maps) of intersections and street
names affected and any road closures.
Note: Route 7 and Route 155 are State Roads. You must obtain a Special Event Permit from
Maryland State Highway as well as City of Havre de Grace.
Parking / No Parking Signs: Please indicate on a map the areas to be designated for Parking /
No Parking (include Handicap Parking).
Public Restrooms: Public Restrooms are available and located at or near Millard E. Tydings
Memorial Park and City Yacht Basin, Frank J. Hutchins Memorial Park, Concord Point and
McLhinney Parks.
Trash Containers: (in addition to existing containers) Please indicate if additional containers
will be required and the number needed: _________
Recycling Containers: Required for all organizers of events serving food or drink and events
expected to have 200 or more persons in attendance. (per State of Maryland Law enacted in 2015)
Please indicate the number of containers needed: _____
Trash Collection and trash disposal is the responsibility of the Event Sponsor. (Roll off
dumpster is the responsibility of the event organizer.)
Water Supply Needed: please explain:______________________________________________
Electricity Needed: please attach an electrical site plan that includes the layout of extension cords,
generators and anticipated amperage draw.
Staff: Event Sponsor requires City Staff to be on site. Please provide details of this request:
Other: Please explain:
City of Havre de Grace Special Events Application Page 5 of 10 City Representative Initial____
REV 3 December 18, 2020
Food Service:
It is your responsibility to contact and comply with the Harford County Health Department
Regulations. It is also the EVENT SPONSOR’S responsibility to ensure the removal of (take with
you) cooking oils and greases, food, trash, and recyclables, such as cardboard boxes, generated by
vendors when the event is over.
Alcohol:
____ Yes ____ No Will there be alcohol sold at your event?
____ Yes ____ No Will there be alcohol given away at your event?
Alcoholic beverages are not permitted at City Parks, unless you have permission from the Mayor and City
Council and you apply for and receive a Liquor License from the Harford County Liquor Board.
The Harford County Liquor Board requires a License if alcohol is to be served – please note rules and
regulations: http://www.hclcb.org/alcoholic-beverage-license-applications.
The Harford County Liquor Board Permit Application must be signed by the City. A copy of the approved
License must be provided to the Administrative Assistant prior to the scheduled event. Again, it is the
EVENT SPONSOR’s responsibility to contact the Liquor Board for the appropriate permit.
Please describe your security plan to ensure the safe sale and distribution of alcohol at your event. Include
how attendees of legal drinking age will be identified.
Security:
____ Yes ____ No I acknowledge that I have contacted the Havre de Grace Police Department’s Police
Services Commander to discuss concerns regarding safety and security during the event.
Gambling:
____ Yes ____ No Will there be raffles, 50/50 and other gambling games?
A copy of the approved License must be provided to the Administrative Assistant prior to the scheduled
event. It is your responsibility to contact the Harford County Sheriff’s Office for the appropriate
permit: https://harfordsheriff.org/services/gambling/.
First Aid Services/Medical Plan:
Please describe your medical plan including the number of first aid staff and/or first aid stations within the
perimeter of your event. Please include your communication plan and types of resources that will be at your
event for medical emergencies.
It is the responsibility of the EVENT SPONSOR to contact Emergency Medical Services (EMS) if
onsite services are needed.
City of Havre de Grace Special Events Application Page 6 of 10 City Representative Initial____
REV 3 December 18, 2020
Event Site Plan:
Your event application must include a detailed site plan (attach a map such as Google Maps) to include the
following:
o The location of fencing and/or barricades. (Fencing plans must indicate areas within the plan that
are removable for Emergency Access.
o The location of First Aid station and/or ambulances.
o The location of all stages, tents, canopies, portable toilets, trash containers, recycling containers, beer
gardens, vendors, controlled admissions areas and any other temporary structures and activities.
o General locations and/or source of electricity.
o Placement of vehicles or trailers. (No vehicles permitted in Tydings Park).
o Exit locations for outdoor events that are fenced.
o Due to the irrigation system, no tents or canopies can be erected in Tydings Park using stakes;
only weights can be used to secure the tent or canopy.
o If you are erecting tents or fencing on City property, you are required to notify Miss Utility 7 days
prior to the event due to underground electric lines and other utilities: Phone: 800-257-7777.
o Other related components of your event not listed above.
Advertising/Signage:
Approved special events may place “APPROVED” signs in “APPROVED” locations within the City’s
right-of-way 21 days prior to event and must be removed within 48 hours following the event.
Who may post a sign?
o Only Non-Profit Organizations may post event signs.
When should signs be posted?
o Signs may be posted 21 days prior to the event, and must be removed 48 hours after the event.
What is an Approved Sign?
o Professionally manufactured yard signs, not larger than 18” x 24”.
What is not an approved sign?
o Hand written, hand-painted or hand-drawn signs are not permitted.
Approved Locations:
o City Right of Way and City Parks
▪ May not be placed in a city flower bed/garden.
▪ May not be placed on a City right of way that is in front of a private residence.
o Special permission from the Maryland State Highway Administration must be obtained for signs
located on:
▪ Otsego Street
▪ Revolution Street
▪ Superior Street
▪ Union Avenue
▪ US Route 40
▪ Ohio Street (https://www.roads.maryland.gov/mdotsha/pages/index.aspx?PageId=807)
o Special permission must be obtained for any signs placed inside the gates of Bulle Rock.
City of Havre de Grace Special Events Application Page 7 of 10 City Representative Initial____
REV 3 December 18, 2020
Walking and Running Events:
o Per Ordinance 986, walking and running events will be subject to an application fee.
(Please see below)
o Race events will not be permitted on Federal Holidays. Race events will only be permitted on Saturdays
(with no rain date).
o Sponsor will provide insurance documents with limits of liability of at least $1,000,000 naming the City
of Havre de Grace as an additional insured and including a waiver of subrogation.
o Sponsor will provide for participant safety (Sponsor to contact local EMS).
o Sponsors will receive an invoice from the City of Havre de Grace upon City Council approval. Payment
in full is required within 30 days.
o Non-compliance with submission of fee will result in a cancelled event.
Walk/Run Event Fees:
▪ For Profit Organization $3,000
▪ Non-Profit Organization $1,500
▪ HDG Non Profit or HDG Organization Sponsorship and Sole Beneficiary $0.00
City of Havre de Grace Special Events Application Page 8 of 10 City Representative Initial____
REV 3 December 18, 2020
Affidavit:
Each sponsor shall provide a waiver holding the City and its employees harmless from liability.
The Applicant agrees to defend, indemnify and hold harmless the City of Havre de Grace, its agents,
representatives, officials and employees, from and against any and all claims, damages, losses and expenses
(including but not limited to attorney fees, court cost, and the cost of appellate proceedings), relating to,
arising out of, or alleged to have resulted from the acts, errors, mistakes, or omissions of the Applicant, its
agents, employees, contractors, subcontractors, customers, invitees, guests or other persons doing business
with the Applicant, in connection with the Special Event described in this Application, provided that such
claims, damages, losses and expenses are attributable to bodily injury or to injury to or destruction of
property. Any cancellation must be made 48 hours prior to the scheduled event.
I have read and understand all of the attached policies and will abide by all policies, rules,
regulations, and conditions as written. I understand that the Special Event Permit is not
transferable to any other Sponsor, Individual or Group. I also understand the event cannot be
advertised until the application has been submitted and approved by the Mayor and City Council.
Print Name of Event Organizer
Title
Phone Email
Signature
Date
Event Title:
Received by
City Official Date
Notification: Internal Use Only:
DPW ___________________________
PD _____________________________
Ambulance Corps _________________
SHCO ___________________________
Impacted Museums
City of Havre de Grace Special Events Application Page 9 of 10 City Representative Initial____
REV 3 December 18, 2020
IMPORTANT CONTACT INFORMATION FOR YOUR PLANNING NEEDS
Please keep a copy of this sheet for your files as you plan and execute your event.
The City of Havre de Grace
410-939-1800
x-1131
Patrick Sypolt, Director of Administration
patricks@havredegracemd.com
Havre de Grace Department of
Public Works (DPW)
410-939-1800
x1107
Tim Whittie, Director of Public Works
timw@havredegracemd.com
Havre de Grace Office of Tourism
410-939-2100
Lauri Orzewicz, Manager of Tourism & Marketing;
laurio@havredegracemd.com
Please contact if you need help with advertising your event.
Havre de Grace Police Department
410-939-2121
Capt. John Krass, Capt. Joe Alton
Havre de Grace Ambulance Corps
443-413-9486
Chief Pete Quackenbush
Concord Point Lighthouse
410-939-3213
The Decoy Museum
410-939-3739
The Maritime Museum
410-939-4800
The Lock House Museum
410-939-5780
Liquor Control Board
410-638-3028
http://www.hclcb.org/alcoholic-beverage-license-
applications
Harford County Health Department
410-638-3344
https://harfordcountyhealth.com/
Harford County Sheriff’s Office
410-838-6600
https://harfordsheriff.org/services/gambling/
Miss Utility
800-257-7777
You must call if erecting a tent or driving stakes into
the ground. Miss Utility will ensure that you do not
hit buried electrical lines. State Law requires that
Miss Utility be called 48 hours prior to work
commencing.
State Highway Administration
https://www.roads.maryland.gov/mdotsha/pages/i
ndex.aspx?PageId=807
Party Rentals
Port-a-Pots
Fencing (temporary)
Sound System/D.J.
Food/Beverage Vendor(s)
City of Havre de Grace Special Events Application Page 10 of 10 City Representative Initial____
REV 3 December 18, 2020
CONCORD POINT
PARK
VETERANS
PARK
McLHINNEY
PARK
K-9 CODY
DOG PARK
100 Lagaret Lane
PUBLIC
PARKS
in
HAVRE DE
GRACE
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Dear Event Sponsor, Thank you for your interest (The City of Havre de Grace)

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Completed 17 February 2021

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