[HISTORY: Adopted by the Town Board of the Town of Lancaster 9-2-2025 by L.L. No. 5-2025. Amendments noted where applicable.]
As used in this chapter, the following terms shall have the meanings indicated:
IN CHARGE CONTACT PERSON
The person who is charged and authorized by the sponsor to serve as the sponsor's agent and who is charged and authorized by the sponsor with overall responsibility to administer and manage the special event.
PUBLIC PROPERTY
Property which is owned, operated, maintained, and/or controlled by the Town. Examples of public property include, but are not limited to, parking lots, streets, sidewalks, and parks.
SPECIAL EVENT
An event conducted by an individual or entity other than the Town which is 1) proposed to be held on public property or on private property but affecting public property or 2) requiring Town support services. Examples include, but are not limited to, block parties, festivals, street art shows, public celebrations, filming of commercials/advertisements, television/cable shows, and/or movies, outdoor concerts, parades, road races, drive-through meal fundraisers that are cooked on or off site (such as chicken BBQs) and walkathons.
SPONSOR
The individual, group of individuals, corporation, limited liability company or other entity seeking permission to conduct a special event.
SUPPORT SERVICES
Town officials, employees, department members, including volunteers, equipment and other resources which may or must be provided by the Town to ensure that a special event is conducted in such a manner so as to protect the safety, health, property and general welfare of its citizens. Examples include fire protection, crowd management control and traffic management and control.
A. 
Special Event Permit. It shall be unlawful for any sponsor to conduct a special event without a permit.
B. 
Special Event Permit application.
(1) 
The sponsor must apply for the Special Event Permit at least 60 days prior to the special event.
(2) 
Such application shall be made to the Town Clerk's Office, with the fee as established by resolution of the Town Board, and include:
(a) 
The name, address, and phone number of the sponsor.
(b) 
The person in charge or overall chairperson of the proposed special event and his or her contact information.
(c) 
At all times of the proposed event there must be a contact person in charge. For each contact person or persons in charge, the following shall be provided: name, cell and landline phone numbers, e-mail address, times during which that person will serve as an in-charge contact person, and the location of that person during that person's in-charge contact times.
(d) 
The purpose of the special event.
(e) 
The date, hours, and location (including a map) of the special event included designated parking areas.
(f) 
The number and ages of expected participants and an estimate of the number of spectators.
(g) 
A plan showing how to address and provide or make provisions for crowd control, temporary bathroom facilities, garbage facilities, water and electricity, any noise complaints, and any other issue which may impact public health, welfare, safety, or convenience.
(h) 
The support services which will be required from the Town.
(i) 
Whether alcohol will be served. If so, there must be compliance with the requirements of the New York State Liquor Authority.
(j) 
Whether there will be mobile food vendors. If so, there must be compliance with the requirements of the Fire Code of New York State Operating Permit Requirements; proof of insurance and proof of Erie County Health Department Food Service Establishment Permits shall be required.
(k) 
Whether there will be live music or sound produced through electronic speakers, and if so, particulars, including the hours and days thereof. No amplified sounds shall be allowed past 10:00 PM.
(l) 
Whether there will be fireworks displays. If so, there must be compliance with the requirements of Chapter 178 of the Town of Lancaster Code.
(m) 
If the event is what is commonly referred to as a block party or an event where road closures are requested, all property owners within 100 feet of the block party location or proposed road closure must be notified. The names and addresses of the property owners who have been advised of the proposed block party must be submitted to the Town, along with the names and addresses of block neighbors who support the application and the names and addresses of block neighbors, if any, who have expressed opposition to the application.
(n) 
All special events where 300 or more people are expected to be in attendance at one time require a written safety plan, including private security, to be provided at the applicant's expense.
(3) 
In the discretion of the Town Board, before final approval is given for the special event, the sponsor may be required to agree to reimburse the Town for anticipated or actual incurred expenses, to provide confirmation of primary insurance coverage for the sponsor and/or Town, to provide a liability release in favor of the Town and/or to provide a defense and indemnification commitment in favor of the Town.
C. 
Approval process.
(1) 
The Town Clerk shall review and shall promptly provide copies of the application to the Town Board and to the following for review and comment: the Town of Lancaster Police Chief, the Fire Department serving the location; the Town Highway Superintendent, the Town Emergency Management Director, and the Town Fire Inspector/Building & Zoning Department; who shall have 14 days from receipt of a copy of the application to comment. If no comments are received within the 14-day comment period, the Town Board will assume that there is no objection to the proposed application.
(2) 
The Town Board will hold a public hearing on all applications: that anticipate 300 or more attendees; for block parties; and for events requesting road closures within 30 days of receiving a complete application and shall either approve, conditionally approve or deny said applications by resolution.
D. 
Permits and licenses. Approval to conduct a special event by this process does not relieve the sponsor or any participant, including, but not limited to, food stands, vendors, peddlers, or exhibitors, from securing any other required permits or licenses or meeting any other applicable requirements.
E. 
Posting of signs.
(1) 
Advertisement signs must not be placed within any right-of-way or utility poles.
(2) 
All signs posted advertising such a special event must be temporary in nature and must be removed immediately after the sale ends. Failure to remove signs in a timely fashion may be a reason to deny a future special event permit.
(3) 
All signs must comply with § 400-30 of the Town Code.
F. 
Cancellation. The Town or any police or other emergency services may close or cancel the event at any time without recourse to the applicant or other third parties.
G. 
Penalties for offenses. Any person committing an offense against any provision of this chapter shall, upon conviction thereof, be punishable for each violation of a fine not to exceed $250. A separate offense against this chapter shall be deemed committed on each day during or on which a violation occurred or continues. A separate penalty may be imposed for each separate offense.