Special Event Permit Application
The City of Oxford Special Events Management Team, comprised of the Downtown Development, Engineering, Fire, Parks & Recreation, Police, and Public Works Departments has developed an updated version of the street closure policy, renamed the Special Events Permit (SEP) policy and application.
Special Event Permit applications can be printed online or picked up at Oxford City Hall (300 Williamsboro St, Oxford, NC 27565) from the Downtown Development office, located on the second floor of City Hall. Applications should be submitted to:
City of Oxford - Executive Office
Attn: Special Events Applications
PO BOX 1307
Oxford, NC 27565
HOW IT WORKS:
1. Applicants must complete the SEP application and attach all required & additional information required, along with the $150 application fee. The application fee can be submitted by check or cash. Please make checks out to the City of Oxford - Special Events Permit
2. Applications must be submitted at least 60 days before the date of the event and at least two weeks before the second Wednesday of each month.
3. If requested, a representative for the event must be present at the meeting in order to address any questions and/or concerns.
HOW LONG WILL THE PROCESS TAKE?
The timeline of the event review could vary depending on the type of event you/your organization are hosting. The process can take anywhere from two weeks to a few months to complete. While it is the objective of the City to complete the review process as quickly as possible, the earlier a request can be submitted the more time City Staff will have to work with you to provide feedback and meet your needs.
INSURANCE REQUIREMENTS
Events taking place on City property are required to secure an insurance policy for the event that includes the City of Oxford and all its agencies and departments as additional insured, including automobile insurance where applicable. Please provide a COI, showing a minimum of $2,000,000 in Commercial General Liability Insurance and a Policy endorsement that indemnifies and holds harmless the City of Oxford and all its agencies and departments.
EVENTS ON NCDOT (STATE-OWNED) MAINTAINED STREETS
If you're requesting to host an event on an NCDOT-maintained street you must get permission from the North Carolina Department of Transportation. NCDOT requires at least a month's notice before the date of the event. Please submit the NCDOT street closing request form to Donny Smith for approval. The request form can be found below.
NCDOT Contact:
Donny Smith
Special Event Permit applications can be printed online or picked up at Oxford City Hall (300 Williamsboro St, Oxford, NC 27565) from the Downtown Development office, located on the second floor of City Hall. Applications should be submitted to:
City of Oxford - Executive Office
Attn: Special Events Applications
PO BOX 1307
Oxford, NC 27565
HOW IT WORKS:
1. Applicants must complete the SEP application and attach all required & additional information required, along with the $150 application fee. The application fee can be submitted by check or cash. Please make checks out to the City of Oxford - Special Events Permit
2. Applications must be submitted at least 60 days before the date of the event and at least two weeks before the second Wednesday of each month.
3. If requested, a representative for the event must be present at the meeting in order to address any questions and/or concerns.
HOW LONG WILL THE PROCESS TAKE?
The timeline of the event review could vary depending on the type of event you/your organization are hosting. The process can take anywhere from two weeks to a few months to complete. While it is the objective of the City to complete the review process as quickly as possible, the earlier a request can be submitted the more time City Staff will have to work with you to provide feedback and meet your needs.
INSURANCE REQUIREMENTS
Events taking place on City property are required to secure an insurance policy for the event that includes the City of Oxford and all its agencies and departments as additional insured, including automobile insurance where applicable. Please provide a COI, showing a minimum of $2,000,000 in Commercial General Liability Insurance and a Policy endorsement that indemnifies and holds harmless the City of Oxford and all its agencies and departments.
EVENTS ON NCDOT (STATE-OWNED) MAINTAINED STREETS
If you're requesting to host an event on an NCDOT-maintained street you must get permission from the North Carolina Department of Transportation. NCDOT requires at least a month's notice before the date of the event. Please submit the NCDOT street closing request form to Donny Smith for approval. The request form can be found below.
NCDOT Contact:
Donny Smith
desmith@ncdot.gov
Should you need to cancel your event, you must provide written notice of cancellation no later than seven (7) days before the event. Permits will remain for 90 days for any event postponed and rescheduled. Events canceled after the seven (7) day limit will be required to pay a $100 cancellation fee.
Special Event Permit applications can be printed online or picked up at Oxford City Hall (300 Williamsboro St, Oxford, NC 27565) from the Downtown Development office, located on the second floor of City Hall. Applications should be submitted to:
City of Oxford - Executive Office
Attn: Special Events Applications
PO BOX 1307
Oxford, NC 27565
For additional information or questions, please contact the Downtown Development Director, Alyssa Blair, at 919-603-1164.
TRASH RECEPTACLES & REFUSE PICKUP
Event Organizers must contact GFL to order additional trash receptacles and pick them up for events as the City of Oxford does not provide this service. *The fee will be $200 for the cost of cleanup by City personnel. Please contact the following: Susan Smith at susan.smith@gflenv.com and Patrick Moseley at Patrick.moseley@gflenv.com.
NC ABC PERMIT REQUEST
If you are serving alcohol at your event, then you must apply for an ABC permit. ABC permits are provided by the NC ABC Commission. You must apply for a Special Occasion – One-time use permit, which can be accessed at the following link: https://abc.nc.gov/Permit/QualificationSOTNP/
Should you need to cancel your event, you must provide written notice of cancellation no later than seven (7) days before the event. Permits will remain for 90 days for any event postponed and rescheduled. Events canceled after the seven (7) day limit will be required to pay a $100 cancellation fee.
Special Event Permit applications can be printed online or picked up at Oxford City Hall (300 Williamsboro St, Oxford, NC 27565) from the Downtown Development office, located on the second floor of City Hall. Applications should be submitted to:
City of Oxford - Executive Office
Attn: Special Events Applications
PO BOX 1307
Oxford, NC 27565
For additional information or questions, please contact the Downtown Development Director, Alyssa Blair, at 919-603-1164.
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