Supporting Administrative Documents - Special Events and Demonstrations (private sector)

OMB Control No. 1024-0021
Expires: XX/XX/2017

NATIONAL PARK SERVICE
NATIONAL CAPITAL REGION
Requirements for
Special Events
Held on Parkland

Paperwork Reduction Act & Privacy Act Statement: Regulations at 36 CFR 7.96 (g) give us the authority to require
applicants to provide this information for special events or demonstrations. We may not conduct or sponsor and you are
not required to respond to a collection of information unless it displays a currently valid OMB control number. The
information you provide is protected under the provisions of the Privacy Act and Freedom of Information Act. Additional
disclosures of the information may be to the United States Park Police, the District of Columbia Metropolitan Police
Department, and any other affected law enforcement agencies. We estimate that it take you 30 minutes to complete an
application form, 1 hour for a site plan, 30 minutes for a sign plan, 1½ hours for a risk management plan, and 45
minutes for the administrative supporting documents. The above estimates include time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the
collection of information. Send comments regarding this burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to the Information Collection Officer, National Park Service,
1849 C Street, NW. (2601), Washington, D.C. 20240.

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NATIONAL PARK SERVICE
National Capital Region

TABLE OF CONTENTS
Introduction
Part I.

Page 3

Requirements for Special Events Held on Parkland in the National
Capital Region

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Provision of Support by National Park Service
Check-In and Check-Out Procedures
Risk Management
Resource Protection
Site Plan
First-Aid
Comfort Facilities
Use of Generators
Delivery of Materials and Parking
Transportation
Signs and Advertising
On-site Supervision and Security
Cost Recovery
Liability Insurance and Hold Harmless Agreement
Display of Arts and Crafts
Alcoholic Beverages
Sale of Food & Culturally Expressive Food
Sale of Other Items
Media
General Timelines and Required Submittals

Part II.

Public Health Requirements for Temporary Food Establishments
(Provided as a separate document when applicant intends to sell or provide food
to the general visiting public. See section #17 for additional clarification)

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Introduction
Thank you for your interest in the National Parks in the Washington, DC area. The following
information on requirements for special event permits applies to Federal parkland administered
by National Park Service’s National Capital Region in the District of Columbia and in Arlington,
Fairfax, Loudoun, Prince William, and Stafford Counties and the City of Alexandria in Virginia
and Prince Georges, Charles, Anne Arundel, and Montgomery Counties in Maryland.
Your National Parks are home to many unique and beautiful landscapes and open spaces that are
frequently used venues for a variety of special activities such as cultural programs, picnics,
wedding ceremonies, festivals, athletic events, and film and photography projects. Among all of
these varied activities are "special events," which require a permit, and include sports events,
pageants, celebrations, historical reenactments, entertainment, exhibitions, parades, fairs,
festivals and similar activities by one or more persons the conduct of which has the effect, intent
or propensity to draw a crowd or onlookers. This term does not include demonstrations. All
special events require that you apply for and obtain a special event permit, issued only after the
National Park Service determines that your proposed activity will not impair park values and
resources and are consistent with Title 36 of the Code of Federal Regulations § 7.96(g)(5)(vi)1.
All special event applications must be accompanied by a $50.00 payment to cover administrative
costs in processing the application. This charge is a one time, non-refundable amount. Payment
of application costs may be in the form of a check, money order, or credit card. No application
will be processed unless: (1) the application processing payment is enclosed or (2) the
application is for a use that has been determined to not be subject to cost recovery, such as a First
Amendment activity.
The theme of your special event must be consistent with the mission of the park, whether the
park is reasonably suited in terms of accessibility and size, and whether your proposed event is
within our reasonable budgetary allocations. We will also consider whether the event is
appropriate to the park area in which it is to be held, including consideration for possible damage
and/or impairment to park property, facilities, plantings and landscape features, statues and
monuments, and park values. Issuance of a permit is subject to the applicant's fulfillment of all
applicable requirements.
These Special Event Requirements are intended to advise and alert applicants of various issues
that we will be discussing with you as we process your application. Certain special events--that
either involve extensive logistical set-up, or the erection, construction or placement of structures
or equipment such as tents, stands, platforms or portable toilets, or where the sale or give-away
of food is contemplated--will require us to address issues such as bonds, hold harmless
agreements, insurance, and the proper and safe means to sell or give-away food. By working
together with these issues early, we hope that your permitted special event will be safe,
successful and enjoyable.

1 Authority: 16 USC 1, 3a, 9a; 36 CFR 1.6, 2.50, 7.96; NPS Management Policies (2006); NPS RM-53 Guidelines.
The purpose of these Requirements is to set forth the National Capital Region construction of statutes and
regulations regarding special events held on Federal parkland.
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Part I. Requirements for Special Events Held on Parkland in the National Capital Region:
1) Provision of Support by NPS:
All costs of presentation of the event must be borne, in their entirety, by the Permittee. The
National Park Service cannot provide logistical support items such as chairs, tents, portable
toilets, and/or portable utilities and sound systems. If desired by an applicant, however, these
support items may be rented from various commercial sources. If accessible park utilities (water
or electricity) exist on site, these may be made available for a per-day fee for the duration of the
event. The amount of the fee will be provided to the Permittee and incorporated into the bond.
Capacities of some of these existing systems are limited, and may not be sufficient to satisfy all
the needs of the event. Only existing electric outlets may be used. Electrical control rooms and
electrical boxes requiring modification before use during the event may not be used. Questions
concerning available utilities should be directed to the park representative handling your permit,
at contact number that we will provide to you.
2) Check-In and Out Procedures:
It is the Permittee's responsibility to contact the NPS representative, at the park where the event
is being held, at least 48 hours prior to the event, to schedule an appointment to meet on-site to
discuss logistical set-up and other permit conditions. At this time, a time for a post-event site
inspection should also be established.
3) Risk Management:
The items listed below are general guidelines for all events. Based on the size and scope of your
particular event, additional guidance will be provided to you during the planning stages. This
includes:
ƒ All pathways and roadways must remain open and unobstructed
ƒ No open fires (cooking or otherwise) are permitted on parkland.
ƒ Except when being driven on established public vehicular roadways: Logistical
equipment and vehicles, including gas and electric carts, must not exceed 5-mph. All trucks
with a GVW of over 7500 pounds, and equipment such as bucket trucks, platform lifts,
forklifts, and cranes, must be accompanied by a walking spotter when moving or operating in
an area accessible to the public.
ƒ Propane may be permitted for purposes of cooking and/or heating, however, restrictions
on the number and size of propane cylinders present on parkland will apply.
ƒ For set-up and take down construction, work cannot exceed 10 hours per day. A request
of a waiver for an extended day beyond the ten-hour period must be submitted in writing to
the Superintendent for approval. The Permittee will be responsible for paying all personnel
overtime charges related to the assignment of National Park Service employees and/or
National Park Service contractors for monitoring set-up and take down construction.
ƒ For events with significant equipment use during set-up and tear-down, the Permittee
may be required to submit a risk management plan. See the attached submittal timeline.
4) Resource Protection:
Existing natural and cultural resources, and landscape features, must be protected from damage
or injury. Based on the size and scope of your event a number of additional conditions may
apply, however, the following specific items should be noted for all activities:
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ƒ Stakes for tents, staging, towers, signs, or other structures can not be driven more than
eighteen (18) inches into the ground, and must avoid all underground pipes and fixtures.
ƒ In lieu of stakes, water filled ballast tanks must be used on any park hardscape surfaces,
which include plazas and other areas comprised of asphalt, concrete, granite, wood, etc.
ƒ No digging or trenching is permitted.
ƒ No attachments may be made to existing landscape features, or pass through or be affixed
to existing trees or other vegetation.
ƒ No set-up of structures, or parking or operation of equipment, is permitted within any tree
canopy (root zone) area. On the National Mall, set-up is permitted only within the center
grass panels. As a condition of the permit, the Permittee may be required to install treeprotection fencing.
ƒ In an effort to reduce impact to turf areas, the organizer/Permittee may be required to
provide and install temporary equipment roadways, pedestrian walkways and/or tent flooring
fabricated from commercially-available interlocking plastic composite materials, or other
protective material if approved in advance by the NPS. Plywood is not considered to be
effective for use as temporary walkway or equipment roadway and will not be approved.
Based upon the specific layout of your event, your designated NPS representative can
provide further guidance during your scheduled logistical meeting.
ƒ Helium-filled balloons: Helium-filled balloons pose a danger to the health and safety of
wildlife and create a litter problem. Therefore, no releases of helium-filled balloons into the
atmosphere within a park will be authorized, except for research or planning purposes
specifically authorized by permit. (NPS Management Policies 8.6.2.2)
ƒ Glass containers: No glass containers are permitted on parkland.
5) Site Plan:
If tents, stages, or any other type of structure are to be placed on parkland, stakes driven, or any
other ground-disturbing activity conducted, a complete site plan must be submitted to the
Superintendent at least thirty (30) days in advance of the opening day of the proposed special
event. For large-scale events requiring major set-up, submittals must be provided a minimum of
forty-five (45) days in advance. The site plan, drawn to a scale of 1inch equals no more than 50
feet (please note that more complex set-ups may require more precise drawings), will clearly
display all structures, including food, beverage and first-aid tents, sound and lighting towers,
generators and cable runs, and security or crowd-control fencing. Large-scale structures, such as
tents and towers, may require the submission of engineered drawings stamped by a structural
engineer licensed in the United States. The site plan should be made available as soon as
possible to allow for adjustments to site plan due to existing park conditions (utility lines,
plantings, landscape features, etc.) and a more accurate estimate of the required bond. No
construction or site work may begin without prior official approval. Please note that the
Permittee assumes responsibility for assuring that the actual set-up accurately reflects that
which has been submitted on the final site plan.
6) First Aid:
Additionally, first-aid and emergency response systems should be organized by the Permittee.
This includes any first aid tents, CPR/AED certified personnel, and necessary equipment.
Events with larger crowds expected may need to collaborate with local EMT units for ambulance
services and professional EMS staff on-site. It is recommended that you consider the guidelines
of the District of Columbia Department of Fire & Emergency Medical Services (D. C. Fire &
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EMS). The following guidelines, established according to the number of people anticipated at an
event, will ensure that appropriate medical coverage is provided throughout the event:
1-1,999
You may rely on 911
2,000 – 9,999
You should have a fixed First Aid site with certified/licensed personnel, who will remain
on site throughout the event.
10,000 – 20,000
You should have one fixed First Aid site with certified/licensed personnel who will
remain on site throughout the event and a Basic Life Support Ambulance (licensed in the
District of Columbia) who will transport patients to an appropriate medical facility.
20,000 – 30,000
You should have one fixed First Aid site with certified/licensed personnel who will
remain on site throughout the event, a licensed Basic Life Support Ambulance and a
Licensed Advanced Life Support Unit (D. C. Fire & EMS has the only certificate of need
to provide on-scene paramedic services in the District of Columbia).
30,000 – 50,000
You should have two fixed First Aid sites with certified/licensed personnel who will
remain on site throughout the event, two Basic Life Support Units and one Advanced
Life Support Unit (both licensed in the District of Columbia).
50,000 – 60,000
You should have two fixed First Aid sites with certified/licensed personnel who will
remain on site throughout the event, two Basic Life Support Units and two Advanced
Life Support Units (both licensed in the District of Columbia).
Events exceeding 60,000 participants are required to also have emergency medical services
personnel from D. C. Fire & EMS as well as the Department of Health on site for the appropriate
provision of first aid and/or emergency medical services.
To ensure requirements for the provision of first aid and/or emergency medical services are met,
please contact:
Department of Fire & Emergency Medical Services
Emergency Medical Services-Special Events Coordinator
(202) 673-3310
7) Comfort Facilities:
If attendance is expected to exceed the capacity of nearby NPS public comfort facilities, or if
none exist in or near the requested park area, the Permittee must provide portable, temporary
toilets with sufficient capacity to accommodate anticipated attendance. The general guideline is
a minimum of one (1) portable toilet per three hundred (300) people, of which at least twenty
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percent (20%) must be handicapped accessible. If portable toilets are determined necessary, a
copy of the Permittees contract for their provision must be submitted to the Superintendent at
least fourteen (14) days in advance of the opening day of the event.
8) Use of Generators:
The Permittee may provide a generator and/or battery or solar operated equipment for electrical
power. Generally, all generator re-fueling must take place off of parkland. For larger events,
on-site refueling may be permitted, but will only be allowed between the hours of 5:00 am and 8:00
am on dates agreed upon in advance, in writing, by the Permittee and the National Park Service
Ranger assigned to your event. No storage of fuels is allowed on National Park Service property.
At a minimum, the following materials must be placed on the ground underneath the generator to
protect the underlying surfaces from potential weight and vibration damage and fluid leakage:
ƒ ¾” plywood, or other material as agreed to in advance by the National Park Service
ƒ Plastic fuel impermeable tarp on the plywood
ƒ Absorbent material on top of tarp
ƒ Drip pan under fueling nozzle
ƒ The Permittee will be responsible for any damage to park resources resulting from the
refueling.
ƒ Load-in of the generators must be coordinated with the National Park Service Ranger
assigned to your activity.
ƒ To reduce the potential for accidental contact, generators must be enclosed with a perimeter
security fence at least three (3) feet in height.
ƒ The spillage of deleterious substances such as engine oil, gasoline, etc. is prohibited. In the
event of such an occurrence, the District of Columbia Fire Department, must be called
immediately, by dialing the 911 emergency number, followed by a call to United States Park
Police dispatch at (202) 619-7310. Corrective action will be taken in accordance with applicable
Environmental Protection Agency (EPA) Hazardous Material Guidelines.
ƒ To help eliminate potential safety hazards, mats and/or high-visibility cable and cord
protection devices must cover all extension cords and speaker wiring. When used for
crossing of roadways or pathways, these devices must meet applicable ADA Standards. All
wiring and connectors must be in good condition, of sufficient gauge to accommodate the
electrical load of the equipment and must be properly grounded.
9) Delivery of Materials and Parking:
Vehicles may not be driven on turf, or parked on any turf areas, without prior approval of the
Superintendent, or other authorized NPS official. Permission may be granted to allow a limited
number of vehicles to transport materials and equipment too heavy to hand-carry. No vehicles
shall be driven on the turf within 48 hours following substantial rainfall, or if ground is
determined by the NPS to be too soft to allow vehicular travel without incurring damage.
The Permittee shall be responsible for contacting the Division of Maintenance, at a contact
number that we will provide, prior to beginning any set-up on parkland.
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Parking: Parking is usually limited to areas open to the general public. In some cases a limited
number of parking permits for vehicles required for logistical support may be obtained from the
Division of Park Programs. Requests for parking passes should be addressed during planning
meetings, or through the Park Ranger handling your event application.
10) Transportation:
Consistent with long-standing NPS policy, event organizers must address the requirements
which their events may impose on public transportation systems and, when events involve very
large numbers of visitors or unusual times, ensure that these needs have been coordinated with
the Washington Metropolitan Area Transit Authority. This may involve organizers meeting with
METRO representatives separately or during your NPS planning meeting. For further guidance,
organizers may contact Mr. Clement Nedd at METRO directly by calling (202) 962-1258.
11) Signs and Advertising:
NPS regulations generally prohibit Federal parkland from being used for business solicitation or
for the advertisement or promotion of commercial brands, products, and services. As such, no
commercial notices and advertisements shall be placed, posted, or distributed at the event.
Further, no structures representing commercial products, or models or replications of commercial
products or merchandise may be displayed.
Further, consistent with long-standing NPS policy now under Public Law 108-108, Title I, § 145,
special event permits will expressly prohibit the erection, placement, or use of structures and
signs bearing commercial advertising. However, a permit may be issued that authorizes the
recognition of sponsors of special events, if the NPS determines that the size and form of the
recognition is consistent with the special nature and sanctity of the National Mall or any other
requested park area, and if the lettering or design identifying the sponsor is no larger than onethird the size of the lettering or design identifying the special event. Further, to the maximum
extent practicable for such special events, public use of and access to the National Mall and other
parkland is not to be restricted.
The Permitee shall submit a sign plan for NPS review and approval. Any request seeking NPS
approval for sponsor recognition must be submitted to the NPS at least thirty (30) days prior to
the proposed event, and be depicted on the sign plan. If approved by the NPS, sponsor
recognition will be authorized within the terms of the special event permit. Authorized sponsor
recognition must be in keeping with NPS policy, regulations, and law, and be appropriate to the
scale and theme of the special event. Further, the overall size, number, and design of any signs or
banners shall be appropriate to the park setting and the lettering or design identifying the sponsor
must be no larger than one-third the size of the lettering or design identifying the special event.
Signs and banners may not be affixed to existing trees or other NPS facilities or structures.
Soliciting personal information such as names, addresses, telephone numbers, zip codes, etc., or
any other such information which may be used for future solicitation or marketing purposes, is
strictly prohibited.
The distribution or give-away of a commercial product may be allowed, if it is something that
may be consumed at the event site such as pre-packaged juices or popcorn.
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Organizers are expected to share information regarding the NPS restrictions governing
the scope of the sponsor's participation in the event, and permissible means of recognition
of the contribution. To avoid confusion, a separate meeting between the National Park
Service and representatives of any corporate or commercial sponsors involved in events
may be necessary. This meeting will detail any requirements and restrictions governing
the scope of the sponsor's participation in the event, and permissible means of recognition
of the contribution to the event. The permit will include the sign plan as approved by the
Superintendent.
12) On-Site Supervision and Security:
At any permitted special event, an authorized NPS official(s) may be assigned for on-site
supervision each day of the event. In addition, United States Park Police officers may
also be assigned to provide for public safety. All reasonable instructions given by
authorized NPS or United States Park Police personnel must be obeyed promptly.
Failure to comply with all the terms and conditions of the Special Event Permit may
constitute grounds for revocation of the permit and immediate termination of the event,
or citation against the violator.
Continual Presence: Beginning with event set-up, and continuing throughout the permit
term until tear-down is completed, the Permittee is responsible for ensuring that no
equipment or materials are left unattended at any time, including overnight. This can be
accomplished by providing qualified persons from the Permittees organization, by
contracting with a commercial security firm, or by making prior arrangements with the
United States Park Police for their services. Please note that only the United States Park
Police are authorized to carry firearms on Parkland; all other security personnel must be
unarmed.
13) Cost Recovery:
In the event that the NPS determines that it is necessary, a Permittee shall provide funds
(in the form of a certified check or money order made payable to the National Park
Service, irrevocable letter of credit, or cash) to cover costs incurred when NPS
employees are required to work for event monitoring, for any needed site restoration
following the event, and any other costs resulting from the special event. The
Superintendent will determine the appropriate cost recovery amount, but in any event, the
minimum amount will be $1,000 per day for the duration of the event and may increase,
depending on the size and scope of the event. Cost recovery funds must be furnished to
the Superintendent at least fourteen (14) days in advance of the opening date of the event.
There may be additional charges accessed by the United States Park Police for officers
assigned to the event to provide for public safety. These charges are not covered by the
NPS cost recovery funds, and are payable directly to the United States Park Police
following the Permittees' receipt of a letter from the United States Park Police Special
Forces Branch.
Computation of Cost and Return of Cost Recovery Funds: All cost recovery monies
received in the form of certified check, money order, an irrevocable letter of credit, or
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cash, will be deposited to the United States Treasury within three (3) business days of
receipt. A damage assessment will be made immediately following the close of the
event. Accounting of charges incurred as a result of the event will be completed by the
park within thirty (30) days following the close of the event. Any costs accruing to the
National Park Service will be itemized and deducted from the cost recovery funds. Any
remaining balance will be returned to the Permittee/sponsor, through electronic mail. If
necessary, a Bill for Collection for costs in excess of the original cost recovery funds
provided will be issued to the Permittee. In the case of an irrevocable letter of credit,
accountable charges will be billed within thirty (30) days, and a release issued. Also at
this time, an itemized accounting of charges will be sent to the Permittee.
Prior to the release of a Permittee’s cost recovery fund balance, a close-out walk through with
the Permittee will be scheduled to determine any unbudgeted National Park Service and resource
damage costs to be drawn from the established bond. This walk-through must be completed
before set-up for any other permitted groups activities begins.
14) Liability Insurance and Hold Harmless Agreement:
Depending on the size and scope of the proposed event, and the filing status of the
applicant or organization, the following will apply as conditions of the permit:
Non-governmental/Commercial/ or Private entities (Hold Harmless Agreement)
This agreement is made upon the express condition that the United States, its agents and
employees shall be free from all liabilities and claims for damages and/or suits for or by
reason of any injury, or death to any person or property of the Permittee, its agents or
employees, or third parties, from any cause or causes whatsoever while in or upon said
premises or any part thereof during the term of this agreement or occasioned by any
occupancy or use of said premises or any activity carried on by the Permittee in connection
herewith, and the Permittee hereby covenants and agrees to indemnify, defend, save and hold
harmless the United States, its agents and employees from all liabilities, charges, expenses
and costs on account of or by reason of any such injuries, deaths, liabilities, claims, suits or
losses however occurring or damages growing out of the same.
Non-governmental/Commercial/ or Private entities (Liability Insurance Requirement)
Permittee/sponsor shall procure public and employee liability insurance from a responsible
company or companies with a minimum limitation of One Million Dollars ($1,000,000) per
person for any one claim, and an aggregated limitation of Three Million Dollars
($3,000,000) for any number of claims arising from any one incident2. The policies shall
name the United States as an additional insured, shall specify that the insured shall have no
right of subrogation against the United States for payments of any premiums or deductibles
due thereunder, and shall specify that the insurance shall be assumed by, be for the account
of, and be at the insured's sole risk
ƒ Pay the United States the full value for all negative impacts to the lands or other
property of the United States caused by the said person or organization, its representatives, or employees.
2 Small scale events and activities which don’t involve significant set-up or the potential for negative impacts to park
resources or values may be relieved of this requirement.
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ƒ Indemnify, save and hold harmless, and defend the United States against all fines,
claims, damages, losses, judgments, and expenses arising out of, or from, any omission
or activity of the said person or organization, its representatives, or employees.
State/Local Government Indemnification
The Permittee shall indemnify, save, and hold harmless and defend the United States against all
fines, claims, damages, losses, judgments, and expenses arising out of or from any omission or
activity of the Permittee, or its employees to the extent allowable under law.
State/Local Government Subcontractors (Liability Insurance Requirement)
To the extent that work undertaken on National Park Service property is performed by other than the
Permittees employees, the Permittee shall require such person or corporation to:
ƒ Procure public and employee liability insurance from a responsible company or
companies with a minimum limitation of One Million Dollars ($1,000,000) per person
for any one claim, and an aggregated limitation of Three Million Dollars ($3,000,000)
for any number of claims arising from any one incident. The policies shall name the
United States as an additional insured, shall specify that the insured shall have no right of
subrogation against the United States for payments of any premiums or deductibles due
thereunder, and shall specify that the insurance shall be assumed by, be for the account
of, and be at the insured's sole risk
ƒ Pay the United States the full value for all negative impacts to the lands or other
property of the United States caused by the said person or organization, its representatives, or employees.
ƒ Indemnify, save and hold harmless, and defend the United States against all fines,
claims, damages, losses, judgments, and expenses arising out of, or from, any omission
or activity of the said person or organization, its representatives, or employees.
The Permittee/sponsor must furnish documented evidence of the above insurance coverage to the
Superintendent at least fourteen (14) days in advance of the opening date of the event. Proof of
liability coverage shall be in the form of a certificate, policy rider or binder and shall include the
United States Government as an additional named insured. If the special event occurs on
parkland like the National Mall, which is administered by National Mall & Memorial Parks, the
certificate holder will be identified as:
Superintendent
National Park Service
National Mall & Memorial Parks
900 Ohio Drive, S.W.
Washington, D.C. 20024-2000
If the special event occurs on parkland administered by another park, then the certificate holder
shall be identified by listing that park’s Superintendent and address, which will be provided by
us to you.
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15) Display of Cultural Arts and Crafts:
Arts and crafts, and their respective traditional methods of manufacture, may be
displayed as part of a special event, but the item may neither be sold nor its price
displayed. Displaying unapproved arts and crafts is also prohibited.
16) Alcoholic beverages:
The possession and consumption of alcoholic beverages is generally prohibited, except as
authorized by an official permit issued by the Superintendent, or in Superintendentdesignated park areas located adjacent to concession facilities authorized to sell alcohol.
This does not apply to containers of alcoholic beverages properly stored in compliance of
36 CFR 4.14.
17) Sale of Food and Culturally Expressive Food:
A) Sales of Food by the NPS Concessioner
Sale of food or merchandise must be provided only within the framework of the
Concessions Policy Act (Public Law 105-391) and any Concession Contracts issued
under the Act. Under the authority of this Act, the National Park Service has entered into
contracts with professional concessioners that currently provide food, souvenir and
merchandise services to visitors on parklands in the National Capital Region.
Arrangements necessary to the event that require the sale of foods or beverages must be
provided by these contracted concessioners.
For events requiring these concessioner services for food provision, the Permittee and
concessioner must work cooperatively to incorporate additional temporary food service locations
into the final site plan. The final site plan, when submitted, shall include a document signed by
both the Permittee and concessioner indicating mutual agreement as to the size and location of
all temporary food service facilities.
B) Presentation of Culture through Food
There is one exception that allows the sale of culturally-expressive foods at activities
conducted pursuant to a special event permit, but only if the sale of such foods directly
supports the theme of the event, and if the conditions under which the foods are prepared
and handled conforms to strictly enforced Public Health standards and requirements.
As related to special events, culturally-expressive foods are defined as those that
illustrate or represent the common heritage, cultural traditions, and ideologies of a
specific group, geographic region, society or nationality. Foods and beverages classified
as culturally-expressive must be prepared using traditional recipes, ingredients and
methods of preparation characteristic of the culture represented. Commercially prepared
pre-packaged foods and beverages do not meet the test of being traditional, and are
therefore prohibited. Further, since the purpose of the event is to develop appreciation
for the particular culture’s traditions and lifestyle, it is inappropriate to introduce items
that do not support the cultural theme of the event. For example: Asian foods may not be
provided for a Latin-American cultural event, nor may Latin-American foods be provided
for an event depicting the Asian cultural heritage.

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The interpretation should include the history and relevance of the dish, how it is prepared,
including both ingredients and techniques, the availability of the ingredients in the local area,
how this affects the dish, and any other information that will help the visitor understand why this
is food is being served as part of the Culturally Expressive Food portion of your event.
To protect the health of the general public, any foods prepared off-site must be prepared
in an establishment with current state or local Public Health Service certification. Each
on-site food vending booth or operation must be supervised by at least one state or
local Public Health Service-approved, certified food handling supervisor, at all
times during the preparation and sale of the food items. Documentation of the on-site
supervisor’s Public Health or local regulatory agency food-handling certification is
required.
Fully Completed menus, including lists of ingredients, must be submitted at least seventy (70)
days in advance of the event. Food service applications submitted less than seventy (70)
days before the event will not be accepted. Documentation of the appropriate Public Health,
or local regulatory agency licenses, is required, and must accompany the menus and lists of
ingredients described above.
18) Sales of Other Items:
No items may be sold or offered for sale except for books, newspapers, leaflets,
pamphlets, buttons and bumper stickers, which contain a message related to your event.
No other merchandise may be sold or offered for sale.
Items not permitted for sale include T-shirts, posters, patches, jewelry, hats, license plates, coffee
and drink mugs, flags, records, compact disks and tapes, photographs, and decals. (This list is
not inclusive, but is representative of those items most often erroneously sought to be sold.)
A stand or structure used for the sale of such permitted items may not exceed one table
per site, which may be no larger than 2 ½ feet by 8 feet or 4 feet by 4 feet. The
dimensions of the sales site may not exceed 6 feet wide by 15 feet long by 6 feet high.
19) Media:
News coverage of the event is allowed without additional permits unless significant additional
equipment set-up, which is not depicted on the Permittees site plan, is involved. Arrangements
for press and broadcast media coverage of the event must be made at least seven (7) days before
the opening day of the event. Commercial taping or filming requires a permit from the
Superintendent. Contact the Division of Park Programs at (202) 619-7225 for information on
obtaining an application for filming or photography.

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20) General Timelines and Submittals:
If you have questions or need additional information, please contact the Division of Park
Programs at (202) 619-7225 prior to submitting any of the documentation listed below.
At least seventy (70) days before opening day of special event: if applicable:
Application for Temporary Cultural Food Service Vending Permit (Appendix D)
ƒ Proposed Temporary Cultural Food Menu
ƒ Documentation of food handling qualifications
ƒ Written interpretive component explaining cultural significance of menu items
At least thirty (30) days (forty-five (45) days for large events) before opening day of special
event:
ƒ Site plan (if applicable)
ƒ Sign plan (if applicable)
ƒ Risk Management Plan (outlining equipment set-up, equipment operation, materials
storage and handling, fire protection, property and personnel protection).
At least (14) days before opening day special event:
ƒ Portable toilet contract (if applicable)
ƒ Evidence of liability Insurance coverage
ƒ Cost recovery funds
ƒ W-9 form
ƒ Electronic mail form
At least seven (7) days before beginning of set-up of special event:
ƒ Application for permits for media/photographic coverage (if applicable)
ƒ Contact park representative regarding utility location marking and/or for-fee use of existing
park-owned utilities.
ƒ Contact utility company for marking and/or use of non-park owned utilities.
At least forty-eight (48) hours prior to set-up:
ƒ Contact park representative to set up pre-event and post-event walk-through.
Prior to beginning set-up:
ƒ In case of significant rainfall or inclement weather conditions, contact designated park
representative to determine site conditions and accessibility.

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