Frequently Asked Questions

If you are planning to host an event that utilizes public spaces, such as streets, parks, greenways, or plazas, you must submit an application for a Special Event Permit.

Events fully contained on private property do not require a permit. It shall be unlawful to hold an organized public gathering except in the area noted on the permit. The requirement of a permit shall not apply to:

• Events fully contained on private property
• A public assembly consisting of ten (10) or fewer people on a public sidewalk which does not impede the ordinary flow of pedestrians on a sidewalk;
• A funeral procession where the Chief of Police or his or her designee either provides for traffic control or determines that no traffic control is needed;
• Recreational activities, including jogging, walking, and picnicking which the activities do not impede public use of facilities or the ordinary flow of pedestrians on a sidewalk;
• Activities by the U.S. government, Commonwealth of Virginia, or City of Buena Vista, or any division, department, or agency thereof

The City has implemented this policy and permitting process to:

• Protect the health and public safety of all citizens
• Limit the inconvenience to residents, businesses, places of worship and learning, and other regular users of public facilities
• Establish a straightforward and accountable process to event organizers
• Streamline the process so everyone who wants to plan an event has a direct outlined resource 
• Enable the City to manage events in a cost  effective and well coordinated way
• More easily establish a master events calendar for internal and public use

Applicants may submit the application using the menu at the top of the page or pick up a physical application in the office of Community & Economic Development located on the 2^nd floor of city hall, 2039 Sycamore Avenue.

Yes. All applications have a deadline for submittal depending on the size and type of event. Event type descriptions are defined on the "Plan an Event" page and in the "Full Special Event Policy" document. Event organizers are responsible for reviewing this information and ensuring the proper event type to submit applications on time.

• Races, Walks, and Parades
  • 30 days prior to event date
• General Events up to 100 in attendance
  • 30 days prior to event date
• General Events with 100+ in attendance
  • 60 days prior to event date
• Neighborhood Block Parties with up to 100 in attendance
  • 15 days prior to event date
• Neighborhood Block Parties with 100+ in attendance
  • 30 days prior to event date
• Private Park Events
  • 10 days prior to event date
• Filming and Photography
  • 14 days prior to event date
• Spontaneous Events (protests, demonstrations, assemblies)
  • 48 hours prior to event date

7 business days after application is received. Larger events or events requiring certain resources may require additional review time. The SERP will notify applicant if the review will take longer than 7 business days.

There is a $25 application fee. There may also be other fees associated with security and other federal/state/local licenses and permits (i.e. ABC license, VDH permits, etc.). See the "Plan an Event" page or the "Full Special Event Policy" document for more information.

Applicants may appeal the decision within five (5) business days of the date of notice by submitting a notice of appeal to the City Manager. The Special Events Review Panel (SERP) will provide a reason for denial when applicant is notified. Reasons for denial may include, but are not limited to, undue disruption to either pedestrian or vehicular traffic, undue interference with movement of public safety equipment, undue interference with the ability to provide public safety services, or interference with other permitted event/assembly.

Site plans are required if:

• The event includes street closures and parades. The site plan shall provide for law enforcement personnel to direct traffic for any parade or for a street closure if necessary for public safety.
• A sidewalk gathering involves a procession of persons crossing streets as part of the event.
• Any part of an organized public gathering will occur between dusk and dawn.
• Alcohol will be served at an event

See the "Plan an Event" page or the "Full Special Event Policy" document for more information for what to include in the site plan.

Any event requiring a site plan will require insurance. See the "Plan an Event" page or the "Full Special Event Policy" document for more information for why and what to include.

Yes. See the "Plan an Event" page or the "Full Special Event Policy" document for more information for why and what to include.

Certain special events may also require federal, state or local permits, including but not limited to:

• Buena Vista amusement device permit
• Land use permit for events conducted in the Virginia Department of Transportation right-of-way
• Special event license from the Virginia Department of Alcoholic Beverage Control
• Temporary restaurant permits from the Virginia Department of Health

The applicant shall be responsible for obtaining and complying with any such permit(s) and furnish a copy(s) with the application and bear any costs thereof.

If you plan to have carnival rides, bounce houses, or anything of the like. Amusement devices may only be used with inspection and permit from the City of Buena Vista Building Official. Contact Alan McMahan at (540) 261-8635 or [email protected] for more information

Visit: https://www.abc.virginia.gov/licenses/get-a-license/banquet-licenses

Visit: https://www.vdh.virginia.gov/environmental-health/food-safety-in-virginia/tfe/