Rochester Reporter

The City of Rochester issues permits for approximately 3,500 events held on City-owned property each year. From small parties to large-scale festivals, city team members collaborate with community members to ensure events are safe and successful.

“Events keep our city vibrant and attract tens of thousands of community members and visitors to Rochester’s parks, trails, athletic fields, shelters, lodges, and downtown spaces every year,” said Barbara Pierce, Director of the City’s Bureau of Communications and Special Events. “We are proud to work every day with people who invest time and effort in creating, planning, and promoting events to ensure that Rochester’s public spaces remain accessible, safe, and enjoyable for everyone.”

The permitting policy for events on city property—established in the City’s Charter—ensures that locations aren’t double-booked and that events adhere to relevant health, safety, security, and capacity requirements. It also covers other important details related to liquor licenses, the sale and handling of food, insurance, and more.

For private events like graduation or birthday parties, the permitting process can be as simple as reserving a space in a city park or lodge at least 14 business days in advance. For larger events or any event open to the public, the process can take up to three to four months depending on the size and complexity of the event and the applicant’s ability to provide necessary information and documentation.

Given demand for public spaces—especially during Rochester’s warm-weather seasons—city leaders encourage people to start planning an event as far in advance as possible.

The City’s Department of Recreation and Human Services (DRHS) reserves and issues permits for use of lodges as well as athletic fields, park spaces, trails, and courts for private events with fewer than 50 attendees. The DRHS team facilitates hundreds of birthday parties, graduation celebrations, baby showers, and other private parties each year.

The City’s Special Events Office manages the permitting process for events with more than 50 attendees or any event that is open to the public or will be advertised via flyers, posters, social media platforms, media interviews or paid media. The Special Events team assists applicants through the entire process by planning meetings with the Rochester Police and Fire departments; facilitating street closures; setting up barriers where necessary; scheduling deliveries of city-provided materials such as barricades and trash receptacles; and connecting applicants with appropriate offices at Monroe County and New York State when necessary.

The Special Events Office also administers funding support for public events through its Special Event Funding Application (SEFA) process while providing in-kind support for these events.

More information about holding special events on city-owned property is available through the Office of Special Events website.