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SPECIAL EVENT GUIDELINES

This document serves as a guide for community, business, and village-run events occurring in the Village of Scotia. This guidance replaces all previously implemented policies and processes for what was known as “Village Special events.” In order to ensure that events are safe, enjoyable, and minimally disruptive to regular business and emergency services, the procedures outlined here must be followed.

 

Section I: Definition and Classification of Special Events

There are three types of “Special Events” in the Village of Scotia:

  1. Independent Events
    Independent Events take place within the Village of Scotia and are hosted by businesses, community groups, or residents. These events may occur on public property or private property. Event organizers may be required to obtain permits and/or pay applicable fees based on factors including, but not limited to, event location, size, vendors, road closures, and the level of Village services required. Examples of such events include neighborhood block parties, small craft fairs, business block parties, grand openings, etc. Organizers should contact the Village either through the clerks office or Village Special Events Liaison to coordinate such events.
  1. Village-Sponsored Events
    Village-Sponsored Events are hosted by private businesses, civic organizations, community groups, or other entities that plan, coordinate, and execute the event in partnership with the Village of Scotia. The Village Board may vote to sponsor a Special Event and, at its discretion, may waive certain fees, allocate public resources, or provide other in-kind services when such support serves a public benefit. In the event that a third-party will plan, organize, and run the event, the below must be followed:
  • The third-party must have formal legal standing in terms of tax ID, insurance, and other requirements and be willing to enter into a contract with the Village of Scotia,
  • The organizer(s) must notify the Village as well as contact and meet with the appointed Village Special Events Liaison early in the planning process,
  • The Village Board will formally vote to adopt the event as a “Village Special Event” for the purposes of delivering municipal services, promoting the event, potentially waiving permitting and other fees, and formalizing the Village’s responsibilities,
  • The third-party must cover the cost of any increased municipal services and/or work with the village to deliver such services “in-kind.”
  • The Village may have minimal financial involvement in terms of fees and permits, but the third-party shall be responsible for sponsorship and all other fiduciary items.
  1. Village-Run Special Events
    Village-Run Special Events are planned, coordinated, and executed by an appointed volunteer committee acting on behalf of the Village of Scotia, including the solicitation of sponsorships. In lieu of a volunteer committee, the Village may contract with a legally recognized entity to plan and administer the event on the Village’s behalf. In such cases the below must be followed:
  • The Village Board will formally appoint organizers to the roles of Event Chair, Treasurer, and Secretary. The Chair will develop the event plan and budget and will work primarily with the Village Special Events Liaison, and the treasurer will work with the Village Clerk’s Office to handle event finances. The Village has a Special Events account that is separate from Village Operations in order to process sponsorship, vendor, and other fiduciary items. In order to ensure that the event meets expected costs, the Treasurer and Clerk’s Office will work together to track/manage the event budget. The Secretary will work in conjunction with the Village to ensure that vendor applications are processed and fees are obtained where applicable.
  • The Village Special Events Liaison or another designated liaison will be assigned to the event organizers to ensure coordination and cooperation between the Village and organizers. The liaison will also work with event organizers to set vendor fees, waive Village requirements where appropriate, etc.
  • The event organizers determine the need for, and cost of village services based on the event plan in conjunction with the liaison and Village department heads. The Village reserves the right to adjust services based on the event plan and any other considerations. The cost for such services must be included in the event budget, even if such costs will be donated by the Village in-kind.
  • The event must be budget-neutral to the Village unless otherwise decided by the Village Board. Any funds remaining after all event costs are accounted for shall remain in the Village Special Events account. Access to funds remaining in the Special Events account is determined by the Village Board subject to formal approval.
  • The Village will work with event organizers to address vendor, logistical, and other issues as necessary and will attend event planning meetings as requested.

Other considerations:

  • All event organizers are responsible for meeting Schenectady County, New York State, and other legal requirements in terms of food safety, food/beverage permitting, liquor licensing, etc. Current Schenectady County food safety regulations/documents are available on the Schenectady County Public Health Services website. Link: https://www.schenectadycountyny.gov/envi-health/food-services
  • Events that do not have adequate planning/organizing capacity or are planned without sufficient notice may be denied by the Village Board.

For additional guidance or questions, please contact Special Events Trustee Liaison Keith Brown at kbrown@villageofscotiany.gov

 

Adopted by Board of Trustees January 14, 2026