SOUTHAMPTON CONSIDERS EVENT PERMIT CHANGES

By David Stoll

Every summer, thousands of weekend visitors and residents alike, attend their favorite charitable events, hoping to be pictured the following week in Dan’s Papers. During some weekends, there are literally dozens of events, most of them outside on a lawn, under a big tent. While we do-gooding partygoers take these events for granted, shelling out cash, being watched, and (if we merit it) photographed, most of these events take place thanks to the granting of a permit by the relevant town or village. The rules for obtaining such permits in the Town of Southampton may change soon and some charities are worried.

Last week, the Town Board of Southampton held its third discussion concerning new rules. According to Councilwoman Nancy Graboski, who proposed the change, the purpose of the new rules is to simplify and clarify the application process by increasing the amount of time between the required application date and the event. Today, the Town Clerk’s office often finds itself inundated with applications in May and June that must be processed for events scheduled in July and August.

Under the Southampton Town Code today, a permit is required for a Special Event – even if the event is held on private property. A Special Event is an event held outdoors and attended by more than 150 people. An event lasting less than 90 minutes (even if attended by more than 150 people) is not considered a Special Event, unless there are more than 500 people and the event extends beyond 7:30 at night. Since few summer events last less than 90 minutes and many are attended by far more than 150 people, most Special Events do require a permit.

To obtain a permit for a special event under current law, an application must be filed at least 40 days before the event, and the Town Clerk’s office advises applicants to write a letter in advance of that time indicating that an application is on the way. The application must contain detailed information about the property, size of the event, parking, trash disposal, food, etc, as well as proof of a comprehensive insurance policy naming the event planner and the Town itself as beneficiaries. For events with attendance of more than 1,000 people or that otherwise might affect health and safety, the Town is allowed to require, as a condition of the permit, that the event planner pay the Town for the traffic police.

The permit application is reviewed by the Chief of Police, the Fire Marshall and the Town Board. After receiving a report from the Police Chief and Fire Marshall, the Town Board may (but does not have to) hold a public hearing. Either way, the Board will then make a determination whether to grant the permit, based on a whole host of factors, including safety, noise and parking concerns, Town resources required, whether a charity is the beneficiary of the event, and whether there is another event nearby. The Board may specify the maximum number of people allowed.

The proposed new rules remain a work in progress, in part because of objections expressed by the Elks Club and the Greek Orthodox Church. Before their concerns are addressed, it is worth noting certain proposed changes that do not seem to be of concern. The most significant of these changes is the extension of deadlines. The new deadlines would require applications be to filed 120 days in advance of the event for events attended by 250 people or more and for events requiring road closures. For events attended by 150-249 people without road closures, applications are due 60 days in advance.

Another change that does not appear to have raised objections would require applicants for certain large gatherings to pay for police services. As indicated, under today’s regimen, the Town Board has the discretion to require such payments. The new rules would make the payments automatic.

The provision that appears to be drawing the attention of (at the least) local charities concerns the number of events an applicant may hold each year. Today’s law contains no limitation. Ms. Graboski’s proposal would limit an organization to three events per year and only one of those events may take place at night. Charitable organizations would be able to hold six events per year. Despite the additional number of events afforded charities, the Elks Club finds this condition worrisome, as it typically holds several events each year to raise funds for the maintenance of its 17.5-acre property. Ms. Graboski suggested that the rules would allow for exception in certain circumstances.

It has been suggested that the new rules may contain a provision limiting the size of special events to 500 people, including the staff on hand to run the event. While such a rule seems unlikely, if this were to happen, the rule would represent a seismic change in how charities raise funds during the summer season. Among the must-go events, it is the rare one that attracts fewer than 500 people. Shutting down large summer events in the Hamptons would almost be like shutting down the Hamptons itself. The top events would have to hold raffles to award tickets, or perhaps just eliminate the $100 tickets that poor schleps like this writer buy.

The Town Board will continue its discussion of the new rules at its February 13 meeting.