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Special Event Form

Special Event Form

Use this Special Event form for festivals, parades, road races, and/or walkathons.

Event Information

Name of Event

Date

YearMonthDay

Start time

Finish time

Rain date

YearMonthDay

Start time

Finish time

Description of event

Public or private property

public
private

City sponsored event

yes
no

Contact Information

Name of organizer

Contact person

Contact address

Emergency Telephone

Cell phone

Email address

Day of event contact name and phone #

Number of attendees expected

MA tax ID number

Is the event being advertised

yes
no

If yes, where

Age group event is targeted to

Neighborhood groups or abutters notified

yes
no

If yes, who

Activities / Vending

Please check all that apply. Subject to licenses & permits from relevant City departments.

Alcohol

yes
no

Beverages

yes
no

Food

yes
no

Goods

yes
no

Total number of vendors

Entertainment

Subject to City's noise ordinance.

Amplified sound

yes
no

Dancing

yes
no

Live music

yes
no

Performers

yes
no

Radio / CDs

yes
no

Stage

yes
no

Games / Rides

Adult rides

yes
no

Kid's rides

yes
no

Games

yes
no

Raffle

yes
no

Other

Total # of games/rides

Person responsible for games/rides

Address

Telephone

Clean-up Information

# of additional trash bins required

# of additional recycling bins required

Portable Toilets

Each cluster of portable toilets must include at least one ADA accessible toilet.

# of standard toilets

# of ADA accessible toilets

Page 2 Only Required for Parades, Road Races, and Walkathons.

Only complete page 2 if you are planning a parade, road race or walkathon.

Type of event

parade
road race
walkathon

Group or person sponsoring event

Name of organizer

Address of organizer

Telephone

Person responsible for clean-up

Address of above person

Telephone

Date of event

YearMonthDay

Number of participants expected

Start time

End time

Route of parade, road race or walkathon

Have a map of the route to submit to committee.

List street names involved in route

Location of water stops (if any)

Will detours for vehicles be required

yes
no

If yes, where

Participant formation location and time

Dismissal location and time for participants

Additional Parade Information

Number of floats

Location of viewing stations

Are Marshalls being assigned to keep parade moving

yes
no

Are weapons being carried

yes
no

Charity Information -- a Road Race requirement

All road races permitted in the City of Cambridge must commit a portion of their proceeds to a Cambridge charitable organization with a 501 c-3 status. In addition, a record of the donation including the amount must be forwarded to the Special Events Committee: attention Annette Rodibaugh, within 21 days of the conclusion of the event.

Name of charitable organization

All road races permitted in the City of Cambridge must donate at least $1,000 from the proceeds to a Cambridge Charitable Organization. A record of that donation including the amount must be forwarded to the Special Events Coordinator, Annette Rodibaugh at arodibaugh@cambridgema.gov within 21 days of the conclusion of the event.

Contact at that organization

Telephone

Auxilliary Police

All road races requesting Auxilliary Police Details must pay a donation of $300 prior to the race date to cover their expenses. To arrange for Auxilliary Police Details, contact their office at 617.349.9374.

Requesting Auxilliary Police detail

yes
no

Thank you for completeing the form. Your request will be reviewed and you will be contacted shortly. Approval might be required from the Special Events Committee, made up of the Cambridge Police, Traffic, Inspectional Services (Health & Building), Electrical, Fire, Recreation, License, and Public Works Departments depending on the complexity of your request.