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Narberth to formalize special‑event permit, exempt longstanding ‘legacy’ events from fees
Summary
Staff presented a proposed special‑event permit and fee structure that would require applications for all events, exempt legacy events (those running 10+ years before 2025) from application fees while continuing in‑kind support, and allow council to decide whether to fund new events. The permit will go to the finance committee to update the fee
Staff presented a proposed special‑event permitting process and a definition for “legacy events” intended to preserve longtime community events while standardizing application requirements.
The draft defines legacy events as those operated for 10 or more years before 2025 (excluding COVID cancellations); legacy events would be exempt from the new application fee but would still complete the permit form so the borough can document insurance, permissions, staffing needs and the borough’s in‑kind contributions. "We're just looking to create a standardized form to make sure that we're checking all of our boxes," a staff member said.
Staff said most recurring events in Narberth meet the legacy definition (First Fridays, the dog parade, July 4 celebration, the 5‑mile Narberth Run, Memorial Day parade, weekly summer concerts, Dickens Fest and others). Newer events (movie nights, Oktoberfest, food truck festival, Pride in the Park) would not automatically be exempt and are expected to cover their own direct costs; the borough may invoice organizers for staff time and materials if they require in‑kind services such as public works, police overtime, or sanitation.
The draft also proposes tracking the dollar value of borough in‑kind support (staff hours, vehicles, materials). Staff said they will record time and material usage after each event so the borough can estimate the real cost of legacy support during budget deliberations. Staff recommended that the fee schedule update go to the finance and administration committee to be codified; the proposal is scheduled to be presented to council for a fee‑schedule update beginning June 26.
Committee members raised operational concerns: whether small, short block‑station events (for example, a short Santa appearance at the train station) should be handled as legacy events; whether calendar conflicts and staffing burdens can be managed; and whether a calendar of blocked dates should be created so new events do not overload limited public‑works weekend capacity. Staff said council can later exempt events from fees by policy, but the current proposal is intended to set a consistent, auditable process going forward.
No vote was taken; staff will finalize the application form administratively and seek council approval to update the fee schedule.
