Selectmen approve series of temporary event permits; permit approvals subject to signatures, maps and updated insurance

The Wolfeboro Board of Selectmen on March 5 approved a bundle of temporary outdoor event permits for local organizations, including two pickleball tournaments, four Clark Museum antique and vintage fairs, Brewster Academy arts-and-crafts festivals and several repeat community fundraisers.

The board issued the permits subject to several routine conditions: applicants must supply final, legible site maps showing tents/vendors/access, provide updated liability insurance where noted, and return signed town applications before events take effect. Selectmen also told several applicants they could withdraw events after the board finalizes facility rental fees later in the meeting.

The bulk of public discussion centered on two Lakes Region Pickleball Tournament applications. John DeForno, who identified himself as a representative of the Pickleball Club, asked the board to consider a reduced or waived rental fee for a one-day “Sadie Hawkins” tournament (June 21) because the club had not budgeted tournament rental costs and described the event as “a one-day bare-bones tournament” that draws largely local players. Christine Kennison, board member of the New Hampshire Lakes Region Pickleball Club, described the organization’s larger annual tournament (September 2025) as a well-known qualifying event that draws out‑of‑town players and said the club expected to pay whatever fees the board set but asked for “consideration” in fee-setting because the group maintains and gives back to local facilities.

Board members asked applicants to provide clear site maps showing tents, vendor locations and any porta‑potty placement. For larger events the board said it expects more detailed maps (food truck locations, trash/receptacle plans) so town staff and emergency responders can review layout and impacts.

Selectmen approved the permits with the conditions listed below. Several approvals also required applicants to supply updated insurance certificates by specified dates and to secure the town signature on applications. The approvals were unanimous and recorded as “Aye” in the meeting minutes.

Votes at a glance

- Permit 2025-2 — Sadie Hawkins Pickleball Tournament (June 21, 2025; Foss Field tennis & pickleball courts): approved subject to final map, application signature and fees to be confirmed. Applicant requested fee waiver consideration. (Action: motion to approve; outcome: approved.)

- Permit 2025-3 — Tenth Annual New Hampshire Lakes Region Pickleball Tournament (set up Sept. 4, competition Sept. 2025; Foss Field courts, basketball courts, pavilion; rain date Sept. 8): approved subject to final map, payment of fees and town signature; proof of insurance on file (expires 11/12/2025). (Action: motion to approve; outcome: approved.)

- Permits 2025-14, 2025-13, 2025-12, 2025-11 — Wolfeboro Historical Society antique & vintage fairs at Clark Museum (June 21; July 5; Aug. 2; Oct. 4, 2025): each approved with condition that updated insurance be provided by May 31, 2025, and that the application be signed by the town. (Action: motions to approve four separate permits; outcome: all approved.)

- Permits 2025-15 and 2025-16 — Brewster Academy “On the Green” Arts & Crafts festivals (dates in transcript include July 11–13 and August 8–10; events to be held at DeWolf Field, Brewster Academy): both permits approved; board clarified dates and asked staff to reconcile the master list and agenda dates before printing. (Action: motions to approve; outcome: approved.)

- Permit 2025-17 — Wolfeboro Garden Club resale fundraiser (Nov. 16–23, 2025; railroad station): approved; conditioned on updated insurance and signed application. (Action: motion to approve; outcome: approved.)

- Additional small events listed in the public-hospitality roster (multiple repeat festival dates for the Historical Society and others): approved, with insurance updates and application signatures required where noted.

What the board emphasized

Selectmen emphasized three routine compliance items for repeat and large events: (1) submit clear, annotated maps that show tents, vendor and food-truck positions and restroom locations; (2) provide updated liability insurance certificates by the dates the board specified (several permits requested updates by May 31); and (3) ensure the town signs and dates the submitted applications. The board also told applicants they could withdraw a permit after the board finishes its fee schedule later in the meeting if the final fees were unacceptable.

Why it matters

Wolfeboro’s summer calendar includes multiple town-hosted and nonprofit events that bring visitors, overnight stays and local spend into the community. The board’s conditions reflect standard risk-management and public-safety practices: legible site maps support traffic and emergency planning, up-to-date insurance protects the town, and signed applications ensure the town and organizer share the same expectations.

Ending

The Selectmen approved the permits unanimously. The board directed staff to collect the detailed site maps and updated insurance information and to publish the final list of approved, permitted events and their conditions on the town website. Several applicants asked the board to consider fee reductions for small, community-focused events and were told that fee-setting would be addressed later in the agenda and applicants could withdraw their requests if they preferred not to accept the final fee schedule.