Leesburg events manager explains town and county rules for public events, courthouse licensing

Linda Fowton, the Town of Leesburg events and outreach manager, briefed the Performing Arts Commission on how the town permits public events and on an expected licensing agreement with Loudoun County covering use of courthouse grounds.

Fowton said event permitting differs depending on whether the proposed location is town-owned public property (for example, the town green, Iolee Park or streets downtown) or private property such as a privately owned parking lot. Use of county-owned courthouse grounds requires separate permission from the Loudoun County Courthouse Committee; the town currently seeks exceptions from that committee when the town uses the courthouse for town events.

"The courthouse grounds has certain rules. It's really primarily for public use, freedom-of-speech type of activities, not necessarily an event venue," Fowton said, explaining why the town asks the county for exceptions when staging events that include a stage, vendors or alcohol.

She said the town has historically obtained specific exceptions for events such as Taste Leesburg (which has been permitted to carry alcohol onto courthouse grounds by exception) and the Memorial Day program (which uses the courthouse steps for speakers). Town staff are negotiating a one-year licensing agreement with the county to capture those exceptions and streamline approvals for partner groups such as Crossroads Music Festival, the Leesburg Movement and other community partners.

Fowton walked commissioners through the town's special-event proposal process. Applicants must complete a special-event proposal form and the community events committee evaluates logistics: whether police detail or road closures are needed, portable restrooms and trash, compliance with the health department and fire marshal, insurance and a full layout. She said the town no longer asks for 120 days'advance; the application window was shortened to 45 days but that only applies when applicants provide a complete package (insurance, vendor lists, layout and volunteer/staff plans) to avoid extensive back-and-forth.

She noted a $50 application fee and gave a typical vendor-cost example: porta-potty rental can cost about $250 each and the county recommends roughly one porta-potty per 100 attendees depending on event length. Fowton stressed that some permitting steps still route to Loudoun County because the town does not maintain its own local health department.

Commission members asked about town oversight of events on courthouse property if a licensing agreement is adopted. Fowton said the licensing agreement would allow the town to administer or oversee partner events that apply through the town's permitting process, rather than each organizer having to obtain county-level approvals individually.

On costs, Fowton said events can be expensive and gave examples such as Arts in the Alley, which involved multiple vendor locations and use of town parking. She encouraged early planning and starting the permitting process well in advance to avoid delays and fees.

The presentation prompted commissioners to discuss possible approaches for their inaugural programming, including whether to host standalone performances or to participate as a presence at established town events. Commissioners also discussed the town's sponsorship process and how event sponsorships typically flow into town accounts and are administered under town procurement rules.

The commission asked Fowton for a follow-up list of venues and past town-produced events that the commission could reference when planning. Fowton said the town posts FAQs and application materials online and that she would provide a venue list and public-safety plan examples for commissioners to review.

Ending

Commissioners were advised to start event planning early, to expect the town to require complete application packages at least 45 days before an event, and to route permitting questions to Fowton while staff and county attorneys finalize the licensing agreement for courthouse use.