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West Chester centralizes special-event permitting with standardized categories, SmartGov workflow
Summary
Assistant borough manager presented a five-category framework for special events (parade, 5K, marketplace/festival, single-block closure, park events, plus 'other'), standard maps and a SmartGov review workflow; staff recommend 50% deposit for major events and centralized fee estimates to reduce surprises for applicants.
West Chester staff introduced a revamped special-events application and review process designed to standardize approvals, clarify fees and centralize interdepartmental review in SmartGov.
"There are 5 kind of standard types of events, and then the last one is the other miscellaneous," Assistant Borough Manager Ramsey Reiner said, describing templates for parades, 5Ks, marketplace/festival events, single-block closures and public-park events, plus an "other" category for outliers. Reiner said standardized maps, predetermined staffing and fee estimates will help applicants plan and reduce unexpected costs.
Major events in the central business district could be eligible for revenue-sharing arrangements and would require a 50% deposit at approval and a final invoice after the event. Reiner said review groups (public works, police, fire/EMS, PennDOT/SEPTA where applicable) will be added as internal SmartGov workflows so council sees fees and public-safety implications before approval.
Council and staff also discussed lessons from the Halloween parade, which moved to a Sunday daytime slot and saw reduced participation, including missing marching bands. Some council members urged moving the event back to a weeknight to preserve community participation; staff said they will ask the Recreation Commission to consider the change.
Next steps: staff will finalize ordinance language for special events, integrate review groups into SmartGov, publish a calendar of 2026 events in January, and brief stakeholders on anticipated fees and route maps.
