Hosting a Downtown Event

Planning on holding an event downtown? Start here!

Catering/Special Event Spaces:

Many of our restaurants and hotels offer a variety of spaces able to accommodate intimate to large groups for your special occasion. We are compiling a list of those spaces now. Stay tuned. If you’re looking for a local downtown business that can cater your event, please visit our catering directory here.

City Approval & Permitting Process:

We often receive inquiries from individuals wishing to host an event downtown as to what permits may be required. The best answer is…it depends! Many things must be taken into consideration when it comes to a public event, especially one taking place in the streets, sidewalks or public spaces, including, but not limited to: street closure needs, whether sound will be amplified, expected attendance, potential safety issues or disruption to normal commerce, pedestrian activity, etc. The Downtown White Plains BID does not issue permits and all inquiries as to permit needs and requests should be formally made with the City of White Plains, starting with the Department of Public Safety.

Prior to reaching out to the City, consider compiling the following information so that you are ready to share it if/when asked. It will make your process much smoother!

• Name of Your Event
• Sponsoring Presenter (i.e. the person or legal body putting on the event)
• First and last contact name (and info) for the key contact for the proposed event
• Date of Event
• Description of Event
• Anticipated Attendance and Audience
• What kinds of activities will take place (e.g. a race, firework display, crafts for sale, open air cooking, live music)
• Whether you have experience putting on similar events
• Your website/social media
• Where you would like to host the event
• Whether you believe street closures will be required
• Any security needs you anticipate

Once you have gathered the necessary information, fill out a special events form, available on the Department of Public Safety site here and email it directly to the Public Safety Department (wppublicsafety@whiteplainsny.gov). If amplified sound will be present, you should also fill out a Sound Permit and submit with your application. The Sound Permit is available at the same link. Your event may require you to pull special event insurance: if that is the case, insurance requirements are enclosed on the second page of the events application.

A word about timing—Special event permits should be submitted at least 10 days in advance, but consider submitting your permit request much sooner for a sizeable event or one of greater complexity. Consider that street closures, open air cooking/fire and large scale installations of tents, stages and the like may require the approval and coordination of many different City agencies. Therefore, allow yourself and the City enough lead time to ensure success. For a frame of reference, our BID begins discussing our larger public events (1,000+ attendees) several months in advance with the City!

If your event gets approved, while not required, please consider providing our Business Improvement District a courtesy notification, so that we can answer any questions that may arise from the public, notify nearby businesses of any disruptions that may affect deliveries, customer access, etc. and more. Your local business neighbors will appreciate it! If your event is supporting our local downtown businesses, we would also like to know to so that we may help promote it.
Have further questions? Email public safety at wppublicsafety@whiteplainsny.gov or call 914-422-6111.