Event and Sound System Requests

Note concerning COVID-19:

In addition to the standard information requested below, event applications must now include information about how organizers plan to enable and enforce social distancing, provide handwashing and/or sanitization stations, ensure the use of protective equipment, and other steps that may be deemed necessary to keep attendees and city residents and businesses as safe as possible. If proposed measures are found to be insufficient, organizers may be required to submit a modified plan. Because evaluating these plans may lengthen the review process, please submit applications as early as possible. Past approval is no guarantee an event will be approved this year.

It is illegal to close or block a city sidewalk or street without city officials’ permission.

If your organization or group plans to hold an event that would require that a sidewalk or street be closed, please contact the mayor’s executive secretary to obtain an event request packet or download one by clicking here. Your request must be reviewed by several administrative officers, so please start this process at least two weeks before your planned event.

Insurance and Indemnification
Please note that the city will not approve your event request unless you submit an insurance certificate, on a policy of at least $1 million in liability insurance, naming “City of Elkins” as an additional insured party. If you or your organization does not already carry this form of insurance, you should contact an insurance agency to obtain event insurance (typically $250-$500, depending on the nature of your event). The city also requires that you complete the “Indemnity, Defense, and Save Harmless Agreement” that is part of the event request packet available at the above link.

Town Square
The city does not control the “town square,” including the Rotary Amphitheater, located behind the Elkins Depot Welcome Center. It is the property of the Randolph County Development Authority. Therefore, the city plays no role in granting permission to use this space.

Downtown Sound System

The City recently installed an updated outdoor sound system which services Davis Avenue from Elkins City Hall to 2nd Street and 3rd Street from the Elkins Depot Welcome Center to Kerens Avenue. The system is intended for the broadcast of general public service announcements and/or the playing of copyrighted music during an event when appropriate. Individuals or organizations may apply for use of the system by submitting an application, available here to the mayor’s executive secretary at least two months prior to the scheduled event. Please read and complete the application carefully, including the General Conditions found on page two, as the omission of any required documentation may result in the delay or denial of the application.

Mayor’s Executive Secretary
Rachel Wickham
Phone: (304) 636-1414, ext. 1110
401 Davis Avenue, Elkins, WV, 26241

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