Event Requests
Because it is illegal to obstruct a public right-of-way, such as a city sidewalk or street, it is necessary to apply for special permission before holding parades, block parties, and similar events that could obstruct traffic.
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 office to obtain an event request packet or download one below. Your request must be reviewed by several administrative officers, so please start this process at least two weeks before your planned event.
The city does not control Town Square, including the Rotary Amphitheater, located behind the Elkins Depot Welcome Center. These are the property of the Randolph County Development Authority, and the city plays no role in granting permission to use this space. Please contact RCDA for information about utilizing Town Square.
This page also contains information about applying to use the Downtown Sound System.
Note: As of September 30, 2024, the Downtown Sound System is out of commission during repairs and renovations to Elkins City Hall. This project is expected to conclude no later than the summer of 2026.
Event Request Application
To apply to close a city street for a block party, fun run, or other event, please click to download the application form at right. Submit the form to the Mayor’s Office using the contact information at the bottom of the page.
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.
Is Your Event a “Mass Gathering”?
Please note that city law imposes additional requirements on events that meet the definition of “Mass Gatherings”: “An event… resulting in the assemblage of more than 300 persons on any one parcel or any special event, as defined herein, [and] where camping or overnight lodging are offered.” Typical street fairs, festivals, or similar events on city streets do not meet this definition. If you are planning an event that you believe may qualify as a Mass Gathering Event, please contact the Mayor’s Office to learn more about the requirements and obtain a Mass Gathering Event application form.
The city requires that you complete the “Indemnity, Defense, and Save Harmless Agreement” that is part of the event request packet. This can be notarized at city hall.
Guidance for Downtown Seasonal Decorations
City officials and the Elkins-Randolph County Chamber of Commerce have together created guidelines for downtown seasonal decorations. The purpose of these guidelines is to avoid problems, such as obscured traffic control signs and signals or impeded rights-of-way, while supporting the efforts of community organizations to make our downtown even more attractive and appealing during special events and seasons.
Please note that even decoration plans that do not involve blocking sidewalks or roadways, or otherwise requiring review by city officials, need to follow our seasonal decorating guidelines to avoid conflicts with other seasonal decorating activities, dates, and events.
For More Information
Executive Secretary
Mikayla Goins
401 Davis Avenue
Elkins, WV 26241
304-636-1414, ext. 1110 (office)
mgoins@cityofelkinswv.gov
