City Council puts together plan to approve future special events

ASHEBORO — A new process for approving special events in Asheboro is scheduled to take effect July 1. At its April 9 meeting, the city council moved forward with a two-step application procedure for organizers who want to use community spaces.

The council unanimously approved a memorandum recommending the formal adoption of a standardized special event application process and fee schedule. They also approved what they deemed “legacy events” which will be exempt from some of the fees because they are already well established in Asheboro.

Back during the Jan. 8 city council meeting, Assistant City Manager Trevor Nuttall asked the council to formalize an application because the city was getting more event requests, and many required extensive staff resources. This will give staff advance notice to coordinate the overtime and labor and help the city recoup some of the costs, he said.

City Manager Donald Duncan used an earlier item on the evening’s agenda as an example: 

Walker Brown, program administrator for Randolph County Department of Social Services, asked the city to close North Street for the Child Abuse Prevention block party at the recreation center on April 16. Nuttall said that while the formal request just went before the council, the county began talking with city staff and local businesses in February, giving them enough time to plan.

Applying to hold an event

First, Nuttall said, event organizers will fill out a Special Event Interest and Description Form 60 to 120 days before the date of their event. That will give staff time to do a feasibility review based on the scope and road closures.

Once staff finishes its review, the organizer will fill out a more formal Special Event Application with detailed plans, documentation and fees.

Event fees

The city will set a $100 standard application fee for Asheboro residents and non-profits and $200 for non-residents and for-profit organizations.

The event fees will be tiered by the size and scope of the event. They do not include fees for facility rentals and security.

■ Tier 1 (Smale Scale): $200 for residents and non-profits, $300 for non-residents and for-profits.

■ Tier 2 (Medium Scale): $350 for residents and non-profits, $450 for non-residents and for-profits.

■ Tier 3 (Large Scale): $500 for residents and non-profits, $600 for non-residents and for-profits.

Nuttall said the county’s Child Abuse Prevention block party is an example of a small-scale event because its footprint is small and North Street is not managed by the NC Department of Transportation.

What is exempt?

The city designated six legacy events from paying application fees based on their historical significance or connection to federal holidays.

■ Martin Luther King, Jr. Holiday March. 

■ Juneteenth March and Commemoration. 

■ Fall Festival.

■ Veterans Day Parade.

■ Christmas on Sunset and Parade.

■ Asheboro High School Homecoming.

The staff originally recommended five. Mayor Joseph Trogdon, Jr. said he got calls from residents asking if the Asheboro High School Homecoming could be grandfathered in, so the city council agreed to add that to the list.

Nuttall said the organizers are still expected to submit the forms, coordinate with the city, and comply with all safety and operational requirements.

He also said they accounted for a First Amendment exemption. Demonstrations and other protected activities will not need to fill out an application as long as they don’t require closing a street or hinder the regular use of the area. If they expect a large crowd or plan to amplify sound, they should apply. 

Nuttall said anyone with questions can reach out to the City Manager’s Office to ask what their event needs.

Following the city council vote, Nutall said staff will publish information on the new process and explain the new procedure to past event organizers.