PERMITTING 101

A GUIDE AND RESOURCES FOR GRAVEL EVENT PERMITTING PROCESS

So you want to promote a gravel event? That’s great!There are a few things that are helpful to know about the permitting process for various types of events depending on what types of lands and roads/trails the route will utilize.

State Forests and State Parks

  • Managed by the PA Department of Conservation and Natural Resources

  • Request an Activity Agreementat least 90 days before the event - but it is strongly encouraged to request the Agreement much earlier if possible to ensure there is enough time to work out any hiccups

    • To speed up the process, be ready to provide a map of the route(s)

  • If the request is approved, you will be asked to fill out an Activity Management Plan (AMP), which includes plans for risk management

  • DCNR will need to be named as additionally insured on any Certificates of Insurance for the event, and there is very specific language that needs to be included - this will be noted on the AMP documentation

  • Alcohol Permits: Alcohol is typically not allowed in state parks; however, they do make exceptions if you request an alcohol permit. Reach out to the state park in question to begin the process, which involves submitting a proposal including a risk management plan for alcohol consumption.

    • If the permit is approved, you will be asked to provide proof of Liquor Liability Insurance and pay a $100 fee

STATE AND MUNICPAL OWNED ROADS

  • If your route utilizes any state- or municipal-owned roads, you will need to get a permit from the Pennsylvania Department of Transportation (PennDOT)

  • Fill out the Special Event Permit form and return it to the Engineering District Office that covers the region of your event

  • In addition to the form, you will need to provide the following supporting documentation:

    • Map of routes, with state roads clearly labeled

    • Certificate of Insurance, with PennDOT as additionally insured (insurance requirements can be found on the Permit form)

    • Letters of approval from all respective townships your route passes through

  • The Permit form and supporting documentation must be submitted at least 8 weeksprior to the event (the earlier the better)

  • You will also need to notify your local Pennsylvania State Police barracks of the event and document who took the message

state game lands

  • Managed by the Pennsylvania Game Commission, primarily for habitat management.

  • Group activities involving more than 10 people, including gravel cycling events where a route utilizes PGC-owned roads or trails, require obtaining a Special Use Permit

  • The Special Use Permit should be sent to the region in which the event takes place for review

MUNICIPAL AND LOCAL PARKS

  • Reach out directly as soon as possible to find out about any permitting processes or special restrictions for any parks or other lands you want to use for your event.

  • Early and transparent communication goes a long way towards building a cooperative relationship, ensuring that your event is welcome for years to come.