A Boston event that puts portable toilets on a street, a park or a reservation runs through the permit route for that space. The Mayor's Office of Consumer Affairs and Licensing issues the special-event permit for outdoor public events. Parks reservations, road races, parades and street closures go to their own offices, and an event of 1,500 capacity or more also needs an emergency plan and a site map.
Key takeaways
- The Mayor's Office of Consumer Affairs and Licensing issues the special-event permit for outdoor public events.
- Published timing is at least 30 days before a large event and 20 days before a smaller one; confirm it with MOCAL.
- Parks reservations go to Parks and Recreation, Greenway events to the Greenway Conservancy.
- Road races and parades go to the Transportation Department, and street closures to Public Works.
- A capacity of 1,500 or more needs the Special Events Emergency Action Plan and a site map to the Office of Emergency Management.
- The restroom units belong on the same plan that goes with each application.
Step one: which space does the event use?
The permit route follows the space. A closed street, a park, a reservation, the Greenway and a private lot each have their own route, and a single event can need more than one.
The first question is where the units will stand. A unit on a closed street falls under the closure permit, a unit on a park lawn under the park reservation, and a unit on a private lot under the owner's consent.
An event that uses several spaces needs each route. The organizer should list the spaces, ask each office what it needs, and make sure the restroom plan appears in each file that it touches.
A spot near a boundary between Boston and a neighboring city may fall under that city's rules, and that check should be made before any filing.
- Closed street: the closure permit from Public Works
- Road race or parade: the Transportation Department route
- Park or reservation: Parks and Recreation
- Greenway: the Greenway Conservancy
- Private lot: the owner's written consent
Step two: the special-event permit
The Mayor's Office of Consumer Affairs and Licensing issues the special-event permit for outdoor public events. It is the main permit for an event held outdoors in the city.
The permit asks for the event's details, its dates and its site. The restroom plan is part of that site, so the units should be shown on the plan with their clusters and their accessible unit.
The timing is set by the City: at least 30 days before a large event and 20 days before a smaller one. The figures are published by the City and should be confirmed with its office before the plan is final.
Whether the City requires the toilet count or placement in detail was not stated in the published material, so the plan should show both clearly and ask the office what level of detail it expects.
Step three: the emergency plan for large events
An event with a capacity of 1,500 or more must complete the Special Events Emergency Action Plan and submit a site map to the Office of Emergency Management. The permit is not approved without it.
The capacity figure is worked out from the space and the expected crowd, and it should be recorded with its reasons. A capacity below the threshold does not need this plan, but the restroom planning still applies.
The site map shows the stages, the exits, the emergency routes and the medical posts. The unit clusters and the accessible unit belong on the same map, so the reviewer can check them against the routes.
The Office of Emergency Management's published contact for emergency planning is eoc@boston.gov, which an organizer can use to ask about the format it prefers.
| Part of the event | Office that handles it |
|---|---|
| Outdoor public event, general permit | Mayor's Office of Consumer Affairs and Licensing |
| Park or reservation ground | Parks and Recreation |
| Greenway | Greenway Conservancy |
| Road race or parade | Transportation Department |
| Street closure | Public Works |
| Capacity of 1,500 or more | Office of Emergency Management, for the emergency plan and site map |
Step four: the restroom details in the file
The restroom details are the unit count, the clusters, the accessible unit, the placement, the servicing schedule and the pickup. A reviewer expects to see each one.
The count is set from the expected headcount, the length of the event and whether alcohol is served. The reasoning should be written next to the figure, so the reviewer does not have to ask how it was reached.
The accessible unit is placed inside each cluster under the Massachusetts rule for temporary events, which sets at least 5% and never fewer than one. The placement should show the firm route to it.
The provider supplies these details, and the organizer includes them. The provider does not file the permit for the event.
- Count per cluster, with the reasoning
- Accessible unit in each cluster group
- Placement on the site map with the route
- Servicing schedule for the event days
- Delivery and pickup dates
Step five: neighboring cities and the state
A spot in Cambridge, Somerville, Brookline or another neighboring city is arranged with that city, and the state's accessibility notice applies across Massachusetts for temporary events.
Each neighboring city and town sets its own permits. A permit issued in Boston does not cover those spots, and the organizer should ask the city's office what it requires.
The Massachusetts rule for temporary events, under 521 CMR 30.1.2, applies across the state. A city's own permit can add to it, so the city's office should be asked as well.
Hauling of the waste is a separate state matter. Removing or transporting septage or portable toilet contents requires a Board of Health permit, and the provider holds that permit for its own work.
Step six: check the timing and the file
Work back from the event date: file the permit at least 30 days ahead for a large event, confirm the emergency plan, and have the restroom plan settled before the application is complete.
A late filing can delay the event or change its layout. The restroom plan is one of the items reviewers ask about first, so settling it early avoids a second round.
The file should include the permit application, the site map, the emergency plan where it applies, the restroom details, and the written consents for any private ground.
Keep a copy of every approval in the event team's file, and bring it to the site on the day, since stewards and inspectors may ask for it.
What happens if a permit is refused or delayed?
A refused or delayed permit should be taken up with the office that made the decision. The reasons are asked for in writing, and the plan is changed to meet them rather than filed again unchanged.
A delay often comes from a plan that does not show the restroom details clearly, or from a space that needs a second office's sign-off. Asking the reviewer for the missing item is faster than resubmitting.
If the plan is changed, the units are re-shown on the revised site map, and the provider is told of any change to the count or the placement before the event.
What do inspectors look for on the day?
Inspectors look for the units in the places the plan shows, the accessible unit on a firm route, the clusters clear of the emergency route, and the servicing schedule being followed.
A visible copy of the approved plan and the permit on site is the quickest answer to most questions. Keep it with the event team, not only in an office.
The servicing log is the other thing an inspector may ask for. A record of visits made during the event shows the units were kept usable.
Frequently asked questions
Which office issues the special-event permit?
The Mayor's Office of Consumer Affairs and Licensing issues the special-event permit for outdoor public events.
How early must I file?
The published timing is at least 30 days before a large event and 20 days before a smaller one. Confirm the current figures with MOCAL.
When is an emergency plan needed?
For an event with a capacity of 1,500 or more, the Special Events Emergency Action Plan and a site map are required before the permit is approved.
Do park events go through the same office?
No. Parks reservations go to Parks and Recreation, and Greenway events to the Greenway Conservancy.
Does the restroom plan need its own permit?
The units are part of the event plan that goes with each application. The permit is for the event and the space it uses.
Can the provider file the permit for me?
No. The organizer files the permit, and the provider supplies the restroom details that go into the file.
Should the permit and the plan be on site?
Yes. Keep a copy of the approved permit and the plan with the event team for the day.
Sources
- City of Boston, Common Permits for Outdoor Public Events
- City of Boston, Office of Emergency Management
- Massachusetts Architectural Access Board
This guide is general information for Suffolk County homeowners, not a substitute for an on-site inspection. Prices are estimates. See our disclaimer.