How to Get Permission for Alcohol at Your Event in Fairfax County Parks

1. Submit a Rental or Use Agreement: Provide the facility with the dates and times for your event to initiate the reservation process.
2. Complete an Alcohol Beverage Use Application (ABUA): Apply for permission to serve alcohol at your event by submitting a completed ABUA form.
3. Submit Documents and Pay Fees: Both the Rental/Use Agreement and the ABUA form should go to the same location, and you can submit them together. A $200 ABUA fee (per use per location) must be paid before the event.

Planning to Charge Fees or Sell Alcohol?

• Inform the Park Authority during the application process if you intend to collect money for alcohol or charge admission for your event.
• In addition to your reservation fees, you'll need an approved Business Activity License to host such an event.
• After receiving approval from the Park Authority for alcohol use (via the ABUA process), you must also get a Virginia ABC Banquet License.

Virginia ABC Banquet License Overview

The Virginia ABC Banquet License is issued by the state’s Department of Alcoholic Beverage Control and is required for serving alcohol at certain events. Even if you receive permission from the Fairfax County Park Authority to have alcohol at your event, you may still need to obtain this permit under specific circumstances.

Important Reminder: Allow up to three weeks to get the license from Virginia ABC.

When You DON’T Need a Virginia ABC Banquet License

If all four of the following conditions apply to your event, you won’t need to get a Virginia ABC Banquet License:

1. Private Event: The event is private, meaning it’s not open to the general public or held in a publicly accessible location. (Note: While Fairfax County Park Authority facilities are public places, they can be restricted to public access during rental events.)
2. No Charges: No money is exchanged for anything related to alcohol (e.g., the cost of drinks or admission fees).
3. No Club/Restaurant Venue: The event isn’t held at a club or premises of a non-licensed restaurant.
4. Alcohol Source: Alcohol is purchased retail for the event and not from a wholesaler or distributor.

For further details, check out the Virginia ABC License web page for additional guidance on the licensing process.

Host Liquor Liability Insurance: What You Need to Know

Host Liquor Liability insurance protects you from lawsuits for bodily injury or property damage caused by an intoxicated guest at an event you’re hosting. This type of coverage is often included in Event Liability Insurance policies, which are specifically designed for private events like weddings, birthday parties, or reunions.

Key Features of Host Liquor Liability Insurance

• 1-Day Coverage: Plans typically cover the event day and have a low price point.
• Protects Event Site: Coverage can be extended to include the venue where your event is held, often at no additional cost.
• Alcohol-Free Events: Even for alcohol-free events, this insurance can protect you if guests consume alcohol without your knowledge.

Important Considerations

• Catering Insurance: If you hire a catering company, their General Liability insurance generally does not protect you, the event host, against claims related to alcohol consumption. Host Liquor Liability insurance fills this gap.

By getting this coverage, you can safeguard yourself and your event against unexpected incidents involving alcohol.

Liquor Liability Insurance vs. Host Liquor Liability Insurance

Liquor Liability Insurance offers broader protection compared to Host Liquor Liability Insurance and is essential when alcohol is served at events where money is exchanged.

When Liquor Liability Insurance is Needed

You must obtain Liquor Liability Insurance if:

• Money is exchanged for alcoholic beverages (e.g., selling drinks at a cash bar).
• Admission fees are charged to attend the event.

In these cases, Host Liquor Liability Insurance does not provide sufficient coverage, as it only applies to private events where alcohol is served without financial transactions.

Key Difference

• Host Liquor Liability Insurance: General liability coverage for private events where alcohol is served, but no money changes hands for alcoholic beverages or admission.
• Liquor Liability Insurance: Specific coverage needed when alcohol is sold or when an admission fee for the event includes access to alcohol.

If fees are involved in your event, obtaining Liquor Liability Insurance ensures you are properly protected against incidents related to alcohol consumption.

Insurance Guidance for Events in Fairfax County Parks

Park Authority employees cannot provide insurance advice, since they are not licensed insurance agents. For assistance with selecting the appropriate coverage for your event or activity, it is recommended that you contact a professional insurance agent who can guide you through the process.

Requirements for Insurance Policies

When purchasing insurance for an event held on Fairfax County Park Authority property, you must meet the following criteria:

• Coverage Minimum: Ensure the policy provides coverage of at least $1 million.
• Certificate of Insurance Details: The policy must include the location (site name) of your event and the following exact wording:
  “Fairfax County Board of Supervisors, and Fairfax County Park Authority, its officers, employees and volunteers.”

By complying with these requirements, you can ensure the proper coverage for your event and meet Park Authority guidelines.
 

Park Authority employees are not licensed insurance agents and legally cannot advise you on insurance matters.  It is recommended that you contact an insurance agent who can make recommendations regarding a specific event or activity. Please ensure any policy you choose to purchase for an event on our property is for a minimum of $1 million and include on the Certificate of Insurance the site name and this statement: “Fairfax County Board of Supervisors, and Fairfax County Park Authority, its officers, employees and volunteers”.

If you need more clarification on insurance requirements, click here

Approval Process for Your Request:

The time it takes to process your request depends on the complexity of your event and staff availability. Generally, staff aim to contact you within 2-3 business days of receiving your application.

Next Steps Upon Approval:

• If approved, you’ll receive a signed copy of your application via email. This signed application will include contact information should you have any questions or need further assistance.
• Official Approval: The signed Alcohol Beverage Use Application (ABUA) becomes your official approval from the Park Authority. You must keep this document with you during the event, along with other related contracts or approval documents.

By ensuring all required approvals and documents are on hand, you'll comply with Park Authority rules and be prepared for a smooth event.

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