The Boston Emergency Medical Services Permit Application is the form event organizers use to request a Boston EMS Special Event Permit and an EMS detail from Boston Emergency Medical Services (BEMS). Organizers of festivals, runs and walks, concerts, boating or swim events and other gatherings file it when the event meets any one of the triggers listed on the City of Boston's page, at least 15 days before the event. On FillingPDF you can fill out the form online and download or print the completed PDF; the original is published by the City of Boston, and the application itself goes to Boston EMS through the channels described below.
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What is Boston Emergency Medical Services Permit Application?
The Boston Emergency Medical Services Permit Application is the form an event organizer completes to request a Boston EMS Special Event Permit and EMS detail coverage for an event in Boston. It is addressed to Boston Emergency Medical Services (BEMS), 785 Albany Street, Boston, MA 02118.
The City of Boston's page explains that the Boston Public Health Commission's Emergency Medical Services Regulation requires the permit when an event meets any one of several conditions. The form collects the event name, dates and times, location, event type, description, expected number of participants and spectators, whether alcohol will be served, the organizer and event contact, a billing address and where the event is advertised.
After the application arrives, Boston EMS works with the organizer to determine the level of EMS coverage the event needs and tells the event sponsor what type of service is needed and what it will cost. Boston EMS sets the minimum detail requirement; the organizer may hire additional personnel. The permit itself is free: Boston EMS charges a fee only if staffing is required, and it invoices after the event. The fee schedule for the detail options is printed on the application, in the section marked for Boston EMS use.
The signature block is an acknowledgment. By signing, the organizer accepts responsibility for payment on receipt of the invoice, agrees that Boston EMS may cancel the permit if it decides safety and security require it, releases and agrees to indemnify the Boston Public Health Commission and BEMS as the form words it, and confirms the information is truthful and accurate.
This application is separate from the City's Public Event Application and Film Permitting request, which the page names as triggers for needing this permit.
Who needs to file Boston Emergency Medical Services Permit Application?
Organizers of events in Boston whose event meets any one or more of these conditions need a Boston EMS Special Event Permit, according to the City of Boston's page:
- you had to file a Public Event Application with the City;
- you had to file a Film Permitting request;
- your event, or the activities at it, may affect public health;
- your event may reduce Boston EMS's ability to serve the public, such as through a road closure;
- you expect more than 5,000 people; or
- you would like to request an EMS detail.
The form's event types are Festival, Run/Walk, Concert, Boating/Swim and Other (specify), and you check all that apply. The page notes that hosting a special event in Boston may require a permit from the City and also one from Boston EMS, so a City event permit does not replace this application.
The form names the organizer as the person signing and accepting responsibility for payment. It also asks for a separate event contact, who can be someone other than the organizer, and a billing address. The form and page set out no exemptions beyond the conditions above.
When to file Boston Emergency Medical Services Permit Application
File the application at least 15 days before your event; the City of Boston's page says you need to file a Boston EMS Special Event Request by then. File it whenever the event meets one of the triggers described under who needs it, including when you only want to request an EMS detail.
After filing, Boston EMS works with you on the coverage level and tells the event sponsor the service and cost. The invoice follows the event, and the page says to pay as soon as you receive it.
Changes and cancellations have their own timing. Tell Boston EMS as soon as possible about significant changes, including cancellations and expectations of larger crowds. If you do not report a cancellation at least one day before the event was scheduled, you may be charged the full detail fee.
Documents you need
- Site set-up maps, which the form lists among the items to be provided with the application.
- Run/walk route maps, which the form lists among the items to be provided with the application.
- Road closure plans, which the form lists among the items to be provided with the application; the City's page also says to include your set-up maps or road closure plans.
How to fill out Boston Emergency Medical Services Permit Application
Enter the event name and schedule
Fill in Event Name, then the Date(s) and Time lines, entering the from and to times. The form has three date/time rows for events on more than one day or in more than one time block.
Give the event location
In Location, write where the event takes place. For a run, walk or similar route event, the route maps you attach show the details.
Check the event types
Under Event type: check all that apply, check Festival, Run/Walk, Concert and Boating/Swim as they apply. Check Other (specify) and write the type if none fits.
Describe the event and expected crowd
Complete Event Description and Estimated number of participants & spectators. Give a realistic estimate, because the form says additional cost may apply if attendance exceeds it.
Answer alcohol and advertising questions
Answer Will alcohol be served? and complete Where is event advertised?.
Enter organizer details
Fill in Organizer, Address and Phone for the person or group responsible for the event and its payment.
Enter the event contact
Fill in Event Contact, Cell Phone and email for the person Boston EMS can reach about event details.
Add the billing address
Complete Billing Address with the address where Boston EMS should send the invoice after the event.
Read the acknowledgment and sign
Read the paragraph on payment, cancellation, release and indemnity, then sign and date the Signature and Date lines. Leave the Boston EMS Use Only section blank; Boston EMS completes it.
Review, download and assemble
Check every entry, then download or print the completed PDF from FillingPDF. Add your set-up maps, route maps or road closure plans, and submit through the channels described under How to submit.
How to submit Boston Emergency Medical Services Permit Application
The City of Boston's page says you can mail, email, fax or bring the completed form and any other documents to Boston EMS.
- By mail: Boston Emergency Medical Services, ATTN: Special Events, 785 Albany Street, 5th Floor, Boston, MA 02118.
- In person: drop it off at the same address between 8 a.m. and 5 p.m., Monday through Friday.
- By fax: the form prints the Boston EMS fax number, (617) 343-1199.
- By email: the page lists [email protected] for event detail questions; the phone number for those questions is 617-343-1150.
Include your set-up maps, run/walk route maps or road closure plans with the application. To change or cancel, contact the Boston EMS Special Operations Division at 617-343-1150, Monday through Friday, 8 a.m. to 5 p.m. For last-minute changes outside business hours, call 617-343-1400 and ask for a supervisor.
The permit is free. If staffing is required, Boston EMS sends an invoice after the event. FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Filing less than 15 days before the event; the City of Boston's page says the request is due at least 15 days ahead.
- Sending the application without the site set-up maps, run/walk route maps or road closure plans that the form says are provided with it.
- Assuming a City event permit covers EMS; the page says you may need a permit from both the City and Boston EMS.
- Understating the number of participants and spectators; the form says you may incur additional cost if attendance exceeds your estimate.
- Not allowing for event overruns; the form says additional cost may apply if the event runs longer than scheduled.
- Not reporting a cancellation at least one day before the event, which can lead to being charged the full detail fee.
- Filling in the Boston EMS Use Only section, which holds services, hours, costs and the representative's signature.
- Signing without understanding that you become responsible for payment on receipt of the invoice, including 1/2 hour before and after time on site.
Frequently asked questions
What is the Boston EMS Special Event Permit application?
It is the City of Boston form for requesting a Boston EMS Special Event Permit and EMS detail for an event. Boston EMS uses it to decide what level of EMS coverage your event needs and to tell the sponsor the service and its cost.
Do I need a Boston EMS permit for my event?
You do if your event meets any one of the City's conditions: a Public Event Application or Film Permitting request was required, it may affect public health or reduce EMS's ability to serve the public, you expect more than 5,000 people, or you want an EMS detail.
How far ahead do I have to apply for a Boston EMS permit?
At least 15 days before the event. The City of Boston's page says you need to file a Boston EMS Special Event Request by then. Include your set-up maps, route maps or road closure plans with it.
Does the Boston EMS special event permit cost anything?
The permit itself is free. Boston EMS charges a fee only if staffing is required, and it sends an invoice after the event that you pay as soon as you receive it. The fee schedule for detail options is printed on the application.
Where do I send the Boston EMS permit application?
Mail or bring it to Boston Emergency Medical Services, ATTN: Special Events, 785 Albany Street, 5th Floor, Boston, MA 02118. In-person drop-off is 8 a.m. to 5 p.m., Monday through Friday. The form also prints fax (617) 343-1199.
What happens if I cancel my event or the crowd gets bigger?
Tell Boston EMS as soon as possible: call 617-343-1150 during business hours or 617-343-1400 after hours and ask for a supervisor. A cancellation reported less than one day ahead may lead to the full detail fee, and a larger crowd may require more EMS resources you pay for.
Can I fill out the Boston EMS permit application online?
Yes. You can fill out the PDF online on FillingPDF and download or print it. FillingPDF does not send it to Boston EMS: you mail, email, fax or deliver the completed form yourself.
Is this the same as the City of Boston public event permit?
No. The Public Event Application and Film Permitting request are separate City filings. If you had to file either one, the City says you also need a Boston EMS Special Event Permit, which is requested with this application.
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