(A) An application for a special event permit shall be completed and submitted to the City Manager on forms provided by him or her in accordance with the city’s special event policies and procedures no sooner than one year and no later than 45 days prior to the proposed special event. A completed application shall not constitute approval of the permit.
(B) A waiver of the application deadline may be granted upon a showing of good cause or at the discretion of the City Manager. The City Manager may consider an application that is filed after the filing deadline if there is sufficient time to process and investigate the application, and arrange police and other city services and/or equipment for the event. Filing an application after the filing deadline may result in a penalty, including a late fee or denial of permit.
(C) Special event applications shall be considered in the order in which they are received. Special events requested for the same day and time and at the same or similar location will be granted on a first-come, first-served basis, unless it can be shown that it is in the best interest of the city, its residents, and guests to allow such simultaneous events. Scheduling preference may be given to city-sponsored events or events directly benefitting residents and guests of the city.
(D) The application for a special event permit shall set forth the following information:
(1) The name, address and telephone number of the person seeking to conduct the special event;
(2) If the special event is proposed to be conducted for, on behalf of, or by an organization, the name, address, telephone number and email address of the headquarters of the organization and of the authorized heads of the organization;
(3) The name, address, telephone number and e-mail address of the person, applicant or organizer who will be the special event chairperson and who will be responsible for its conduct;
(4) The date and hours when the special event is to be conducted;
(5) A description of the area to be utilized, including requested street changes and parking restrictions;
(6) A description of the activities to be conducted;
(7) The expected total attendance for the event, and the estimated maximum number of people to be assembled at any one time;
(8) Verification of the applicant or sponsoring organization that proof of adequate liability insurance coverage shall be provided;
(9) Verification and acknowledgment by the applicant of the duty to inform the City Manager of any change in details regarding the proposed event during the application process or after a permit is approved but before the special event takes place; and
(10) Any additional information and criteria which the City Manager or his or her designee shall find reasonably necessary to a fair determination as to whether a permit should be issued.
(E) An issued special event permit may include, among other provisions, reasonable terms and conditions as to:
(1) The time, place and manner of the event;
(2) Compliance with health and sanitary regulations;
(3) Emergency services; and
(4) Security.
(F) The City Manager, in conjunction with input and recommendations received from other city departments, may require additional permits to meet the conditions established and/or other city ordinances including, but not limited to: special noise variance, street closure permit and special temporary alcoholic beverage license.
(G) Additional fees may be incurred and assessed for required city services such as electrical service, security, fire protection, park user fees and the like.
(H) The city will not tolerate disorderly conduct, obscene or vulgar gestures, and any unlawful behavior at any permitted event by any event organizer, performer, staff, volunteer, or anyone associated in any way with the management or participation in the event.
(I) The City Manager and any applicable city department staff may contact the organizer and/or applicant to schedule a meeting to discuss the details of the proposed special event prior to making a final determination of approval or disapproval of the event.
(J) Before approving any special event application, the City Manager and any applicable city department staff shall consider, but are not limited to, the following criteria:
(1) Impact on local economy;
(2) Impact on public health and safety;
(3) Impact on transportation and traffic within the proposed event area;
(4) Availability of and access to emergency services;
(5) Availability and/or diversion of city resources;
(6) Complete application and accurate information;
(7) Compliance with other city, county, state and federal permits as required by law;
(8) Outstanding delinquent accounts or liabilities, if any, to the city;
(9) Adverse impact or undue hardship, if any, on access and operation of businesses and homeowners;
(10) Ability or resources of the applicant to adequately comply with the terms and conditions of the proposed event;
(11) The applicant’s management of previous events; and
(12) The reduction, whether temporary or prolonged, of the public's legal use of unique and valuable city-owned spaces and associated amenities.
(1984 Code, § 93.32) (Ord. O-82-81, passed 10-20-1981; Ord. O-40-07, passed 9-11-2007; Ord. O-06-19, passed 3-12-2019; Ord. O-08-21, passed 5-11-2021)