Upon receipt of a completed application, including all necessary attachments and addenda, the City Manager, or his or her designee, shall distribute the completed application to the applicable city departments for review. Upon completion of review of an application by a city department, the department shall issue a written recommendation to the City Manager. The City Manager shall issue a permit as provided for hereunder when, from a consideration of the application, the written recommendations from city departments and from any other information that may otherwise be obtained, he or she finds that:
(A) The conduct of the special event will not present an unreasonable hazard to the health or safety of the public;
(B) The conduct of the special event will not require the diversion of so great a number of police officers of the city to properly police the event and areas contiguous thereto as to prevent normal police protection to the city;
(C) The conduct of the special event will not require the diversion of so great a number of ambulances as to prevent normal ambulance service to portions of the city other than that to be occupied by the special event and areas contiguous thereto;
(D) The concentration of persons, animals, vehicles and equipment will not duly interfere with proper fire and police protection and ambulance service;
(E) The conduct of the special event is not reasonably likely to cause injury to persons or property, to provoke disorderly conduct or create a disturbance;
(F) Except in the case of city-sponsored events, the applicant or sponsor of the event shall provide proof of general liability insurance and any other applicable insurance coverages against hazards for claims involving personal injury, bodily injury, property damage, damages, medical expenses, business expenses, other expenses and any loss or damages arising in tort or breach of contract or insurance contract or otherwise as a result of the special event as follows:
(1) Low impact:
(a) A minimum of $500,000 per occurrence and/or aggregate limit of liability is required; and
(b) The City Manager may waive the requirement for general liability insurance coverage for low impact events if the applicant represents that participants will not be exposed to risk of harm and indemnifies the city as indicated in division (L)(3) below.
(2) Medium impact: a minimum of $1,000,000 per occurrence and/or aggregate limit of liability is required;
(3) High impact: a minimum of $1,000,000 per occurrence and/or aggregate limit of liability is required;
(4) Special impact: a minimum of $1,000,000 per occurrence and/or aggregate limit of liability is required; and
(5) Covington Plaza: a minimum of $1,000,000 per occurrence and/or aggregate limit of liability is required.
(G) The applicant or sponsoring organization has agreed to the city’s requirements concerning regulations and costs associated with cleanup, Police and Fire Department service and other associated city services;
(H) There will be sufficient city manpower available to provide necessary services, such as police and fire protection and cleanup;
(I) The time, route or size of the event will not substantially interrupt the safe and orderly movement of traffic on or contiguous to the event site or route or will not disrupt the use of a street or highway at a time when it is usually subject to traffic congestion;
(J) The event will not violate any city ordinance or other applicable law;
(K) The nature and details of the proposed event have not changed during the application review process in a manner that would require additional review by city department staff before the permit is approved; and
(L) Any or all of the following additional requirements are satisfied:
(1) The applicant or sponsor of the event shall name the city and city officials as an insured under the policy or policies of insurance;
(2) The applicant or sponsor of the event shall provide the city with written verification that the required insurance coverage is in effect for the event;
(3) The applicant or sponsor of the event shall indemnify and hold the city harmless from all claims for liability against the city, city employees, agents and elected officials arising from the issuance of the special events permit and any occurrence at the event. All special events will require a written hold harmless and indemnification agreement holding harmless and indemnifying the city, city employees, agents and elected officials; and/or
(4) If it is determined that city resources, including but not limited to Police and Fire Department personnel costs, are needed to ensure a safe event, the applicant must present proof of sufficient financial security or post a bond or deposit funds with the city to hold in escrow equal to the amount of the anticipated cost of obtaining sufficient Police and Fire Department personnel or other costs. The City Manager may exercise his or her discretion regarding whether proof of financial security, bond, or escrow funds is required.
(1984 Code, § 93.33) (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)