(A) Application Required: All applications and rental agreements for special events must be completed and received by the East Moline city clerk thirty (30) days prior to the event. All application forms shall be provided by the city clerk.
(B) Site Plan: A site plan shall be submitted with every application. The site plan shall outline the following locations: food and beverage vendors, restroom facilities, hand washing facilities, garbage cans and dumpsters, live music areas, fire hydrants, emergency routes, and emergency medical services (if applicable) also, amusement equipment and any other attractions, including temporary lodging for employees.
(C) Application Fee:
1. A one hundred dollar ($100.00) application fee will be required upon applying for a requested date on public property. Any special event where the estimated attendance is less than one thousand (1,000) people the application fee will be fifty dollars ($50.00). The application fee must be paid to the city clerk's office, and is not refundable if the event is canceled. In addition special events where the estimated attendance greater than one thousand (1,000) people may have the one hundred dollar ($100.00) application fee waived the first time the event is held in East Moline.
2. For special events held on public property where the event organizer typically has more than ten (10) events at a single location, and that property is not owned by the city, the organizer may opt to pay an annual fee of two hundred fifty dollars ($250.00) instead of the above mentioned fee. This permit will expire April 30 of each year and shall be renewed on or before May 1 of each year. The event must still comply with all other aspects of this ordinance and the city must be notified when having an event.
3. Private property events, as defined in this ordinance, shall not be required to pay a fee.
(D) Code Compliance: The organizer and all vendors of a special event held in the city of East Moline will be required to comply with this code.
(E) Insurance:
1. The event organizer and all vendors shall obtain and keep in full effect throughout the event commercial general liability insurance coverage, covering the options allowed under the permit with the following limits:
(a) Event organizer: One million dollar ($1,000,000.00) limit.
(b) Food vendor: One million dollar ($1,000,000.00) limit.
(c) Amusement ride vendor: One million dollar ($1,000,000.00) limit.
(d) Vendors selling alcohol: Coverage covering the Illinois dramshop statute endorsed to include the "Iowa" dramshop act: One million dollar ($1,000,000.00) limit.
2. Any person or organization using city property shall name the "city of East Moline" as an additional insured on a primary/noncontributory basis.
3. All vendors and the organizer of a special event shall be required to submit a copy of their certificate of insurance to the city clerk's office at least ten (10) days prior to the scheduled event.
(F) Food And Beverage Vendors:
1. Shall comply with the East Moline health ordinance.
2. All food and beverage vendors shall be required to apply and pay for their food and beverage permit at least thirty (30) days prior to the event. In addition to the regular licensing fee, a twenty five dollar ($25.00) late fee will be assessed to anyone applying less than thirty (30) days prior to the event.
3. Any food and beverage vendor applying less than ten (10) days prior to the event shall not be permitted to sell unless the health department has given the event organizer approval prior to the day of the event.
4. At least one Illinois certified food service sanitation manager (FSSMC), or equivalent, shall be staffed at each vendor station where potentially hazardous foods are being served. If several vendor stations are owned or operated by the same person, only one FSSMC shall be required for all.
5. A temporary food and beverage permit shall not be required for any permanently licensed food service facility so long as: a) the foods being served are within the risk classification they are licensed to sell and b) all food is being prepared and served within the permanent structure of their licensed facility.
(G) Trash Management: Trash and refuse receptacles shall be provided:
1. Commercial type garbage dumpster(s) shall be provided and shall be available for use by all vendors. Dumpster(s) shall be emptied as often as is necessary to keep garbage off the ground and to allow the lids to be closed tightly. Dumpsters shall be located in an area designated for garbage and refuse storage only, and not in the general vicinity of food or amusement areas. Perimeter fencing shall be installed as determined necessary by the city so as to reasonably control windblown refuse.
2. An adequate number of lined garbage containers shall be located a minimum of fifteen feet (15') from food booths for the public.
(H) Security: The East Moline police chief will be notified by the city clerk and be given all information on all special events. Security will be coordinated by the chief of police of the city of East Moline. The event organizer and the police chief will negotiate a security plan based upon manpower and equipment needs as determined by the police chief to ensure the safety and well being of the residents of the city of East Moline as well as any persons attending the event. The issuance of a permit shall be conditioned upon the required security being provided.
(I) Fire And Medical Plans: The East Moline fire chief shall be notified by the city clerk and be given all information on all special events. In addition, the fire chief, or his designee shall determine if any emergency medical services are needed during the review of the site plan.
(J) Temporary Restroom And Hand Washing Facilities:
1. Shall be obtained by the special event organizer.
2. Number of facilities required, number of cleanouts, and pumpings will be determined through a coordinated effort between the health department, the portable sanitation provider and the event organizer.
3. Operator shall provide soap, water and single use towels at each hand wash station.
4. For single user portable toilet units clustered at a single location at least five percent (5%) but no less than one toilet unit shall be installed at each cluster whenever typical inaccessible units are provided. Accessible units shall be identified by the international symbol of accessibility.
5. Portable toilet facilities shall be a minimum of one hundred feet (100') from any food service operation. Where site conditions limit the placement of portable toilets, the health officer may allow exemptions to these distances.
6. Must be removed within forty eight (48) hours after said event or will be subject to a ten dollar ($10.00) per unit per day fine.
(K) Liquor Vendors: Liquor vendors will be required to obtain all appropriate liquor licenses required by the city and the state for the event.
(L) Gambling Prohibited: Gambling will not be permitted in violation of city ordinance and state law.
(M) Time Limit: Special events will not exceed three (3) days without permission from the mayor or city council; with exception of the Rock Island County fair.
(N) Cleanup: The organizer of the special event is responsible to make arrangements for all the after event cleanup in all areas designated by the site plan. In addition:
1. Events Held On City Owned Property: Cleanup shall be completed within twenty four (24) hours after closing, unless a public safety concern is present; then it shall be done immediately. A refundable five hundred dollar ($500.00) cleanup fee will be required upon applying for the special event permit. This refundable fee may be reduced if the estimated attendance is less than three hundred (300) people and there is no past history. The deposit may not be returned if any waste not removed from the site within the above mentioned time frame remains. Additionally, if the cost of cleanup exceeds the deposit amount the sponsor shall be required to pay for the costs incurred.
2. Events Held On Property Not Owned By The City: All cleanup must be performed within three (3) days following the special event. If cleanup is not completed within this time frame the owner of the property may then be in violation of the city's nuisance and/or solid waste ordinance.
(O) Permit Approval Or Denial: After all appropriate departments sign off on the special event permit the city clerk's office will notify the event organizer of the approval or denial of the permit. If the permit is denied the reason will also be given.
(P) Organizer Responsibility: The organizer of the event shall be responsible to be knowledgeable of all other applicable city ordinances relating to the special event. (Ord. 03-16, 5-19-2003)