For any special event defined or described within this chapter, the following information, at a minimum, shall be submitted with the application to the City:
(A) A written application for a special event permit shall be submitted to the City on a form provided by the City. The application must set forth the following information regarding the proposed special event:
(1) The name, address, phone number, and e-mail address of the applicant(s) and sponsor(s) of the event and contact person(s).
(2) If the proposed special event would be conducted for, on behalf of, or by an organization, the name, address and phone number of the headquarters of the organization and the authorized responsible heads of such organization.
(3) The date(s) and duration of time for the proposed special event, specifically identifying the date(s) and duration of time for which the requested use of the public property or right of way would occur.
(4) An accurate description of that portion of the public property or right of way proposed to be used, including a detailed map. The map should depict the requested location of any activities, structures, tents, barricades, parking, traffic control devices and personnel, signage, trash collection, and portable restroom facilities necessary for the proposed event.
(5) The estimated number of participants or attendees.
(6) The proposed type of special event, described in detail, including a description of the planned activities and the proposed location.
(7) Whether the applicant has obtained or will obtain required permits for any of the following: the sale of alcoholic beverages, amusements rides, amplified sound, fireworks, temporary signs, and any applicable building permits. Copies of any such permits, including the name of the specific person or entity who will hold the license, shall be provided by the applicant with the application.
(B) After the initial filing of the application, City staff may request additional information from the applicant to determine whether a special event permit should be issued, including, but not limited to, a crowd control plan.
(C) All other applications must be submitted not less than thirty (30) calendar days prior to the proposed start date of the special event unless the City decides to waive the deadline. The City reserves the right to reject any applications that have not been timely submitted to the City.
(D) Before the City decides to approve the special event permit, the City may require the applicant to provide notice of the proposed event to all affected neighboring property owners and known tenants. The City may also require the applicant to petition, or canvass affected neighboring property owners and known tenants to ascertain whether there is sufficient support for the proposed event. Alternatively, the City may elect to provide the notification to the affected neighboring property owners and known tenants itself and the applicant shall then be responsible for reimbursing the City for the incurred costs.
(Ord. D-102, passed 8-1-2023)