(a) The outdoor events manager shall be responsible for notifying and requesting comments of the events calendar committee members of the applications for events before placing the event on the yearly events calendar.
(b) The events calendar committee shall provide comments within 15 days of notification by the outdoor events manager for the purpose of setting the city’s events calendar for upcoming special events and parades in the city. In setting the yearly events calendar, the events calendar committee shall consider the current submitted applications to hold an event, other activities being held in the city and any conflicts related to dates, times and location, established events, city resources and space capacity for the requested special event or parade.
(c) All applicants requesting a permit for a special event or parade must submit an application to the outdoor events manager. Applications for a special event or parade with an expected attendance of greater than 2,500 persons located in the downtown outdoor events district must submit an application no later than 210 days before the date of the proposed event. All other special event or parade applications must submit an application no later than 120 days before the date of the proposed event. An application for a parade with a procession of less than 500 pedestrians or attendees must be submitted no later than 60 days before the date of the proposed event. The outdoor events manager, may reduce the time frame required for an applicant to submit an application for a permit for a special event or parade as authorized by the director of public events or his or her designee.
(d) In determining whether to place the applicant’s application for a permit for a special event or parade on the yearly events calendar for the requested dates and times, the committee shall consider:
(1) Whether there are competing applications or other activities that are substantially for the same time and place where both cannot logistically occur together;
(2) Whether there are competing applications that are substantially for the same time and/or place, each of which requires police, emergency services or fire protection over and above what would normally be provided in that location and the chief of police or fire chief has determined that there is not a sufficient quantity of personnel to provide adequate coverage for each of the events; and
(3) The written comments received from property owners as shown by the current tax roll and residents along all the block faces of the proposed event as required to be noticed by § 20-413 and all religious institutions, schools and registered neighborhood associations within one-fourth mile surrounding the proposed event. The events calendar committee shall consider the failure of a property owner to return written comments as non-opposition to the proposed special event or parade.
(e) In a case of competing events for the same time and place, priority shall be given to an established event, unless the location requested has been used in the three preceding years by a non-established event. For a non-established event, priority shall be given to the order in which the written application to hold an event or parade is received by outdoor events manager.
(f) The events calendar committee shall have the authority to deny the applicant a specific date and time based on subsection (e) above, provided however, they shall offer alternative dates, times and/or location for the requested special event or parade. An applicant desiring to accept the alternative permit shall, within five days after notice of the action of the outdoor events manager, file a written acceptance with the outdoor events manager. If the applicant refuses the alternate date, time or location offered by the events calendar committee, the committee shall recommend that the outdoor events manager deny the application for a permit to hold a special event or parade.
(Ord. 19255-08-2010, § 1, passed 8-3-2010, eff. 10-1-2010; Ord. 20292-07-2012, § 3, passed 7-17-2012)