(a) Permit required. It shall be unlawful for any person to hold, sponsor or cause to be held a special event without first having obtained a special event or parade permit from the outdoor events manager.
(b) Mandatory requirements for the issuance of a special event permit. Compliance with the following shall be required before the outdoor events manager may issue a permit:
(1) Submission of a completed application:
a. Two hundred ten days prior to a special event in the downtown outdoor events district with anticipated attendance over 2,500;
b. One hundred twenty days prior to a special event outside of the downtown outdoor events district or for events inside the downtown outdoor events district with anticipated attendance of over 500 but less than 2,500; and
c. Sixty days prior to a walk, run or race with anticipated attendance of less than 500.
(2) Payment of all fees at the time of submission of the completed application;
(3) Attendance of the applicant at the pre-event meeting;
(4) Submission of all required plans;
(5) Notice to the surrounding property owners for meetings as required by this article;
(6) Execution of a user agreement; and
(7) Submission of all insurance and other requirements under this article.
(c) Application process.
(1) A person seeking to hold a special event shall apply for a special event permit by filing with the outdoor events manager a written application upon a form provided by the city. Each application must be accompanied by a nonrefundable fee as adopted by the city council.
(2) An application must be filed no less than:
a. Two hundred ten days prior to a special event in the downtown outdoor events district with anticipated attendance of over 2,500;
b. One hundred twenty days prior to a special event outside of the downtown outdoor events district or for events inside the downtown outdoor events district with anticipated attendance more than 500 but less than 2,500; and
c. Sixty days prior to a walk, run or race for events with anticipated attendance less than 500.
(3) An application must contain at a minimum the following information:
a. The name, address and 24-hour telephone number of the person seeking to conduct the special event and who will be responsible for its conduct;
b. Estimated projected attendance affidavit;
c. Execution of user agreement;
d. If the special event is to be held for, on the behalf of, or by an organization, the name, address and telephone number of the headquarters of the organization and the name and address of the authorized responsible representatives of the organization;
e. A description of the special event, including any historical and promotional information, and requested dates and hours for operation of the event;
f. The dates and times when the special event is to be conducted, including set up and removal;
g. A noise mitigation plan that addresses noise impacts on surrounding businesses and residences if the special event includes amplified music;
h. Proof that the applicant possesses or is able to obtain all licenses and permits required by the city or by state law for the special event;
i. The time and type of any entertainment and whether amplification will be used;
j. The use of any pyrotechnics display;
k. The time streets or sidewalks are to be blocked or closed;
l. The number of persons proposed or required to monitor or facilitate the event and provide spectator or participant control;
m. Event site plan indicating location of generators, tents, stages, booths, utility poles, stands, disbanding areas, signs, banners, vendors, portable toilets, orientation of amplifiers and loudspeakers, lighting, disability access, viewing stands, the name and location of streets or sidewalks to be blocked or closed and the location of any barricades and bleachers;
n. If any alcohol is going to be sold or distributed, the vendors and application for license for sale issued by the Texas alcoholic beverage commission;
o. Emergency services and fire safety plans;
p. Police service plans;
q. Traffic control plan, parking plans and trash/recycling plans;
r. Compliance with all city plumbing and electrical code requirements, and sanitation and sewage disposal facilities requirements;
s. Details of how the applicant will clean up the area after the special event, if on public property;
t. Any additional information related to health and safety which the city finds reasonably necessary to make a determination as to whether a permit should be issued; and
u. Provide a copy of events calendar and pre-event meetings notification letters and distribution list to all affected businesses, property owners and/or residents as required by this article.
(4) After submission of the application, the outdoor events manager may request supplemental information.
(Ord. 19255-08-2010, § 1, passed 8-3-2010, eff. 10-1-2010; Ord. 20292-07-2012, § 6, passed 7-17-2012)