(A) A major special event permit application shall be available on the city’s website and at the City Clerk’s office. The application shall include requirements for issuance of a major special event permit, including but not limited to those listed in herein. In addition to the requirements set forth in this code and as set in the major special event permit application, events may be subject to additional conditions or restrictions deemed necessary and appropriate by the city. The major special event application shall consolidate applications for licenses and permits that may be needed for such event, except that applications for a liquor license shall be applied for separately as provided by this code. The requirements and fees for issuance of each such permit or license shall remain as otherwise provided for in the code.
(1) The application shall be accurately and completely filled out prior to submission and shall include, but not be limited to, the following information:
(a) A complete and accurate description of the event for which the permit is applied and an estimate of anticipated attendees and/or participants.
(b) Information regarding whether admission fees or charges are to be assessed to attendees or participants.
(c) Information regarding whether alcohol consumption is planned, and if so, the hours, location and type of alcohol planned to be served.
(d) A description of provision for refuse needs for the event which shall be in compliance with city policies and code provisions and state law.
(e) A description of restroom availability and maintenance for the event.
(f) A description of the type and nature of any entertainment, including but not limited to music acts, carnival rides, and games of chance.
(g) A certificate of general liability insurance, naming the City of Oak Forest and its officers, employees, agents and representatives as additional insureds, in a form and amount determined by the Special Events Coordinator, or his or her designee, may be required. Whenever a certificate of insurance is required, an additional insured endorsement shall also be provided.
(h) Information describing in detail the accessibility plans for the event.
(i) Information pertaining to the use of city amenities for the event as described in § 114.054 of this subchapter.
(j) Information regarding requests for city services associated with the event.
(k) A list of all vendors participating in the event.
(2) Submission of major event permit application.
(a) An application for a major event permit shall be submitted to the city’s Special Events Coordinator a minimum of 60 days prior to the proposed event.
(b) An application may be considered within the 60-day time period and approved by the City Administrator without City Council approval. Applications submitted late may be considered on a case by case basis, but may be rejected for untimeliness.
(c) An applicant for a major special event must be vested with the legal authority to bind the applicant and may be requested to supply evidence to that effect. Said individual or representative shall certify and swear to the accuracy of all statements and information contained in the application and that the applicant is qualified in all respects to receive the permits applied for.
(B) Notification of major special event. An applicant for a major special event permit shall, at its cost, provide written notification of the proposed event, including a narrative summary of the event, to residents and businesses which may be affected by such event. The Special Events Coordinator shall review and approve the narrative and the scope of notice proposed by the applicant and shall inform the applicant of the date the application shall be considered by the City Council so that such date may be included in the notification. Such notice shall be provided not less than two weeks, and not more than four weeks, prior to City Council consideration of the application.
(C) Promotion of city amenities. Recognizing the importance of incorporating and promoting positive local economic impact as part of major special events within the city, the applicant shall contact and work with the city’s Community Development Department in a good faith manner in order to encourage and facilitate overnight accommodations and use of other community amenities within the city for the event.
(D) City Council consideration. A request for a major special event permit shall be submitted to the City Council by the Special Events Coordinator for review and consideration. The City Council, taking into consideration whether the event is to be held for a lawful purpose, whether there is a reasonable basis to believe that it will tend to cause a breach of the peace or unduly interfere with the public use of public right-of-way or other public property, or whether it will unduly interfere with the peace and quiet of the residents of the city, may approve the permit, deny the permit, or approve the permit subject to such conditions or restrictions as it deems appropriate.
(E) Issuance of major special event permit. A major special event permit shall be issued after it has been approved as set forth herein and after the Special Events Coordinator is in timely receipt of the following items, as applicable: (a) a completed major special event permit application, signed and notarized; (b) all required fees; (c) a certificate of insurance and additional insured endorsements in a form and in amounts approved by the city, naming the city and its officers, agents, employees and representatives as additional insureds; (d) a copy of a temporary liquor license issued by the city’s Liquor Commissioner, if applicable; and (e) any other information or documentation deemed necessary or appropriate. All permits or licenses needed for the major special event, other than a liquor license if applicable, shall be included in the issuance of the major special event permit if the applicant has paid the required fees and otherwise complied with the requirements for each such permit or license. Such permits and licenses include, but may not be limited to licenses and permits for amplifiers, tents, temporary signage, raffles, right-of-way, carnivals, carnival rides or circuses.
(Ord. 2013-03-0435O, § 4 (part), passed 3-12-2013)