A. Definition: A special event shall be defined for the purposes of this chapter as any event that is held on public property, streets, or trails, not part of the expected daily activity at the location, which may obstruct, delay, and/or interfere with the expected daily activity at the location including but not limited to, animal walks/runs/athletic races, bike rides, dances, fundraisers, concerts, craft shows, carnivals, fairs, fitness or wellness classes, and private parties or gatherings.
B. Procedure: Groups that plan to use City property for their special event shall submit a special event application in order to request approval of an administrative permit; submittal of an application is not a confirmation to conduct the special event.
1. Special Event applications will be accepted up to one (1) year in advance of the event date but not less than thirty (30) days prior to the event date.
2. Requests for inflatables or tents larger than ten (10) feet by ten (10) feet must be submitted at least two (2) weeks prior to the event.
3. Permits will be issued on a first-come, first-served basis and will be issued to individuals eighteen (18) years of age or older only.
4. The City at its sole discretion reserves the right to deny any special event application.
5. An application for a special event under this chapter shall be filed with the Parks and Recreation Department on a form provided by the City and shall include the following information:
a. The applicant's full legal name, date of birth, and driver's license number or other acceptable identification of the person applying.
b. The permanent and any temporary home and business address, phone number, and email address of the applicant.
c. The dates and hours of the special event.
d. A site plan of the park or other city property showing the location of the special event and any temporary structures.
e. Written description of the event including the anticipated number of attendees, use of any temporary structures, the conduct of any retail sales, the provision or availability of alcoholic beverages, use of portable generators, exterior lighting fixtures, signs, amplified sound systems, number of people responsible for conducting the event, including security, or other details determined relevant by the Parks and Recreation Department.
6. Fees for a special event shall be set forth in Section 3-1-2 of the City Code. All fees are due at the time the permit is issued. Failure to submit fees and requested documentation in a timely manner may result in the delay of the permitting process or cancellation of the special event.
7. Approval or denial of an application shall be given within ten (10) business days of receipt of the complete application.
8. The applicant shall be required to sign a Facility Usage Release and Indemnification Agreement at the time of application.
9. Cancellations:
a. No refunds shall be given due to weather conditions unless the park facilities are officially closed.
b. The application fee is not refundable.
c. Cancellation within less than one (1) month of the reserved date shall result in the forfeiture of the event fee.
C. Requirements:
1. The permit holder shall be responsible for securing all additional services and amenities not provided by the City (i.e. portable toilets, waste receptacles, picnic tables, signage and public safety assistance).
2. The permit holder shall be on-site during the entire event including set-up and clean-up of the event. A copy of the issued permit must be retained during the entire time of the rental and shown upon request.
3. Events are restricted to the public hours of the park, unless otherwise approved.
4. Temporary objects, signs, and banners shall be removed from the park property at the conclusion of the event.
5. Tents, booths, and canopies shall be shown on the site plan and are only to be placed in areas that have been pre-designated by Parks and Recreation Department.
6. The permit shall be responsible for the proper disposal of all recyclables and garbage in on-site receptacles. The permit holder may be required provide additional facilities for disposing of solid wastes in compliance with State and local laws and regulations.
7. The permit holder may be required to provide additional sanitary facilities as determined necessary by Parks and Recreation Department.
8. The Parks and Recreation Department may require the permit holder to employ at their own expense such security personnel necessary to protect maximum number of persons in attendance and to preserve order in and around event site as determined by the City.
9. If amplified music and/or speaking is utilized, the amplified music and/or speaking shall only be during park hours for a period of four (4) hours or less between the hours of 7:00 a.m. - 9:00 p.m. Monday-Friday, and 9:00 a.m. - 9:00 p.m. on weekends and legal holidays, unless approved by Parks and Recreation Department staff. Amplified speakers are required to be positioned in a way to limit noise to the to the surrounding residential areas as determined by Parks and Recreation Department staff.
10. The Parks and Recreation Department may require any additional conditions reasonably determined necessary by the City at its discretion to protect health, safety, and general welfare. (Ord. 2022-11, 6-13-2022)