(a) Any person desiring to hold a special event shall apply for a special event permit by filing with the Mayor a written application on a form provided for that purpose. Each application must be accompanied by a nonrefundable application fee of fifty dollars ($50.00). An application must be filed not less than thirty days before the special event is to begin. The Mayor may waive the thirty-day filing requirement if the Mayor determines that the application can be processed in fewer than thirty days, taking into consideration the number and type of permits required to be issued in conjunction with the special event permit. The Mayor may also waive the application fee for non-profit organizations or agencies.
(b) An application must contain the following information:
(1) Name, address, and telephone number of the applicant responsible for the conduct of the special event;
(2) A description of the special event and requested dates and hours of operation for the event. Any activity not expressly stated in an approved application shall be prohibited;
(3) The estimated number of persons to participate in the special event;
(4) A sketch showing the area to be used during the special event, together with proposed structure, tents, fences, barricades, signs, banners, and restroom facilities;
(5) If the special event is to occur on private party, the applicant shall include in the application a letter of permission signed by the owner of the property on which the special event is to be held;
(6) The time and location of street closings, if any are requested;
(7) Details of the sale of merchandise or the sale or serving of food and/or alcoholic beverages at the special event, designating any street vendors or peddlers involved;
(8) A description of animals to be used in the special event, if any;
(9) Details of how the applicant will clean up the area of the special event after it has ended;
(10) Proof that the applicant possesses or is able to obtain all licenses and permits required by local, state, or federal law for the conduct of the special event; and
(11) Complete Village hold harmless and liability waiver.
(c) Upon receipt of the completed application, the Mayor shall forward a copy of the application to the Police Department, the Fire Department, Emergency Medical Services (EMS), and the Fiscal Officer. Each department shall review the application, sign it, and return it, with any comments to the Mayor within five days of receipt.
(d) The department may prescribe licenses and permits required by other Village ordinances or applicable law, restrictions, regulations, estimated cost for the Village services, safeguards and other conditions necessary for the safe and orderly conduct of a special event, to be incorporated into the permit before issuance.
(e) A deposit of one-half of the estimated cost required to be paid the Village as a result of the special event must be received by the Fiscal Officer of the Village not fewer than five days before date of the special event as shown on the special event permit. The remaining fifty percent is due on the day of the event. If final costs exceed the estimated cost, the difference must be paid within thirty days after the completion of the event.
(f) After reviewing the application and departmental comments and recommendations, the Mayor shall issue the special event permit or deny the special event permit.
(Ord. 1186-18. Passed 4-11-18.)