[Amended 5-10-2010 by Ord. No. 16-2010; 8-23-2010 by Ord. No. 60-2010; 6-27-2011 by Ord. No. 30-2011; 10-28-2013 by Ord. No. 49-2013; 4-25-2022 by Ord. No. 32-2022]
An individual requiring a special event permit, block party permit or a community site reservation permit shall pick up and submit a completed application for the event online or at the City's Police Department Traffic Office. An individual requiring a recreation facility/site reservation permit shall pick up and submit a completed application for the event online or at the Reading Recreation Commission. The application shall be signed by the applicant. The application will serve as a contract between the applicant and the City of Reading or the applicant and the Reading Recreation Commission as applicable.
A. Filing period.
(1) A special event permit application shall be submitted to the City at least 90 days (three months) but no more than 180 days (six months) prior to the date proposed for the special event.
(2) A block party permit application shall be filed 30 days prior to the planned event.
(3) A community site reservation permit application shall be filed 30 days prior to the planned event.
(4) A recreation facility/site reservation permit application shall be filed 30 days prior to the planned event.
B. Late applications. The Mayor and Chief of Police, where good cause is shown, may, but is not required to, consider an application filed less than the applicable time frame only if all requirements for the permit can be met.
(1) Late fees will apply, see the following section for more information, § 576-1205. Fees, time limit and cost of event.
C. Special event permit application contents. The application for a special event permit shall set forth the following information:
(1) The name, address and daytime telephone number, cell phone number, and email address of the person seeking to conduct such event.
(a) A copy of the applicant's driver's license/ID will need to accompany the application.
(2) If the event is proposed to be conducted for, on behalf of, or by an organization, the name, address and telephone number of the headquarters of the organization and those who are authorized and responsible for such organization.
(3) The name, address and telephone number of the person who will be the event chairman and who will be responsible for its conduct.
(4) The location of the event.
(5) The purpose of the event.
(6) The date, days, and times when the event is to be conducted.
(7) The setup, tear-down, and cleanup dates and times.
(8) The route to be traveled, the starting point and the termination point for parades.
(9) The approximate number of persons who will be attending the special event and the approximate number of person who will participate in the event as volunteers or workers. Note: The PA Department of Health requires an ambulance on standby at the event for all events expecting 5,000 or more people.
(10) The hours when such event will start and terminate.
(11) Maps detailing proposed site locations and/or routes along with written descriptions of the following:
(a) Amplification devices: types used and for what purposes.
(b) Electrical requirements: voltage, amperage, and apparatus associated with electrical needs for activities, vendors, etc.
(c) Emergency medical stations: first aid or emergency medical services based on special event risk factors as determined by the City Managing Director or designee.
(d) Equipment: types of equipment used to service special event and/or to be showcased in the event.
(e) Fire lanes: contingency plan for access by fire-fighting and emergency medical vehicles, equipment and personnel.
(f) Fireworks or pyrotechnic displays: amount, type, and firesafety plans, including proof of application for state permit. All pyrotechnic/fireworks/flame display plans must be reviewed by the Fire Marshal's office and a member of the Fire Marshal's staff must be present at the time of the display.
(g) Litter control: number, size and location of trash receptacles, as well as trash removal and disposal.
(h) Parade, race, other similar activities: show start and finish locations for marathons, “fun-runs,” “walk-a-thons,” trail rides, cycle and motorbike tours, watercraft events, scavenger hunts, etc.
(i) Portable toilets: the number of portable sanitation facilities based on the Portable Sanitation Association International (PSAI) policy, City policies, and City codes, including quantity that will be in compliance with the Americans with Disabilities (ADA) Act.
(j) Signage: type of proposed on-site and off-site signage, including quantity, dimensions and materials.
(k) Street closures and detours: a statement as to whether the special event will occupy all or only a portion of the width of the streets, sidewalks, or other public rights-of-way proposed for pedestrian and vehicular traffic control.
(l) Structures: all temporary structures, including but not limited to booths, buildings, stages, bleachers, fences, tents, awnings and canopies. If any temporary structure is equal to or larger than 200 square feet in diameter, a certificate confirming the use of flame-retardant material shall be provided by applicant.
(m) Vendors: list each vendor, including products and services offered. The merchandise, products and services offered cannot be in violation of the duly enacted Code of the City of Reading and cannot include items that are “adult” related and can only be sold to persons over 21 years of age. All vendors must also provide a valid tax ID number, as required by Pennsylvania law, A valid City of Reading business license, a copy of a current City- or state-issued health permit and a food handler certificate.
(n) Vehicles: types of vehicles used to support services to the special event and/ or to be showcased in the event along with the approximate number of and description of any vehicles which will participate in the special event.
(o) A plan to accommodate the anticipated parking requirements for those participating or attending the event.
(12) Alcoholic beverages:
(a) Conditions and restrictions on the use of alcoholic beverages.
(b) Submit a list of all vendors who will be providing alcohol.
(c) Note: Alcoholic beverages are prohibited in all City parks, playgrounds and facilities except as specifically authorized by the City and in compliance with the Pennsylvania Liquor Control Board (PLCB).
(13) Admission fees: the cost of admission, if any, and whether the event is a public or private event.
(14) Animals: the approximate number and description of the types of animals anticipated to be part of the special event, if any. Refer to the Animal Control Ordinance23 for requirements for proper control and handling of animals and animal waste during special events. Event applications including the use of animals will be reviewed by the Animal Control Agency.
(15) Insurance: proof of comprehensive general liability insurance in the amount of $1,000,000, naming the City of Reading and other affected entities as additional insured as explained in § 576-1220.
(16) Water/wastewater: if applicable, a plan for the disposal of wastewater, including capture and containment, as approved by the Public Works Department. All water generated must be disposed of through an approved sanitary sewage system that is constructed, maintained, and operated according to law.
(17) Miscellaneous: any additional information which the Chief of Police shall find reasonably necessary to a fair determination as to whether a permit should be issued.
D. Block party application contents. The application for a block party shall set forth the following information:
(1) Name of applicant.
(2) Contact information of applicant.
(3) Organization name where applicable.
(4) Organization contact information where applicable.
(5) Location of the event.
(6) Purpose of the event.
(7) Date of the event.
(8) Number of persons expected for the event.
(9) Acknowledgement that the applicant accepts the proposed site in as-is condition at the time of the event.
(10) A copy of the applicant's driver's license/ID will need to accompany the application.
(11) The petition document which must be signed by 75% of the residents/businesses affected by the proposed closure.
E. Community site reservation application contents. The application for a community event site reservation shall set forth the following information:
(1) Name of applicant.
(2) Contact information of applicant.
(3) Organization name where applicable.
(4) Organization contact information where applicable.
(5) Location of the event.
(6) Purpose of the event.
(7) Date of the event.
(8) Number of persons expected for the event.
(9) Acknowledgement that the applicant accepts the proposed site in as-is condition at the time of the event.
(10) A copy of the applicant's driver's license/ID will need to accompany the application.
F. Recreation facility/site reservation application contents. The application for a recreation facility/site reservation shall set forth the following information:
(1) Name of applicant.
(2) Contact information for applicant.
(3) Facility requested.
(4) Purpose of the event.
(5) Date of the event.
(6) Number of persons expected for the event.
(7) Acknowledgement that the applicant is responsible for cleanup.
23. Editor's Note: See Ch. 141, Part 2, Animal Control.