(a) Application.
(1) Every individual or organization who intends to hold an event as must submit an Application to the Shawnee Hills Police Department at least 90 days prior to the scheduled event, unless exempt by law. Waivers to required time periods may be granted by the Chief of Police or designee for extenuating circumstances.
(2) After the receipt of the Application, an event planning meeting may be scheduled. Attendance at the event planning meeting is mandatory and must include a person who will be responsible on-site for setup and event operations.
(3) An event is defined as: Any festival, concert, parade, sporting event, public performance or announced public gathering held on a public street, right-of-way or public property. Events in which the public is invited on private property which may affect public safety, health or welfare by their impact on surrounding public or private property may be deemed a community event. A private, invitation only event such as weddings or private party would not constitute a community event and would not require a permit unless it would affect public safety, health or welfare.
(b) Criteria of Issuance of an Event Permit.
• The Permit Application must contain no false or misleading information.
• The Permit Application must complete and all terms/conditions shall be met.
• The Permit Application must be completed and returned to Shawnee Hills Police Department within the required time frame and no waiver from this requirement has been granted.
(c) Criteria for denial of an Event Permit.
• The conduct of the event will substantially interrupt the safe and orderly movement of other traffic contiguous to its route.
• The conduct of the event or the number of events scheduled during the time period will require the diversion of so great a number of other Village employees, such as Police, Parks or Streets & Utilities staff, that adequate staff would not be available to complete Village assignments.
• The concentration of persons, equipment, vehicles or animals at the event or assembly sites will substantially interfere with adequate fire and police protection of, or emergency medical service to, areas near such sites.
• The conduct of the event may result in violence to persons or property, causing serious harm to the public.
• The event is to be held for the primary purpose of advertising a product, goods, or service.
• The event site or route will cause too great a disturbance to surrounding residents and businesses, or has been used frequently.
• The date or location of the event is in direct conflict with an existing event.
• Any proposed use of public property, right-of-way, or facilities will unreasonably interfere with normal use of the property, right-of-way, or facility by the Village or the general public.
• The event will not have a net positive benefit or impact on the Shawnee Hills community.
(d) Permits.
• The Chief of Police or designee may grant a permit, grant a permit with conditions, or deny a permit within 10 business days of the meeting or receipt of initial application if a meeting is not required.
• Permits will be issued within one week (5 business days) of the Shawnee Hills Police Department receipt of proof that all conditions have been met.
• In some cases a conditional permit may be granted if all materials have not yet been received.
(e) Revocation of Permit.
• An Event Permit may be revoked before or during an event at the discretion of the Chief of Police or designee, the Village Administrator or designee, onsite when the health or safety of the public is threatened by an emergency, disorder or other unforeseen condition that has arisen.
• If an Event Permit is revoked, the event must be cancelled and activities must be terminated immediately.
• No refunds of fees paid prior to event will be refunded. Events will be responsible for paying fees on any services incurred.
(f) Enforcement of other laws.
• Nothing contained in this document shall prohibit the authority of any officer to arrest a person engaged in any act or activity granted under this policy, if the conduct of such person violates the laws of the state or ordinances of the Village of Shawnee Hills, or unreasonably obstructs the public streets and sidewalks of the Village, or if such person engaged in acts that cause or would tend to cause a breach of the peace.
• The granting of any Event Permit required by this policy shall not eliminate the requirements for any business license or any other permits which may be prescribed by any other federal, state or local statutes, ordinances, rules or regulations; or compliance with any other applicable federal, state or local statutes ordinances, rules or regulations.
(g) Resources and Fees. If the event organizer requests Village services and/or equipment or if the event planning meeting has determined that Village services are necessary to hold a safe and successful event in the Village of Shawnee Hills, the event organizer will be invoiced for those services at the conclusion of the event.
(h) Village Fees and Billing. Please note that fees listed below are for 2017. Village Council reviews all fees on a yearly basis. A nonbinding estimate of the cost of Village services and equipment will be provided to the event organizer after the initial meeting.
After the event, the Village of Shawnee Hills and/or the Shawnee Hills Police Department will send the event organizer an invoice(s) outlining the cost of the services provided by the Village. The final amount due could be affected by weather, changes made by the event organizer, crowd size and other factors.
Payment is due upon receipt. In some cases, a deposit may be required. The following fees for applications/permits have been set.
Event Application Fee - As the number, size, and complexity of events has increased the cost of planning and providing Village services for them has also increased. The previous $25 application fee was recently replaced with the new tiered fee structure listed below.
Tiered Fee Structure for External Events
Event | Definition | Fee |
Tier 1 | Any event that does not require Village services or a meeting, permit needed to comply with Village sign code or sound or parks ordinances | $50 |
Tier 2 | Any event that is either recurring or a new event that requires minimal Village services or uses an existing route or event site plan | $50 |
Tier 3 | Any event that is new and requires Village services including a road closure, race route or an event with an anticipated guest count of over 1,000 | $100 |
(i) Village Equipment. A Community Event may require equipment that may or may not be available from the Village. Barricades, road cones, and No Parking signs may be provided by the police department for a fee. The fee will be determined by the time required for delivery, setup and pickup. A minimum of 3 hours will be charged for each staff member required for services, at a rate of $25/hr. (Ord. 06-2018. Passed 3-26-18.)
(j) Police Services. Police may provide security services, road closures, traffic direction, etc. Event organizers normally will be charged the following special duty rates for Police Services:
• $39 per hour for all officers, with a minimum of 3 hours billed per officer for events that require four or more officers, an event supervisor is required. For these events charges will be:
• $39 per hour for all officers, with a minimum of 3 hours billed per officer
• $42 per hour for event supervisor, with a minimum of 3 hours billed per supervisor:
• $15 per hour for all vehicles
If a business or individual, who has contracted for a special duty officer(s), needs to cancel the services, the business or individual must notify the police department and/or the officer(s) directly at least one hour prior to the scheduled start of the services. If neither the police department nor the officer(s) is so notified, the business or individual will be invoiced, and shall pay, for 3 hours "show-up" time for all officers who were scheduled to work.
(Ord. 15-2020. Passed 8-10-20.)
(k) Parks, Facilities and Streets Services. The need for Village staff to work events will be determined at the event meeting. Some of the services that may be required:
• Streets may provide temporary directional signage for event parking, reserved parking and handicapped parking
• Streets may assist Police in road closures and detours and may provide barricades or other traffic devises to control closures
• Parks and/or facilities may remove excess litter not removed by event
Fee for staff:
• $25 per hour, with a minimum of 3 hours
(l) Insurance, Indemnity and Permission. Event organizers will be responsible for any and all damages caused by or related to the event. If the event is held on any property not owned by the Village of Shawnee Hills or the sponsoring organization, the organization must submit proof of permission for use of property.
The sponsoring organization, permit holder or host establishment may be required to obtain a comprehensive general liability insurance policy or bodily injury and property damage arising from the event. It may also be waived when it is necessary to comply with any federal, state or local law, stature, regulation or constitutional provision.
The Hold Harmless-Indemnification Agreement in the Initial Application must be signed by an authorized representative of the sponsoring organization.
(m) First Aid and Emergency Services. The Concord Township Fire Department will identify general first aid and emergency services issues to consider at the community event and, at their sole discretion, will determine the amount of service required for safe operation of the event. Concord Township Fire Department may provide on-site first aid services for a fee determined by the Township. The event organizer is responsible for making arrangements for first aid and emergency services to be provided on-site.
(n) Security and Safety Services. The Shawnee Hills Police Department will identify general security issues to consider at any community event and will, at their sole discretion, determine the amount of police required for safe operation of the event. A private security company may be hired for events on private or public property, but the plan and suppliers of services must be approved by the police department. Sworn law enforcement officers or other approved village staff will be required if they will be posted in streets or roadways.
Events should have a plan in case of extreme weather or other threats. Events are encouraged to share these plans with both Police and Fire departments.
(o) Traffic Control and Road Closures. Approval for use of village streets, alleys, sidewalks and parking lots for events will be included in the permit process. The committee will review: resident/business impact, detour routes, signage and notification, set up of barricades and directional signage, traffic control and safety.
All road closures and lane restrictions must be set up and removed by Village of Shawnee Hills. Any event personnel working on or near public roadways are required to wear safety vests or brightly colored apparel
• The event organizer is responsible for maintaining a minimum 12-foot wide fire and emergency lane through all areas.
• If roads are to be closed or access to certain residents or businesses is restricted, the event organizer is responsible for preparing, printing and distributing a notification letter to all affected residents and businesses 15 to 30 days prior to event. Letter and distribution list must be approved by the Village of Shawnee Hills.
(p) The Shawnee Hills Police Department will determine the following:
• A list of the roads to be closed and corresponding intersections and detours;
• Required placement of volunteers and personnel; and
• Dates and times of the closure and reopening
(q) Parking. Event planners are required to provide a detailed parking plan that will accommodate number of guests expected. Events using private lots must obtain and provide the Village with written permission from the owner of the lot. If a shuttle will be used, application must indicate the route, and pick-up/drop-off points.
• Approval for vehicles to park or drive on sidewalks, bike paths or Village-owned property will be included in the permit process.
• If parking in an area not lined for parking, Event must ensure there is adequate access for safety and fire vehicular access.
• Village Staff can revoke permission to use any Village-owned lots.
• The Village of Shawnee Hills may require any outside shuttle contractor to provide proof of insurance.
(r) Signage. The use of signage for events is regulated by the Village of Shawnee Hills. The event applications must include location and description of all off-site signage.
• Events shall be entitled to a maximum of four off-site promotional signs.
• On-site event signage is to be used ONLY for the duration of the event and during permitted setup and tear-down times.
• Off-site signage shall not contain any commercial advertising. If an organization is sponsoring the event, the name and logo of the organization may be used on promotional signage.
• Off-site promotional and directional signs may not exceed six square feet in area and three feet in height.
• Off-site promotional signs shall not be displayed more than seven days immediately preceding the event and shall be removed no later than 24 hours following conclusion of the event.
• Directional signs shall be installed no more than 24 hours immediately preceding the event and shall be removed within 24 hours following conclusion of the event.
• Prohibited sign locations include: any public right of way; any location where the view of approaching and intersecting traffic would be obstructed; any private property sites without prior written authorization granted by the property owner.
(s) Restrooms. The event organizer is responsible for providing adequate restroom capacity including restrooms for people with disabilities. These may include portable restrooms when permanent facilities are not available or deemed not adequate by the Event Committee. The Village must approve locations of any temporary restrooms.
The following formula will be used as a guide only in determining the facilities need for an event; the committee will make final decisions based on each specific event:
EVENT DURATION IN HOURS | |||
ATTENDANCE | 1-3 hours | 4-6 hours | 6 or more hours |
250 | 2 | 2 | 3 |
500 | 2 | 3 | 4 |
1,000 | 4 | 5 | 6 |
2,000 | 6 | 10 | 12 |
5,000 | 12 | 20 | 28 |
8,000 | 22 | 35 | 45 |
10,000 | 26 | 45 | 60 |
20,000 | 55 | 95 | 120 |
(t) Trash and Recycling. Events are responsible for maintaining the venue in a clean and orderly condition both during and after the event. Events are required to remove all trash from Village property and may be required to rent a dumpster. The Village must approve locations of any rental dumpsters. The cost of any litter clean up beyond normal daily routine will be charged to the event.
The following formula will be used as a guide only; the committee will make final decisions based on each specific event needs.
EVENT DURATION IN HOURS | ||
ATTENDANCE | 1-5 hours | 6 or more hours |
up to 1000 | 5 yard | 10 yard |
up to 2,500 | 10 yard | 20 yard |
up to 5,000 | 20 yard | 30-40 yard |
up to 7,500 | 40 yard | 2 x 40 yard |
up to 10,000 | 2 x 40 yard | 3 x 40 yard |
Events are required to have a plan to handle recyclable materials, grey water and grease removal. No grease or grey water will be dumped on Village property or into Village waterways. Hazardous materials are prohibited from entering the trash for disposal at a sanitary landfill. It is the responsibility of the event organizer to identify proper disposal options and utilize them.
(u) Park Usage. All event materials must be removed from park within 24 hours of event conclusion, unless otherwise agreed upon, to include tents, dumpsters, portable restroom, etc. Events must follow all parks regulations detailed in Village Ordinance. Permission may be granted to use the parks in ways otherwise prohibited by ordinance. These must be indicated on application. Possible permissible activities include:
Events must return the park(s) to the same condition as it was before the event operation. Any excessive clean-up costs or repair costs will be billed to the responsible event. A post-evaluation will review the following items:
• All event-related items have been removed including resulting trash and animal waste
• Tent stake holes have been patched or repaired
• Surfaces have been cleared of stains
• Damage to park including but not limited to: trees, shrubs, flowers, turf, light poles, park furniture, sculptures, water feature/fountains, irrigation system, electrical panels
(v) Noise Violations. According to the Village Ordinance, sound emanating from permitted community events may receive an exception to the ordinance. The Event Committee can place certain requirements on sound emanating from events, including specific times of operation and overall sound level. Events must indicate on their permit the types of noises that will result from their event. Permission for event may not be granted if the noise will be deemed to cause too much inconvenience for surrounding neighbors and/or businesses.
The Shawnee Hills Police Department and/or the Village Administrator or designee has the ability to cancel activities at any time if, at their sole discretion, the sound caused by an event is causing an unreasonable burden on surrounding residents or wildlife.
If sound is expected to disrupt local residents or businesses, the event organizer is responsible for preparing, printing and distributing a notification letter to all affected residents and businesses at least 15 to 30 days prior to event. Letter and distribution list must be approved by the village prior to being delivered.
(w) Food and Beverage. Events must ensure that all food and beverage services adhere to the regulations set by the County Health Department, including obtaining a permit if required. Generally food that is not being sold does not require a permit.
A list of all vendors and/or caterers who will be selling or providing food and/or beverages may be required to be provided to the Village of Shawnee Hills. The Village has the right to deny permission for any vendor to sell or serve food on public property.
Ohio Fire Codes do not permit cooking inside place of assembly tents.
(v) Alcohol. Events must ensure that the sale of alcohol adheres to the regulations set by the State of Ohio. If the event location is on Village property, a written request for the use of alcohol must be submitted to Village Council for review at least 120 days prior to the event. The written request should be sent to the Chief of Police along with the permit application if not already filed.
A Special Events Liquor Permit must be obtained from the Ohio Department of Commerce, Division of Liquor Control. When received, a copy of liquor permit must be sent to the Village of Shawnee Hills.
If the event is sponsored or co-sponsored by the Village of Shawnee Hills, or it is held on Village property, they may be required to provide the committee the names of the alcohol servers. Those named may be required to attend an education session conducted by Shawnee Hills Police prior to serving. Any event that includes the sale of alcoholic beverages that is held on public property will require having Shawnee Hills Police Officers on-hand; number required and times will be determined by the Police Department. (Ord. 06-2018. Passed 3-26-18.)