(A) Time for filing application; time limit for notifying town staff.
(1) Except for special events at the town civic and recreation centers, an application for a special event permit shall be filed with the Town Manager or his or her designee not less than 60 calendar days, or 30 days for a residential street closing, nor more than two years before the time when it is proposed to conduct the special event. The application shall be reviewed by such town departments as designated by the Town Manager. Departmental comments shall be incorporated in the conditions of the special use permit.
(2) Applications for reservation of town facilities through facility use permits such as picnic shelters shall be submitted in accordance within the time limits and procedures established for such facilities.
(Prior Code, § 22-135)
(B) When application for special event permit is deemed complete. An application for a special event permit is deemed complete when the applicant has provided all of the information required in division (C) below (including a site plan) and any additional information required by the town staff and the application has been approved by any town departments designated by the Town Manager or his or her designee. The town staff shall return any incomplete application to the applicant. Presentation of a completed application does not confer a right to such a special permit.
(Prior Code, § 22-136)
(C) Content of special event permit application. The application for a special event permit shall include the following, when applicable to the nature of the event:
(1) The name, address, and telephone number of the applicant and the fax number and e-mail address (if applicable);
(2) A certification that the applicant will be financially responsible for any town fees or costs that may be imposed for the event;
(3) The name, address, telephone number, and fax and e-mail (if applicable) of the event organizer, if any, and the cost that may be imposed for the event;
(4) If the special event is designed to be held by, on behalf of, or for any organization other than the applicant, the applicant for the special event permit shall file a written communication from such organization:
(a) Authorizing the applicant to apply for the special event permit on its behalf; and
(b) Certifying that the applicant will be financially responsible for any costs or fees that may be imposed for the event.
(5) A copy of the tax exemption letter issued for any applicant claiming to be a tax-exempt nonprofit organization;
(6) A statement of the purpose of the special event;
(7) A statement of fees to be charged for the special event;
(8) The proposed signage, boundaries, location, map, dates, times, routes, alternative routes, staging areas, reviewing, parking, or disbanding stands or areas;
(9) The approximate number of persons and kinds and number of animals, structures, or vehicles that will participate in the special event and the parking plan for the vehicle;
(10) Plan for trash removal;
(11) The number of bands or other musical units and the nature of any equipment to be used to produce sounds or noise;
(12) The number and location of portable sanitation facilities;
(13) Other equipment or services necessary to conduct the event with due regard for participant and public health and safety;
(14) The number of persons proposed or required to monitor or facilitate the special event and provide spectator or participant control and direction for events using town streets, sidewalks, or facilities;
(15) Provisions for first aid or emergency medical services, or both, based on event risk factors;
(16) Insurance and surety bond information;
(17) Any special or unusual requirements that may be imposed or created by virtue of the proposed event activity;
(18) Relevant information on the location, number, and names of vendors and the types of goods or services being intended to be marketed within the boundaries of the special event; and
(19) Any other information required by the town staff or Town Council.
(Prior Code, § 22-138)
(D) Action on special event permit application.
(1) Town staff shall recommend final action upon a completed application for a special event permit as soon as practicable but no later than 15 working days from the receipt of a complete application.
(2) The town staff is not required to recommend final action on an incomplete or untimely special event permit application.
(3) The town staff is not required to process more than one application for a special event permit per applicant during any two-week period.
(4) The Special Events Coordinator is not required to recommend final action upon two or more special event permit applications submitted by the same applicant unless two or more weeks shall have elapsed between the respective dates of submission of each.
(5) Final action on a completed special event permit application shall consist of one of the following:
(a) Issuance of a special event permit in accordance with the terms of the application;
(b) Issuance of a special event permit in accordance with the terms of the application, as modified by mutual agreement between the town staff and the applicant; or
(c) Denial of the special event permit application by the town staff with the reasons for denial.
(Prior Code, § 22-144)
(Ord. 15-09, passed 6-11-2009)