For any special event defined or described within this article, the following information, at a minimum, shall be submitted with the application to the city:
A. A written application for a special event permit shall be submitted to the city on a form provided by the city. The application must set forth the following information regarding the proposed special event:
1. The name, address, telephone number, and e-mail address of the applicant(s) and sponsor(s) of the event and contact person(s).
2. If the proposed special event would be conducted for, on behalf of, or by an organization, the name, address, and telephone number of the headquarters of the organization and of the authorizing responsible heads of such organization.
3. The date(s) and duration of time for the proposed special event, specifically identifying the date(s) and duration of time for which the requested use of the city property or right of way would occur.
4. An accurate description of that portion of the city property or right of way proposed to be used, including a detailed map. The detailed map should depict the requested location of any activities, structures, tents, barricades, parking, traffic control devices and personnel, signage, trash collection, and portable restroom facilities necessary for the proposed event.
5. The estimated number of participants or attendees.
6. The proposed type of special event, described in detail, including a description of the planned activities and the proposed location.
7. Whether the applicant has obtained or will obtain required permits for any of the following: the sale of alcoholic beverages, tents or inflatables, amplified sound, fireworks, temporary signs, and any applicable building permits.
B. After the initial filing of the application, city staff may request additional information from the applicant to determine whether a special event permit should be issued, including, but not limited to, a crowd control plan.
C. Applications that impact or include a commercially zoned district must be submitted not less than ninety (90) calendar days prior to the proposed start date of the special event, unless the city decides to waive the deadline. The city reserves the right to reject any applications that have not been timely submitted to the city.
D. All other applications must be submitted not less than thirty (30) calendar days prior to the proposed start date of the special event, unless the city decides to waive the deadline. The city reserves the right to reject any applications that have not been timely submitted to the city.
E. If the proposed event would be held in a residentially zoned area, sixty percent (60%) of the residents within the area directly affected, including any listing agent with a home for sale within the area, must be in favor of and approve of the request before the city would issue a special event permit. The city reserves the right to waive this requirement as it deems necessary.
F. If the proposed event would be held within the Valley Junction historic business district (VJHB), seventy five percent (75%) of the businesses within the area directly affected must be in favor of and approve of the request before the city would issue a special event permit. For any special event that would involve the closure of 5th Street between the 100 and 300 blocks, at least seventy five percent (75%) of the businesses located within the 100 and 300 blocks of 5th Street, and any businesses located on the immediate side streets off of 5th Street within the 100 and 300 blocks, must be in favor of and approve of the request. The city reserves the right to waive these requirements as it deems necessary. Iowa nonprofit organizations that sponsor or organize at least thirty (30) events each calendar year within the VJHB for the benefit and promotion of the VJHB shall be exempt from the seventy five percent (75%) approval requirement.
G. Before the city decides to approve the special event permit, the city may require the applicant to provide notice of the proposed event to all affected neighboring property owners and known tenants. The city may also require the applicant to petition or canvass affected neighboring property owners and known tenants to ascertain whether there is sufficient support for the proposed event. Alternatively, the city may elect to provide the notification to the affected neighboring property owners and known tenants itself and the applicant shall then be responsible for reimbursing the city for the incurred costs. (Ord. 2013, 11-25-2013, eff. 1-1-2014)