The Mayor and the Common Council of the City finds that streets
and other public places in the City are from time to time temporarily
closed and used as sites for ethnic festivals, art shows, neighborhood
celebrations and other public events which are privately sponsored
but open to the public. Events of this kind serve to improve the quality
of life of the residents of the City and often result in large numbers
of people congregating within the confines of the temporarily closed
streets or public places, and the resulting crowd conditions create
concerns for police and fire access and control and other concerns
relating to the health, safety and welfare of the public and of persons
and property in the closed area. It is therefore essential that a
policy be established for governing these events which shall facilitate
control over them by the sponsor and by City officials from departments
involved with the event to safeguard persons and property.
The following words, when used in this chapter, shall have the
meanings herein stated, unless a different meaning clearly appears
from the context:
ADMISSION FEE
The charge to spectators to witness and persons to participate
in the special event.
CITY EVENT
An event sponsored by the City as recognized by the Special
Events Advisory Committee.
LARGE NUMBER OF PEOPLE
Any combination of spectators or participants expected, or
later found, to equal or exceed 3,000.
PUBLIC PROPERTY
Property which is owned, operated, maintained, and/or controlled
by the City which is not rental in nature. Examples of public property
include, but are not limited to, parking lots, plazas, streets, sidewalks
and parks.
SPECIAL EVENT
A preplanned single event or series of events that, because
of its nature, interest, location, promotion or any combination of
similar influences, is expected, or later found, to draw a large number
of people, sponsored by an individual or entity other than the City,
proposed to be held on public property or on private property but
affecting public property or requiring City support services, for
the purpose(s) of entertainment, celebration, amusement, cultural
recognition, arts and crafts displays and/or sales, amateur sports
demonstration or competition, block parties or similar activities
generically considered recreational in nature. Examples include, but
are not limited to, ethnic festivals, street fairs, street art shows,
public celebrations, outdoor concerts, parades, road races.
SPONSOR
The individual, group of individuals, corporation or other
entity responsible for organizing the event.
SUPPORT SERVICES
Those which can or must be provided by the City to ensure
that a special event is conducted in such a manner as to protect the
safety, health, property and general welfare of its citizens. Examples
include fire protection, crowd management and control and traffic
management and control.
The City is responsible for determining whether to issue permits
and licenses for special events and establishing guidelines for the
safe and proper conduct of such special events. To fulfill these responsibilities
the City must determine if a special event should be conducted and
the terms and conditions under which an approved event may be conducted.
[Amended 10-16-2001, effective 10-26-2001]
It is the sponsor's responsibility to make application
to conduct a special event as provided in this article and to furnish
any additional information that may be requested. The sponsor is responsible
for notifying and, where necessary or appropriate, consulting with
property owners and occupants in and adjoining the proposed special
event up to 1/4 mile from the perimeter of the special event area.
It is the sponsor's responsibility to abide by all of the terms
and conditions established as part of the approval process. It shall
be the sponsor's responsibility to provide for the protection
of the safety, health, property, and general welfare of those attending
and participating in the special event.
[Amended 10-16-2001, effective 10-26-2001]
A. Application. The sponsor must submit an application to the SEAC at
least 90 days prior to the event. The application must include a proposed
budget and a previous year's budget if such event took place
in the previous year. The SEAC may meet with the sponsor and review
the obligations of various City departments and the sponsor. The sponsor
shall submit information regarding its notice to and consultation
with the neighboring property owners or occupants within 1/4 mile
from the perimeter of the special event. The sponsor must supplement
the application as new information is learned or obtained, including
the addition of sponsors. The SEAC shall render its decision on a
completed application within 21 days of receipt of a completed application.
All permit applications and applicable fees must be submitted 30 days
prior to the start of the event, including those related to fireworks,
concession stands and amusement rides. Application forms are to be
obtained from and returned to the Mayor's office in City Hall.
Exceptions may be made for justifiable reasons upon petition to the
Special Events Coordinator. The Special Events Coordinator may waive
compliance with the time limits stated in this provision upon good
cause shown.
B. City costing process. The completed form will be distributed to the
appropriate City departments and agencies who will estimate the additional
costs that would be incurred as a result of the event. This information
may be used in establishing terms and conditions under which an event
may be conducted when the use of police or other City personnel is
appropriate, possible, and not in conflict with any other administrative
policies and procedures and/or labor agreements.
The sponsor will be notified of the approval or disapproval
of the proposed event and will be advised of any terms and conditions
applicable to an approved event by return of one copy of the SEAC
Approval form within 21 days of receipt of the completed application.
Pursuant to Sec. 35 of the Charter, this chapter is effective immediately upon its adoption. The SEAC shall give a waiver of the application deadline of §
414-6A to sponsors of events proposed to begin within 90 days from this effective date.