[HISTORY: Adopted by the City Council of the City of Crystal Lake 9-6-2016 by Ord. No. 7289. Amendments noted where applicable.]
For purposes of this chapter, the following terms shall have the meanings indicated:
- Any natural person, syndicate, association, partnership, firm, club, company, corporation, limited-liability company, institution, agency, government corporation, municipal corporation, district or other political subdivision, or any officers, agents, employees or other representative, acting either for himself or for any other person in any capacity; or any other entity recognized by law as the subject of rights and duties, other than the City of Crystal Lake, who submits an application pursuant to this chapter.
- Forms provided by the City for major or minor special events.
- BLOCK PARTY
- Any outdoor party or gathering organized by a group of neighbors that is held on private property primarily for residents of a specific neighborhood.
- Any aggregation of shows or riding devices, games of skill or chance, or any combination of shows and riding devices, or any combination of several enterprises, such as Ferris wheels, tilt-a-whirls, carousels, roller coasters, giant swings, or other riding devices, whether carried on or engaged in or conducted in any field, park, or in a building or enclosure, and whether carried on, engaged in or conducted as one enterprise or by several concessionaires, and whether one admission fee is charged for admission to all such shows or entertainments, or a separate fee for admission is charged for each amusement.
- CARNIVAL RIDES
- Riding devices including, but not limited to, Ferris wheels, tilt-a-whirls, carousels, roller coasters, and giant swings.
- A show consisting of acrobats, trained animals, clowns, or similar forms of entertainment that is held in an arena, which may be open air or enclosed in a tent or building.
- The City of Crystal Lake and its officers, agents, employees, and representatives.
- CITY PROPERTY
- Public streets, sidewalks, rights-of-way, or other property owned or controlled by the City.
- CITY SERVICES
- Services provided by City departments, including, but not limited to, public safety, crowd control, traffic control, management of the event site, road closures, demarcation of no-parking tow zones, inspection services, garbage removal, and production of event materials, and City website information.
- The Crystal Lake Municipal Code.
- An organized series of concerts, plays, movies, or other types of entertainment held on one day or consecutive days in one geographic location.
- FILM PRODUCTION EVENT
- The use of City property for the purpose of producing, videotaping, or filming of commercials, movies, television programs, and/or other media, commercial, not-for-profit, educational or artistic activities.
- GUN SHOW
- An event where vendors gather at one location to display and sell guns, ammunition, and/or other firearm-related materials, generally lasting no more than a few days.
- MAJOR SPECIAL EVENT
- A special event or film production event held on public and/or private property, including, but not limited to, parades, festivals, carnivals, circuses, and athletic events which meet at least one of the following criteria:
- A. Closure of roads, streets, or City blocks;
- B. Demarcation of temporary "No Parking, Tow Zones";
- C. Issuance of multiple permits or licenses;
- D. Provision of City services as defined herein;
- E. Use of City property;
- F. Is a Gun Show;
- G. Designated a major special event by the Director of Community Development.
- MINOR SPECIAL EVENT
- A special event or film production event, including, but not limited to, events such as neighborhood parades, outdoor sales events, open-air gatherings, or athletic events that do not require closure of road, streets, or City blocks. Minor special events are events that do not require provision of City services as defined herein.
- OPEN-AIR GATHERINGS
- Any organized assembly of citizens held outdoors and upon any public property where the number of participants expected may reasonably be assumed to exceed 50. Examples include but are not limited to rallies, demonstrations, and picnics.
- OUTDOOR SALES EVENT
- Any sales event of a limited duration that is held outside on private property in conjunction with a special promotion or holiday season. Examples include but are not limited to tent sales, sidewalk sales, farm or garden produce stand sales, or holiday tree and decorative greenery sales.
- Any parade, march, ceremony, show, exhibition, pageant, or procession of any kind, or any similar display, in or upon any street, park, or other public place in the City.
- SPECIAL EVENT
- An event held on public and/or private property outside of the normal and intended use of that property, that has a defined and limited duration, is open to viewing or participation of the general public or involves a large gathering of people outside of normal operations, and occurs once or only a few times per year. Examples of special events include, but are not limited to: carnivals, festivals, gun shows, circuses, parades, open-air gatherings, film production events, religious tent meetings, outdoor sales events, and athletic events such as 5K run/walks, bicycle races or organized rides, or triathlons, or any other event that requires City approval as determined by the Director of Community Development.
[Amended 8-15-2017 by Ord. No. 7391]
The following are exempt from obtaining a major or minor special event permit:
The following are exempt from obtaining a major or minor special event permit, unless City services are required of or required by the City of Crystal Lake:
The Crystal Lake Park District for events wholly on Park District property or property the Park District manages.
Educational institutions approved or authorized by the State of Illinois for events wholly on their property.
Block parties that do not request a full closure of a road, street, or City block.
Film production exemptions. Schools, businesses, places of worship, and residents using their own premises for producing films for their own educational, family, or training purposes; individuals filming on public or private property for personal, noncommercial purposes; and the filming of actual news events or stories within the City of Crystal Lake are exempt from obtaining a major or minor special event permit.
A special event permit shall be required for all special events held in the City prior to the start of the event. A special event permit application shall be submitted to the Director of Community Development. The Director of Community Development shall designate the permit application as a major or minor special event application and shall timely advise the applicant of the designation.
The application shall be accurately and completely filled out prior to submission, and shall include, but not be limited to, the following information:
A complete and accurate description of the special event for which the permit is applied and an estimate of anticipated attendees and/or participants.
Information regarding whether admission fees or charges are to be assessed to attendees or participants.
Information regarding whether alcohol consumption is planned, and if so, the hours, location, and type of alcohol planned to be served.
A description of provision for refuse needs for the special event, which shall be in compliance with City policies and Code provisions and state law.
A description of restroom availability and maintenance for the special event.
A description of the type and nature of any entertainment, including but not limited to music acts, carnival rides, and games of chance.
A certificate of general liability insurance, naming the City and its officers, employees, agents and representatives as additional insureds, in a form and amount determined by the Director of Community Development, or a designee, may be required. Whenever a certificate of insurance is required, an additional insured endorsement shall also be provided.
A hold-harmless agreement in such form as may be approved by the City Attorney for special events held on City property.
Information describing in detail the accessibility plans for the special event.
Information pertaining to the use of City amenities for the special event as described in § 453-1 of this chapter.
Information regarding requests for City services associated with the special event.
A list of all vendors participating in the event.
Film production applications shall also provide information regarding the length of the production, and the hours the filming will occur each day, number of production staff, number and types of vehicles required, and a parking plan for production vehicles.
Applications for a special event permit shall be made no less than 14 days before the beginning of the special event. Applications submitted late may be considered on a case-by-case basis, but may be denied for untimeliness.
An individual or entity submitting an application for a special event permit must be vested with the legal authority to bind the applicant and may be requested to supply evidence to that effect. Said individual or representative shall certify and swear to the accuracy of all statements and information contained in the application and that the applicant is qualified in all respects to receive the permits applied for.
The permit fee of $50 for a special event permit shall be collected upon submittal of the application.
The Director of Community Development will forward the special event application to the various departments within the City for review of the special event. The departments shall review and submit recommendations for any requirements or conditions for issuing the permit. The applicant is responsible for meeting all requirements or conditions of the special event permit.
The Director of Community Development may require the applicant to provide additional information beyond the information required in the application before issuance of a special event permit in order to ensure the general health, safety, and welfare of the public during the special event.
In addition to the requirements set forth in this Code and as set in the major special event permit application, events may be subject to additional conditions or restrictions deemed necessary and appropriate by the City. The requirements and fees for issuance of each such permit or license shall remain as otherwise provided for in the Code.
Notification of major special event. An applicant for a major special event permit shall, at its cost, provide written notification of the proposed special event, including a narrative summary of the event, to residents and businesses which may be affected by such special event. The Community Development Department shall review and approve the narrative and the scope of notice proposed by the applicant and shall inform the applicant of the date the application shall be considered by the City Council so that such date may be included in the notification. Such notice shall be provided not less than two weeks, and not more than four weeks, prior to City Council consideration of the application.
City Council consideration. A request for a major special event permit shall be submitted to the City Council by the Director of Community Development for review and consideration. The City Council, taking into consideration whether the special event is to be held for a lawful purpose, whether there is a reasonable basis to believe that it will tend to cause a breach of the peace or unduly interfere with the public use of public rights-of-way or other public property, or whether it will unduly interfere with the peace and quiet of the residents of the City, may approve the permit, deny the permit, or approve the permit subject to such conditions or restrictions as it deems appropriate.
Issuance of major special event permit. A major special event permit shall be issued after it has been approved by the City Council. All permits or licenses needed for the major special event, other than a liquor license if applicable, shall be included in the issuance of the major special event permit if the applicant has paid the required fees and otherwise complied with the requirements for each such permit or license. All special conditions and restrictions will be communicated to the applicant in writing when the permit is issued.
Chargeback for major special events.
After a major special event has been concluded, the City shall issue the applicant a bill for costs incurred by the City, including but not limited to reasonable personnel costs attributable to the major special event and for any damage caused to public property. The applicant shall be responsible for payment of said bill in full within the time frame specified on the bill. Failure to timely pay bills for charge-back services may serve as a basis for denial of future permits to the applicant or the applicant's organization.
At its discretion, the City Council may waive the payment of costs incurred by the City for the special event, including fees for Police and Fire Rescue personnel.
Administrative approval of major special events. The Director of Community Development may approve a major special event if the following conditions are met:
[Added 8-15-2017 by Ord. No. 7391]
The special event is held on an annual or routine basis.
Previous iterations of the special event have been approved by the City Council.
The special event does not have any substantial changes, in the opinion of the Director of Community Development, from what has previously been approved.
The applicant is not requesting a temporary liquor license or variation to an existing liquor license in conjunction with the special event.
In addition to the requirements set forth in this Code and as set in the minor special event permit application, minor special events may be subject to additional conditions or restrictions deemed necessary and appropriate by the City.
The Director of Community Development shall review applications for proposed minor special events and any requirements or conditions therefor. In the event the Director of Community Development denies the permit, written notification of the denial and the reasons for a denial shall be provided to the applicant.
Issuance of minor special event permit. Upon approval of the application, as set forth herein, and after payment of any required fees, the Director of Community Development shall issue the minor special event permit. All special conditions and restrictions will be communicated to the applicant in writing when the permit is issued.
The approval of any special event shall be subject to the following conditions:
All special events must comply with state law and with the City Code, ordinances, rules, regulations, and policies.
There shall be in every permitted premises for major special events not less than two exits leading to the outside, each not less than three feet in width and, if doors are present, they are required to open outward.
Occupancy at a special event shall be in compliance with City and state law.
The nature and intensity of the event must be planned so that the event will be compatible with the existing development in the area of the event. The event shall not significantly or materially be detrimental to the public health, safety, and welfare, or injurious to property or improvements in the surrounding area, including, but not limited to, excess traffic, parking, noise, pedestrian safety, and adverse effects on neighboring areas.
Parking areas, both on- and off-street, for a particular event, are to be of adequate size, properly located, and the entrance and exit drives shall be laid out to prevent traffic hazards and nuisances. For major special events, the applicant shall coordinate with the City Engineer to provide maps and information relative to parking and accessible parking.
A special event permittee shall allow free and unobstructed access to the premises during the pre-inspection and permitting phases of event approval by authorized City personnel while acting on City business.
Any activity occupying or using any street, public place, or public right-of-way in the City may be allowed only in accordance with the provisions of this Code where applicable.
Security to be provided for a major special event, whether provided by private security personnel and/or by the Crystal Lake Police Department shall be evaluated and coordinated with the Crystal Lake Police Department. Security may be provided by private security personnel and/or by members of the Crystal Lake Police Department. If Crystal Lake Police are used to assist with security for an event, the applicant shall be responsible for their costs, which will be assessed as part of the charge back provided for in § 453-4E of this chapter.
If the sale or distribution of food and beverages is proposed at a special event, said use must be approved by the McHenry County Department of Health.
Smoking on event premises shall be in compliance with state law.
All special events permitted under this chapter shall post signs, clearly and conspicuously, at all entrances to the special event in conformity with the Firearm Concealed Carry Act, 430 ILCS 66/65 et seq., as amended from time to time.
Special events that include fundraising activities shall comply with City and state law.
Carnivals, carnival rides, and circuses must comply with City and state law.
If consumption of alcohol is proposed, said use must comply with City and state law.
If animal use or exhibition is proposed, said use must comply with City and state law.
The applicant will be wholly responsible for keeping the site of the special event clean; free of trash, papers, and other debris. Trash containers in adequate number shall be placed in convenient locations for the use of the public.
The applicant shall obtain any necessary limited-duration sign permits for promotional and informational signage in connection with the special event.
In addition to the specific regulations, standards, and time limitations set forth in the Code, all special events shall be subject to such conditions and restrictions on their location and operation as deemed necessary from time to time by the City Manager or his designee.
Carnivals must comply with the following conditions:
The carnival must be operated or sponsored by a not-for-profit group.
No gambling devices, lottery, number or paddle wheel, number boards, punch boards, or other games of chance shall be operated or used in connection with a carnival, with the exception of video gaming terminals that have been lawfully approved and operating in accordance with § 268-3 of this Code.
No lewd, lascivious, or indecent show or attraction making indecent exposure of the person or suggesting lewdness or immorality.
The applicant must include the following as part of the application for a special event:
Names of two municipalities in which the firm conducting the carnival has recently conducted a carnival.
Whether the carnival operator, or any firm, corporation or association which he/she is employed by or represents, has ever been convicted of a violation of this chapter or any ordinance of any other municipality regulating carnivals and, if so, the location of such violation.
Whether any accidents involving personal injuries to carnival attendees or staff have occurred during the operation of any carnival operated by the carnival operator in the previous five years. If yes, the carnival operator shall include information about any accidents.
Proof of a valid amusement ride permit issued by the Illinois Department of Labor.
A statement verifying that the carnival operator does not employ any child sex offenders.
A statement verifying that none of the carnival operator's employees are fugitives from Illinois or any other state's law enforcement agencies.
An accurate and comprehensive list of carnival workers, including, for example, driver's license information, social security information, etc. The carnival operator shall also keep this list on site and available for inspection.
A statement verifying that the carnival operator has conducted a criminal background check on each employee.
A statement verifying that the carnival operator conducts pre-employment or random drug testing of employees.
The carnival operator must provide proof of insurance separate from the applicant.
All carnival employees must keep government-issued photo identification (such as a state-issued identification card or driver's license) on their person at all times during the public event. The government-issued identification must be presented at any time to an officer of the City upon request.
No employee, agent or other representative of the carnival may live, sleep, or otherwise remain overnight on the premises of the carnival. Persons providing security on the site may receive an exemption from the Police Department for this requirement.
The carnival operator must display a valid amusement ride permit issued by the Illinois Department of Labor on the operator's equipment.
The City's Community Development Department, Fire Rescue Department, and Police Department shall be advised of proposed special events as part of the permit review. Prior to the issuance of a permit for a special event, the aforesaid departments may conduct such inspections and investigations as they deem necessary to verify information provided by the applicant, and to evaluate and ensure compliance with City Code requirements and state law in order to promote public health, safety, and welfare.
Individual vendors may only participate if it is determined that they are in compliance with applicable state law and City Code provisions.
The City may inspect the event premises and participating vendors at any time prior to the beginning of the event and during the event to ensure continued compliance with City Code, state law, and specific permit conditions, if applicable.
An applicant may be denied a special event permit under any of the following conditions:
The applicant has previously failed to comply with the provisions of a special event permit.
The applicant has been convicted of a violation of any provision of this chapter.
The applicant has failed to qualify for any other license required by the Code of Ordinances of the City.
The City determines that it is unable to provide City services requested by the applicant.
The Director of Community Development has the final authority to deny a Minor Special Event permit. The City Council has the final authority to deny a Major Special Event permit.
The City Manager, Police Chief, Fire Rescue Chief, or the Director of Community Development may revoke any issued special event permits under any of the following conditions:
The applicant is found in violation of this chapter, or of the statutes of the State of Illinois or ordinances of the City of Crystal Lake relating to the public health, safety, or fire protection.
The applicant has made a false material statement in the application.
The applicant fails to comply with any of the provisions of this chapter or the terms or conditions of the permit issued pursuant to this chapter.