The following information and materials are to be submitted
with an application for a special event permit. A single application
may be made for a recurring event or a series of similar events (not
to exceed six in a three-month period) that are of like size and scope.
A. A completed special event application form which includes the following
information:
(1) The name, address and telephone number(s) of the person(s) who will
be organizing the event and who can be contacted prior to and during
the event by Town officials.
(2) The address of the event location.
(3) The proposed dates and hours of the special event, including setup
and shutdown times.
(4) The expected maximum number of persons intended to use the property
at one time and collectively, including organizers, employees, vendors,
exhibitors and spectators/participants.
(5) Expected number of automobiles and other vehicles intended to use
the property at one time and collectively.
(6) The name, address and telephone number of the person(s) who will
be engaged in the preparation and/or sale of food, alcohol, or beer
and a copy of the State Liquor Authority license and County Department
of Health Services permit number for the activity.
(7) The name, address and cellular telephone number of any security company
which will work on the premises, and a description of the duties to
be performed.
(8) The dimensions of any tents to be utilized for the event. All tents
erected in connection with an event will require an application to,
and the approval of, the Building Department.
(9) Certification that the property where the event is to take place
is not subject to any covenant or restriction limiting its use, or
if the use is restricted by easement or otherwise, a copy of a survey
or diagram depicting the easement area and any reserved area where
development rights are intact.
(10)
The applicant must provide a certificate of general liability
insurance naming the Town of Southold as an additional insured with
limits of $1,000,000 per occurrence or such other limit as may be
required by the Town Board for events where expected attendance exceeds
500 attendees.
B. The appropriate application fee.
(1) The fees for special event permits shall be proscribed by a resolution
of the Town Board.
C. A general description of the proposed event including:
(1) The purpose of the event and description of the nature of the activities
to be carried on and the admission fee to be charged, if any.
(2) The names of groups, organizations, charities or individuals who
shall benefit from the proceeds of the event.
D. A parking/event plan showing:
(1) The size of the property and its location in relation to abutting
streets or highways.
(2) The size and location of any existing building(s) or structure(s)
that will be in operation during the course of the event and any proposed
building, structure or signs to be erected temporarily for the event.
(3) The location of the stage or tents, if any.
(4) The designated areas of use for spectators, exhibitors, vendors,
employees and organizers.
(5) The location of all exits.
(6) The location of all fire extinguishers and other fire safety equipment.
(7) The location of all temporary utilities to be installed for the event,
if any.
(8) The layout of any parking area for automobiles and other vehicles
and the means of ingress and egress for such parking areas. The parking
spaces must allow for 300 square feet per car.
(9) A traffic control plan for vehicles entering and leaving the site
for the proposed event.
(10)
A plan for the use of live outdoor music, loudspeakers and other
sounds which will be used, if any, and the type and location of speakers
and other audio equipment.
(11)
A description of emergency access and facilities related to
the event.
(12)
Provisions to dispose of any garbage, trash, rubbish or other
refuse.
(13)
The location and a description of any additional lighting to
be utilized in conjunction with the event.
(14)
The location of sanitary facilities on site.
E. A description of any signage to be displayed adjacent to a Town,
county or state road, including size, location and dates of display.
F. A certificate of insurance not less than $2,000,000 naming the Town
of Southold as an additional insured.
G. A minimum cleanup deposit of $250.
H. The Town Board may require the applicant to send and provide certification
that written notice was sent to every property owner abutting or adjacent
to the property where the event is to be held, as shown on the current
Town of Southold assessment roll, and directly opposite (by extension
of the lot lines through a street or right-of-way) of the property
that is the subject of the application. Said notice shall include
the date, time and location of the proposed special event.
I. Notwithstanding the foregoing, the Town Board, upon request by an applicant, may waive in whole or in part any of the foregoing application requirements upon a finding that said requirements are not necessary for proper consideration of a permit application in accordance with the standards set forth in §
205-5E(1) through
(15) or for the protection of health, safety and welfare. The Town Board's determination of any waiver request shall be in writing to the applicant and shall specify the reason for the grant or denial. If a waiver is granted, the Town Board may attach appropriate conditions to protect the public interest.
An applicant who is denied a permit by the Town Board may apply
to the Town Board for reconsideration of the application by filing
an appeal with the Town Clerk within 10 days of the date of the denial.
A complete copy of the application shall accompany the request for
reconsideration. The Town Board may, following a public hearing, affirm,
amend or reverse the determination its prior decision subject to any
conditions deemed appropriate under the circumstances.