[HISTORY: Adopted by the Board of Trustees of the Village of Lancaster 10-22-2018 by L.L. No. 8-2018. Amendments noted where applicable.]
The Village Board has determined that it is appropriate, from time to time, for streets and other public places in the Village to be temporarily closed and/or used as sites for charity walks/runs, festivals, concerts, neighborhood celebrations and other public events. Events of this kind serve to improve the quality of life of the residents of the Village but can result in large numbers of people congregating within the confines of the temporarily closed streets or public places. Such events can create concerns for emergency service access, health, safety and welfare of the public and private property in the vicinity of the special event. Therefore, it is essential that policies and procedures be established governing these events.
As used in this chapter, the following terms shall have the meanings indicated:
- IN CHARGE CONTACT PERSON
- The person who is charged and authorized by the sponsor to serve as the sponsor's agent and who is charged and authorized by the sponsor with overall responsibility to administer and manage the special event.
- PUBLIC PROPERTY
- Property which is owned, operated, maintained, and/or controlled by the Village. Examples of public property include, but are not limited to, parking lots, streets, sidewalks and parks.
- SPECIAL EVENT
- An event sponsored by an individual or entity other than the Village, proposed to be held on public property or on private property but affecting public property or requiring Village support services. Examples include, but are not limited to, block parties, festivals, street art shows, public celebrations, outdoor concerts, parades, road races and walkathons.
- The individual, group of individuals, corporation or other entity seeking permission to conduct a special event.
- SUPPORT SERVICES
- Village officials, employees, department members, including volunteers, equipment and other resources which may or must be provided by the Village to ensure that a special event is conducted in such a manner so as to protect the safety, health, property and general welfare of its citizens. Examples include fire protection, crowd management control and traffic management and control.
Permit. It shall be unlawful for any sponsor to conduct a special event without a permit.
The sponsor must apply for the permit at least 60 days prior to the special event.
Such application shall be made to the Village Clerk and include:
The name, address and phone number of the sponsor.
The person in charge or overall chairperson of the proposed special event and his or her contact information.
At all times of the proposed event there must be an in charge contact person. For each in charge contact person or persons, the following shall be provided: name, cell and landline phone numbers, e-mail address, times during which that person will serve as an in charge contact person, and the location of that person during that person's in charge contact times.
The purpose of the special event.
The date, time and location of the special event.
The number and ages of expected participants and an estimate of the number of spectators.
A plan showing how to address and provide or make provisions for crowd control, temporary bathroom facilities, garbage facilities, water and electricity, any noise complaints, and any other issue which may impact public health, welfare, safety, or convenience.
The duration of the special event.
The support services which will be required from the Village.
Whether alcohol will be consumed. If so, there must be compliance with § 85-3 of this Code, "Alcoholic Beverages."
Whether there will be mobile food vendors. If so, there must be compliance with Chapter 209 of this Code, "Mobile Food Vending."
Whether there will be live music or sound produced through electronic speakers, and if so, particulars, including the hours and days thereof.
Before final approval is given for the special event, the sponsor may be required, in the discretion of the Village Board, to provide the sponsor's insurance carrier, a copy of an applicable certificate of insurance, a liability release and a defense and indemnification commitment in favor of the Village.
The Village Clerk shall review and shall promptly provide copies of the application to the Village Board and to the following for review and comment to the Village Board: the Village Fire Chief, the Village DPW Superintendent, the Village Special Events Coordinator and the Village Code Enforcement Officer.
The Village Board of Trustees will review all special event applications and shall either approve, conditionally approve or deny said applications.
Permits and licenses. Approval to conduct a special event by this process does not relieve the sponsor or any participant, including, but not limited to, food stands, vendors, peddlers or exhibitors, from securing any other required permits or licenses or meeting any other applicable requirements.