[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.
[Amended 9-28-2020 by L.L. No. 6-2020]
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.
If the event is what is commonly referred to as a block party, the names and addresses of block neighbors who have been advised of the proposed block party, names and addresses of block neighbors who support the application and the names and addresses of block neighbors, if any, who have expressed opposition to the application.
[Added 8-12-2019 by L.L. No. 11-2019]
In the discretion of the Village Board, before final approval is given for the special event, the sponsor may be required to agree to reimburse the Village for anticipated or actual incurred expenses, to provide confirmation of primary insurance coverage for the sponsor and/or Village, to provide a liability release in favor of the Village and/or to provide a defense and indemnification commitment in favor of the Village.
[Amended 2-11-2019 by L.L. No. 1-2019]
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 Director of the Village Office of Emergency Management, the Village Fire Inspector, the Village Special Events Coordinator and the Village Code Enforcement Officer. Unless the Village Board by resolution provides otherwise with respect to a particular application, the Village Fire Chief, the Village DPW Superintendent, the Director of the Village Office of Emergency Management, the Village Fire Inspector, the Village Special Events Coordinator and the Village Code Enforcement Officer shall have 14 days from receipt of a copy of the application to comment. If the Village Board by resolution provides for a time period other than 14 days within which the aforesaid individuals shall comment, the Village Clerk shall promptly advise the aforesaid individuals of the Village Board resolution. If the Village Fire Chief, the Village DPW Superintendent, the Director of the Village Office of Emergency Management, the Village Fire Inspector, the Village Special Events Coordinator or the Village Code Enforcement Officer fails to comment within 14 days or within the time period otherwise set by the Village Board, the Village Board may assume that that individual has no objection to the proposed application.
[Amended 2-11-2019 by L.L. No. 1-2019; 4-22-2019 by L.L. No. 6-2019]
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.
Cancellation. The Village or any police or other emergency service may close or cancel the event at any time without recourse to the applicant or other third parties.
[Added 2-11-2019 by L.L. No. 1-2019]