[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:
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.
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.
An event conducted by an individual or entity other than the Village which is 1) proposed to be held on public property or on private property but affecting public property, 2) requiring Village support services or 3) for which a waiver of one or more mobile food vending regulations set forth at § 209-8 of Chapter 209, Mobile Food Vending, will be requested. Examples include, but are not limited to, block parties, festivals, street art shows, public celebrations, outdoor concerts, parades, road races and walkathons.
[Amended 12-12-2022 by L.L. No. 6-2022]
The individual, group of individuals, corporation or other
entity seeking permission to conduct a special event.
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.
A.
Permit. It shall be unlawful for any sponsor to conduct a special
event without a permit.
B.
Permit application.
(1)
The sponsor must apply for the permit at least 60 days prior to the
special event.
(2)
Such application shall be made to the Village Clerk and include:
(a)
The name, address and phone number of the sponsor.
(b)
The person in charge or overall chairperson of the proposed
special event and his or her contact information.
(c)
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.
(d)
The purpose of the special event.
(e)
The date, time and location of the special event.
(f)
The number and ages of expected participants and an estimate
of the number of spectators.
(g)
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.
(h)
The duration of the special event.
(i)
The support services which will be required from the Village.
(j)
Whether alcohol will be consumed.
[Amended 9-28-2020 by L.L. No. 6-2020]
(k)
Whether there will be mobile food vendors. If so, there must be compliance with Chapter 209 of this Code, "Mobile Food Vending."
(l)
Whether there will be live music or sound produced through electronic
speakers, and if so, particulars, including the hours and days thereof.
(m)
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]
(3)
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]
C.
Approval process.
(1)
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: the Town of Lancaster Police Chief or his or her designee
(hereafter referred to as "Town of Lancaster Police"), 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 Town of Lancaster Police, 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 Town of Lancaster Police,
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
the 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; 1-23-2023 by L.L. No. 2-2023]
(2)
The Village Board of Trustees will review all special event applications
and shall either approve, conditionally approve or deny said applications.
D.
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.
E.
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]
