A. 
Applications for such permit shall be made to the Commissioner of Accounts on the forms provided by the Commissioner.
B. 
Weekly, monthly or yearly permits for recurring special events may be applied for and granted by the Commissioner of Accounts. Such application shall include a schedule for each day of the special event, together with any other information the Commissioner of Accounts may deem necessary. All such permits shall expire at the end of the calendar year in which they are granted.
C. 
Filing period. An application for a special event shall be filed with the Commissioner of Accounts not fewer than 60 business days before the date on which it is proposed to conduct such special event. However, if the special event is a parade, or a walking, running or biking race, the application shall be filed not fewer than 90 days before the date on which it is proposed to conduct such special event in order to obtain the necessary approval from state and local highway authorities.
[Amended 12-20-2016]
D. 
For any event that will attract 5,000 or more persons, the applicant must also obtain a permit from the NYS Department of Health and include it with the application. A safety plan, as required by the Department of State must also be included with the application.
[Amended 7-5-2022; 1-16-2024]
A. 
Fees under this chapter shall be established from time to time by the City Council for the licensure of special events. A schedule of all such fees will be available for review in the Office of the City Clerk and on the City's web page. The establishment of a permit fee or fees under this section shall not be construed so as to limit the authority of the City Council to charge for additional costs for municipal services or resources reasonably necessary to ensure public safety or other public benefit during a permitted event. The Accounts Department shall issue the invoice for said fees at the time of permit issuance. Payment is due no later than 30 days after the event date.
B. 
Payment of the applicable fee under this section shall be due upon filing or renewal of the application.
The Commissioner of Public Works shall have the authority, in situations where it is determined that the proposed special event is of such magnitude or character that it will generate an excessive or extraordinary amount of debris upon the public ways, to require an agreement from the applicant stating that the applicant shall be responsible for the costs of cleanup of the public ways after the special event. The Commissioner may enter into any agreement with the applicant as may be necessary for this purpose.
The applicant shall provide proof of insurance to the Commissioner of Accounts as follows:
A. 
Proof of commercial general liability insurance, including completed products and operations and personal injury liability insurance in the amount of $1,000,000 per occurrence and $2,000,000 aggregate. The City shall be included as an additional insured on said insurance.
B. 
In the event a motorized vehicle shall be utilized in the permitted event, commercial automobile liability in the combined single limit of $1,000,000 shall be required for all non-owed, hired and/or owned vehicles. The City shall be included as an additional insured on said insurance.
C. 
Proof of statutory workers' compensation and employer's liability insurance for all employees participating in the event.
D. 
A fully executed hold harmless agreement, in a form satisfactory to the City, by which the applicant shall indemnify and save harmless the City and its agents and employees from and against all claims, damages, loss and expense (including but not limited to attorney's fees) arising out of or resulting from the licensed activity, sustained by any person or persons, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of property caused by the tortious or negligent act or omission of the applicant, or the applicant's employees, agents, or subcontractors.
If the Commissioner of Accounts finds that all applicable provisions of this chapter have been complied with or will be complied with by the applicant, a permit may be issued to hold a special event conditional upon such reasonable limitations and requirements as may be deemed necessary for the protection of the public health, safety and welfare. Nothing in this chapter shall be construed as granting the Commissioner of Accounts any power to confer rights upon permit holders to do any act or conduct any business or activity in contravention of any zoning ordinance or regulation in effect in the City of Saratoga Springs. It shall be the responsibility of the permit holder to determine if the activity complies with the applicable zoning laws.
The Commissioner of Accounts shall issue a permit as provided for hereunder when, from a consideration of the application and from such other information as may otherwise be obtained, it is found that:
A. 
The conduct of the special event will not substantially interrupt the safe and orderly movement of other traffic contiguous to its route.
B. 
The conduct of the special event will not require the diversion of so great a number of police officers of the City to properly manage the line of movement and the areas contiguous thereto as to prevent normal police protection to the rest of the City.
C. 
The conduct of such special event will not require the diversion of so great a number of emergency services as to prevent normal emergency service to portions of the City other than that occupied by the proposed line of march and areas contiguous thereto.
D. 
The issuance of a special event permit under this chapter shall not be construed as granting authorization to conduct activities defined as "demonstration" in Chapter 98 or "parade" in Chapter 151 of the Code of the City of Saratoga Springs.
The City shall be empowered to change the date/time of the special event should such a change be in the best interest of the City. If the applicant refuses to accept such changes and chooses to cancel the special event, all fees paid by the applicant shall be refunded.
[Amended 7-5-2022]
Immediately upon the application for a special event permit, the Commissioner of Accounts shall send a copy of the special event application to the City Council and their designated representatives.
Each special event permit shall state the following information:
A. 
The starting time and ending time.
B. 
Location of the special event and the portions of the streets to be traversed that may be occupied by the special event.
C. 
The name of the responsible party and telephone number.
D. 
Such other information as the Commissioner of Accounts shall find necessary to the enforcement of this chapter.
A. 
The permit holder hereunder shall comply with all permit directions and conditions and with all applicable laws and ordinances.
B. 
Possession of permit. The special event chairperson or the person heading or leading such activity shall carry the special permit upon his/her person during the conduct of such special event.
The Commissioner of Accounts may revoke any permit for violation of any of the provisions of this chapter. Notice of such revocation and the reason or reasons therefor shall be served upon the person named in the permit application or by mailing the same to the address given on the permit application.