The City of Lodi wishes to encourage and support community events that take place within City limits. The City of Lodi seeks to efficiently and fairly coordinate special events and facilitate the use of City resources and available staff time. Proper planning, review, and coordination with the City will ensure that special events are executed as efficiently and safely as possible.
[HISTORY: Adopted by the Common Council of the City of Lodi 1-21-2025 by Ord. No. A-568. Amendments noted where applicable.]
As used in this chapter, the following terms will have the meanings indicated:
The person or authorized representative(s) who signs a special event permit application and who will be responsible under the permit, if issued, for ensuring that the event will be conducted in accordance with these provisions, their application and the special events guidelines. Where a purported applicant is not a legal entity, the applicant will be the individual(s) signing the permit application.
All municipal buildings, parks, green spaces, bridges, streets and other rights-of-way, public easements, parking lots and structures, and any other property owned, leased, or controlled by the City of Lodi, unless specifically exempted by these provisions.
Any monetary gain coming from or associated with an event. Financial gain includes, but is not limited to, concession/alcohol sales, entrance or registration fees, sponsorships, and donations collected. (Any special event that is held for gain or profit, by any person or entity, including nonprofits.)
A planned occurrence on private property with 200 or more persons gathered together at any single time.
A special event that has previously received a special event permit from the City of Lodi and has had no substantial changes made from prior event years in a subsequent special event application.
The person listed on a special event permit application as the individual(s) who will be available to answer all questions, provide information, and otherwise assist City staff in coordinating the event in the absence of the applicant.
Any planned occurrence that takes place in or on City property, which interferes with the normal flow of vehicular or pedestrian traffic or the normal use of City property, including, but not limited to, a block party, an athletic event/competition/race, festival, ceremony, exhibition, pageant, parade, procession, race, show or other similar display; or any event that requires services from the City, including, but not limited to, services from the police, public works, or utilities.
Any planned activity requiring the temporary closing or partial closing of a public right-of-way or street for the purpose of conducting a special event, which would restrict or change the normal flow of vehicular or pedestrian traffic.
A.
Permit required. Any person, entity, organization, group, association, or sponsor that wishes to set up for, hold, or conduct a special event within the municipal boundaries of the City of Lodi must first obtain a special event permit. The City Clerk or designee will manage the scheduling of special events on City property and issue all special events permits. The Common Council shall approve all special event permits involving street closures. Special event permits not requiring a street closure may be referred to Common Council. A recurring special event is provided precedence over the use of City property as an event location.
B.
Exceptions. A special event permit will not be required for the following events:
(1)
Events held entirely on private property that have no street closures, sufficient parking available for all anticipated attendees, and do not require City services.
(a)
Large gatherings on private property with insufficient on-site parking require a sixty-day notice to the City. The City reserves the right to elevate a large gathering to a special event permit process.
(2)
Funeral processions.
(3)
Events organized solely by the City. Events in which the City participates as one of the organizers are not exempt from these regulations.
(4)
The above list of exceptions would not apply if the proposed event:
(a)
Would block access to the entrance to any adjacent building or driveway;
(b)
Would occupy more than half of the width of any pedestrian walkway, or would obstruct the free and orderly flow of pedestrian traffic within any pedestrian walkway;
(c)
Is within an area reserved to another person by a permit for a special event or community event, unless with the permission of the person to whom the permit has been issued.
C.
Permit application. Application for a special event permit shall be made upon forms provided by the City Clerk. Depending on the nature of the event and the anticipated attendance, the City Clerk may reduce the requirements under this chapter. The application will contain the following information:
(1)
The full name, address, telephone number and email address of the applicant; or if the applicant is an organization, group, or association, the name, address, home and business telephone numbers, and email addresses of the authorized representatives of the organization who will be responsible for the event.
(2)
The full name, address, telephone number and email address of the secondary contact, if different from the applicant.
(3)
The nature of the event.
(4)
The location of the proposed event, including proposed parking locations, and streets to be used, if applicable.
(5)
A detailed site or route map that illustrates the route or area proposed for the event, if applicable.
(6)
The date(s), hours of operation, and hours of setup and cleanup for the event.
(7)
The approximate number of people, animals, and vehicles that will attend the event; and a description of the types of animals and vehicles.
(8)
A general idea of City or utility services and/or resources requested.
(9)
Whether any food and/or alcoholic beverages will be served, consumed, and/or sold in conjunction with the event, the locations of such activities, and whether the necessary licenses have been obtained.
(10)
A summary of the protection plan and the number of event security personnel who will attend the event. This plan must be reviewed and approved by the Police Chief or designee.
(11)
A plan to address any emergency needs and specific risks inherent to the event, including, but not limited to, civil disturbance, evacuation, and weather, as required by the Police Chief, Fire Chief, and/or EMS Chief. This plan must be reviewed and approved by the appropriate departments.
(12)
Each permit application shall be accompanied by a permit fee, which shall be set by resolution of the Common Council. The fee is nonrefundable.
(13)
The special event permit application fee identified herein is separate from other fees or licenses required to hold a special event. Examples of other fees or licenses include alcohol licenses or park space reservation fees.
D.
Timelines. Complete applications for a special event permit must be submitted to the City Clerk:
(1)
45 days prior to a recurring special event or nonfinancial gain special event.
(2)
60 days prior to the event for all new financial gain special events, all special events involving consumption/sale of alcohol, and recurring special events with significant street closing requests.
(3)
90 days prior to new special events with significant street closing requests.
(4)
Applicants are encouraged to submit a special event application as far in advance of any event as possible, but no application shall be accepted more than one year prior to the proposed date of an event.
(5)
The application fee will double if a special event application is not submitted within the required time frame.
E.
Application review. Completed applications for a special event permit will be processed in the order of their receipt. When a complete application has been received by the City Clerk, the City Clerk will send copies of the application to the following departments for their review and comment: Police, Utilities, Public Works, and Parks. The departments will make recommendations to the City Clerk, or designee, regarding approval or denial of permit. Such recommendations shall be made to the City Clerk, or designee, as soon as reasonably practical.
F.
Approval or denial of a special event permit application. The City Clerk, or designee, will notify the applicant in writing as soon as reasonably practical of the special event permit's approval or denial. If the special event permit is denied, the City Clerk, or designee, will state the reasons for denial in a written notice. Approval of any special event permit is always conditioned upon the approval of all other necessary permits, licenses, and inspections. The City Clerk, or designee, may deny an application for a special event permit based on the following reasons:
(1)
The application, including any required attachments, plans, submissions, and fees, was not fully completed.
(2)
The application was not timely received.
(3)
The application contains a material falsehood or misrepresentation.
(4)
The proposed special event reasonably appears, due to the event's nature, location, anticipated number of attendees or other factors, to present a threat to public safety or health, or would otherwise be unlawful (including, but not limited to, where a permit or license is required for the consumption/sale of alcohol, but said permit or license has not been obtained).
(5)
The proposed special event is of such a nature or duration that it cannot reasonably be accommodated in the particular area applied for.
(6)
The conduct of the proposed special event will likely substantially interrupt normal flow of vehicular and/or pedestrian traffic in the proposed location and cannot be reasonably accommodated by the City.
(7)
The proposed special event is of such a size or nature requiring the diversion of so great a number of police officers, ambulances, or other emergency services as to deny reasonable emergency services to the City as a whole.
(8)
Activities reasonably expected to occur at the proposed special event are prohibited by law.
(9)
The proposed special event conflicts with or interferes with another special event for which a permit has already been granted.
(10)
The applicant for the proposed special event previously obtained a permit from the City or another municipality that resulted in a permit revocation, citation, unlawful assembly or other violation of ordinance, policy, or law.
(11)
The applicant for the proposed special events previously obtained a special event permit from the City and failed to pay all fees assessed for said event.
G.
Special event regulations.
(1)
Insurance or bond. The applicant for an event may be required to indemnify, defend and hold the City and its employees and agents harmless against all claims, liability, loss, damage or expense incurred by the City on account of any injury to or death of any person or any damage to property caused by or resulting from the activities for which the permit is granted. As evidence of the applicant's ability to perform the conditions of the permit, the applicant may be required to furnish a certificate of comprehensive general liability insurance with the City of Lodi. The applicants may be required to furnish a performance bond prior to being granted the permit. The amount of the insurance coverage or bond shall be set by the Common Council at the time of issuance of the permit.
(2)
Duration. The time approved through the special event permit process.
(3)
Portable toilet facilities. All special events may be required to provide portable toilet facilities during the event, as determined by City staff. The required number of portable toilets will depend upon:
(4)
Refuse removal. All special events will take reasonable efforts to pick up litter and refuse during the special event, and for removing all litter and refuse created during and after the event within 12 hours after the conclusion of the event. If the special event is expected to exceed the capacity of garbage and recycling cans on site, the applicant must provide additional garbage containers and/or bags, or a private hauler. All special events that provide food and beverage concessions may be required to provide trash dumpsters and pickup services.
(5)
Security. All special events may be required to provide event security personnel during the event, as determined by the Police Chief or designee.
(a)
Event security must be readily identifiable. A minimum of one event security personnel must be provided for every 500 anticipated participants at the special event.
(b)
If a permit or license has been issued for consumption/sale of alcohol at the special event, the applicant must provide a minimum of two event security personnel for each area alcohol is served/sold unless otherwise determined by the Police Chief or designee.
(6)
Fire/EMS staff. All special events may be required to have fire and/or EMS personnel on site. Applicants are required to contact the Fire Chief and EMS Chief to decide if fire and/or EMS staff are needed on scene during the special event.
(7)
Indemnification. Special event permittees shall indemnify and hold harmless the City, its officials, employees and agents from any personal injury, death, and damage to property, and any other loss, cost, and/or damage occurring or resulting from and/or in connection to the special event and/or the actions or inactions of the special event applicant, volunteers, employees, attendees, and other participants.
(8)
Applicant shall be required to provide written notification to residents and/or businesses that may impacted by the special event at least one week in advance of the event.
(9)
Special events must comply with all applicable City ordinances, City permit requirements, and state law, including, but not limited to, traffic and parking ordinances, park ordinances and rules, liquor licensing requirements, building/fire codes, state health laws, zoning, and fireworks regulations.
If a special event requires more than the reasonable and necessary services provided by the City that specifically result from the event as determined by the City or emergency services, the applicant will pay the actual costs for the use of equipment, resources, or services. This may include, but is not limited to, Police services, Fire/EMS services, barricades, traffic control, park services, and other services necessary to ensure the protection of participants and citizens. The City or emergency services will invoice the special event applicant after the event. Payment shall be made by the permittee to the City or emergency services within 30 days of issuance of the invoice.
A.
The City Clerk, or designee, will have the authority to modify the proposed route, time, and place of a special event in the interest of relieving congestion and promoting public safety. The applicant will be notified of any such modification in writing if and when a permit is granted.
B.
Any special event permit granted by the City is based on information provided by the applicant in the permit application. Such information constitutes conditions and limits on the special event if the permit is granted.
C.
The permittee and/or applicant shall notify the City immediately if any information in the permit application is no longer complete or accurate, and provide a revised special event application containing the updated information. The City will promptly review the revised application and notify the permittee in writing on if the permit will stand, be revoked, be modified, or be subject to any additional conditions, limitations, or changes.
A.
Where a permit has been granted, the City Clerk, or designee, may revoke, modify, condition, or limit the permit for any reason for which said permit could have been denied, modified, conditioned, or limited originally. Immediately upon such a revocation or modification, the City Clerk, or designee, will send a written notice to the permit applicant, stating the reason(s) for revocation or modification.
B.
The Police Chief, or designee, may order occupants to immediately vacate an area, building, or structure if it is so unsafe that life is endangered; the Police Chief may also close sidewalks, streets, buildings, structures and places adjacent to the same.
An applicant may appeal any decision of the City Clerk, or designee, under these provisions to the Common Council by filing a written notice of appeal with the City Clerk. Applicants shall have 10 days from the date a decision is made by the City Clerk, designee, or City staff on the permit to file such an appeal. The Common Council may affirm, reverse, or modify the determination of the City Clerk, designee, or City staff after conducting a hearing and allowing all interested parties the opportunity to be heard. After the hearing, the City Clerk will issue a written decision within five business days from the date of the hearing.
The failure to obtain a permit before holding or conducting a special event, or the failure to abide by any of the provisions of this chapter, may result in the termination of the event, denial of future permit applications, or issuance of a citation as described in § 1-3 of this Code. Any person who violates any provision of this chapter shall, upon conviction, pay a forfeiture as described in § 1-3 of this Code, together with the costs of prosecution and any penalty assessment imposed by Wisconsin Statutes. Each day during which a violation of this chapter is permitted to exist may be deemed to be a separate violation.