[Ord. No. 1829, 10-6-2025]
It is the intention of the Board of Aldermen, and it is hereby ordained that the provisions of this Chapter shall become and be made a part of the Municipal Code of the City of Concordia, Missouri, and the Sections of this Chapter may be renumbered to accomplish such intention.
[Ord. No. 1829, 10-6-2025]
The purpose of this Chapter is to establish a process for permitting and regulating special events within the City of Concordia to ensure public safety, minimize impacts on City services and protect the rights of residents and businesses.
[Ord. No. 1829, 10-6-2025]
As used in this Chapter the following terms shall have the meanings indicated:
NON-PROFIT GROUP OR ORGANIZATION
Any person(s), partnership, association, non-profit corporation, a 501(c)(3) corporation, or other group that does not distribute its surplus funds to its owners, shareholders or members, and whose activities are conducted for charitable, civic, or humanitarian motives, or for the benefit of others, and not for the private gain of any individual or group, and may include, but shall not be limited to, patriotic, philanthropic, social service, welfare, benevolent, educational, civic, fraternal, cultural, charitable, scientific, historical, athletic, or medical activities.
SPECIAL EVENT
A temporary, short-term use of land or temporary structure(s), located or conducted outside, that is, not within a permanent building or structure. A special event may be on public or private street right-of-way, public property, or private property within the corporate limits of the City of Concordia, Missouri ("corporate limits").
[Ord. No. 1829, 10-6-2025]
No parade, boot block, walk-run race/marathon, block party, festival, concert, show, exhibition or public demonstration in the nature of a parade, shall be given or held in or upon any street, highway, alley, road, boulevard or other public property unless a special events permit shall have first been obtained from the City Clerk or his/her designated representative.
[Ord. No. 1829, 10-6-2025]
A. 
The foregoing Section does not apply to:
1. 
Funeral processions.
2. 
Students going to or from school classes or participating in educational activities provided such conduct is under the immediate direction and supervision of the proper school authorities.
3. 
Governmental agency acting within the scope of its functions.
4. 
Auctions/estate sales.
5. 
Political events.
6. 
Private events, including any private event held within a public park or the Edwin A. Pape Lake grounds. These events are not open to the public, but rather to family members, or members of a group or organization. When private parties are held within a public park or the Edwin A. Pape Lake grounds, conduct shall be governed by other provisions of the Municipal Code regulating conduct in City parks and recreation areas and at the Edwin A. Pape Lake grounds.
[Ord. No. 1829, 10-6-2025]
A. 
Any person seeking the issuance of a special events permit as herein required shall file an application with the City Clerk or his/her designated representative, on forms provided by the City, not less than forty-five (45) days nor more than sixty (60) days before the date on which it is proposed to conduct the special event. The application shall set forth the following information:
1. 
The name, address and telephone number of the person seeking to conduct the special event.
2. 
The nature or type of special event to be conducted.
3. 
If a parade or special event is proposed to be conducted for, on behalf of, or by an organization, the name, address, and telephone number of the headquarters of the organization and of the authorized and responsible leaders of such organization.
4. 
The name, address, and telephone number of the persons who will be the parade or exhibition chairperson or managing officer and who will be responsible for its conduct.
5. 
The route to be traveled, the starting point and the termination point, if it is a parade; if a fair or exhibition, the location of the place said fair, or exhibition is to be held.
6. 
The approximate number of people who, and animals and vehicles, will constitute such parade, fair, or exhibition; the type of animals and description of the vehicles and equipment to be used.
7. 
The hours when such parade or exhibition will start and terminate.
8. 
A statement as to whether the parade will occupy all or only a portion of the streets proposed to be traversed; if a fair or exhibition, the proposed area to be occupied, including City streets to be closed to through traffic.
9. 
Location by street of any assembly areas for such parade.
10. 
The time when units of the parade will begin to assemble at any such assembly area.
11. 
The time at which the participants in the exhibition will begin to assemble at any such assembly area.
12. 
If the parade or exhibition is designed to be held by, and on behalf of or for, any person or persons other than the applicant, the applicant for such permit shall file with the City Clerk or his/her designated agent a communication, in writing, for the person proposing to hold the parade or exhibition, and authorizing the applicant to apply for the permit on their behalf.
13. 
Any information which the City Clerk or his/her designated agent shall find reasonably necessary to a fair determination as to whether a permit should be issued.
B. 
Copies of reservations and/or executed contracts for times and dates of the special event shall be submitted as part of the application. As part of the executed contract, the applicant shall include an executed "Hold Harmless" agreement that, to the fullest extent permitted by law, the applicant shall indemnify, defend and hold harmless the City and all of its officers, agents, volunteers, lessees, invitees and employees from all suits, claims damages, losses and expenses, including but not limited to attorneys' fees, court costs or alternate dispute resolution costs arising out of, or related to, applicant's use and occupancy of the premises under this lease involving an injury to a person or persons, whether bodily injury or other personal injury (including death), or involving an injury or damage to property (including loss of use or diminution in value), except to the extent such suit, action or claim is caused by the sole negligence or willful misconduct of the City, its officers, employees or agents.
C. 
As part of the executed contract for the venue, the City requires for-profit, civic and social organizations to provide a Certificate of Insurance evidencing the required coverage, conditions, and limits required by the lease, with the City named as an additional insured with the provision of the appropriate additional insured endorsements, prior to occupying the premises:
1. 
Commercial general liability insurance with a minimum limit of one million dollars ($1,000,000.00) each occurrence; two million dollars ($2,000,000.00) general aggregate written on an occurrence basis.
2. 
Comprehensive business automobile liability insurance for all owned, non-owned and hired automobiles and other vehicles used by lessee with a combined single limit of one million dollars ($1,000,000.00) minimum (when applicable).
3. 
Workers compensation insurance with statutorily limits required by any applicable Federal or State law and employers liability insurance with minimum limit of one million dollars ($1,000,000.00) per accident (when applicable).
If the applicant maintains higher limits than the minimums required, the member requires and shall be entitled to coverage for the higher limits maintained by the contractor.
Insurance required by this contract and supported by the additional insured endorsement shall be as broad as necessary to support the hold harmless requirement in said contract or as broad as the indemnitor's insurance coverage, whichever is broader.
If a family has exclusive use of a City facility for a family event via contract, the party or parties renting said building or sponsoring said function or gathering shall demonstrate Proof of Insurance to the City, with no "additional insured" riders required.
D. 
The City may require executed hold harmless agreements and/or Certificates of Insurance from additional parties as deemed necessary to protect the City's interest, specifically when applicant is contracting bartending services or catering services.
E. 
The City Clerk or his/her designated agent, where good cause is shown, shall have the authority to consider any application here under which is filed less than thirty-one (31) days before the date of such special event is proposed to be held.
F. 
An application fee shall be required upon submittal of each special event application in accordance with the City's Schedule of Fees and Charges (Chapter 150 of this Municipal Code).
G. 
If the permit applicant requests City services, or City staff determines the need or the Board of Aldermen upon referral or appeal, as described in this Chapter, determines, as a condition of granting the permit, that public services or equipment must be provided to protect the public health or safety, the applicant shall be required to pay a fee for City services in accordance with the City's Schedule of Fees and Charges. Payment for City services shall be paid prior to issuance of the permit.
[Ord. No. 1829, 10-6-2025]
A. 
Special events shall comply with the following standards:
1. 
The conduct of the special event will not substantially interrupt the safe and orderly movement of other traffic contiguous to the location of said special event.
2. 
The conduct of the special event will not require the diversion of so great a number of Police Officers of the City to properly police the line of movement or the area of holding said special event and the areas contiguous thereto to prevent normal Police protection of the City.
3. 
Permit holders must at all times comply with all applicable legal and regulatory provisions, including, without limitation, health code regulations.
4. 
Any temporary structure shall be promptly removed upon the cessation of the event. Within seventy-two (72) hours of cessation of the event, the site shall be returned to its previous condition, including the removal of all litter, signage, attention-attracting devices or other evidence of the special event. If the site is not returned to its previous condition, the City may restore the site at the expense of the applicant.
5. 
No alleys, driveways, fire lanes or other access points shalt be blocked by the special event unless specific approval is granted for the special event.
6. 
The concentration of people, animals and vehicles at assembly points of this special event will not unduly interfere with the proper fire and police protection of, or ambulance service to, areas contiguous to such assembly areas.
7. 
No spikes, nails, anchors or other devices shall be driven into any public street or sidewalk. Such devices may be used on private parking lots provided any damage resulting therefrom shall be repaired upon cessation of the event and removal of the devices.
8. 
Adequate on-site restroom facilities and solid waste containers shall be provided. The applicant shall calculate the demand for such facilities and specify how the need will be addressed.
[Ord. No. 1829, 10-6-2025]
The City Clerk or his/her designated agent shall act upon the application for the next regularly scheduled Board of Aldermen meeting for consideration of the permit. If the Board of Aldermen disapproves the application, the City Clerk shall mail to the applicant within five (5) days after the disapproval, a notice of his/her action, stating the reason(s) for the denial of the permit.
[Ord. No. 1829, 10-6-2025]
Any person aggrieved shall have the right to appeal the denial of a special event permit to the Board of Aldermen, there being no additional fee. The appeal shall be taken within five (5) days after notice by filing the appeal with the City Administrator's Office for transmittal to the Board of Aldermen. The Board of Aldermen shall act upon any appeal at the next regularly scheduled Board of Aldermen meeting or within ten (10) days after its receipt by the Board of Aldermen.
[Ord. No. 1829, 10-6-2025]
A. 
When issuing a special event permit, the Board of Aldermen may establish additional conditions deemed necessary to ensure compatibility with adjacent land-uses and to minimize potential adverse impacts on nearby uses, including, but not limited to:
1. 
Limitation Of Events. Special events which require City services during the event shall be limited to one (1) per day or per weekend subject to availability of personnel, as determined by City staff. Scheduling shall be on a first-come first-served basis.
2. 
Signs. The number, size, location, or time limit for signs maybe limited.
3. 
Temporary arrangements for parking and traffic circulation.
4. 
Modifications or restrictions on the hours of operation, duration of the event, size of the event or other operational characteristics.
5. 
The provision of traffic control or security personnel to ensure public safety and convenience.
6. 
Posting of security, in an amount required by the City Administrator, for special events where the anticipated attendance is one thousand (1,000) or more people to help ensure that the operation of the event and the subsequent restoration and cleanup of the site are conducted according to required special event standards and conditions of approval.
[Ord. No. 1829, 10-6-2025]
The Chief of Police or his/her designated agent shall have the authority to revoke a special permit hereunder upon application of the standards for issuance as herein set forth at any time prior to the commencement of said special event. He/she shall further have the authority to stop, disperse, or otherwise halt the conduct of any special event which is at the time presenting a serious threat to the health, safety or welfare of the inhabitants of the City.
[Ord. No. 1829, 10-6-2025]
Any person who violates any provision of this Chapter shall, upon conviction thereof, be fined an amount as set forth in Section 100.220 of this Code a fine not exceeding five hundred dollars ($500.00) or by imprisonment in the City or County Jail not exceeding ninety (90) days, or by both such fine and imprisonment.