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Special Events Policy <br /> -Elk <br /> River <br /> I. Purpose <br /> The city encourages events and supports the use of publicly-owned facilities and outdoor venues for <br /> special events, such as festivals,performances, and programs because they contribute to quality of life <br /> and promote community. To ensure public safety,help create an environment for the smooth operation <br /> of events, a pleasant experience for participants, and to balance the quality of life needs of surrounding <br /> residents/businesses, the city provides general services to support such events. Adequate advanced <br /> planning and coordination are keys to the success, smooth operation, and safety of any event. The city <br /> has developed this policy to facilitate advance planning, coordinate scheduling and arrange for <br /> appropriate city services and operations to serve the event in a timely manner. <br /> 2. Special Event Permit <br /> a) Application Procedure <br /> Public facilities are booked on a first-come first-serve basis. <br /> i. Contact staff as early as possible to make sure facilities are available on the date of the event. <br /> ii. Special Event Permit Applications are due 60 days prior to the event. A completed <br /> application is met when all requirements listed on the application have been met and <br /> required fees/deposit are paid. Application will be reviewed for completeness and routed to <br /> appropriate city staff for acknowledgement and comment of service and operations support <br /> for the event. The permit is non-transferable. Staff may convene meetings with the event <br /> planner as needed to facilitate coordination of activities and services. City Council approval <br /> is required for special event permits. <br /> b) Changes in Plans (Application Amendments) <br /> The permit is issued based on the conditions in the permit application. Event planner must notify <br /> the City Clerk's office about any changes in plans, activities, or service requirements no later than <br /> three weeks prior to event so accommodations can be made,if feasible. If accommodations are not <br /> feasible, then the event planner must follow the arrangements specified in the permit application. <br /> Inadequate or failure to notify the City Clerk's office about changes in plans and violations of the <br /> terms of the permit will result in forfeiture of the event deposit and may jeopardize approval of <br /> permits for future special events and/or specific activities by the event planner and/or sponsoring <br /> organization. <br /> c) Permits from Other Agencies <br /> Event planner is responsible for securing any other required permits,permissions, or services from <br /> agencies other than the city that may have jurisdiction over activities at a special event. <br /> O <br />