10.2. SR 10-07-2019 - Laserfiche WebLink

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Special Events Policy 1. Purpose The city encourages events and supports the use of publicly-owned facilities and outdoor venues for special events, such as festivals, performances, and programs because they contribute to quality of life and promote community. To ensure public safety, help create an environment for the smooth operation of events, a pleasant experience for participants, and to balance the quality of life needs of surrounding residents/businesses, the city provides general services to support such events. Adequate advanced planning and coordination are keys to the success, smooth operation, and safety of any event. The city has developed this policy to facilitate advance planning, coordinate scheduling and arrange for appropriate city services and operations to serve the event in a timely manner. 2. Special Event Permit a) Application Procedure Public facilities are booked on a first-come first-serve basis. i. Contact staff as early as possible to make sure facilities are available on the date of the event. ii. Special Event Permit Applications are due 60 days prior to the event. A completed application is met when all requirements listed on the application have been met and required fees/deposit are paid. Application will be reviewed for completeness and routed to appropriate city staff for acknowledgement and comment of service and operations support for the event. The permit is non-transferable. Staff may convene meetings with the event planner as needed to facilitate coordination of activities and services. City Council approval is required for special event permits. b) Changes in Plans (Application Amendments) The permit is issued based on the conditions in the permit application. Event planner must notify the City Clerk’s office about any changes in plans, activities, or service requirements no later than three weeks prior to event so accommodations can be made, if feasible. If accommodations are not feasible, then the event planner must follow the arrangements specified in the permit application. Inadequate or failure to notify the City Clerk’s office about changes in plans and violations of the terms of the permit will result in forfeiture of the event deposit and may jeopardize approval of permits for future special events and/or specific activities by the event planner and/or sponsoring organization. c) Permits from Other Agencies Event planner is responsible for securing any other required permits, permissions, or services from agencies other than the city that may have jurisdiction over activities at a special event.