§ 5-203. Event permit applications.

All event permit applications shall be available for pick-up or mailing upon request to the city clerk.

(a)

Applications shall be submitted to the city clerk. Applications shall be time-stamped upon receipt and shall be processed by the city clerk in the order they are received unless otherwise regulated herein. All review time periods discussed in this section shall begin to run only upon the city's receipt of a fully-completed application. For example, it is not acceptable to skip portions of the application or to write in "same as last year" in blanks. If an application is returned to an applicant for failure to fill in all sections as are applicable, the time-stamping and preference order discussed in this subsection (a) shall be re-started upon the return of the completed application.

(b)

Permits for First Amendment Activity intended to respond to current events and depending for its value on a timely response shall be evaluated no later than two (2) business days from the receipt of a completed permit application. The applicant shall designate the activity as one involving spontaneous speech in the application. If public safety services does not have the opportunity to completely review the requested permit application before a permit is issued under these expedited circumstances, the city reserves the right to modify the permit duration, route, or location of the special event based upon content-neutral public safety concerns including but not limited to accommodations for pedestrians, vehicular traffic, staffing availability, and emergency vehicle access.

(c)

An application for a traditional parade as defined in these regulations shall be given a preference to continue on the same date and route for the purpose of protecting the expectations and enjoyment of the public. It is requested that a completed application for the traditional parade be provided no later than forty-five (45) days prior to such event.

(d)

Otherwise, applications for special events shall be submitted to the city clerk at least fourteen (14) business days and not more than one hundred eighty (180) business days before the date and time at which the event is proposed to commence. Upon receipt of a completed application, the city clerk will review the application and respond within seven (7) business days. For events requested at least forty-five (45) days ahead, the city clerk reserves the right to respond within fourteen (14) business days.

(e)

Special events (including those taking place on private property) that will involve temporary requested on-street parking must also obtain a special event permit pursuant to these regulations. Absent overriding public safety traffic or emergency vehicle access concerns prohibiting temporary parking at the location desired, permits will be issued for those events that: (i) run no more than three (3) days; (ii) request parking only during off-peak (after 6:00 p.m.) and weekend hours, and (iii) involve no more than one (1) lane of blocked traffic at a time. During any closures there must be an open/available lane in the same direction for traffic to continue. If signage is desired by the applicant to identify times/dates/locations temporary parking is permitted for the event, the applicant shall work with the city's street department, which shall identify appropriate locations for such signage and shall notify the applicant if any additional permissions/sign variances are required prior to the posting thereof. All signage costs shall be the responsibility of the applicant. If city personnel or city equipment are to be use, applicant will be responsible for payment of costs established by the city's street department for personnel and equipment.

(f)

The information requested in the written permit application shall include the following and shall be updated by applicant in a timely fashion should circumstances change prior to the event:

1.

Application information including the name, address, and telephone number of the person(s) and, if applicable, the organization seeking to conduct the event and billing address;

2.

A description of the event as well as the requested date(s) and hours of the event;

3.

The location of the event and, if applicable, a route and traffic plan detailing plans for categories listed in the application, including but not limited to the proposed route to be traveled, including the starting point and the termination point, notification regarding bus route changes, and parking availability for the event;

4.

If roads and/or sidewalks will be closed or restricted, the applicant will be required to explain how motorists and business owners and residents will be notified in advance of the event;

5.

If the event is taking place on private property, written authorization from the owner will be required;

6.

The approximate number of participants in the event;

7.

Whether any animals and/or vehicles will be involved in the event and the type of animals and description of the vehicles;

8.

A statement as to whether the event will occupy all or only a portion of the width of the streets proposed to be traversed;

9.

A proposed site plan, including the location of structures, electrical, sanitation, and plumbing and the location by street of any assembly areas for the event;

10.

The time at which any unit of an event will begin to assemble at such area;

11.

If the event is designed to be held by or on behalf of an individual or organization other than the applicant, a letter from said person/group shall be filed with the permit authorizing the applicant to file for the said permit on his/her/its behalf;

12.

A description of any sound systems, or other electrical or other devices to be used in connection with the event, including a list of entertainers/band/performers;

13.

The estimated/approximate number of spectators;

14.

Whether alcohol is planned to be served. Event organizers are required to secure necessary authorizations from appropriate county, state or federal authorities;

15.

A designation of any public services, facilities or equipment to be utilized and a description of event access for persons with disabilities and security plans, if any. In the event that an applicant wishes to use city equipment that is made available to the public, it shall be necessary to pay the hourly or flat fee rental rates set by the applicable department. Such rates shall be provided in writing upon request. Alternatively, a permit holder may procure barricades from an outside source so long as type and placement are approved by the street department;

16.

A plan for providing security and coordination of public safety services with the chief of police. Each applicant shall be responsible for the providing of security required by the chief of police for any event. In the event the chief of police determines that additional law enforcement personnel or fire department personnel or other city employees are required for the safe conduct of an event, the permit holder may contact the city's police chief, fire chief or safety co-coordinator as to rates for use of city employees;

17.

Information as to whether any food, beverages or other concessions will be sold within a special event area. Any plans to sell concessions must be separately reviewed by the city clerk. Event organizers are required to secure the necessary city mercantile and vendor licenses and Colbert County Health Department permits;

18.

You must provide a clean-up plan. You are expected to clean up after your event. You may provide your own personnel for cleaning up or you may contact the city's director of the street department as to rates for use of city employees; and

19.

A listing of marshals or volunteers for traditional parades. Traditional parade holders are expected to provide twenty (20) parade marshals to assist with staffing street closings at the direction of the police.

(Ord. No. 07-0618B, § III, 6-18-2007)