Special Event Criterion

Transcription

1 SPECIAL EVENT PERMIT INSTRUCTIONS AND APPLICATION Thank you for your interest in planning an event in Lisle. Special events are an important way to build community. Depending on the details of your event, you may need to obtain additional permits or approvals to ensure a well-planned and safe event. This packet contains information that you will need to apply for a Special Event permit. The first three (3) pages should be retained for your reference. Starting on page 4 of this application packet, you will find a series of questions outlining the requirements for your event. Some information may not be applicable for your specific event. However, the event organizer must complete the Special Event permit application and submit with it any and all required documentation. Special events must have the final approval of the Lisle Village Board. Special Event Criterion In general, if your event is a parade, organized walk/run/bike, sporting event, festival, or similar with more than twelve (12) expected participants in any street, park, or other public place in the Village, you will need to submit a Special Event permit. The best way to determine if your event requires a Special Event permit is to contact Village of Lisle Police Department Administration at (630) or PDAdmin@villageoflisle.org. Special Event Permit Application This application must be completed and submitted to the Chief of Police at a minimum of 60 days prior to the start of the event. Requirements and Conditions The Special Event permit application must be accompanied by a $25.00 application fee in the form of a check or money order made payable to the Village of Lisle. 1

2 Certificate of Insurance A Certificate of Insurance showing evidence of a commercial liability policy and additional insured endorsement naming the Village of Lisle, its officials, employees, agents, and volunteers as an additional insured, with limits of not less than $1,000, per occurrence and $2,000, aggregate, covering any such claims for bodily injury and property damage is required for special events. Coverage to the additional insured shall be provided on a primary and non-contributory basis. In addition, the special event that is covered by the insurance must be named on the certificate. Upon approval of your special event, an original copy of the Certificate of Insurance, and additional insured endorsement is due at least 30 days prior to the event. The Village of Lisle reserves the right to request additional insurance for the event if deemed necessary by the Village staff or the Village Board. Indemnification and Hold Harmless Agreement A signed agreement in which the applicant and or sponsor of the special event agrees to defend, hold harmless and indemnify the Village of Lisle, its officials, employees, agents, and volunteers from any loss, injury, damage, expense, claim, and cost of every nature and kind whatsoever, including attorney fees, arising out of or in conjunction with applicant s use of the public property, public right of way, public equipment or public personnel at, during, or in conjunction with the special event described within the permit. The Indemnification and Hold Harmless Agreement must be submitted as part of the completed special event application. Alcohol Consumption and Service The Village of Lisle Code requires the issuance of licenses for the sale or dispensing of alcoholic liquor during Special Events. Applications for a State of Illinois and Village temporary special event liquor license are available from Illinois Liquor Control Commission and Village Business Office. Amplification/Sound The Village of Lisle reserves the right to discontinue the use of any amplified sound/loudspeakers if deemed unreasonable by the Lisle Police Department. Block Parties Special event registration is not necessary for block parties; however, the Village of Lisle requires that a permit be obtained. Block Party permit applications are available on the Village s website. 2

3 Compliance with Village Ordinances The applicant shall comply with all Village of Lisle Ordinances. Village Staffing at Special Events During the Special Event application review, the Village may require Police or Public Works personnel at the event. The cost for any Village personnel involved during the day(s) of the event and in preparation for the event will be charged back to the sponsoring agency or applicant. The Village will determine the number of personnel necessary to ensure the safety of the participants and spectators, to minimize inconvenience to the residents and to reduce public liability exposure to the sponsoring agency or applicant, as well as to the Village of Lisle. An invoice for Village services and personnel will be transmitted to the sponsoring agency or coordinator within 60 days of the conclusion of the event. Food and Beverage Service Food and beverage may not be sold or given away at any event, unless approved and licensed by the DuPage County Health Department. The sponsoring agency or applicant is responsible for coordinating these approvals and inspections. 3

4 VILLAGE OF LISLE SPECIAL EVENT PERMIT APPLICATION Submit a completed Special Events permit application at least 60 days prior to the start of event with a $25.00 application fee in the form of a check or money order made payable to the Village of Lisle. Completed applications may be submitted to the Chief of Police delivered or mailed: Village of Lisle Police Department, 5040 Lincoln Avenue, Lisle, IL or faxed (630) or ed PDAdmin@villageoflisle.org I. CONTACT INFORMATION Event Title: Event Date(s): Applicant Name: Today s Date: Organization: Phone: Mailing Address: Day-of-Event Contact: Day-of-Event Phone:

5 5 II. EVENT INFORMATION Type of Event: Festival Parade/March Race/Walk/Bike Ride Ceremony Concert Sporting Event Other Setup/Preparation: Date: Time: a.m./p.m. EVENT STARTS: Date: Time: a.m./p.m. EVENT ENDS: Date: Time: a.m./p.m. Take Down/Finish: Date: Time: a.m./p.m. Anticipated Attendance: Total: Per Day: Will this event be open to the public? YES No SPECIFIC LOCATION(S) OF EVENT* *Please attach proof of approval from non-village property owner (and tenant, if applicable) VILLAGE PROPERTY Do you plan to hold your event at a Village building or property? YES No If yes, which property? Have you reserved the property? YES No

6 6 TRAFFIC & PARKING Are street closures requested? YES No Please attach a traffic plan, including all streets and intersections to be closed before, during and after the event. If a parade, anticipated number of vehicles participating: Please describe where event participants are expected to park their vehicles, including details of any offsite shuttle service: FOOD & ALCOHOL Does your event include food and beverage preparation and/or service? YES No If yes, a DuPage County Health Department temporary food service and/or mobile vending permit is required. No food or beverage can be sold or given away at events open to the public, unless authorized by the County. Specify cooking method: Gas Electric Charcoal Other (specify): Will there be food warming using an open flame (e.g. Sterno?) YES No If yes, please describe the method of food warming and specify booths using an open flame. Does your event involve the sale or consumption of alcoholic beverages? YES No Free Alcohol Alcohol Sales Distilled Spirits Beer/Wine

7 7 If yes, in order to sell or furnish alcoholic beverages at your event, you are required to obtain a permit from the Illinois Liquor Control Commission and the Village. If your event includes the use of alcohol, you will need to provide liquor liability coverage on your Certificate of Insurance. TEMPORARY STRUCTURES Will you be using a tent, canopy, stage or other temporary structure? YES No If yes, please include on the site map. Size of structure (square feet): Tents larger than 200 square feet and that will accommodate ten (10) or more persons require a Village tent permit. RAFFLE Will you be selling raffle tickets as part of your event? YES No If yes, a Village raffle license is required. Amplified Sound/Loudspeaker Will a Public Address (PA) system or amplified sound be used? YES No If yes, a Village entertainment license is required, and please answer the following questions: Date(s): Hours of operations: a.m./p.m. Finish a.m./p.m. Please select the type of sound to be emitted: Speech Recorded Music Live Music Other (specify): MISCELLANEOUS Will this event utilize a generator(s) or other electrical equipment? YES No If yes, please describe: Please describe your plan for cleanup and removal of garbage during and after your event:

8 8 III. EVENT SITE MAP Please provide a site plan/route map for your event. Attach additional sheets as necessary. The map/site plan should include: An outline of the event site including the names of streets or area that are part of the venue and the surrounding area. If the event involves a moving route of any kind (parade), indicate the direction of travel, including starting location and ending destination. Any requested street or lane closures. The location of fencing, barriers, or barricades. Include any removable fencing for emergency access with entrance and exit locations. Location of first-aid station. Location of stage, platform, tent, booths, electrical equipment, and sound amplification equipment Placement of portable restrooms facilities. Location of all other event related activity.

9 9 IV. EMERGENCY/SERVERE WEATHER PLAN Please describe your emergency/severe weather plan, including communication procedures: V. Applicant Statement of Agreement Everything that I have stated on this application is correct to the best of my knowledge. I have read, understand, and agree to abide by the rules and regulations included in this application. I have the authority from my organization to sign and submit this application on their behalf. Signature of Applicant Date Organization

10 10 VI. Indemnification and Hold Harmless Agreement In consideration of the undersigned ( Applicant ) requesting to hold the following special event in the Village of Lisle,, the undersigned hereby recognizes, acknowledges, and assumes any and all risk pertaining to said special event. To the fullest extent permitted by law, the undersigned hereby agrees to defend, indemnify, and hold harmless the Village of Lisle, Illinois, its officials, agents, employees, and volunteers against all injuries, deaths, loss, damages, claims, suits, liabilities, judgments, costs and expenses (including attorney s fees), which may in anywise accrue against the Village of Lisle, its officials, agents, employees, and volunteers arising in whole or in part or in consequence of said special event by the undersigned, its employees, agents or vendors, or which may in anywise result therefore, except that arising out of the sole legal cause of the Village of Lisle, its agents or employees. Agreed this day of, 20 Name of Applicant Signature of Applicant Organization