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Thank you for applying to coordinate a Special Event in Westerville. The City of Westerville will work carefully with you in an effort to make your event successful. The City of Westerville considers a number of factors and policy issues when determining whether to approve this application. 1. The City will consider the health, welfare and safety of the Westerville community. 2. The City will consider the potential impact that the event may have on staffing and the ability to provide the necessary City services, while at the same time conducting the daily responsibilities of the respective city department. The City Manager has the right to decline a Special Event Permit application based upon limited City staffing. Specifically, the City Manager has the right to decline a Special Event Permit, if more than four (4) approved Special Events are already scheduled during the calendar month proposed by the applicant. 3. The City will consider the impacts of construction projects contiguous to the event known at the time of application. 4. An event that is sponsored by and exclusively coordinated by a City of Westerville department is exempt from the need to apply for this Special Event Policy unless event requires resources from multiple departments and/or may impact residents. 5. Provision of City resources, including but not limited to support from various City departments or personnel, does not constitute event sponsorship or co-sponsorship by the City of Westerville. The City of Westerville should not be characterized as an event sponsor or co-sponsor without the express written permission or endorsement. 2
6. The City waives the Application Fee for this permit request to eligible organizations as defined below. *An eligible organization shall be defined as one that meets the following criteria: Bona fide civic organization, fraternal or community service organization (e.g., American Legion, Kiwanis, Sertoma, Rotary). Community-based enterprises providing social or cultural programs and services. Recognized not-for-profit organizations, either local or national (e.g., Chamber of Commerce, American Red Cross, United Way). 7. The City will close State Street only once annually from approximately 12:30-3:30 p.m. EST for the 4 th of July community parade. Requests to close State Street will not be considered unless a compelling reason to do is supplied and recommended by the Special Events committee and approved by City administration. Other organizations or associations may be consulted by the City to review State St. closure requests. Feedback from these organizations/associations will inform this decision. The City of Westerville will not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, or disability against any person seeking a Special Event Permit. The permit application process is designed to promote the health, safety, and welfare of all persons through the reasonable regulation of a proposed local commercial event and is not intended or expected to interfere with any person s Constitutional rights to free speech and assembly. 3
Instructions I. SPECIAL EVENT DEFINED Special Events: festivals, performances, competitions, or other organized public events in which public rights of way or public property will be used or significantly impacted as a result of the event, and which, due to reasonable public safety concerns, foreseeably require the involvement of public personnel and equipment dedicated to assisting in the event. There are two types of Special Events. Community Special Events: those Special Events the main purpose of which is to benefit the local community, and for which no individual receives a monetary gain for coordination of the event. Professional Special Events: those Special Events the main purpose of which is to produce a financial benefit for an individual or an organization. Common events not considered Special Events include but are not limited to: 1. Parades: a Special Event Permit is not required to conduct a parade. Parades are defined in Section 311.02 of the Westerville Codified Ordinances. Parade Permits are necessary, and these permits may be obtained from the Clerk of Council at 21 S. State Street, Westerville, Ohio (614-901-6410 or 614-901-6400). 2. Block Parties: a Special Event Permit is not required to conduct a block party. Block Party Permits are necessary, and these permits may be obtained from the Clerk of Council at 21 S. State Street (614-901-6410 or 614-901-6400). 3. Events on Private Property: a Special Event Permit is not required to conduct events that take place entirely on private property and for which there is no reasonably foreseeable impact on nearby public rights of way or public property. 4. Private rental agreements for the use of City of Westerville Parks & Recreation facilities for the purpose of a private function. 4
II. APPLICATION FEE The Application Fee for this Permit is $75. 1. Fee is due upon receipt of Application. 2. Applications are not processed without payment. 3. Fee is non-refundable. 4. Checks may be made payable to the City of Westerville. 5. The City of Westerville waives this fee for eligible organizations as defined on page 3 of this application. 6. Other fees may apply. III. APPLICATION PROCEDURE AND TIMELINE Application for a Special Events Permit may be submitted by mail or in person to the Clerk of Council at 21 S. State Street; Westerville, Ohio 43081. 1. The signatory on this permit application is the Applicant and agrees to the following: a. The Applicant is a resident of Westerville or must provide a compelling reason why this event should be hosted in the City of Westerville. b. The Applicant will be the single and central point of contact for all eventrelated inquiries, issues and questions. c. The Applicant will be on-site the day(s)-of the event. d. Applicants who represent third-party sponsors or organizations specific to this event must disclose that information. e. Any event-related property damage beyond normal usage will be assessed by the City and billed to the Applicant. 2. Special Event Permit applications are due 90 calendar days before the proposed event. 3. Special events in Westerville that are not exclusively coordinated by a City of Westerville department require a Special Event Permit. Organizers of annually recurring special events must re-apply for a Special Event Permit each year. 5
4. The City of Westerville will coordinate a monthly meeting, generally on the first Wednesday of the month at City Hall, to review all proposed special event applications received during the past month. This meeting will provide an opportunity for the applicant to review their proposed event with various city departments. Attendance at this meeting is required for all first-time applicants. Failure of an applicant to attend this meeting may cause a rejection of the Special Event Permit application. Applicants for repeat events may be invited by the committee to review application logistics, changes and/or questions. 5. The City of Westerville reserves the right to not renew this permit in future years. 6. Application materials must be submitted by the 15th of the month prior to the next monthly meeting to be placed on the agenda. 7. The City will review a Special Event Permit application only if all forms are completed, and all necessary information and supporting documents are included. 8. Once all issues arising from the monthly meeting and/or the application itself have been addressed in a satisfactory manner by the applicant in writing and all paperwork associated with the event has been submitted [excepting the proof of insurance and private property use permission letter (if applicable)], the City Manager or designee will normally respond to the applicant within one calendar month (30 days). a. If the application is denied, the reasons will be set forth in writing. b. If the permit application is tentatively approved, the applicant must still meet the requirements set forth in this policy, and satisfactorily address all other issues as communicated by the City Manager or designee preceding the proposed event, in order to move forward with the proposed event. 9. The Applicant must provide proof of compliance with all City requirements for risk and liability insurance. The City must receive this information at least twenty (20) calendar days prior to the event subject to automatic and immediate revocation of the Permit for failure to comply. 10. The Applicant must comply with the City requirements for a pre-event neighborhood mailing of event information as specified below and subject to automatic revocation of the Permit for failure to comply. This mailing is different from any other mailed communications that may need to occur by the Permit applicant during the Permit application process. 6
a. The proposed pre-event information mailing shall be submitted with the Permit application. b. The City will notify the Permit holder of any necessary changes to the draft mailing at the time of the Permit application approval. c. The Permit holder, at its expense, shall distribute this approved document by first class mail or by hand delivery to all affected households and businesses (as determined by City staff) twenty (20) days prior to the event. The City of Westerville, c/o Clerk of Council s Office (21 S. State Street, Westerville, Ohio 43081) must be included on the respective distribution list and must receive the information in the same manner and at the same time as all other affected properties. d. The required mailing shall include the following information: (1) Dates and times of the event (2) Street closures, parking modifications, traffic detour routes (3) Times when the closed roads/parking areas will be re-opened (4) Permit holder contact information for additional information 11. If the Special Event requires changes to traffic flow or temporary street closures, the City Manager or designee reserves the right to modify the event course based upon known construction in the vicinity of the Special Event. If such a change is required, the City will provide notice to the Permit holder as soon as possible. 12. Unless specific leasing has been arranged by Applicant, City parks, parks facilities, and bike/leisure paths may not be closed nor have any access restricted by the proposed event. 13. Applicant must provide any applicable promotional and sponsor information regarding the event with their application. Applicants are greatly discouraged from promoting any proposed event to the public until it has been approved. If applicant chooses to promote proposed event in any way, they must assume all risk that the proposed event may not be approved, or that the event application may be revoked if the applicant does not meet all responsibilities. 14. Neither the event applicant nor any event sponsors may claim or assert that the City of Westerville sanctions, endorses, or sponsors the proposed event simply because the event application is approved. 7
15. applicant has the right to exclusivity for any proposed event (this includes race or bike routes), and no applicant has the right to expect that their event will be approved in future years on the basis that an event was previously approved. 16. Proposed events that require more than seven (7) special duty police officers (six officers and one supervisor) at any given time may necessitate special police consideration and stipulations for approval. 17. The City has the right to deny future special event applications from an applicant if the applicant has failed to meet their obligations, financial or otherwise, for a past Westerville event. III. RESPONSIBILITIES 1. The Public Service Department may be responsible for direct set-up, or supervision of the Special Event set-up, of cones or barricades on City streets. 2. The Parks and Recreation Department may be responsible for either direct set-up, or supervision of the Special Event set-up, of any event areas using City recreation facilities, parks, bike paths, or any other City-owned parks and recreation facility. 3. The Permit holder must work with the Planning and Development Department to obtain any other permits that may be necessary for the Special Event, including Right of Way Permits, where applicable. 4. The number and type of Westerville personnel necessary for the Special Event will be determined by the City and charged to the Applicant. 5. A permit may be revoked at any time at the sole discretion of the City Manager or designee when the health or safety of the public is threatened by any type of emergency, disorder or other unforeseen condition which arises; or the Applicant has not successfully completed all responsibilities as prescribed by city staff as part of the special event application process. If a permit is revoked during an event, the event must be cancelled and activities must be terminated immediately. The City will not assume any financial liability as a result of the City Manager or designee canceling or terminating the event. 6. thing contained in this application shall prohibit the authority of any officer to arrest a person engaged in any act or activity granted under a Permit, if the person s conduct violates the laws of the State or ordinances of the City, including, but not limited to, unreasonably obstructing the public streets and sidewalks of the City or causing or threatening to cause a breach of the peace. 8
7. Applicants and their attendees must follow all City Ordinances, and, where the event occurs in a City park or recreation facility, all Parks and Recreation policies and rules. Additionally, liquor is not permitted at any City of Westerville park or recreation facility. 8. If additional parking is required utilizing private parking locations, the applicant must obtain written permission for the use of the additional parking needs from the property owner. A copy of this written permission must be provided to City of Westerville staff at least twenty (20) calendar days prior to the event. These parking locations must also be explicitly illustrated with all other applicable materials as part of the application process. IV. INSURANCE / INDEMNIFICATION / RISK INFORMATION The Permit holder must furnish to the City a certificate of insurance at least twenty (20) calendar days prior to the Special Event. This insurance shall be written with limits of liability of not less than $1,000,000 for each person and $1,000,000 for each occurrence for all damages arising out of bodily injury, including death at any time resulting there from, and not less than $500,000 for all property damage sustained in any one occurrence. This certificate of insurance shall release the City of Westerville from all liability arising from the Special Event and further shall name the City of Westerville as an additional insured party for the Special Event. In addition, the Permit holder will indemnify and hold harmless the City of Westerville and their agents and employees from and against all claims, damages, losses and expenses including attorney s fees arising out of or resulting from the Special Event. V. EVENT SAFETY AND SECURITY COSTS (SPECIAL DUTY) Additional costs for Special Duty Police coverage and/or a Westerville Division of Police (WPD) cruiser may be required for your event. These costs are based on an hourly rate and must be arranged directly with WPD. The applicant will be advised if Special Duty services are required for event safety and security. It is the responsibility of the applicant to contact the Westerville Division of Police to secure this event coverage (if required) in order for an event to be approved. The Westerville Division of Police is responsible for events in their jurisdiction. However, if WPD officers are not available for an event, a referral will be made to another agency. It is the responsibility of the applicant to secure event coverage 9
from that agency. If Special Duty is not available through Westerville Division of Police or another agency, event details may need to be adjusted to ensure Special Duty requirements are met, which may include route adjustments. Current Special Duty rates are listed on page 17 of this application. Applicants may contact the department to provide event information for Special Duty posting. (te Special Duty events are posted in the order received.) Westerville Division of Police Patrol Bureau ATTN: Pharol Kaufman (614) 901-6482 Pharol.Kaufman@westerville.org 10
Event Name Date(s) of Special Event City Meeting Date By submission of this Application, prospective Permit holders agree to follow the guidelines within the Special Event Permit Application Policy. This completed packet must be received by the City of Westerville 90 days prior to the first day of the proposed event. If this permit application is not fully completed and received by that time, the City Manager will deny the permit application. Please direct questions to (614) 901-6402 for assistance in completing the application, and RETURN TO: CITY OF WESTERVILLE, C/O CLERK OF COUNCIL, 21 S. STATE STREET, WESTERVILLE, OHIO 43081 EVENT INFORMATION Name of Event Day, Date and Time of Event Events Proceeds Benefit CONTACT INFORMATION Name Sponsoring Organization Address City State ZIP Phone Mobile Day of Event Phone Office Home Email 11
TYPE OF EVENT Run Festival Bike Race Street Fair Other (Please describe in the space provided) EVENT DESCRIPTION EVENT SET-UP TEAR DOWN RAIN DATE Day Date(s) Time(s) Additional event description information, if applicable 12
EVENT FEES Will you charge admission or participation fees? If yes, what is the charge? $ Who will collect payment? (Your organization or third party?) How will payment be collected? What % of proceeds is your charitable donation? EXPECTED ATTENDANCE Day One Spectators Participants Day Two* Spectators Participants Day Three* Spectators Participants *If applicable COMMUNITY IMPACT Will normal operations of neighborhood residents or businesses be affected by this event? If yes, please describe: Applicant must attach a copy of the proposed pre-event information mailing to be mailed to the affected residents and businesses. This letter is to be distributed (via first class mail or hand delivery) twenty (20) days before the proposed Special Event. EVENT ROUTE/LOCATION The City of Westerville offers five standard routes and courses for races. Applicants may request a course not on this list (next page), but courses will require additional review by the committee and may require additional costs. By completing this application, the Applicant understands that the proposed event cannot be the cause of any City park closing. Additionally, access to Westerville bike/walking paths must be maintained at all times if the event application is approved. Applicants will not have vehicular access to bike/walking paths for any portion of the event. Police Officers will allow event to continue one half-hour after approximate finish time. The permit holder will be informed immediately prior to the streets re-opening to traffic. 13
REVIEW THE SECTION BELOW (COURSE DESCRIPTIONS) AND SELECT ONE OF THE FOLLOWING: Course 1 Course 2 Course 3 Course 4 Other Course #1: ALUM CREEK PARK NORTH 5K Route Begins Route Concludes Course Description # of Special Duty Officers Required Course #2: HOFF WOODS 5K Route Begins Route Concludes On drive within Alum Park rth. Going towards Main Street, head west to Collegeview, then head south. Head east on Cooper and follow road until it reaches Schrock Road. Head east on Schrock Road until the leisure trail entrance past the bridge. Continue heading north on the leisure trail until it reaches Main Street. Turn right, heading east on sidewalk until runners reach entrance into park. Start and finish are in same location. Course uses a mix of city streets and leisure trails. Max course capacity = 1000 participants 7 Special Duty Officers & 1 Police Cruiser In parking lot closest to tennis courts. Heads towards McCorkle, then south on sidewalk to bike path (heading east). Follow leisure trail around Hoff Woods fields and continue on trail that follows the electrical towers. Runners will cross Birch Street and Chestnut Avenue while continuing on the trail. Turn around is located at County Line Road and runners will follow same route back. Finish line is located off leisure trail just west of south-east field and past the parking area. Course Description # of Special Duty Officers Required Flat out and back course on leisure trails. Max course capacity = 350 participants 3 Special Duty Officers Course #3: WESTERVILLE SPORTS COMPLEX 5K Route Begins Route Concludes Course Description # of Special Duty Officers Required Bike path (north side of shelter). Course is identical to four-miler; however, the inner loop within the park is not part of the course. Start and Finish are in same location Flat course, all on leisure trails with the exception of the Heritage Park drive. Course also winds through wooded area in Heritage Park. Max course capacity = 600 participants. Only available on Sundays. Special tice to area residents required. Contact Ashley Burgess for details. Special Duty required Course #4: WESTERVILLE SPORTS COMPLEX FOUR-MILE COURSE Route Begins Route Concludes Course Description # of Special Duty Officers Required Bike path (north of shelter) and continues around leisure path to mid-point of figure eight, where runners will veer left to use the path heading east, then south towards bridge. Runners will continue underneath bridge and then up towards the Cleveland Ave sidewalk, where runners will cross over Alum Creek, then head into the Heritage Park Drive. Using trail that circles Heritage Park, runners will run route around the field and then enter the drive nearest the shelter where they ll continue on the drive towards the entrance and then continue on same route back towards Sports Complex starting on Cleveland Avenue. Start and Finish are in same location. Flat course, all on leisure trails with the exception of the Heritage Park drive. Course also winds through wooded area in Heritage Park. Max course capacity = 600 participants. Only available on Sundays. Special tice to area residents required. Contact Ashley Burgess for details. Special Duty required; 1 Volunteer required at main park entrance at the V 14
If NOT selecting one of the courses on the previous page, please complete this section. A map of the route must be attached for consideration: Event begins LOCATION: TIME: Event concludes LOCATION: TIME: Route Begins LOCATION: TIME: Route Ends LOCATION: TIME: Provide a description of how the course will traverse along this route, listing any water stops, volunteer stations, etc. SECURITY AND FIRST AID Will you request Westerville Police safety services? Will you request on-site Westerville Emergency Medical Service? Please list the provider of first aid if other than City of Westerville Fire Division: Organization: Contact Name Phone Day of Event Other 15
Describe your proposed security and safety plan, including the number of various personnel and your proposed source of personnel. FOR CITY USE ONLY: Number of security personnel required for event: TRAFFIC CONTOL and PARKING RESOURCES Illustrations/maps of the parking areas are to be included with all other application materials when first applying for a Special Event Permit. Will the services of the Westerville Police be required? Will your event require parking restrictions? If yes, when and where? Will you request on-street parking removal? If yes, when and where? 16
POLICE SPECIAL DUTY RATES Security: Traffic Direction: Cruiser Rental: Supervisor*: $45 per hour (minimum of 3 hours) $45 per hour (minimum of 3 hours) $20 per hour (minimum of 3 hours) $52 per hour (minimum of 3 hours) Holiday Special Duty: Beginning January 1, 2017, double time rates for any events requested on a holiday or a day affected by the holidays will apply. The following listed days are the only recognized holidays as it pertains to special duty. The Chief of Police or his designee may also authorize the double time rate for any assignment proving difficult to fill prior to authorizing overtime. All other special duty rules remain in effect. Rates: a) New Year s Day b) Memorial Day c) Independence Day d) Labor Day e) Thanksgiving Day f) Day after Thanksgiving g) Christmas Day Security: Traffic Direction: Supervisor*: $90 per hour (minimum of 3 hours) $90 per hour (minimum of 3 hours) $104 per hour (minimum of 3 hours) * = Supervisor is required when 5 or more Special Duty officers are needed. Please contact Pharol Kaufman at (614) 901-6482 to schedule Special Duty. Please describe your parking and overflow plan: 17
List public parking locations you will use and the number of parking spaces available: List private parking locations you will use and the number of parking spaces available: Will you charge a fee for parking? Price Will you request that any street(s) be closed? Streets: Date and Times Will you require barricades? 18
Quantity Will you require traffic cones? Quantity CLEAN-UP If this proposed special event is approved by the City of Westerville, the stated applicant on this form will be responsible for all necessary additional trash receptacles for this proposed event. The applicant will also be responsible for cleanup and disposal of these trash receptacles, their contents, and any overflow discarded items in the vicinity of these trash receptacles. By completing this application, the Applicant understands that the proposed event cannot be the cause of any City of Westerville park closing. Additionally, access to Westerville bike/walking paths must be maintained at all times if the event application is approved. Applicants will not have vehicular access to bike/walking paths for any portion of the event. Will you clean city streets/rights of way DURING event? Will you clean city streets/rights of way AFTER event? Describe your clean-up plans both during and after the event. 19
ELECTRIC The City of Westerville requires a flat fee of $25/day for basic electric service. Checks may be made payable to the Westerville Electric Division and submitted at least twenty (20) days in advance of the event. Will you use electricity? Will you use a generator? Quantity What items will require electricity? Item(s) Location Amperage/Voltage Requirements Dates/Times 20
TENTS and OTHER STRUCTURES Staking and safety considerations are important in terms of tent size and location. Please attempt to be as specific as possible when completing this application. Will temporary structures be used (e.g., bleachers, stages, etc.)? Will tents be used?* (NOTE: a Tent Permit may be required) Proposed size and location* of tent(s) to be used: PORTABLE TOILETS Will portable toilets be used? Quantity Proposed location of portable toilets: 21
FOOD and BEVERAGE Alcohol is not permitted on City property. By submission of this application, the Applicant agrees to be solely responsible for assuring that each food vendor and every food handler has the appropriate permits and licenses. For further information, contact the appropriate County Board of Health office. The applicant further agrees to be solely responsible for reasonably serving alcohol, if alcohol is served, and specifically indemnifies the City against any and all claims which are in any way related to alcohol consumption. Do you plan to serve alcohol at your event? Will food be served at your event? Will food be sold at your event? If yes, when and where? 22
CERTIFICATE OF INSURANCE/INDEMNIFICATION/RISK INFORMATION Once an applicant receives approval for their Special Event Permit, the Permit holder must furnish a certificate of insurance explicitly releasing the City of Westerville from all liability relating to the event and naming the City of Westerville as an additional insured party for the respective event. This certificate must be provided to the City at least twenty (20) days prior to the event. By its signature on this Application, the Permit applicant agrees to indemnify and hold harmless the City of Westerville and their agents and employees from and against all claims, damages, losses and expenses including attorney s fees arising out of or resulting from the Special Event. COSTS I understand that I am responsible for contacting the Westerville Division of Police to secure Special Duty Police services as required for event safety and security. Initial: SIGNATURES I certify that I have read, understand, and agree to abide by the policies and procedures of the City of Westerville as they pertain to the Special Event I am proposing and the Special Event Permit I am hereby requesting. Date of Application: Permit Applicant: Position / Title: Printed Name Signature 23
" " S KNOX ST ALUM CREEK PARK NORTH Start Course #1: Alum Creek Park rth 5K«3 UNIVERSITY ST Finish # D T O ERNEST CHERRINGTON PARK ALUM CREEK PARK SOUTH Ü 0 0.125 0.25 Miles
Course #2: Hoff Woods 5K G Out and Back Start " HOFF WOODS PARK Finish " T R HERITAGE WETLANDS ACORN CT Turn Around at County Line Road ^ TOWERS PARK Ü 0 A 0.125 M U U B 0.25 Miles
Start Finish "" Course #3: Westerville Sports Complex 5K Out and Back WESTERVILLE COMMUNITY CENTER WESTERVILLE SPORTS COMPLEX HERITAGE PARK ^ Ü 0 Turn Around at Heritage Park Drive 0.125 0.25 Miles
Finish ""Start Course #4: Westerville Sports Complex Four-Mile Course WESTERVILLE COMMUNITY CENTER WESTERVILLE SPORTS COMPLEX HERITAGE PARK Turn Around after Completing Heritage Park Loop ^ Ü 0 0.125 0.25 Miles