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A. Application Submission:

1. Except as provided in subsection B of this section, a completed electronic application on the city form, including the payment of application fees and the submission of corrected or additional information as required, shall be submitted to the city at least forty-five (45) calendar days, but no more than three hundred sixty-five (365) days, before the event is scheduled to take place in order to allow sufficient time to process the application, to review the preparation and setup of the event, for any inspection to occur, and to allow timely appeal in the event the application is denied. Complete applications shall be processed as outlined in this section, from the date of application so long as the application submitted is complete and timely.

2. If an application is determined to be incomplete or if substantial changes are made to an existing application or event, the forty-five (45) day deadline shall not begin until the application is resubmitted and determined to be a complete application. Applicants are strongly encouraged to submit a complete application for a special event permit well in advance of the forty-five (45) day application deadline.

3. Applications for events that submit the application less than forty-five (45) calendar days prior to the scheduled event shall not be accepted.

4. The city shall issue a written decision, in the form of a use agreement for approved permits or a letter of explanation for denied applications, on all complete special event permit applications no less than ten (10) business days prior to the event.

B. Events Review Committee (ERC): Once received, completed applications for an event permit shall be forwarded to the ERC for review. The events review committee shall be made up of:

1. The special events coordinator;

2. The city manager;

3. One (1) designated member of the city council;

4. The city’s risk management officer;

5. A representative of the city attorney’s office;

6. A designated official from the St. George police department;

7. A designated official from the St. George fire department;

8. The community development director;

9. A designated official from the St. George parks department;

10. A designated official responsible for city facilities;

11. A designated official from the St. George streets department;

12. A designated official from the St. George engineering department;

13. A designated official from the Washington County Health Department; and

Where appropriate, review by a designated official from SunTran and the Dixie Convention Center may be included as part of the ERC.

C. Review Process: Applications for a special event permit shall be submitted electronically to the special events coordinator (SEC) who, within three (3) business days, shall verify that the application is complete and either return the application to the applicant for correction or supplementation if incomplete or forward the complete application to the ERC for review. Upon resubmission of a returned incomplete application, the application shall be reviewed as if it were an original application submission.

1. The SEC shall act as the facilitator of the application review process and shall be responsible for collecting review responses from the ERC as well as coordinating the process with applicants. While an application is under review by the ERC, the SEC shall:

a. Verify park or facility availability and reservation(s) for event; and

b. Within three (3) business days of the distribution of an application to the ERC, forward any application for a fee waiver or sponsorship request for review by the city council.

2. The ERC members shall, no more than ten (10) business days from distribution of an application for review, provide a recommendation including the identification of any comments or concerns to the SEC. Upon receipt of the recommendations from ERC members, the SEC shall provide a summary of those recommendations, within three (3) business days, to the ERC approval body consisting of the special events coordinator, city manager, community development director, city council member, city attorney’s representative, parks department representative, police department representative, and fire department representative. Based on the recommendations of ERC members, the approval body may require corrections to the application by the applicant prior to consideration of issuance of a decision on the application. In the event that corrections are required, the corrected application need only be reviewed by the approval body which may, at their discretion, consult with other members of the ERC regarding the corrected application.

3. Upon completion of the application review, the ERC approval body shall approve the application, approve with conditions, or deny the application.

4. Following a decision of the ERC approval body, within one (1) business day the SEC shall issue a written notification to the applicant for a special event permit of the approval, approval with conditions, or denial of the application.

5. If at any point substantial changes are made to the event application, the application and information must be resubmitted as a new application and reviewed accordingly.

6. Special event permits that are approved or approved with conditions shall enter into a written use agreement for the event. The use agreement, once executed, shall serve as the permit and authorization to hold the event. The applicant shall sign the use agreement and return it to the city for execution. Upon the city manager’s signature on the agreement, the special event permit shall be considered approved, and the special event may be held once a sufficient certificate of insurance has been received by the SEC from the applicant. The SEC shall provide a copy of the fully executed use agreement to the applicant within one (1) business day of execution and not less than ten (10) calendar days prior to the scheduled event. (Ord. 2023-017, 8-31-2023)