3-11-4: CITY EVENTS AND CITY PARTNER EVENT PERMITS:
Any city partner who intends to engage in an event shall first obtain a permit, location agreement, facility use agreement, and/or other permit or agreement as necessary for locations and facilities needed for or in association with the event. City events may follow an informal internal process to plan, review, and approve events within the city involving city properties and facilities.
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 twenty (20) calendar 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.
2. If an application is determined to be incomplete or if substantial changes are made to an existing application or event, the twenty (20) 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 city partner event permit well in advance of the twenty (20) day application deadline.
3. Applications for events that submit the application less than twenty (20) calendar days prior to the scheduled event shall not be accepted.
4. The city shall issue a written decision of approval, approval with conditions, or denial, in the form of a use agreement, for approved permits or a letter of explanation for denied applications, on all complete city partner event permit applications no less than ten (10) calendar days prior to the event.
B. Events Review Committee (ERC): The events review committee shall be made up in the same manner outlined in section 3-10-4B.
C. Review Process: Applications for a city partner 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. Once submitted to the ERC, the review and approval process for a city partner event permit shall be as described in section 3-10-4C for special events. (Ord. 2023-017, 8-31-2023)