HomeMy WebLinkAboutR-2011-005 Special Events RESOLUTION NO. R-2011-005
A RESOLUTION APPROVING THE ADOPTION AND IMPLEMENTATION OF A SPECIAL
EVENT POLICY FOR SPECIAL EVENTS HELD ON PUBLIC PROPERTY WITHIN THE CITY
WHEREAS, the adoption and updating of various city operating policies and
procedures is advisable from time to time and adoption of the Special Events Policy attached
hereto as Exhibit "A" has been reviewed and recommended; and
WHEREAS, the Board of Aldermen find it in the best interest of the citizens of the City of
Riverside to approve the implementation of such policy;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS:
THAT adoption and implementation of the Special Events Policy attached hereto,
marked Exhibit "A", and made a part hereof by reference is hereby approved;
PASSED AND ADOPTED by the Board of AI rmen and APPROVED by the Mayor of
the City of Riverside, Missouri, the � day of �, 2011.
D
Kathleen L. Rose, Mayor
ATTEST:
,-�_ ��ob-c....�
Robin Littrell, ity Clerk
Approved Form:
�_
L:. .�
Nan y Tho ps , City Attorney
CITY OF
�'� i �s�
Upstream irom ordinory.
2950 NW Vivion Road
Riverside, Missouri 64150
AGENDA DATE: 2011-02-01
TO: Mayor and Board of Aldermen
FROM: Meredith Hauck, Director of Community Relations
RE: Special Event Policy
The purpose of the Special Event Policy is to regulate special events held in the City of Riverside so that such events can
be held with the health and safety of the participants in mind, the protection of public property considered and the
impact of the events on non-participating citizens minimized. This policy, with limited exceptions, also ensures that
those who benefit from an event bear the costs of the event.
As the number of special events held in Riverside continues to increase, staff felt it was important to have one document
that addressed the common issues that come up during the event planning process. The majority of the items covered
in the document are items that have always been required of organizations holding events in the City, with the
exception of:
- Advanced Rental (Section 3.0) — City facilities may be booked 18 months in advance for special events (private
functions may begin booking facilities 12 months in advance) to allow for adequate planning periods.
- Public Works Staffing Fees (Section 4.0) - Currently, special events pay for Department of Public Safety
personnel who may be required to attend the event due to crowd size, alcohol, or other items on the event
schedule. Event organizers meet with these departments in advance and are provided with a cost summary for
the staffing level required at the event. This policy expands this practice to include the Public Works
department. At large multi-day events, public works personnel are typically on-site to help address issues with
utilities, permanent restroom facilities, and other items that come up (such as flooding). The Public Works
Department has been absorbing the costs associated with staffing those events in the past. This policy would
transfer that cost to eve�t organizers. The Public Works Department would work with event organizers in the
same manner the Department of Public Safety does now and provide a cost summary in advance.
- Park Access (Section 5.0) —As previously discussed with the Board of Aldermen, event organizers would now
have access to the park after 2 p.m. the day prior to the start of the rental and until 12 p.m. the day after the
rental. This allows for items to be delivered and picked up before the event begins.
- Facility Layout (Section 9.0) — A final layout/map of the event is to be submitted to the City to help staff better
prepare for and monitor activities at the event.
- Public Performance (Section 30.0) — Pursuant to RSMO 143.148, which recently when into effect, event
organizers must withhold state tax from payments to performers who are not residents of Missouri. The
amount of this tax is 2% if the payment is in excess of $300. Event organizers are responsible for ensuring they
comply with this section.
CITY OF
�
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February XX, 2011
This document sets forth guidelines for the implementation of a Special Events Policy by the City of Riverside. It
defines, categorizes and sets a fee structure for Special Events.
1.0 Purpose
It is the purpose of this policy to regulate special events held in the City of Riverside so that such events
can be held with the health and safety of the participants in mind, the protection of public property
considered and the impact of the events on non-participating citizens minimized. This policy, with
limited exceptions, also ensures that those who benefit from an event are responsible for the costs of
the event.
Community festivals and special events can promote tourism, showcase local talent, and expose artists
and performers to new audiences. Events can also invigorate community spirit, revitalize neighborhoods
and the downtown, and contribute substantial economic and social benefits to the community. It is the
policy of the City of Riverside to encourage events that promote these benefits.
2.0 Types of Events
Sqecial Event: A special event is any activity that occurs upon public or private property that affects or
interferes with the ordinary use of parks, public streets, rights-of-ways or sidewalks by the public.
Special events may include, but are not limited to, such activities as festivals, fairs, tours, concerts,
holiday celebrations, races and runs, parades and marches.
Private Functions: Small Private Functions held on City of Riverside public property will not require a
Special Event Application. However, facilities must be reserved through the Community Center using the
approved Reservation Form for Small Private Functions form. Reservations are made on a first come,
first serve basis. Rental fees, deposits, insurance requirements and other fees may be assessment for
certain facilities or functions.
3.0 Special Event Applications Process
A. Each applicant must submit a completed package no more than 18 months in advance and at least 60
days prior to the event date to the City Administrator, or designee.
B. The City reserves the right to approve or disapprove of special events based on available space,
availability of resources, practicality of event proposed, frequency of same or similar events, conflict
with previously approved events, public safety, or any other reason at the sole discretion of the City.
Page 2 of 6
C. Upon approval of the event, the applicant must remit the determined deposit within 7 days following
approvai. If appropriate, the deposit may be returned pursuant to the terms of the special event
contrect. The rental fee and all other sums for estimated expenses associated with the event will be due
30 days prior to the event date.
D. Cancellation Policy: An applicant must submit in writing to the City Administretor, or designee, a
cancellation notice at least 30 days prior to the date of the proposed special event. The return of the
deposit, if any, shall be determined by the terms of the special event contract.
4.0 Fees and Charges
A. Service Fees and Charges: Special event applications will be reviewed by the Police, Fire and Public
Works Departments. Upon review, the City may require police, fire, medical and/or public works
personnel to be present at the event.
• Event organizers must contract with the City of Riverside or a Riverside approved vendor for
these services.
• The City will provide a cost estimate for required services at least 60 days prior to the event and
reserves the right to alter staffing needs based on actual event attendance or other factors as
determined in the sole discretion of the City.
• If staffing levels change during the event, a refund given or additional invoice will be provided.
Additional fees will be taken from the deposit before it is returned to event organizers. Any fees,
expenses, or charges above what the deposit will cover are due within 30 days following the
event.
B. Rental Fees: The special event rental fee will be determined based on length and type of event, and is
due at least 30 days prior to the special event date.
5.0 City Facility Reservation
A. All reservations for special events are coordinated through the City Administrator, or such person as
may be designated by the City Administrator from time to time..
B. Booking requests for specific dates will be made on a first come, first serve, and space available basis.
C. The maximum time for advance scheduling is 18 months of the proposed usage date.
• if an event is intended to be an annual event on regularly scheduled dates, the current year's
application may include the following year's requested dates. Approval of the current year's
application may include information regarding the next year's proposed dates. However, the
reservation will not constitute approval of the next year's event, which must have its own timely
application submitted for City approval.
D. A security deposit is required to officially reserve the date on the City's calendar and must be received
within 7 days following approval of the special event application.
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February %X, 2011
Page 3 of 6
E. Any cancellation notices must be in writing and delivered to the City Administrator, or designee, at least
30 days before the proposed event. The return of the deposit, if any, shall be determined by the terms
of the facility reservastion contract. .
F. For park events, all dates that require any substantial set up or tear down in the park area must be
reserved as well. Event organizers will be able to access the park for equipment deliveries after 2 p.m.
the day prior to the beginning of the reservation and until 12 p.m. the day following the end of the
reservation. Any work done in the park during this allowed time on the day prior to and day following
the event must not disrupt the public's use of the park. Any equipment or other items placed in the
park are the sole responsibility of the event organizer. Any use of the park by event organizers or prior
to the times allowed in the event contract or by city policy shall be charged an extra rental fee for such
usage. In addition, any use on the day prior to or following the event which disrupts the public use of
the park shall also be charged an extra rental for such usage.
6.0 Security Deposit
A. A security deposit is required to officially reserve the date on the City's ca�endar and must be received
within 7 days following approval of the special event application.
B. Event organizers will be held responsible if the area used is not left in the same condition at the end of
the event as it was found to be at the beginning. The area used for the special event shall be inspected
following the event. If for any reason there is damage to any part of which was reserved for the special
event, or damage to another area as a direct result of the event, the extent of damage shall be
determined and the dollar amount of any repair or replacement will be deducted from the deposit paid
by event organizers. Damage in excess of the deposit shail be remitted to the City within 30 days.
• The City will schedule a time to walk through the area where the event is scheduled prior to
setup for the event. A walk-through after the event will take place at a predetermined time after
the event concludes, but no later than 12 p.m. the following day. The walk-through after the
event will not occur until event clean up is substantially completed. It is the responsibility of the
event organizer to ensure a representative of the organization is present at such inspection
times.
• All property, material and other items brought in by the event organizers or in relation to the
event (trailers, tents, vendors, etc.) which are not removed by the end of the rental period or
other time agreed to in writing by the City will be deemed abandoned and may be removed and
destroyed or stored by City at the expense of the event organizers. The event organizer
assumes all risk of loss and liability for damage to any property as a result of the removal.
C. If the amount of damage, extra cleanup required and/or costs of services furnished by the City exceeds
the deposit paid, event organizers shall be billed the balance, to be paid in full no more than 30 days
following the event. If payment is not received from the organizer within that time, all future special
event requests will be denied until such time as payment is received. In addition, the City may take any
other legal action or remedy available to recover the costs incurred by the City, including but not limited
attorney fees and costs of collection.
D. The security deposit may be retained by the City when it has found event organizers significantly
deviated from the event plan submitted by event organizers and approved by the City, which may be
City of Riverside Special Even[ Policy
Adopted by the Board of Aldermen February XX, 2011
Page 4 of 6
determined in the sole discretion of the City. If the violation is deemed sufficiently serious, the City may
refuse to allow the event organizer to hold subsequent events on City owned property.
7.0 City Facility Use
A. The Organization and/or Applicant are required to setup and cleanup any facilities used unless prior
arrangements have been made with the City of Riverside.
B. The deposit is refundabte and will be returned to the applicanYs address after the event if there is no
damage to the facilities used, if all applicable staffing charges have been paid in full, if garbage is picked
up and removed from the facility and the property is returned clean and in compliance with all other
terms of the Special Events Contract. If these terms are not complied with, the outstanding charges will
be deducted from the deposit and the applicant/organization will be billed for any additional charges or
costs incurred as a result of the special event. In addition, if amounts are not paid and/or are deducted
from the deposit, future use of the facility may be denied.
C. The City of Riverside will not be responsible for damage to property or items stolen or lost during or as
part of a special event.
D. The applicant/organization and special event participants shall honor all City of Riverside rules, policies
and codes.
8.0 Rules and Regulations
A. Adherence to City Ordinances and Rules—All applicants must adhere to all City ordinances and posted
park/facility rules, with the exception of any items extended by written permission only.
B. Admission Fees — All events taking place on City property must be free to the public unless explicit
written permission is given by the City of Riverside.
C. Alcohol — If alcohol is to be served or sold, sponsors must take those measures required for compliance
with the Alcoholic Beverage Ordinance.
D. Camping— Vendors, event organizers and/or event attendees will not be allowed to stay overnight in
City facilities unless explicit written permission is given by the City of Riverside.
E. Enforcement— City of Riverside staff may request that an event organizer or participant leave any park
or public facility for violation of rules and regulations.
F. Fireworks — Fireworks are not permitted without prior approval from the City of Riverside Fire
Department.
G. Food — Any intention to sell food must be indicated in the application. It is the responsibility of event
organizers to contact the Platte County Health Department and obtain any necessary permits.
H. Noise -The volume of all sound equipment for special events shall be regulated by the City of Riverside
Department of Public Safety.
City of Riverside Special Event Policy
Adopted by the Board of Aldermen Fe6ruary XX, 2011
Page 5 of 6
I. Resource Estimates-7he City of Riverside reserves the right to be the final authority in estimates of
attendance, need for additional staff hours, and/or assignment of manpower and equipment to special
events.
1. Restroom Facilities—The City may require event sponsors to provide temporary toilet facilities. It is the
event organizer's responsibility to make all arrangements (drop-off, pumping during the event, and pick-
up) and pay any applicable fees. The City will stock supplies for permanent restroom facilities prior to the
start of the event.
K. Tresh—The event organizer is responsible for making arrangements with an outside vendor for
additional trash receptacles and an onsite dumpster and pay any applicable fees for such services. All
trash receptacles should be dumped upon completion of the event into pre-determined receptacles or
dumpsters and prior to the park opening the next day. Dumpster locations shall be approved or
determined by the City during application review.
L. Utilities — Any utility requirements beyond those which already exist at the special event site must be
provided by the event organizer through a licensed contractor. The City Building Inspector and/or Fire
Marshal must approve all additional electrical work on the site. Specific requirements for use of
electricity must be submitted and approved at the time of application.
9.0 Facility Layout/Route Map
A. Tables, chairs, stages, tents and other setup equipment are permitted on public property with prior
approval. A layout of the event area, including locations of all tables, chairs, tents, stages, vendor setup,
portable restrooms, road closures, parking plans and other equipment must be submitted with the
application. Approval will be given prior to the event. No equipment will be provided by the City of
Riverside. A final layout and/or route map must be submitted two weeks prior to the event.
B. Tents with a total area of 200 sq. ft. or canopies with a total of 400 sq. ft. require an inspection by the
Fire Marshal and/or City Building Inspector.
C. Parking is permitted in designated areas only. Parking is not allowed on the grass at City parks without
explicit written permission prior to the event. The Fire Marshal requires that all entries, exits and fire
lanes be maintained. The City may require a set number of spaces be designated for Public Safety
vehicles based on the size and type of event.
D. Off-site parking may be required for large events. If required, the event organizer is responsible for
securing such parking, paying any applicable fees and arranging transportation/shuttle routes, both of
which must be approved by the City of Riverside prior to the event.
E. Streets may only be closed if explicit written permission is given by the City of Riverside. The City will
work with event organizers to establish a map and plan for street closures. Event organizers are
responsible for all costs associated with street closures.
City of Riverside Special Event Policy
Adopted by [he 8oard of Aldermen February XX, 2011
Page 6 of fi
10.0 Public Performance
A. Pursuant to RSMo 143.148, event organizers are required to deduct and withhold state tax from
payment to individuals, partnerships and corporations who are not residents of Missouri or that are not
registered as a corporation in this state for any vocal, instrumental, musical comedy, dramatic, dance or
other similar performance in this state before a live audience, if the amount of payment is in excess of
$300. The amount of tax is 2%.
B. If copyrighted music will be played during the event, a license from the copyright hotder or an
organization like ASCAP or BMI is required. Event organizers must provide the City Administrator, or
designee, with a proof of copyright licensing 14 days prior to the event.
11.0 Signs and Banners
A. The City of Riverside may display up to five banners that are 3' x 8' at predetermined public locations for
up to two weeks prior to the event date, advertising the special event. Banners must be provided to the
City Administrator, or designee, at least 21 days before the event date. Event Organizers can pick up the
banners at the Public Works Department the first work day after the event concludes. Any banners not
picked up within 14 days after the event concludes will be discarded.
e. In accordance with Section 400.680 of the Riverside Municipal Code, off-site signs are allowed with the
folfowing provisions:
a. Signs shall not exceed four square feet in area with a maximum height of four feet.
b. Signs shall only be placed on private property, provided prior permission has been obtained
from the property owner.
c. Signs may not be placed in any street right-of-way, median, highway interchange, public park or
other publicly owned facility.
d. Signs shall be limited to the days the event occurs.
12.0 Insurence
A. The applicant must provide a certificate of insurance for liability coverage in the amount of no less than
$1,000,000 per occurrence naming the "City of Riverside, its officers, employees, and agents" as
additional insured. Insurance coverage must be maintained for the duration of the event including setup
and dismantle dates.
B. A certificate of insurance is due to the City Administrator, or designee, no less than 14 days prior to the
scheduled event. If an event is approved, it will be approved pending receipt of the insurance certificate.
13.0 Release and Indemnity
The Organization/Applicant agrees for itself and its employees, agents or volunteers associated or to be
associated with the event to waive and relinquish all claims that may result in any manner against the
City of Riverside, its agents, public officers, officials or employees and authorized volunteers for said
event or activity, except for acts caused by gross negligence or willful misconduct by employees of the
City of Riverside acting within the scope of their employmeni.
City of Riverside Special Event Policy
Adopted by the Board of Aldermen February XX, 2011