A-1-e. Special Event Permit \ Y O A e.d
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q g CITY OF ClIANIIASSEN
Chanhassen is a Community for Life-Providing for Today and Planning for Tomorrow
NH AS
MEMORANDUM
TO: City Council
FROM: MacKenzie Walters, Assistant Planner
DATE: January 9, 2017
SUBJECT: Temporary Outdoor Events, Seasonal, and Sidewalk Sales
ISSUE
There has been an increase in the number of requests to host larger and more diverse types of
events in Chanhassen, and the current ordinance does not adequately address or differentiate
between different types of events and sales
BACKGROUND
The section of the City Code which governs temporary events and sales was last updated in
October of 2010. The current code was designed to accommodate local business' needs for
temporary sales, open houses, grand openings, employee picnics, and seasonal produce stands.
With these types of uses in mind, the associated permit form does not require detailed
information beyond the borders of the site hosting the event. Furthermore, the code stipulates
that permits should be submitted ten business days before the proposed start of the event. The
current code and forms work very well for evaluating small events or sales that fit into the above
categories,but it was never designed to accommodate races and other events that can have a
community wide impact.
Recently, the city has seen an increase in the number of organizations interested in hosting races
or large events in Chanhassen. Some of this is due to cities such as Minneapolis limiting the
number of monthly events they will allow in their parks. This has led to event organizers moving
their events to the suburbs. Another factor that has contributing to this increase is Chanhassen's
continued growth and development. Staff expects the trend of larger events being hosted in our
community to continue.
PH 952.227.1100• www.ci.chanhassen.mn.us • FX 952.227.1110
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Temporary Outdoor Events, Seasonal, and Sidewalk Sales—Issue Paper
January 9, 2017
Page 2 of 8
IMPACTED CITY CODE
Chapter 4—License, Permit, and Administrative Fees:
This section should be amended to include fees for the various permits that govern
special events.
Sec. 6-3 and 6-4—Temporary Event Permits and Permits for Water Obstacles:
This section requires that water races and courts have booth a special event permit and a
permit for placing makers/obstacles in the lake. (Cannot find fees or form for this permit.)
Sec. 13-51(i)-Noises Prohibited.Loudspeakers, amplifiers for advertising, etc.:
Amend to clarify that this section also applies to concerts and music at special events.
Sec. 14-58. —Public Gathering permits:
Work with Park's Department to clarify when this permit should be used v. a temporary
event permit.
Sec. 20-964. —Temporary outdoor events, seasonal and sidewalk sales activities:
Staff is proposing an extensive overhaul and rewriting of this section of the City Code.
NON-STATUTORY PERMITS
Street Closures for Neighborhood Events:
Engineering uses this to close down cul-de-sacs or dead end streets for neighborhood
events.
Temporary Lifting of no Parking Restrictions:
Engineering uses this to allow parking along roads where it is normally prohibited to
facilitate event parking.
CHANHASSEN AND OTHER COMMUNITIES
Chanhassen:
Special events handled through Community Development Department. $50.00 permit fee. Must
apply 10 business days before proposed start of event.
Cottage Grove: Special events handled through City Administrator/City Clerk. $100.00 permit
fee. For large (300+) events must apply 60 days before the proposed start of event. Require
addendum for races.
Elk River: Handled through City Administrator/City Clerk. Required for events with 50+
attendees. Must apply 60 days before the proposed start of the event. Races closing streets must
notify impacted residents.
Hopkins: Handled through City Administrator/City Clerk. $35.00 base permit fee with additional
fees and permits for races, street closures, use of city services, etc. Must apply 45 days before
proposed event.
Lino Lakes: Handled through City Administrator/City Clerk. $50.00 base permit fee with
additional fee and permit for races. Must apply 45 days before proposed event.
Temporary Outdoor Events, Seasonal,and Sidewalk Sales—Issue Paper
January 9,2017
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Prior Lake: Handled through Recreation Department. $200 or$500.00 fee depending on size.
500 feet notification. Must apply 45 days before proposed event.
Stillwater: $0.00 to $100.00 fee depending on size. Must apply 30 to 60 days before event
depending on size.
ANALYSIS
Issue 1: Scope of Existing Code
Currently the City Code classifies temporary events and sales as permitted accessory uses for
business, office, and institutional districts. The code was designed to allow businesses the ability
to host short term commercial events for which no permanent site alterations would be required.
In order to accommodate these types and levels of use, the code allows for each property to host
up 15 days of temporary events or sales with a maximum duration of three days per event. The
code's current permitting requirements focus on maintaining and providing adequate parking and
ensuring that temporary structures do not impede emergency vehicle access, violate the fire code,
or adversely impact adjacent properties.
The other component of the existing code focuses on allowing seasonal markets and produce
stands. The code allows three seasonal sales per parcel with a maximum combined duration of
120 days per calendar year per property. Again the permitting process is focused on parking,
public safety, and the impact on adjacent land uses.
As written and applied, the current ordinance only applies to outdoor events, with indoor events
being exempted from any type of permitting. This hands off approach to the activities of
businesses and organizations is usually appropriate and beneficial; however,there are situations
(e.g. large concerts) where indoor events can draw enough attendees to have a community wide
impact. In these situations, it may be desirable for the city to be aware of these events, their
potential impact on traffic and public safety, and to have a mechanism to evaluate and mitigate
these concerns.
The current provisions and processes provide an excellent framework for evaluating temporary
event permit applications for company picnics, outdoor sales, grilling promotions, and similar
events,but are not well suited to evaluating large events or events which utilize public streets
and trails. Its limitations become especially troublesome for events which leave the applicant's
premises. While the city requires maps of race routes and written descriptions of traffic control
and security provisions, these requirements are imposed under a blanket"other pertinent
information required by the planning director to fully evaluate the application"provision. There
are no readily available guidelines which address how this information should be presented or
evaluated.
The result of these limitations is that staff often has to request additional documentation and
explanations from permit applicants, and spends large amounts of time clarifying what
Temporary Outdoor Events, Seasonal, and Sidewalk Sales—Issue Paper
January 9, 2017
Page 4 of 8
information is required and how the permitting process works. The time for permit issuance can
be further delayed as the current permitting process requires the fire, engineering,police,
building, planning, and administrative departments to review all permits. For larger or atypical
events, this means that staff is not always able to process the permits within the specified 10-day
period.
Staff examined comparable cities to discover how they handled special events. Many of these
communities divided events into categories either by number of attendees or type. Typically, as
the size or complexity of the event increased, the permit fee,processing time, and amount of
documentation required increased. Many cities required events with special characteristics, like
races, to submit addendums along with the permit application.
Issue 2:Residential Districts
The current temporary event code does not apply to residential districts. This is by design. The
goal was to avoid requiring residents to apply for event permits in order to hold graduation
parties, family reunions, and other private events. The drawback of to this approach is that parks
and institutional uses, like churches and schools, can be located adjacent to residential
neighborhoods. When these organizations and locations host large events and races,these events
can impact the surrounding residential properties,but there are no provisions that directly speak
to those interactions.
The code does allow for the city to reject or place conditions on special event permit applications
based upon its potential impact on adjacent properties,but there are no mechanisms in place for
notifying potentially impacted residents or allowing them a chance to voice concerns about a
proposed event. Some municipalities require that all residents within 500 feet of an event's
location be notified or that all properties adjacent to a proposed race route be contacted as part of
the permitting process, and others require a public hearing and council approval for these types
of events.
To date,the city has not received complaints about events located near residential districts;
although, we do occasionally receive inquiries from residents who are curious about what is
going on or who want to know if the city was aware of an event that occurred. Requiring events
of a certain size or type to notify affected properties may help to preemptively address resident's
concerns and curiosity.
There have also been situations where smaller non-profits and community organizations have
used residential properties to host events. It is unclear if these situations should be treated as
neighborhood block parties,private gatherings, or as special events. Typically, these types of
events would not be expected to have a community wide impact; however, in some
neighborhoods a hundred attendees could create traffic, parking, and emergency vehicle access
issues. There may be a size or impact threshold where the city wishes to require a permit in order
to mitigate the impact of these events on surrounding households.
Temporary Outdoor Events, Seasonal,and Sidewalk Sales—Issue Paper
January 9,2017
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Issue 3:Multiple Permits Across Departments
In addition to needing to be reviewed by the fire, engineering, police,building,planning, and
administrative departments, proposed temporary events can require additional permits. Some of
these permits, like the Loudspeaker and Temporary Lifting of no Parking Restrictions, are
handled by other departments,police and engineering respectively. These types of permits are
usually applied for in conjunction with a temporary event permit, or their issuance is made a
condition of the temporary event permit.
For these permits the main concerns have been that applicants are not aware that they require
other permits, and that the timetables for permit approval do not line up with the timeframe
provided for processing a special event permit. Both the aforementioned permits state that they
should be submitted a minimum of 12 days before the proposed event,but special event permits
are only required to be filed 10 days before the proposed event.
Oftentimes applicants submit their permit application exactly 10 days before their proposed
event, and do not submit the other documents until notified by staff that these other permits are
required. This can make it difficult for staff to properly assess and process the applications in
time for the proposed event.
Permitting confusion can also be created by the fact that the city also has public gathering
permits which are issued through the parks department. The ordinance does not make it clear
when both a temporary event and public gathering permit should be sought, or if they are
mutually exclusive. The parks department is not automatically included in the temporary events
approval process and the planning department is not part of the public gathering permit process.
Many larger events impact both departments. The lack of clear guidelines and absence of an
integrated permitting system has led to situations where the respective departments are not aware
of events that may fall under their preview. Additionally, complications have arisen when
inquires about our permitting process are inadvertently referred to the wrong department.
These separate permits also create the potential for overbooking where two events are approved,
each by a different department for the same timeframe. While the possibility that two events
would be approved for the same place does not exist, it is possible that two nearby events could
be approved for overlapping timeframes. In this situation the cumulative impact of the events
could overwhelm the parking or traffic control measures which would have been adequate for a
single event.
Issue 4: Criteria for Denial and Conditions
The existing code lists criteria for approval, a series of general conditions and limitations, and a
clause allowing for specific conditions to ensure that the event is in compliance with applicable
ordinances. These criteria and conditions are oriented towards commercial and business events
and sales, and, as a result, focus on the site, its parking, and the traffic the event is expected to
Temporary Outdoor Events, Seasonal,and Sidewalk Sales—Issue Paper
January 9,2017
Page 6 of 8
generate. These criteria and conditions do an excellent job of allowing us to evaluate and
mitigate temporary sales and produce stands,but make it very difficult to deny, reschedule, or
alter the details of a temporary event. Essentially, as long as they provide the required
information and can propose a reasonable traffic and security plan it is difficult for the city to
require alterations to the event or deny the permit application.
This has the potential to create situations where the city approves events of an undesirable
intensity or in a non-optimal location. Many peer cities have adopted clauses that allow them to
place conditions on the date, intensity, and location of events based on their available resources,
impact on adjacent properties, and other events occurring in the city. Similar clauses may allow
Chanhassen to better accommodate and mitigate the impact of larger or atypical events.
Issue 5: Races/Walks
The city, especially the parks department, is receiving increasing requests and inquiries about
using the city's parks to host races and charity walks. The Recreation Superintendent has
indicated that so far this year 14 races and walks have been or are scheduled to be held in our
parks. He has also reported that they have received numerous inquiries from charity run and walk
organizers who are interested in holding events in our parks.
Neither the Parks Department's Public Gathering Permit or the Planning Department's
Temporary Event Permit are well suited to handling races. The Public Gathering Permit has no
provisions for evaluating parking and traffic impact, and Temporary Event Permit was, as has
been noted earlier, designed to facilitate commercial and business uses. Additionally, some races
start in a park and then use public streets or start at a corporate area and proceed to utilize park
trails for a portion of the race.
Many peer cities manage the unique requirements of races and walks by requiring applicants to
submit race addendums. These forms tend to require detailed information about the race route,
signage, traffic impacts, and other relevant details. Adopting a similar form may allow both
departments to better evaluate special events which include a race or walk.
PROPOSED SOLUTION
Policy Changes:
Staff believes that some of the issues we are currently facing regarding special events can be
remedied through internal policy changes. Changes being discussed include:
1) Creating a tracking system for special event permits similar to that used for building
permits.
2) Creating a calendar of proposed and approved special events to better coordinate the use
of city resources and identify potential conflicts.
3) Revising the forms used for the various temporary event permits.
Temporary Outdoor Events, Seasonal,and Sidewalk Sales—Issue Paper
January 9,2017
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4) Creating a citizens' guide to events which will make it easier for applicants to figure out
what permits they need and what information they require.
5) Develop table of fees associated with event so applicants can better project the total cost
of their events.
6) Reassess which departments need to be involved in different types of permits. For
example, does the Building Department need to sign off on company picnic with no large
tents?
Code Changes:
Staff believes that amending the city code could help create a more efficient and effective system
for processing and evaluating temporary event permits. Changes being discussed include:
1) Creating three categories of events:
a. Temp outdoor event(confined to property, no community impact)
b. Seasonal sales permit(farmers' produce stands)
c. Special Event(leaves property or large enough to impact city services)
2) Create earlier submission deadline for larger events.
3) Add Criteria for Denial
4) Add permit conditions designed to mitigate intensity and impact
5) Add requirements for liability insurance
6) Define activities which are exempt from permit requirements (graduations,weddings,
etc.)
7) Adopt a new fee schedule which accurately reflects the cost to the city of processing
these permits.
8) Define addendums need to properly assess different types of events.
ALTERNATIVES
1) Do nothing. Within the current code and guidelines staff has the tools needed to process
special events.
2) Create a new section of the City Code which specifically addresses races.
3) Amend existing ordinance to differentiate between different types of temporary events,
and appropriately revise permitting requirements, conditions, and criteria for approval or
denial.
RECOMMENDATION
Staff recommends alternative three, which it believes will allow the city to both allow for a wide
range of special events and manage the strain that these events can put on city resources. A draft
rewrite of Section 20-964, the section that regulates special events, has been included as
attachment 2.
Staff seeks guidance in determining how best to manage the increasing diversity in both the
number, scope, and types of special event permit applications being received.
Temporary Outdoor Events, Seasonal,and Sidewalk Sales—Issue Paper
January 9, 2017
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ATTACHMENTS
1) Existing Temporary Events Code
2) Proposed Temporary Events Code
3) Email from Recreation Superintendent on number of races for 2016
4) Summary of Meeting for Planning Commission and City Council
5) Chanhassen Temporary Sales/Event Permit Application
6) City of Stillwater Event Permit Application and Instructions
7) City of Cottage Grove Special Event Application and Race Permit Application
G:\PLAN\City Code\Issue Paper\Temporary Events\Issue Paper Temporary event rewrite
Attachment 1: Existing Special Events Ordinance
• Sec. 20-964. - Temporary outdoor events, seasonal and sidewalk sales activities.
(1)Purpose. Temporary outdoor events, seasonal and sidewalk sales activities in a business,
office, commercial, institutional or industrial districts are subject to issuance of an
administrative permit and the requirements of this section. It is the intent of this section to
provide for temporary outdoor events, seasonal and sidewalk sales activities which are
distinguished from permanent outside business activities that are allowed only by conditional
use permit or interim use permit approved by the city council. It is the intent of this section to
promote the health, safety, general welfare, aesthetics, and image of the community by
regulating temporary outdoor events, seasonal and sidewalk sales activities in the following
manner:
a. Establish standards which permit businesses an opportunity to conduct temporary
outdoor sales:
i. Ensure that temporary outdoor events, seasonal and sidewalk sales activities do
not create safety hazards by occupying required parking spaces, emergency access,
or impede the efficient movement of pedestrian and vehicular traffic.
b. Provide standards, guidelines, and procedures for an administrative review of
temporary outdoor events, seasonal and sidewalk sales permits;
c. Provide a means of allowing city-wide retail promotions;
d. Allow certain uses which are seasonal in nature, while providing standards that will
assure compatibility with the underlying zoning district and adjacent property;
e. Provide the public with direct access to homegrown produce;
f. Allow temporary events, seasonal and sidewalk sales activities which require an
outdoor location;
g. Limit temporary outdoor sales to activities which are short-term or seasonal and
which do not require permanent improvements to the site; and
h. Allow temporary outdoor events such as concerts, car shows, customer appreciation,
business employee appreciation, etc.
(2)Findings. The city finds it necessary for the promotion and preservation of the public
health, safety, welfare and aesthetics of the community that the location, size, and
appearance of temporary outdoor events, seasonal and sidewalk sales activities be
controlled. Further, the city finds that:
a. Outdoor sales and displays have a direct impact on and a relationship to the image of
the community;
b. An opportunity for merchants to sell produce and seasonal merchandise are an
integral component of economic development;
c. Temporary outdoor events, seasonal or sidewalk sales activities may present an
obstacle to effective firefighting and other emergency services by blocking necessary
exits, fire lanes, or turnaround areas;
d. Uncontrolled and unlimited outdoor sales and displays adversely impact the image
and aesthetics of the community and, thereby, undermine economic value and growth;
and
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Attachment 1: Existing Special Events Ordinance
e. Uncontrolled temporary outdoor events, seasonal and sidewalk sales activities may
conflict with existing and neighboring uses.
(3)Application for permit. No person shall engage in any temporary outdoor event, seasonal
or sidewalk sales activity without a permit issued pursuant to this section. The application of
a permit shall be made as follows:
a. Application for an administrative permit for a temporary outdoor event, seasonal, or
sidewalk sales activity shall be made by the property owner to the community
development director on forms to be provided by the city at least ten business days
prior to the date of the requested activity.
b. A written description of the proposed use including requested length of permit and
hours of operation shall be included on the application.
c. Disputes as to administrative application of the requirements of this section shall be
referred to the planning commission and to the city council for review.
d. The application shall be accompanied by a nonrefundable fee which shall be imposed
in accordance with the fee schedule established by the city council. The intent of this
section is to recover costs associated with administering the ordinance from which this
section derives. Permit fees shall reflect the costs of reviewing and processing permits,
as well as costs associated with periodic enforcement activities and compliance checks.
(4)Required information and plans. The applicant shall provide the following information
and plans:
a. A concise statement describing the proposed activity, including the purpose, type of
merchandise involved, dates and times of operation, number of employees involved,
provisions for on-site security, provisions for on-site parking, name of person or
organization requesting permit, and other pertinent information required by the
planning director to fully evaluate the application;
b. The community development director may require a copy of an approved site plan,
drawn to scale, for the property or an "as-built" survey, which accurately represents
existing conditions on the site, including entrances and exits, and bona fide parking and
driving areas, and which accurately indicates any proposed temporary structures,
including tents, stands, and signs;
c. An accurate floor plan of any building on the property, when, in the judgment of the
community development director, such a plan is necessary to properly evaluate the
location of the activity and the effectiveness of building entrances and exits.
(5)
Procedure. The application will be processed as follows:
a. The community development director shall review applications for administrative
permits and shall determine if the proposal is in compliance with all applicable codes,
ordinances, and the specific standards for temporary outdoor events, seasonal or
sidewalk sales activities as set forth in this section. The application shall also be
reviewed by the public safety department and/or other appropriate review agencies.
b. A written permit shall be issued to the applicant. Specific conditions to assure
compliance with applicable codes, ordinances, and the standards in this section shall be
attached to the permit.
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Attachment 1: Existing Special Events Ordinance
c. Determination of noncompliance with applicable codes, ordinances, and the
standards in this subsection shall be communicated to the applicant and the application
for the permit shall be considered denied; unless, within ten days of the date of such
notice, the applicant submits revised plans and/or information with which the planning
director is able to determine compliance.
(6) Criteria for approval. Criteria for permit approval includes the following:
a. The temporary outdoor event, seasonal or sidewalk sales activity shall be clearly
accessory to or promotive of the permitted or conditional use approved for the site.
Only merchandise which is normally sold or stocked by the occupant(s) on the subject
premises shall be sold and/or promoted; provided, that seasonal merchandise and
produce may be allowed (retail only where retail is permitted).
b. Tents, stands, and other similar temporary structures and temporary vehicles and
mobile equipment may be utilized, provided they are clearly identified on the submitted
plan and provided that it is determined by the community development director that
they will not impair the parking capacity, emergency access, or the safe and efficient
movement of pedestrian and vehicular traffic on or off the site.
c. The submitted plan shall clearly demonstrate that adequate off-street parking for the
proposed activity can and will be provided for the duration of the activity.
Determination of compliance with this requirement shall be made by the planning
director, who shall consider the nature of the activity and the applicable parking
requirements of the City Code. Consideration shall be given to the parking needs and
requirements of other occupants in the case of multi-tenant buildings.
d. Property owners and tenants' signature(s) are required to locate a temporary outdoor
event, seasonal or sidewalk sales activity on private property and/or in front of another
tenant's space.
e. The temporary outdoor event, seasonal or sidewalk sales activity must be consistent
with other uses permitted in the zoning district. No use that is prohibited in a zoning
district shall be allowed as a temporary outdoor sale or activity.
(7)Limitations; general conditions.
a. Permitted temporary outdoor sales activities are limited to the following:
i. Christmas tree sales.
ii. Seasonal produce stands.
iii. Temporary food and beverage sales.
iv. Sidewalk sales.
b. The following shall apply to all proposed temporary outdoor event, seasonal or
sidewalk sales activities allowed by this section in addition to other applicable building
and safety code requirements as determined by the planning director:
i. Christmas tree sales and produce stands shall be for the period specified in the
administrative permit and, in no case, shall exceed 120 days per calendar year per
property or center. There shall be no more than three sales activities per year per
property or center.
ii. Temporary outdoor events and food and beverage sales prepared on-site and
sidewalk sales shall be permitted for the period specified in the administrative
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Attachment 1: Existing Special Events Ordinance
permit and, in no case, shall exceed 15 days per calendar year per property or
center with a maximum of a three-day display period.
iii. Christmas tree sales shall expire December 26.
iv. The site shall be cleared and all remaining debris removed from the sales site
on the last remaining day of the permit.
v. Acceptable space for off-street parking and traffic circulation generated by the
use must be provided. Curb and gutter with drive approaches is desired to provide
safe turn movements.
vi. Lighting shall be compatible with surrounding adjacent uses.
vii. Hours of operation shall be compatible with adjacent uses.
viii. Signage should be limited to window signs, and one outdoor sign no greater
than 24 square feet. Special signage for purposes of traffic direction and control
may be authorized by the planning director.
ix. Front yard, side yard, and rear yard setbacks shall be a minimum of ten feet.
x. All other pertinent city and state permits must be obtained.
xi. The approved permit shall be kept on the premises for the duration of the
activity.
xii. No outside speaker systems shall be allowed without approval from the city.
c. The following shall apply to all proposed temporary outdoor display activities
allowed by this section in addition to other applicable building and safety code
requirements as determined by the planning director:
i. Display may not interfere with pedestrian access.
ii. Display may not occupy required parking spaces.
iii. Display must be located adjacent to primary structure.
iv. Display may not have separate lighting from primary structure.
v. Erection of display is permitted during business hours only.
(8)Administration and enforcement.
a. The community development director may, upon written notice, suspend or revoke
the temporary outdoor event, seasonal, or sidewalk sales permit of any person who
violates any of the provisions of this section or any of the conditions of the permit.
b. If, at any time, a permit under the provisions of this section is suspended or revoked,
it shall thereafter be unlawful for that person or organization to operate, open, maintain,
manage or conduct any temporary outdoor event, seasonal, or sidewalk sales.
c. Violation of an issued permit or the provisions of this section may be grounds for
denial of future permit applications during a calendar year.
(Ord. No. 511, § 1, 10-11-10)
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Attachment 2: Proposed temporary event code
• Sec. 20-964. - Temporary outdoor events, sidewalk sales, seasonal sales, and special events.
(1)Purpose. It is the intent of this section to provide for temporary outdoor events, sidewalk sales,
seasonal sales, and special events which are distinguished from permanent outside business
activities that are allowed only by conditional use permit or interim use permit approved by the
City Council. It is the intent of this section to promote the health, safety, general welfare,
aesthetics, and image of the community by facilitating and regulating temporary outdoor
events, sidewalk sales, seasonal sales, and special events in the following manner:
a. Establish standards which permit businesses and organizations to conduct temporary
outdoor events, sidewalk sales, and seasonal sales in zoning districts where they are
permitted accessory uses, and permit businesses, organizations, and individuals to
sponsor special events while:
i. Ensuring that temporary outdoor events, sidewalk sales, seasonal sales, and
special events do not create safety hazards by occupying required parking spaces,
emergency access,by impeding the efficient movement of pedestrian and
vehicular traffic, or by placing an excessive burden on City services.
ii. Ensuring that appropriate and necessary insurances and licenses for temporary
outdoor evets, sidewalk sales, seasonal sales, and special events are obtained.
iii. Providing open and transparent standards, guidelines, and procedures for an
administrative review of temporary events, sidewalk sales, seasonal sales, and
special events.
b. Allow temporary events and sidewalk sales which require an outdoor location, while
providing standards that will assure compatibility with the underlying zoning district
and adjacent property. These events and sidewalk sales can include but are not limited
to product demonstrations or promotions, employee or customer appreciation events,
corporate anniversary celebrations, and grand openings.
c. Allow certain uses which are seasonal in nature, while providing standards that will
assure compatibility with the underlying zoning district and adjacent property. These
uses can include but are not limited to farmers' markets, produce stands, and outdoor
sales associated with public or religious holidays.
d. Limit temporary outdoor sales to activities which are short-term or seasonal and
which do not require permanent improvements to the site.
e. Allow for special events, while providing standards that assure the health, safety,
general welfare, aesthetics, and image of the community. Special events can include but
are not limited to concerts, car shows, races and walks, parades, and festivals.
(2)Findings. The City recognizes that temporary outdoor events, sidewalk sales, seasonal
sales, and special events play an important role in the success of businesses and in fostering
an active, integrated, and appealing community. The City finds it necessary for the
promotion and preservation of the public health, safety, welfare and aesthetics of the
community that the location, size, and appearance of temporary outdoor events, sidewalk
sales, seasonal sales, and special events be controlled. Further, the city finds that:
1
a. Temporary outdoor events, sidewalk sales, seasonal sales, and special events are an
integral component of economic development;
b. Temporary outdoor events, sidewalk sales, seasonal sales, and special events have a
direct impact on and a relationship to the image of the community;
c. Temporary outdoor events, seasonal or sidewalk sales activities may present an
obstacle to effective firefighting and other emergency services by blocking necessary
exits, fire lanes, or turnaround areas;
d. Uncontrolled and unlimited temporary outdoor events, sidewalk sales, seasonal sales,
and special events can adversely impact the image and aesthetics of the community and,
thereby, undermine economic value and growth.
e Uncontrolled temporary outdoor events, sidewalk sales, seasonal sales, and special
events may conflict with existing and neighboring uses.
f. Temporary outdoor events, sidewalk sales, seasonal sales, and special events can
exceed the City's capacity to provide municipal services. These municipal services
include, but are not limited to, sanitary facilities, fire, police, and utility services.
Regulation is needed to ensure that the health, safety, and general welfare of the
community are not negatively impacted.
(3)Permit Required. No person shall sponsor, host, or organize a temporary outdoor event,
sidewalk sale, seasonal sale, or special event without the relevant permit issued pursuant to
this section.
a. A temporary outdoor event permit shall be required for an activity which will be
entirely confined to the applicant's property, will last no longer than seventy-two hours,
and is not reasonably expected to impact traffic,parking, public safety, or other
municipal services. Typically, temporary events and sidewalk sales requiring an
outdoor location would require this permit.
b. A seasonal sales permit shall be required for a commercial activity which will be
entirely confined to the applicant's property, will last longer than seventy-two hours,
and is not reasonably expected to impact traffic,parking, public safety, or other
municipal services. Typically, seasonal sales requiring an outdoor location would
require this permit.
c. A special event permit shall be required for an activity which will require the use of
public spaces or services, other than the rental of park shelters, or which is reasonably
expected to impact traffic, parking, public safety, or other municipal services.
(4)Exemptions. The following events shall not require a permit under this section:
a. Indoor events not reasonably expected to impact traffic, parking, public safety, or
other municipal services.
b. Non-commercial private events, including but not limited to, weddings, wedding
receptions, anniversaries, birthdays, family reunions, funeral processions, and
graduation parties.
c. Assembly events on the grounds of any school, playground, city or county park,
place of worship, hotel conference center, stadium, athletic field, arena, auditorium,
or similar place of assembly that are not reasonably expected to impact traffic,
parking, public safety, or other municipal services.
2
d. Events for which a Public Gathering Permit has been issued as provided for in Sec.
14-58, provided that the event is entirely confined to a city park and cannot be
reasonably expected to impact traffic, parking, public safety, or other municipal
services.
e. Community Events:
i. Fourth of July Carnival and Parade
ii: Homecoming Parade
(5)Application for permit. The applicant shall submit an application for the relevant permit
to the City Manager or their designee. Applications for temporary outdoor events and
seasonal sales permits shall be submitted on forms provided by the City at least ten business
days prior to the date of the requested activity. Applications for special events shall be
submitted on forms provided by the City at least sixty days prior to the date of the requested
activity. They City Manager or their designee may waive the ten or sixty-day requirement if
they find extenuating circumstances require a shorter review period. Included with
application should be:
a. A signed letter of permission from the owner of the property, if different than
applicant, starting that the applicant has permission to conduct the event.
b. A concise statement describing the purpose and nature of the activity, description
of any commercial activity, dates and times of operation, number of employees or
volunteers involved, estimated number of attendees, provisions for on-site parking
and security, and any other pertinent information required by the City Manager or
their designee to fully evaluate the application
c. A site plan or aerial photo of the property showing sufficient detail to evaluate the
event's location and the placement of any temporary structures associated with the
event. The City Manager or their designee may require a copy of an approved site
plan, drawn to scale, or an "as-built" survey, which accurately represents existing
conditions on the site, including entrances and exits, and bona fide parking and
driving areas, and which accurately indicates any proposed temporary structures,
including tents, stands, chemical toilets and signs, when, in their judgement, such a
plan is necessary to properly evaluate the permit.
d. An accurate floor plan of any building on the property, when, in the judgment of
the City Manager or their designee, such a plan is necessary to properly evaluate the
location of the activity and the effectiveness of building entrances and exits.
e. Proof of liability insurance. The certificate of insurance must name the City, its
officials, employees, and agents as additional insured. The limits of insurance will
not be less than: one million dollars ($1,000,000.00) each occurrence; two million
dollars ($2,000,000.00) general aggregate. The City may waive or reduce this
requirement in the event that:
1. The applicant signs a verified statement that the required insurance
coverage cannot be obtained; or,
2. The City Manager or their designee determines that the insurance
requirements are in excess of the risk presented by the proposed activity.
f. Applications or valid permits for all regulated activities associated with the event
including,but not limited to, loudspeaker or similar device, temporary lifting of no
3
parking requirements, street closures for neighborhood events, race addendum and
those required for the sale of produce, prepared food, and/or alcohol.
g. If applying for a special event permit the applicant shall also provide:
1. A list of public spaces or services the event requires.
2. A statement detailing the event's expected impact on traffic, parking,
public safety, and any other relevant public services. A detailed plan for how
the applicant will manage and mitigate these impacts shall also be included.
i. A nonrefundable fee which shall be imposed in accordance with the fee schedule
established by the City Council. The intent of this section is to recover costs
associated with administering the ordinance from which this section derives. Permit
fees shall reflect the costs of reviewing and processing permits, as well as costs
associated with periodic enforcement activities and compliance checks.
(6)Procedure. The application will be processed as follows:
a. The City Manager or their designee shall review applications for administrative
permits and shall determine if the proposal is in compliance with all applicable codes,
ordinances, and the specific standards for temporary outdoor events, seasonal sales, or
special events as set forth in this section. The application shall also be reviewed by the
public safety department and any other appropriate review agencies.
b. If the proposal is in compliance with all applicable codes, ordinances, and the general
and specific standards for temporary outdoor events, seasonal sales, or special events as
set forth in this section, a written permit shall be issued to the applicant. Any conditions
necessary to assure compliance with applicable codes, ordinances, and the standards in
this section shall be attached to the permit.
c. If the City Manager or their designee finds grounds for denying the permit, these
findings shall be communicated to the applicant and the application for the permit shall
be considered denied; unless, within ten days of the date of such notice, the applicant
submits revised plans and/or information with which brings the proposal into
compliance.
d. If the City Manager or their designee deny an application for a temporary outdoor
event, seasonal sale, or special event, the applicant may appeal the decision to the City
Council. Such an appeal must be submitted to the City Manager in writing no later than
ten days from the date of the decision.
(7) Grounds for Denial. A sales or event permit application may be denied if based on the
application and other relevant information, the City finds that:
a. Information contained in the application or otherwise submitted by the applicant is
false or insufficient to allow for an effective evaluation of the proposed sale or event.
b. The applicant fails to provide required or requested supplemental information after
having been notified by the City that additional documentation is required.
c. The applicant fails to agree to all conditions and terms of permit.
d. The applicant has outstanding fees due to the City, unresolved code enforcement or
noncompliant building permit issues, has violated the terms and conditions of a
previously issued sale or event permit, or has had a previously issued sale or event
permit revoked by the City.
4
e. The type of sale or event is not permitted by zoning or other statute.
f. The time, hours, location, size, or nature of the sale or event will substantially disrupt
or burden traffic, parking, public safety, or other municipal services and the City does
not have sufficient resources to mitigate these impacts.
g. The location or time of the sale or event conflicts with previously scheduled sales or
events, and the City does not have sufficient resources available to adequately support
both sales or events and/or normal operation of the City.
h. The location of the sale or event would interfere with construction or maintenance
work scheduled to take place upon or along public property or right of way.
i. The location of the sale or event would cause undue hardship for adjacent uses.
j. The sale or event is likely to endanger public safety, health, or property.
k. The applicant does not have the required liability insurance.
(8)Permit Conditions. The City may place conditions on the time, place, and other aspects
of any sale or event allowed by this section as deemed necessary to mitigate the activity's
impact on traffic, parking, public safety, or other municipal services. These conditions may
include, but are not limited to:
a. Changing the date(s), time(s), route, or location of the proposed activity.
b. Removing or altering an aspect of the activity which cannot be mitigated
sufficiently to ensure public safety and welfare, or which causes liability to the City.
c. Alterations to the traffic control or safety/emergency plan.
d. Limiting the activity's maximum attendance.
e. Restricting the sale or consumption of food or alcohol.
f. Removal of advertising/promotional materials.
g. Requirements for the cleanup and restoration of any public property.
i. The applicant may be required to provide the City with an escrow in order
to guarantee the cleanup and restoration of public property. The amount of the
escrow shall be determined by the Engineering Department for potential
impacts to streets and areas with the City Right of Way and by the Park and
Recreation Department for potential impacts to parks and trails.
h. Requirements for appropriate sanitation facilities, waste receptacles, and
availability of potable water.
i. Requirements designed to ensure compliance with applicable local, state, and
federal laws.
j. Any other conditions which the City deems necessary.
(9) Limitations; general conditions.
a. All activities allowed by this section:
i. The site shall be cleared and all remaining debris removed from the sales or
event site on the last remaining day of the permit.
ii. Acceptable space for off-street parking and traffic circulation generated by
the use must be provided. Curb and gutter with drive approaches is desired to
provide safe turn movements.
5
iii. Lighting shall be compatible with surrounding adjacent uses.
iv. Signage should be limited to window signs, and one outdoor sign no
greater than 24 square feet. Other signage for purposes of traffic direction and
control may be authorized by the City Manager or their designee.
v. Front yard, side yard, and rear yard setbacks shall be a minimum of ten
feet.
vi. All other pertinent city and state permits must be obtained.
vii. The approved permit shall be kept on the premises for the duration of the
activity.
viii. No outdoor speaker system shall be allowed without permission from the
City.
b. Temporary outdoor events:
i. Shall be permitted for the period specified in the administrative permit.
ii. Shall not exceed 15 days per calendar year per property or center.
iii. Shall have a maximum duration of three days.
c. Seasonal sales:
i. Permitted temporary outdoor sales activities are limited to the following:
1. Christmas tree sales.
2. Seasonal Holiday Markets
3. Seasonal Produce Stands
ii. Shall be for the period specified in the administrative permit.
iii. Shall not exceed 120 days per calendar year per property or center.
iv. There shall be no more than three sales activities per year per property or
center.
d. Community events:
i. Shall be permitted for the period specified in the administrative permit.
ii. Shall have a maximum duration of seven days.
iii. There shall be no more than four community event permits issued per
property or center per calendar year.
(10)Administration and enforcement.
a. The City may inspect the property on which the sale or event is being held before the
start of the sale or event and/or during the sale or event to verify compliance with the
provisions of this section or any permit conditions.
b. The City Manager or their designee may, upon written notice, suspend or revoke the
sale or event permit of any person who violates any of the provisions of this section or
any of the conditions of the permit.
c. Any sale or event permit issued may be summarily revoked by the City's chief law
enforcement officer or fire chief at any time when by reason of an emergency, the law
enforcement officer or fire chief determines that the safety of the public or property
requires such revocation.
6
d. If, at any time, a permit under the provisions of this section is suspended or revoked,
it shall thereafter be unlawful for that person or organization to operate, open, maintain,
manage or conduct any temporary outdoor event, seasonal sale, or special event.
e. Violation of an issued permit or the provisions of this section may be grounds for
denial of future permit applications during a calendar year.
(Ord. No. 511, § 1, 10-11-10)
7
From: Ruegemer,Jerry
Sent:Tuesday, September 27, 2016 9:22 AM
To:Walters, MacKenzie<MWalters@ci.chanhassen.mn.us>
Subject: RE: Races in Chan
MacKenzie,
Just a follow up with our conversation yesterday. Here's the number of races/events that have
happened or will be happening in 2016.
1. Bluff Creek Elementary—Color Run
2. Chanhassen Elementary—Color Run
3. Minnetonka Middle School West—Color Run
4. St. Hubert School Marathon
5. Lifetime Fitness—New Year's Day
6. Lifetime Fitness—Employee Fun Run/Walk
7. Community Events—Turkey Trot
8. Pinky Swear Triathlon
9. Minnetonka Triathlon
10. Tour De Tonka—Bike Event
11. Chapel Hill Academy—5K
12. Bluff Creek Elementary-5K
13. Bailiwick Running Event
14. St. Patrick's Day Running Event
Let me know if you have any questions.
Thanks.
Jerry Ruegemer
Recreation Superintendent
City Of Chanhassen
9-30-2016 Interdepartmental Meeting on Special Events
Meeting Summary
Representatives from the Parks, Planning, Engineering, Fire, Administration and Police
departments met on September 30, 2016 to discuss how the existing ordinances,processes, and
policies regarding special events have been working and could be improved. Planning presented
a draft rewrite for the code and examples of other community's permit applications and
guidelines which served as the base for the discussion. The general consensus was that the
current system needs to be overhauled and the City needs to determine how it wants to deal with
larger events organized by outside entities.
Meeting Notes
Changes to make to drafted code:
1) Change Community Development Director or Designee to City Manager or Designee.
2) Change Community Event to Special Event
3) Codify list of Community Events that receive special treatment.
a. Fourth of July
b. Schools- Could I get a specific list of events?
c. Others-Again only been here 3 months, are there other big event we should list?
4) Add provision to waive timeline/other requirements in emergency/special situations
5) Increase Special Event timeline to 60 days (Need for police contracts)
6) Escrow requirement for parks/public infrastructure impacted by event
a. Will need thresholds (number/intensity) and rational.
Changes to sort out(near term):
1) Community Events (how to treat)
a. Codify exemption?
b. Establish set amount City pays towards costs?
2) Preferential systems
a. Resident v. Outsider
i. Fee break?
b. Profit v. non-profit
i. Are we willing to waive certain requirements for non-profits?
ii. Do we want to set an amount City would pay/waive for services?
3) Notification requirements
a. When to require?
b. Who to notify?
c. How much weight do we give adjacent land uses concerns?
4) Engineering Permits
a. Do we want to create new admin permits for street/lane closures/temp no parking
zones?
b. De we want to codify existing admin permits?
5) Park Permits
a. How does public gathering permit work with this?
b. Do we want to allow for the closing of parks? If so which,parks and under what
circumstance?
6) Establish fee table
a. What services are required?
b. What are price of services?
7) Races
a. Hard limit?
b. Threshold where can only use designated race route?
8) Determine which departments should be involved with which permits.
Changes to sort out(long term)
1) Tracking system
a. How to deal with updates/changes.
b. Easier way to figure out where permit is.
� Y 0
0CITY OF Temporary Sales/Event
CHANHASSEN Permit Application
4 HAS% $50 Fee
For office use only
Date Received Engineering Review Fire Review Building Review
Sheriff Review Planning Review Other Review
Approved by: Date Approved:
Application Fee Paid: ❑Check# 0 Credit Card(last 4 digits) ❑Cash(Receipt#)
Parcel Identification No. Legal Description
In order to allow sufficient time for an appeal from a permit denial,it is recommended that applications be filed at least ten(10)days prior to the event.
Section 1: Event Details
Type of Event: D Christmas Tree Sales ❑ Promotional Event(Open House, etc.) 0 Sidewalk Sales
D Temporary Food & Beverage Sales ❑ Seasonal Produce Stands (NOTE: Additional permit may be
necessary. Contact the MN Dept. of Agriculture at 651-201-6000 or visit their web site at http://www.mda.state.mn.us/)
Name of Applicant:
Address:
Street City State Zip
Phone: ( ) Alternate Phone: (
Fax: ( ) Email:
Event Title/Purpose:
Event Location:
Address:
Street City State Zip
Phone: ( ) Alternate Phone: (
Fax: ( ) Email:
Date(s)of event: Time(s)of event:
Number of people participating/attending: Type of merchandise:
Number of employees/workers:
Provisions for parking and security:
Continue to Page 2
City of Chanhassen Temporary Sales/Event Permit Application
Page 2
Will there be sound amplification equipment? ❑ Yes ❑ No (NOTE: Additional permit is necessary)
If yes, describe:
Will food be served at the event? ❑ Yes ❑ No (NOTE: Additional permit may be necessary. Contact
If yes, describe: the MN Dept. of Health at 651-201-4500 or visit their web site at
http://www.health.state.mn.us/divs/eh/food/license/specevent.html
Will alcohol be served at the event? ❑ Yes ❑ No (NOTE: Additional permit is necessary and food
If yes, describe: service is required by the same vendor serving alcohol)
Will there be signage at the event? ❑ Yes ❑ No (NOTE: Additional permits may be necessary)
If yes, describe:
Other pertinent information:
Please attach a site plan or survey which accurately represents existing conditions on the site including:
• Entrances and exits
• Parking and driving areas
• Proposed location of temporary structures including tents, stages, booths, first-aid/relief stations, dumpsters,
portable toilets, sound amplification equipment, etc.
• Proposed location of sign
• Other information if deemed necessary
Section 2: Property Owner
Name of Property Owner:
Contact:
Address:
Street City State Zip
Phone: ( ) Alternate Phone: (
Fax: ( ) Email:
Notice
I have familiarized myself with the Chanhassen City Code Chapter 20-964(Temporary Outdoor Sales)and subsequent ordinance amendments
pertaining thereto,and will abide by the provisions contained therein.
I declare that the information I have provided on this application is truthful and I understand that falsification of answers on this application will result in
denial of the application. I authorize the City of Chanhassen to investigate and make whatever inquiries are necessary to verify the information provided.
Applicant's printed name Applicant's signature Date
Property owner's/Manager's printed name Property owner's/Manager's signature Date
g:\plan\forms\permits\temporary sales-event.doc
,. ltwater
EVENT PERMIT APPLICATION
INSTRUCTIONS
� B F ' N .. A ! D. M I N N I • 0 ! A
The City of Stillwater encourages events and would like to help make them run smoothly. In doing so, it is
important to balance the probable impacts of the event on the community with the desires of the event
participants. Some events may include street closures, amplified music,admission charges, sale of goods or
services or have a large number of people. To improve the chances of having a successful event and maintain
the quality of life for the surrounding community,these activities require permits to give City departments,
Commissions or the City Council the opportunity to review the plans with an eye toward the goal of balance.
There are 4 steps to completing the application—These steps will assist you in completing the application and
obtaining your permit. Please review each step carefully. Incomplete applications or late applications will be
returned to the applicant.
Step 1— Determine which threshold your gathering will fall into.
If your gathering does not fit into any one of these three thresholds,you do not need to complete the
application process. If the gathering will use a public park, Contact the Parks Department for further
reservations.
Event Special Event Special Event with Contract
Your gathering is an event when Your gathering is a "special event" An event requires a contract
any one of the following applies: when any one of the following applies: with the city if:
Closure of street Closure of street Overtime of city employees is
One block of a residential street is One block of a residential street is necessary, OR extra paid
closed for 5 hours or less closed for more than 5 hours personnel are necessary, OR
Or Or extra-ordinary city employee
Any portion of a commercial More than one block of a residential support or city materials are
street is closed for 2 hours or less. street is closed (any length of time) necessary, OR any out-of-
Or pocket expenses are incurred
Any portion of a commercial street is by the city.
closed for 2 hours or more.
Public parking lot use Public parking lot use
1 to 9 spaces in a public parking 10 or more spaces in a public parking
lot are reserved. lot are reserved.
Street use Street use
The event has a route on a public The event has a route on a public
street(s), such as races,walks, or street(s) (such as a race,walk or
parades. parade)that requires street closure,
traffic control,street sweeping, or the
use of"no parking signs" along the
route.
Number of people in a park
250 or more people are expected
at a time in a public park. *
*Note:Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold.
Page 1 of 6
Step 2— Checklist for Completing Application
Once you have completed Step 1 and have determined the type of gathering you are planning,follow
the appropriate checklist for that type. City Staff will verify your gathering type.
Be sure to check availability of dates to hold your event within the City of Stillwater by calling 651-
430-8837 before submitting your application.
"Event"Check list:
1. Submit a complete Events Permit application form to the City with a site layout plan of the
event.
2. Application Deadline: Submit application at least 30 days before the event.
3. No application fee is required.
4. Event Permit application is reviewed by City staff and prepared for issuance.
5. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If
requested by the event organizer,the permit could be mailed or sent via email.
"Special Event"Check list:
1. Submit a complete Events Permit application form to the City along with:
a. A$50 non-refundable application fee.
b. Site plan—must provide a detailed site layout of the event.
c. A notification flyer(if applicable)—see item#4 for more information.
2. Application Deadline: Submit application at least 60 days before the event.
3. City staff will review the Event Permit application for completeness.
4. If the event does not occur completely within a public park,the organizer must submit a flyer to
be distributed as a public notification to all properties immediately adjacent to the event
location. The flyer must be submitted with the application. Items to include on flyer are: name
of event, location of venue,date of event,time of event, list any closure of streets (including
times)and contact information for questions.
5. City staff will review the notification flyer submitted by the organizer. When flyer has been
approved by City staff,the event organizer distributes the flyer to all households and businesses
immediately adjacent to the event venue. This flyer must be distributed at least seven days
before the event.
6. City staff will route the Event Permit application to the Parking Commission for review and
comments if ten or more public parking spaces are requested and to the Park Commission for
review and comments if Lowell Park is to be used in whole or in part by the event.
7. The City Council will consider comments from City staff and the applicable Commissions and
take action on the requested Event Permit application.
8. City staff will prepare the Event Permit for issuance.
9. Any additional fees will be due 3 weeks prior to event.
10. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If
requested by the organizer,the permit could be mailed.
"Special Event with Contract"Check list:
1. Submit a complete Events Permit application form to the City along with:
a. A$100 non-refundable application fee.
b. Site plan—must provide a detailed site layout of the event.
c. A notification flyer—see item#4 for more information.
Page 2 of 6
d. The estimated cost of producing and mailing a neighborhood meeting notice (as
estimated by City staff).
2. Application Deadline: Submit application at least 60 days before the event.
3. City staff will review the Event Permit application for completeness.
4. City staff will review the notification flyer submitted by the organizer with the application
materials. Items to include on the flyer are: name of event, location of venue, date of event,
time of event, list any closure of streets (including times) and contact information for questions.
5. When flyer has been approved by City staff,the event organizer distributes the flyer to all
households and businesses immediately adjacent to the event venue. This flyer must be
distributed at least seven days before the event.
6. Two to four weeks after the completed application is submitted to the city, but no later than
three weeks prior to the event,the City will hold a neighborhood meeting for public comment.
The neighborhood meeting must be held prior to consideration of the permit request by any of
the applicable Commissions or the City Council.
7. Notices for the neighborhood meeting will be prepared and mailed by the City to immediately
adjacent property owners of the venue. (Note: Any permit request for an event that was held
in 2010 that is not being changed substantially in 2011 or subsequent years is considered
"grandfathered". A"grandfathered" contract event is not required to have a neighborhood
meeting.)
8. City staff will route the Event Permit application to the Parking Commission for review and
comments if ten or more public parking spaces are requested and to the Park Commission for
review and comments if Lowell Park is to be used in whole or in part by the event.
9. A$500 park impact fee may be required by the Park Commission if they find that the event has
the likelihood of impacting a park beyond "normal wear and tear".
10. City staff will meet with the event organizer to draft a contract for event services.
11. The City Council will consider comments from City staff,the applicable Commissions,the
recorded public testimony from the neighborhood meeting and take action on the requested
event permit and draft contract.
12. City staff will prepare the Event Permit and signed contract for issuance.
13. Any additional fees will be due 3 weeks prior to event.
14. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If
requested by the organizer,the permit could be mailed.
15. A post-event questionnaire will be offered to residents and local businesses on the city's
website. The comments will be tabulated and given to the event organizer within 30 days of the
event and the results will be included in the review of the subsequent year's permit request
Step 3— Review Policies and Fees
The following are the policies and fees for holding an event in the City of Stillwater. All fees will need to
be submitted three weeks prior to event.
Application Submittal Deadline and Fee—Any application that is incomplete or submitted after the
required submittal date will be returned to the applicant. Check availability of dates to hold your event
within the City of Stillwater by calling 651-430-8837 before submitting your application.
• A gathering determined to be an "Event" must complete and submit an application 30 days prior
to the event. No application fee is required.
Page 3 of 6
• A gathering determined to be a "Special Event" must complete and submit an application 60 days
prior to the event and submit a$50 non-refundable application fee.
• A gathering determined to be a "Special Event with Contract" must complete and submit an
application 60 days prior to the event and submit a $100 non-refundable application fee.
Alcohol Regulations—A permit is required for having alcohol at events. See below for more information.
Police Officer Requirement: If more than 75 people are in attendance of an event, a police officer
will be required. Contact the Police Department at 651-351-4900 to arrange for an officer and
payment.
A Consumption Permit is required for any alcohol consumed on public property using any type of
alcohol (wine,strong beer,3/2 beer or liquor). Any alcohol sold or given away during an event
must obtain a Temporary Liquor License. A Consumption Permit fee is$35. Contact 651-430-
8837 to obtain a permit.
Temporary Liquor License is required if the event is selling or giving away liquor in the course of the
event. The fee for a Temporary Liquor License is$25/day. The license application process is
handled by the Administration Department, contact 651-430-8802 to apply. There are two
types of Temporary Liquor Licenses:
3.2 beer Temporary Liquor License:A club or charitable, religious or non-profit organization
may be issued a temporary 3.2 beer license subject to the terms (see below)set by the city.
On-sale spirits,wine and beer Temporary Liquor License:A club or charitable, religious or
other non-profit organization in existence for at least three years may be issued a temporary
license for the on-sale of intoxicating liquor in connection with a social event within the
city/county sponsored by the licensee.The license may not be for more than four(04)
consecutive days.This permit must be approved by the City Council 30 days before the
event and staff will submit to the Minnesota AGED.
Terms:
■ A temporary liquor license must be approved by the City Council and the State of
Minnesota Alcohol &Gambling Control Division 30 days prior to the event.
■ Liquor will be confined to a specific area of the event,fencing will be required and a
Police Officer(s)as determined by the Police Department.
■ Any service of liquor will require server training by either the Stillwater Police
Department or an affiliation recommended by the Stillwater Police Department.
Certification of Server Training is a required submittal prior to receiving the temporary
liquor license (3.2 or on-sale).
Event Notification Flyer—A gathering determined to be a "Special Event"that does not occur
completely within a public park or a gathering determined to be a "Special Event with Contract"
must submit a flyer to be distributed as a public notification to all properties immediately adjacent
to the event location. The flyer must be submitted with the Event application. City staff will review
the flyer submitted with the event application. When approved by City staff,the event organizer
distributes the flyer to all households and businesses immediately adjacent to the event venue at
their own cost. This flyer must be distributed at least seven days before the event. Items to include
on the flyer are: name of event, location of venue, date of event,time of event, list any closure of
streets (including times)and contact information for questions. The event organizer is responsible
for cost of producing and distributing the flyer.
Page 4 of 6
Materials—Since event use of materials owned by the city(e.g. barriers, cones,signs) creates wear and
tear on those materials,that use must be paid for by the event organizer. As long as the equipment
and services are appropriate for the event and the event can be run safely in the estimation of city
staff,the organizer could contract for services and materials elsewhere. City staff will review
application and may adjust how many materials will be required for the event.The fee schedule for
city materials is:
Picnic Tables $10.00/table/each day of event
Orange Fencing $2.50/lineal foot
Trash Containers $8.00/container/each day of event
Refuse Collection Cost of staff time
Portable toilets $60/event/unit
Portable toilet—Handicapped $150/event/unit
Electrical use(Parks, except Lowell Park) $10.00/each day of event
Electrical use (Lowell Park) $20.00 per elec. box/each day of event
Barricade 4'to 12' $2.00/barricade/each day of event
Barricade 4'to 12'with flasher $5.00/barricade/each day of event
Drums $1.00/drum/each day of event
Reflective Cones $1.00/cone/each day of event
Traffic Sign on stand $2.00/sign/each day of event
PD No Parking Signs $1.00/sign/each day of event
Neighborhood Meeting Mailing Costs—A gathering that meets the threshold for a "Special Event with
Contract"will be required to hold a public meeting to receive input from the surrounding
neighborhood. This meeting must be held three weeks prior to the event. Notices for the
neighborhood meeting will be prepared and mailed by the City to the immediately adjacent
property owners. The organizer will pay for the cost of mailing notices (first class postage,
letterhead,envelopes)for the public input meeting.
Parking Space Usage Fee
Downtown Parking Rates-Peak Season(May through September)
Weekday(Mon-wed) Weekend/Holiday(Thurs-Sun)
Lot 1 $15/day/space1 $15/day/spacer
Lot 2 $9/day/space2 $9/day/space2
Other paved city lots $1.50/day/space3 $3/day/space3
Unpaved city lots $1/day/space3 $1.50/day/space3
On-street parking(except on Main Street4) $9/day/space $9/day/space
Downtown Parking Rates-Off Season(October through April)
Weekday(Mon-Thurs) Weekend(Fri-Sun)
All lots: 3 hours or less Free, but must be approved Free, but must be approved
by Parking Commission by Parking Commission
All lots : >3 hours $1.50/day/space $1.50/day/space
On-street parking(except on Main Street4) $3/day/space $3/day/space
'Partial day use(or reservation)will incur only a partial day fee as follows: 0-4 hours=$5;>4 but<8 hours=$10;more than 8 hours=$15.
2 Partial day use(or reservation)will incur only a partial day fee as follows: 0-4 hours=$3;>4 but<8 hours=$6;more than 8 hours=$9.
3 This rate applies whether the space is used(or reserved)for a partial or full day.
4 On-street parking spaces cannot be reserved on Main Street.
Page 5 of 6
Park Usage Fee—Standard park reservation and facility use fees (described below)will be required
along with a $100 refundable damage deposit.
• Amenities such as picnic shelters, pergola or gazebos: $50/day for Stillwater city residents or
$100/day for non-Stillwater city residents.
• Park Open Space: no cost for Stillwater city residents or$50/day for non-Stillwater city residents.
• Pioneer Park Bandshell or Lowell Park Amphitheater: $125 fee for resident or non-resident.
• Contact the Park Department for Teddy Bear Park Building rates.
• A$500 Park Impact Fee may be charged for a gathering that meets the definition of a "Special
Event with Contract". Park Commission may require this fee if they find that the event has the
likelihood of impacting a park beyond "normal wear and tear".
• $750 refundable irrigation damage deposit is required for any park having irrigation.
• $50 refundable deposit for water shut off key if needed.
Police Services—The Stillwater Police Department will determine the number of Police Department
employees and/or Police reserves needed for an event. (Reserves will not be hired in lieu of
employees, but as a supplement to employee staffing). The Stillwater Police Department retains the
right to require more services than requested if determined to be necessary. Fees for the Police
Department employees will be charged at the on-duty overtime rate per employee;with a two(2)
hour minimum. Fees for the Police reserves will be charged at$15/hr per reserve with a two (2)
hour minimum. The total estimated cost will be invoiced and paid to the City of Stillwater prior to
the event.
Out-of-pocket Expenses—Fees for city services will be limited to the city's out-of-pocket expenses. Out-
of-pocket expenses include such things as overtime pay for city employees,equipment that the city
would need to rent for the event, office supplies, pertinent supplies (e.g. postage, letterhead,
envelopes),and any contracted services.
Step 4—Complete Application
Complete the Events Permit application and submit the items on the checklist in Step 2. Make sure you
have everything included and don't miss the deadline. For any questions regarding the application
process contact 651-430-8837.
Submit completed application packet to:
Attn: Beth Wolf or:
City of Stillwater email to: bwolf@ci.stillwater.mn.us
216 N.4th Street fax to:651-430-8810
Stillwater, MN 55082
Other Contact Information:
City of Stillwater,
Administration 651-430-8800
Fire Department 651-351-4950
Police Department 651-351-4900
Public Works Department 651-275-4100
Lakeview EMS 651-430-4621
Department of Natural Resources 651-259-5875
Minnesota Department of Transportation 651-234-7500
Washington County(events) 651-430-4313
Washington County Health Department 651-430-6698
Page 6 of 6
__ Cottage
Grove
ere Pride en6 Ptd,penty Meet
City of Cottage Grove
SPECIAL EVENT APPLICATION
Return To: Caron Stransky, City Clerk cstranskv(&..cottaae-grove.orq
City of Cottage Grove—12800 Ravine Parkway Phone: 651-458-2814
Cottage Grove, Minnesota 55016 Fax: 651-458-2897
This application must be completed, signed and forwarded to the City Clerk Office at least sixty(60)days prior to the first
da of the event. Please t .e or srint information clear) and attach detailed mass, la outs and additional information.
1. EVENT INFORMATION
EVENT NAME:
Expected Daily Attendance
EVENT DATES HOURS OPEN UNTIL CLOSING At Any One Time
EACH DAY Participants Volunteers,
Staff,Spectators
Day 1 Day: Date: Start Time: End Time:
Day 2 Day: Date: Start Time: End Time:
Day 3 Day: Date: Start Time: End Time:
Day 4 Day: Date: Start Time: End Time:
Day 5 Day: Date: Start Time: End Time:
Total Attendance:
Event Set Up Start: Event Take Down Complete: (Add all rows&columns)
Start Day/Date: Start Time: End Day/Date: End Time:
EVENT Describe in detail, include address-ATTACH REQUIRED MAP, SEE PAGE 2
LOCATION:
2. APPLICANT INFORMATION
Sponsoring/Producing
ORGANIZATION NAME: i
Street Address
Mailing Address,
City, State, Zip City, State,Zip
iil
Name: Name:
Applicant CoJ
nsite Event St
Title: oordinator: Title:
Phone: Cell: Phone: Cell:
Email: Email:
Organization/Event Website: http://www.
Name of Property Owner:
(if different than applicant)
Version 03/17/15 Special Event Application Page 1 of 7
3.EVENT DETAILS
Has this event been produced before? Is this an annual event? Previous Name(s)of event: How many
['Yes El No ['Yes ❑ No years?
Are there any changes from Describe Changes:
previous years? ❑Yes ❑ No
Select all that apply ❑ Indoor ❑ Outdoor
El Bicycle [' Fireworks ❑ Protest/Rally
El Camping El Fundraiser ❑ Run/Walk
❑ Car Show ❑ Haunted House/Corn Maze ❑Tournament
Event ❑ Concert/Performing Art ❑ Parade/Procession ElTriathlon/Marathon
Type: El Festival/Fair/Block Party El Other:
Is this event public? If open to the public, please check all methods by which the event is advertised:
❑Yes ❑ No ❑TV ❑ Radio [' Internet ❑ Billboards ❑ Posters ❑ Advance Ticket Sales
Is this event private?
ID Yes ❑ No Li Other:
Describe the logistics and set up of your event. Attach additional documents if necessary:
Event
Set up:
Event
Purpose:
Maps are required for the overall event layout as well as any separately fenced areas such as
beer/wine gardens or contained areas as part of a parade/march route.
Map As a general rule, maps must include: Surrounding street names, directional arrow, twenty-foot(20')fire
Required: lanes, fencing/barriers, street closure points, barricades, bleachers, booths, canopies/tents, cooking areas,
generators, vehicles, beer gardens, number and dimension of entrances/exits, start/finish lines, routes with
directional arrows, fire extinguisher locations, safety and first aid stations, parking areas, special lighting,
trash containers, etc.
Select all that apply (Show all equipment on your attached map)
❑ Staging/Scaffolding 0 Statues or Structures ❑Signage#
❑Amplified Sound 0 Large Inflatable Balloons/Toys (Incl.size and location on map)
❑ Lighting ❑ Hand Washing Stations-# ❑Tents/Canopies#
❑ Fireworks ❑ Portable Restrooms Tent Size(s):
❑ Generators
Please list the outside companies/vendors that you are using for any of the checked boxes above.
Equipment/ A complete list of vendors must be submitted at least 30 days prior to your event.
Set up:
BUILDING PERMITS: Please contact the Cottage Grove Building Department for permitting
requirements at 651-458-2804.All Contractors must be licensed.
Special Events may require building permits.
• A tent greater than 750 square feet requires a building permit
• Staging greater than 30" high off the finished level requires a building permit
• Electrical permits required for all electrical including generators
Version 03/17/15 Special Event Application Page 2 of 7
4. PARKS
Events held on City of Cottage Grove property require a separate Facility Use Permit with additional fees. Please familiarize
yourself with the Facility Use Permit application and brochure to understand the conditions, limitations and fees for events
on city owned property.
Will your event be completely Park(s) requested:
contained/held in a City of Cottage Have you completed a Facility Use
Application
Grove Park? El Yes ❑ No . ❑ Yes El No
5. FEES & PROCEEDS
Admission/Participation Fee? ❑ Yes ❑ No Amount? $ Will you have vendors making sales? ❑ Yes ❑ No
Items to be sold: ❑ Food ❑ Beverages ❑ Merchandise El Services
El Other:
6. VENDORS
Does your event have vendors selling or distributing food, beverages, merchandise or services? How many?
❑Yes ❑ No
7. FOOD111
If you're planning to sell food or have food vendors at your event, Temporary Food Handler's Permits may be required for
each food vendor or sales/serving location. The Temporary Food Handler's application and fee are due at least 14 days prior
to the event. Additional requirements are available by contacting the Washington County Public Health Department at 651-
430-6655.
Do you plan to sell or serve food at How many food vendors will you have Will food be hot/cold held or cooked
your event? El Yes ❑ No at your event? onsite? ❑ Yes ❑ No
8. ALCOHOL
The sale and service of alcoholic beverages are subject to City of Cottage Grove regulations, licensing, and permit
requirements. Temporary On-Sale licenses are issued only to non-profit organizations or clubs. The City's liquor liability
limits apply to events in which alcohol is sold. Non-profit organizations must apply for a license 45 days prior to the event.
Will alcohol be sold? ❑ Yes ❑ No
Is a non-profit organization providing the alcohol services? ❑ Yes ❑ No
If yes, indicate name of non-profit organization:
If no, indicate alcohol service provider:
Public Safety Department requires a DETAILED schematic/layout of any intended beer/wine/liquor or other use
"garden" areas that depicts fencing, entrances, exits, their dimensions and maximum intended capacities. This can
be included on the ma• re•uired in Event Details on Pa•e 2.
Alcohol Service Area or Beer Garden - Days, Dates& Hours:
Date: Date: Date: Date:
Start: End: Start: End: Start: End: Start: End:
Version 03/17/15 Special Event Application Page 3 of 7
9. NEIGHBORHOOD COMMUNICATION'
If property is located within 500 feet of residential property, then the City Council shall hold a hearing on the application. At
least 10 days prior to the hearing, the City shall mail notice to each residential property owner within 500 feet of the subject
property. The City Council shall consider the application and must either approve the permit with or without conditions, or
deny the permit. The applicant shall be notified of the decision in writing.
If the property is not located within 500 feet of residential property, then the City Administrator must either approve and
issue the permit with or without conditions, or deny the permit. The City Administrator shall notify the applicant of his or her
decision in writing.
For runs, races,walks or parades, the City Council shall hold a hearing on the application. At least 10 days prior to the
hearing, the City shall public notice of the parade in the newspaper. The City Council shall consider the application and
must either approve the permit with or without conditions, or deny the permit. The applicant shall be notified of the decision
in writing.
10. AMPLIFIED SOUND/MUSIC
For events with music or amplified sound, such music or amplified sound shall terminate no later than 10:00 p.m. Sunday
through Thursday and no later than 12:00 a.m. on Friday and Saturday.
Does your event have any amplified sound or music, or entertainment? ❑Yes ❑ No
If so, please list dates and start and end times below.
What times are you requesting amplified sound? Please list dates and start and end times
below:
Date: Date: Date: Date:
Start: End: Start: End: Start: End: Start: End:
Describe desire for off-hours amplified sound:
Describe what sound will be amplified, and at what hours(e.g., 7:00am announcements, 8:00am
background music, etc.):
Describe what equipment will be used for amplified sound, and at what locations(Show on Event
Detail Map):
Off-Hours Describe schematics and direction of amplified sound (Show on Event Detail Map and attach
Amplified Sound . supporting documents as needed):
On-site event organizer personnel with authority Vendor contracted to operate sound equipment:
to control sound issues:
Company:
Name:
Name:
Title:
Title:
Cell Number:
Phone:
Version 03/17/15 Special Event Application Page 4 of 7
11. RECYCLING, COMPOSTABLES, & TRASH
The City of Cottage Grove requires vendors and organizers for special events to provide recycling
ill
collection containers for cans and plastic bottles. No glass bottles are allowed.
Are you providing collection containers for recycling,
compostables, and trash at your event?
How many collection stations are
you providing at your event?
EI
❑ No
Will you be hiring a vendor to assist in the collection?
Will you be managing your own ❑ Yes ❑ No
recycling, compostables, and waste Vendor must be a licensed hauler of the city of Cottage
Collection collection? ❑Yes ❑ No Grove. List vendor/company:
Requirements
Event organizers are responsible for managing and removing all recycling, compostables, and
waste within the area of their event, including public street cans and trash in nearby areas that is
reasonably related to the event.
Detail your plan for waste management within the event area and surrounding neighborhood(s).
•
12. STREET USE & BUS ROUTES
Barricades, traffic cones, "No Parking" signs, etc. may be required by the Department of Public Safety as part of the Traffic
Control Plan, at the expense of the permit holder and not included in the Special Event Permit Fee.
Does your event f your event requires either of these, or affects any
request any street Does your event require -treets, please include details on your attached Event
closures? reservation of street parking etail Map.
I=I Yes El No spaces? ❑ Yes ❑ No REQUIRED
Do you anticipate affecting or re-routing Are there Bus Zones within your street closure? Please list Metro bus routes:
any Metro bus routes? (include route locations on your map)
El Yes El No
What times are you requesting to close the Start Date: End Date:
streets? Start Time: End Time:
Please describe your street use. List days, hours, street names, etc.: (If closures vary by date/time &location, describe in
detail)
Off-Site Parking: ❑ Yes El No
Parking Stalls: ❑ Yes # El No
Written Agreements for Off-Site Parking: ❑Yes(Please Attach) El No
Shuttle Service:
Routes:
Buses:
Schedule:
Version 03/17/15 Special Event Application Page 5 of 7
13. PUBLIC SAFETY & EVENT MANAGEMENT PLAN
Maps are required for the overall event layout as well as any separately fenced areas such as beer/wine gardens or
contained areas as part of a parade/march route.
Public Safety will review the site map and plans. The plans should include fire prevention, emergency medical service
plans, severe weather plans, and security plans. If alcohol will be served, a plan needs to include beer/wine garden area
and method of •ro•er a•e verification.
14. FIRE 11111
City Special Events may require fire permits. The cost of these permits is not included in the Special Event Permit fee. Fire
permits may be required for tent/canopies, open flame cooking (with propane, charcoal or wood), and other uses. If your
event is reviewed at a Special Event Committee meeting, the Fire Marshal will be present to ask questions and advise you
of event requirements. If your event is not reviewed at a meeting, please contact the Fire Marshal at 651-458-2862 at least
60 days prior to your event.
15. MEDICAL
Does your event require onsite medical assistance or first For more information contact the Cottage Grove EMS
response providers standing by? Yes ❑ No ❑ Division at 651-458-2850.
16. POLICE & TRAFFIC
Special events may require the use of police officers for public safety and/or traffic control. These needs will be determined
by the Public Safety Director. Officers required for public safety may require an additional cost to the organizer.
17. INSURANCE 1111.11.
Evidence of insurance must be provided no later than thirty(30)days prior to the commencement of the event. A Special
Event Permit will not be issued until all insurance requirements have been received, verified and approved.
Liability Insurance Required: The applicant or sponsor of a special event must possess or obtain liability insurance to
protect against loss from liability imposed by law for damages on account of bodily injury or property damage arising from
the special event. A certificate of insurance must name the city, its officials, employees and agents as additional insured.
Insurance coverage must be maintained for the duration of the special event in the types and amounts as follows:
1. Commercial General Liability Insurance covering claims for bodily injury, death, personal injury or property damage
(including loss of use)occurring or arising in connection with this Agreement, including contractual liability
coverage. The limits of insurance will not be less than $ 1,000,000 each occurrence; $2,000,000 general
aggregate.
2. Workers' Compensation Insurance with statutory limits and providing coverage for any employee working the event,
even if not required by statute. Employer's Liability or"Stop Gap" Insurance with limits of not less than $ 1,000,000
each accident.
3. Business Automobile Liability Insurance covering the ownership, operation and maintenance of all owned, non-
owned and hired motor vehicles used in connection with the event, with limits of not less than $ 1,000,000 per
occurrence for bodily injury and property damage.
Waiver or Reduction of Required Limits: The City may waive or reduce insurance requirements of this section under the
following circumstances:
1. The applicant or authorized individual of the sponsoring organization signs a verified statement that it believes the
special event's purpose is first amendment expression and that the cost of obtaining the insurance is so financially
burdensome that it would constitute an unreasonable burden on the right of First Amendment expression.
2. The City determines that the insurance requirements are in excess of the reasonable risk presented by the
proposed special event.
Version 03/17/15 Special Event Application Page 6 of 7
18. SIGNATURE
The undersigned agree(s)to defend, indemnify, and hold harmless the City of Cottage Grove, Minnesota, its officials,
employees, volunteers, agents, and subcontractors from any and all liability, claims, demands, suits, losses, costs of
expenses, or any damages, including attorneys' fees, which may be asserted, claimed or recovered against or from the
Event Name)being conducted at
(Event Address)by reason of any damage to property, personal injury or bodily injury, including death, sustained by an
person whomsoever and which damage, injury or death arises out of or is incident to or in any way connected with the
performance or execution of this event.
This a. •lication is not valid without a si•nature.
Signature—Applicant
Date
By its:
Signature—Property Owner Date
❑ By checking this box I agree to all the terms and conditions that may apply to the Special Event permitting process and
agree that all information contained in this application is true and correct to my knowledge. I affirm that I am the authorized
individual to make the permit request.
All documents received for the Special Event are public documents and subject to public disclosure in accordance with state
law.
Version 03/17/15 Special Event Application Page 7 of 7