3 Special Event Permit and Application Policy
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone 952.227.1100
Fax 952.227.1110
Building Inspections
Phone 952.227.1180
Fax 952.227.1190
Engineering
Phone 952.227.1160
Fax 952.227.1170
Finance
Phone 952.227.1140
Fax 952.227.1110
Park & Recreation
Phone 952.227.1120
Fax 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone 952.227.1130
Fax 952.227.1110
Public Works
1591 Park Road
Phone 952.227.1300
Fax 952.227.1310
Senior Center
Phone 952.227.1125
Fax 952.227.1110
Web Site
www.ci.chanhassen.mn.us
8
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MEMORANDUM
TO:
FROM:
Todd Hoffman, Park and Recreation Director 1
Jerry Ruegemer, Recreation Superintendent
October 18, 2005
DA TE:
SUBJ:
Draft Special Event Permit and Application Policy
The City of Chanhassen believes that community special events are a great opportunity
to promote our city, facilities, business community, and event sponsors. Throughout
our community special event series, we hear many positive comments about our events
and we make people feel that Chanhassen is very special place to live and work.
During the past 2-3 years, the City has seen a steady increase in other community
sponsored events- by a variety of community organizations. These events include
triathlons for kids and adults, cancer and MS walks, children's health fairs, etc. The
city welcomes these individual events; however, they have been increasing every year
and it is time to look at creating a policy to ensure that the events are successful.
In the past, event organizers would approach the city with an overview of their event.
The city and event organizers would discuss the details and determine a course of
action to take. The process often would cross over city departments and include the
Carver County Sheriff's Department. Since many of these events involve pedestrians
and vehicular traffic, it is critical that the Carver County Sheriff's Department be
involved in the review and approval process.
My vision for this type of application/policy would provide the City of Chanhassen and
Carver County necessary information to assist in providing a safe environment for the
event organizers and participants. I would like to divide the special events into two
categories: Races/Parades and Other Events/Special Uses Within City Parks. An
example of a Special Use would be an advertising agency who would like to use City
facilities or parks to film commercials or other promotional events. A separate
application has been developed for each category.
RECOMMENDATION
It is my recommendation that the Park and Recreation Commission recommend the
City Council review and ultimately adopt the attached race/parade permit application
information and application forms specific to race/parades and other events/special
uses.
G:\park\jerry\Special Event Permit Policy Draft DOC
The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play.
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Race/Parade Permit Application Information
The City of Chanhassen requires that the following events complete the necessary application before
the event is considered for approval. Events requiring a permit include bicycle races; foot races; race
walk; marathons; triathlons; swimming races; parades; marches; or processions in or upon any city
street, sidewalk, trail, or city park. In addition to completing the necessary application, the following
list of specific requirements is mandatory:
1. Please make sure your application is submitted fourteen (14) business days prior to your event.
2. A $150 non-refundable filing fee shall be paid when the application is made.
3. The race/parade route must be approved by the City of Chanhassen. Please submit route map
and detailed plans with traffic flow and barricade/cone placement with completed application.
4. Applicant must contract and pay for traffic control agents or police personnel at all intersections
requiring traffic control. The amount of police personnel will be determined by the Carver
County Sheriff s Department after reviewing the applicant's traffic plan. The submitted plan
should also clearly demonstrate that adequate off-street parking for the proposed event can and
will be provided for the duration .of the event. The City and County will review the off-street
parking plan and verify its validity.
5. Applicant must contract and pay for any City services required to assist in coordinating the
race/parade.
6. Applicant will provide, install and remove barricades, signs or other equipment needed for the
event. The City does not rent equipment. Rental equipment can be obtained by the applicant
by contacting a rental equipment company.
7. Gopher State One Call must be notified to locate utilities at least 48 hours prior to driving any
stakes, etc. into the ground. Gopher State One Call can be reached at 651-454-0002.
8. Portable restrooms, if needed, are the responsibility of the applicant and must be removed
immediately after the conclusion of the event.
9. Refuse containers/dumpsters, if needed, are the responsibility of the applicant. A list of
licensed refuse haulers is available at City Hall, by calling 952-227-1100, or on the City's web
site at www.ci.chanhassen.mn.us.
Please complete the attached form and return it to:
City of Chanhassen
7700 Market Blvd.
P.O. Box 147
Chanhassen, MN 55317
Please allow fourteen (14) business days to process your application.
g:\park\jerry\Race and Parade Permit Application Info.doc
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APPLICA TION/PERMIT FOR P ARADElRACE
CITY OF CHANHASSEN
7700 MARKET BLVD., P.O. BOX 147
CHANHASSEN, MN 55317
Telephone: 952-227-1100
Fax: 952-227-1110
FOR OFFICE USE ONLY
Date Application Rec'd
Date Insurance Rec'd
Damage Deposit Rec'd
APPLICATION FOR FACILITIES USE PERMIT
Proposed Activity:
Rally
March
Filming
Television
Special Events
Other
PLEASE PRINT
Proposed Park Location: Proposed Date of Event:
Estimated Attendance: Hours of Event: (Including Set-Up/Clean Up)
a.m. or p.m. TO a.m. or p.m.
Describe the Proposed Activity:
(If additional space is required, please attach a memo including any and all pertinent information)
.
Tent/Canopy Qty:_ Dimensions: Stage*:
Please provide a diagram of
tent/canopy location(s).
Decorations (please describe) Sound SystemlBand*:
Other (Please describe):
*LIABILITY INSURANCE CERTIFICATE REQUIRED:
APPLICANT SHALL FILE A CERFICATE OF INSURANCE IN THE AMOUNT OF $1,000,000 WITH THE CITY OF
CHANHASSEN AS AN ADDITIONAL NAMED INSURED FOR THE TIME ASSOCIATED WITH THE EVENT.
Has your organization ever applied for a permit before? _Yes_No (If yes, please complete next line.)
Date of Previous Event: / / Was permit granted? _Yes_No
NAME OF ORGANIZATION, GROUP, OR FAMILY
Organization or Group:
Address: City: Zip:
Business Telephone: Fax: Cell:
Email:
PRIMARY CONTACT/OFFICIAL MAILING ADDRESS
Contact Person:
Address: City: Zip:
Business Telephone: Fax: Cell:
Home Telephone: Email:
The use of a particular park or facility may only be reserved upon filing a completed application and payment of
the designated fee or deposit. Applications are processed in the order of receipt. NO PERMIT SHALL BE
ISSUED UNLESS THE COMPLETED APPLICATION IS RECEIVED NOT LESS THAN FOURTEEN (14)
DAYS BEFORE THE PROPSED ACTIVITY.
-over-
City of Chanhassen
Application for Facilities Use Permit
Page 2
The undersigned applicant agrees:
(1) to bear all cost of policing, cleaning and restoring park property used pursuant to the permit;
(2) to reimburse the City of Chanhassen of all such costs incurred.
(3) to indemnify the City of Chanhassen and hold the City of Chanhassen harmless from any liability to any
person resulting from any damage or injury occurring in connection with the permitted event proximately
caused by the action of the applicant, its officers, employees, or agents or any person under applicant's
control;
(4) to limit all activities conducted on Park property to the terms ofthe permit; and
(5) that failure to abide by the terms of the permit or any other applicable laws, rules or regulations may
result in revocation of the permit, retention of all or a portion of the damage deposit, fines, civil liability ,
or criminal prosecution.
PAYMENT CAN BE MADE WITH A CREDIT CARD. WE ACCEPT VISA OR MASTERCARD.
Card Type: VisalMastercard Credit Card#:
Expiration Date:
Your application is not confirmed until vou have received a written confmnation from our office.
Applicant Signature:
Date:
G:\park\jerry\facilities use permit.doc
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APPLICATION/PERMIT FOR P ARADE/RACE
CITY OF CHANHASSEN
7700 MARKET BLVD., P.O. BOX 147
CHANHASSEN, MN 55317
952-227-1100
Note: An application for a parade/race permit shall be completed. Please allow not less than fourteen (14) business
days for application process before the proposed date on which it is to conduct the event.
THE FOLLOWING APPLICATION IS HEREWITH SUBMITTED TO THE CITY OF CHANHASSEN
1. Event title:
2. Event date{s):
3. Parade/race applicant information:
Name:
Address: City: Zip:
Telephone: Cell:
4. Event start time: a.m. or p.m. (circle one) Event end time: a.m. or p.m. (circle one)
5. If parade/race is proposed to be conducted for, on behalf of, or by an organization, please provide:
Name of Organization:
Name of Authorized/Responsible Head of Organization:
Address of Headquarters: City: Zip:
Telephone:
6. Parade/race chairman and person responsible for parade/race conduct:
Name:
Address: City: Zip:
Telephone: Cell:
7. Event start location:
Event end location:
Please enclose a route map with your application.
8. Approximate number of persons participating in parade/race:
Approximate number of animals participating in parade/race:
List animal types:
Approximate number of vehicles participating in parade/race:
List vehicle types:
9. Statement whether parade/race will occupy all or only a portion of the width ofthe streets proposed or to be used:.
10. Location by streets of any assembly area{s) for such parade/race:
11. Time parade/race units and participants will begin to assemble at assembly area{s): a.m. or p.m. (circle one)
APPLICANT SIGNATURE: DATE:
NOTICE: this permit is not to be construed as authorizing any parade/race over such streets and highways as are under the
jurisdiction of the Minnesota Commissioner of Highways, and as to those, permission must be obtained from the proper and
appropriate al!:ency of the State of Minnesota.
FOR OFFICIAL USE ONLY
PARADE/RACE APPROVED: I SIGNATURE OF CITY OF CHANHASSEN I DATE SIGNED/APPROVED
YES NO
NOTES:
G:\park\jerry\Application for Parades and Races.doc