Outdoor Events & Parades Ordinance Presented by Jonathan Cook - - PowerPoint PPT Presentation

Outdoor Events & Parades Ordinance

Presented by Jonathan Cook Events & Promotions Coordinator City of Waco Parks and Recreation

Outdoor Events & Parades Ordinance

Topics of Discussion

• Need for a New Ordinance
• Current Status of Events
• Process of Planning an Event
• Policies for Community Events
• Communication and Implementation

Outdoor Events & Parades Ordinance

Purpose of New Ordinance

• Increase of demands on resources

and infrastructure from applicants

• Conserve and allocate city

resources and services

• Create advance notice and planning
• Ensure public safety at events

Outdoor Events & Parades Ordinance 1967 2018

Outdoor Events & Parades Ordinance

• Increase in permit applications
• Size and scope of events have grown

2005: 75 2010: 150 2015: 250 2018: 200*

(*Estimate)

Average Yearly Permits

Outdoor Events & Parades Ordinance

Event Classifications

• Parades, festivals, concerts, races, rallies,

neighborhood events – the list goes on When is a Permit Needed?

• 150 or more attendees on public property
• 50 attendees if equipment, vending present
• Public or private property if closing a street,
• bstructing traffic, restricting access

Outdoor Events & Parades Ordinance

Permit Exemptions:

• Leased property
• Funeral processions
• Events that abide by

traffic control

• First Amendment activities

(unless requesting street closures or exclusive use of public property)

• National Night Out events

(unless closure of non-residential street or use of more than two blocks)

Outdoor Events & Parades Ordinance

The Application Process

• Creation of new permit application
• Will require items such as site maps,

street closure requests, projected attendance, public safety plan, noise mitigation plan and clean up efforts

Outdoor Events & Parades Ordinance

The Application Timeline

• Current deadline is 15 days for all events
• Applications accepted 365 days in advance
• 5 days

(First Amendment events)

• 45 days

(Attendance less than 500)

• 60 days

(Attendance 501-4,999)

• 180 days (Attendance more than 5,000)

Outdoor Events & Parades Ordinance

Public Safety Plan

• Emergency Action Plan
• Fire Operational Permit
• Parking Plan
• Police Services
• Traffic Control Plan
• Water Safety Plan
• Requirements for numbers of law

enforcement and emergency medical staff

Outdoor Events & Parades Ordinance

Neighbor Notifications

• Advance notice for property
• wners along all the block

faces of special event or parade

• Signed affidavit from event
• rganizer
• Emphasis on communication

Outdoor Events & Parades Ordinance

Event Fees

• Application Fee / Park Rental / Grounds Fee
• Additional permits may be required
• Services such as Police, Traffic, Solid Waste

Before Permit Issued

• Full cost of property rental / permit fees
• Deposit that is equal to one-third of

remainder of estimated city costs and fees

• Balance due 60 days after event

Outdoor Events & Parades Ordinance

Neighborhood Associations

• City to absorb first $1,000 of fees and services

for one neighborhood event each year

• Waiver of fee not eligible for:
• Law enforcement fees
• Closure of non-residential streets
• Event hosted on more than two city blocks
• Events held on City Holidays
• If fee charged for attendance or admission
• Closure does not have more than 60 percent

approval from property owners

Outdoor Events & Parades Ordinance

User Agreement

• Costs of cleanup and

restoration of public property beyond normal wear and tear

• Indemnify the City
• Insurance required

for all events

Outdoor Events & Parades Ordinance

Application Review Process

• Event Manager, Police, Fire, Emergency

Management, Public Works, Parks and Rec Permit Issuance

• Checklist of standards

Denial/Modification/Revocation

• Appeal Process

Outdoor Events & Parades Ordinance

General Restrictions for Parades & Events

• No activities between 12 a.m. and 6 a.m.
• No closures / impact on specific roadways
• Ex.: I-35, portions of state roadways, Bosque,

Valley Mills and Waco Drive

General Conduct for Parades & Events

• Portable restrooms, alcohol, food,

street barricades, right-of-ways

• Parade route specifications

Outdoor Events & Parades Ordinance

Offenses and Penalties

• Regulations for not having

permit, making false statements or violating provisions

• Each offense punishable

by a fine not to exceed:

• $500 (article violations)
• $2,000 (fire, zoning, public

safety, public health)

Outdoor Events & Parades Ordinance

Implementation

• Letter & email to current

event organizers

• E-Newsletter & Facebook
• New Event Website

Conclusion

• Streamline process
• Improve event planning
• Enhance public safety

Outdoor Events & Parades Ordinance

Questions?