| Special Events
PDF version of the Policies and Procedures
Special Event Application Form to fill out and
print
Special Event Fees
Special Event Maps
Contact Melody Roth at (989)894-8193 with questions or for more
information.
If an
event is to be held in Wenonah Park, Bay Arts Council will also
need to be contacted at (989)893-0343.
CITY OF
BAY CITY
SPECIAL
EVENTS POLICIES AND PROCEDURES
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PURPOSE
The public health, safety and welfare of the
citizens of Bay City require the regulation of special events within the City.
Accordingly, special events involving the use of
City streets, halls, buildings, grounds and other City-owned properties may be
permitted in the City only upon approval of the City Commission. Approval for
special events involving the use of City parks shall be in accordance with the
Park Policy.
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DEFINITIONS
Special Events Committee Members:
City Clerk, Engineering Manager, Fire Chief, Police Chief, Parks, Buildings &
Grounds Manager, Streets, Sanitation & Fleet Manager, Director of Bay City
Electric Light & Power, Building Code Enforcement Administrator or their
designees.
Special
Events: Any activities conducted
upon or involving the use of City-owned streets, halls, buildings, grounds and
other property, which is different from or greater than that involving the usual
use by the general public. They include but are not limited to, any enterprise,
temporary gathering or any similar event including, but not limited to, a
theatrical exhibition, musical performance, public show, entertainment, parades,
races, amusement or other exhibition conducted in or on any City property.
Special Event Categories:
a.
Low Hazard.
No physical activity by participants and no severe exposure to spectators, such
as: indoor and outdoor meetings, small theatrical performances, auctions and
social gatherings.
b.
Medium Hazard.
Limited physical activity by participants and no severe exposure to spectators,
such as: dances, animal shows, political rallies, art fairs, flea markets,
retail sales activities, picnics and parades with no floats, with crowd size
under 10,000.
c.
High Hazard.
Major participation by participants and/or moderate or severe exposure to
spectators, such as: team or individual non-professional sporting events,
circuses and carnivals with rides, parades with floats, and marathons or similar
races, or events with crowd size over 10,000 but under 25,000.
d.
Special Hazard.
Concerts, professional or collegiate sporting events, rodeos, all vehicle races,
power boat races, fireworks displays, all functions where alcoholic beverages
are served and all events with crowd size over 25,000.
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PROCEDURES & REQUIREMENTS
A. Special
Events Committee/Coordinator Meeting. For larger events (i.e. River Roar,
Pig Gig, 4th of July Festival, Tall Ships), a meeting with the
Special Events Committee and Event Coordinator must be held prior to application
being submitted to the City Commission.
B.
Application for Permit. Application for a permit to conduct a special
event must be made on the forms and in the manner prescribed by the City. The
application for a permit must be received by the City Manager based on the
following schedule:
Low Hazard:
Sixty (60) days before the date of the proposed special event.
Medium Hazard: Sixty (60) days before the date of the proposed special event.
High Hazard:
Sixty (60) days before the date of the proposed special event.
Special Hazard: Sixty (60) days before the date of the proposed special event.
C. The application
shall include the following:
1. The name, residence
and mailing address, day and evening telephone numbers and official capacity of
the person or entity making the application. Also, provide an emergency contact
name and number.
2.
A statement describing the
proposed special event and its location, including maps, if applicable.
3.
The dates and hours during which
the event is to be conducted.
4.
An estimate of the maximum number
of persons expected at the event for each day it is conducted.
5.
A detailed explanation, including
drawings where applicable, of the applicant’s needs and plans to provide the
following:
(a)
Facilities for clean-up
(b)
Electrical and water service
(c)
Illumination facilities
(d)
Communication facilities
(e)
Noise control and abatement
(f)
Signs and banners along the
premises
(g)
Insurance arrangements
(h)
List of contractors and
sub-contractors
(i)
Fencing
(j)
Concessions
(k)
List of permits to be secured from
other jurisdictions or entities
(l)
Vehicle access, parking
facilities, barricading and traffic
(m)
Health and sanitation facilities
(n)
Request for any City equipment
and/or services
(o)
Security
(if this involves the sale of
alcoholic beverages and perimeter security, it is the responsibility of the
applicant)
(p)
Bleachers
(q)
Whether any tents will be used
(r)
Fire protection
(s)
Medical facilities and services,
including emergency vehicles and equipment
(t)
Camping and trailer facilities if
overnight stays are anticipated
(u)
Number of volunteers being
utilized
(v)
Whether alcohol will be served
(w)
Whether an admission fee will be
charged
D. It shall be the
responsibility of the Applicant to designate a specific location on the premises
as its headquarters and to have available at that location, at all times the
premises are open to the public and during set up or construction, at least one
person who has the knowledge and authority to represent Applicant concerning all
activities conducted under the terms of any permit which may be issued. Failure
to comply with this provision or any other term or condition of any permit which
may be issued shall be cause for the City Manger, Chief of Police, Fire Chief or
their designees, to immediately revoke any Special Event Permit which may be
issued and require Applicant to vacate the premises.
E. For any event,
carnival or fair connecting to or modifying an existing electrical source or
service, Applicant covenants and agrees to designate a licensed electrical
contractor and secure an electrical permit in compliance under Article 525 of
the current National Electric Code. Application for the electrical permit shall
be obtained two weeks prior to the event and a copy provided to the Manager’s
office. Inspections shall be requested by the electrical contractor prior to
the opening of the event, or use of the electrical service.
F. Alcohol Sales.
All sale or furnishing of alcohol shall stop at 11:00 p.m., except on Sunday,
when such sale and furnishing shall stop at 10:00 p.m.
G. Music.
Applicant shall be solely responsible for obtaining the appropriate license to
present music covered by copyright, whether by live performance, recorded music
or retransmission of any radio and/or television broadcast. All music shall
stop as set forth in the City’s noise ordinance.
H. Walks/Runs.
If participation is under 200, all Walks/Runs will be conducted on the Riverwalk
or the Railtrail.
I. Expenses:
Applicant, on behalf of the organization, agrees to reimburse the City of Bay
City for its “out-of-pocket” expenses which includes but is not limited to
overtime of City employees and trash disposal tipping fees at landfills. City
staff is readily accessible to discuss out-of-pocket cost estimates and ways to
reduce these costs. All City of Bay City invoices sent to organizations for
reimbursement of out-of-pocket costs are due within thirty (30) days.
J. Vacation of
Property. All City property shall be vacated no later than 11:00 p.m.,
except on Friday and Saturday, which City property shall be
vacated no later than 12:00 a.m. (midnight).
K. Costs.
All utility, tipping fees for trash disposal and port-a-john costs will be the
responsibility of the Applicant.
L. Insurance and
Indemnity. All applicants and permittees shall be required to execute a
written indemnity agreement in favor of the City. The certificates and policies
of the required comprehensive general liability insurance shall provide and be
endorsed as follows:
The
City, its officers and employees shall be named an additional insured and this
coverage shall be endorsed on the certificate and policy "as being primary to
the City, and not excess of any other insurance, similar protection (e.g. risk
management association) or any other valid, applicable, or collectable insurance
or self-insurance which is or may be available to or carried by the City."
The insurance policy cannot be cancelled without
providing a thirty (30) day written notice to the City. The amounts of coverage
required are listed below. Upon the issuance of any permit, the Applicant shall
immediately provide the City with a certificate or other evidence that all
required insurance coverages have been obtained. Failure to provide this
insurance and indemnity agreement will forfeit the approval.
M. Insurance
Requirements
1. Low Hazard: A minimum of
$500,000 per occurrence and aggregate limit of liability for personal injury,
bodily injury and property damage.
2. Medium Hazard: General
Liability with broad form general liability endorsement or equivalent. Limits
of liability shall not be less than $1,000,000 per occurrence and aggregate
combined single limit for personal injury, bodily injury and property damage.
3. High Hazard: General
Liability with broad form general liability endorsement or equivalent. Limits
of liability shall not be less than $2,000,000 per occurrence and aggregate
combined single limit for personal injury, bodily injury and property damage.
4. Special Hazard: General
Liability with broad form general liability endorsement or equivalent. Limits
of liability shall not be less than $2,000,000 per occurrence and aggregate
combined single limit for personal injury, bodily injury and property damage.
The Deputy City Manager of Administrative Services/City Clerk may require higher
limits.
5. Liquor Liability: A
minimum of $500,000 per occurrence aggregate limit of liability.
N. Issuance or
Denial of Permit. The completed application and a proposed Special Event
Permit shall be submitted by the City Manager to the City Commission. Upon
receipt of an application for a Special Event Permit, the City Commission shall
either issue, including setting conditions necessary to its issuance, or deny
the permit.
O. Attendance at
Meetings. Applicant shall attend any meeting required by the City which
concerns or relates to the conduct of activities permitted by the Special Event
Permit.
P. Power to Act,
Modify or Revoke. The City Manager, or his designees, shall have all powers
and authority necessary to enforce the terms and conditions of any Special Event
Permit, which may be issued. The City, through its City Manager, Chief of
Police, Fire Chief, or their designees, may modify or revoke a permit whenever
the applicant fails to comply with any provisions of the permit or when it is
determined to be in the best interest of the City.
Q. Clean-up and
Damage Bond. Applicant shall deposit with the City Clerk a clean-up and
damage bond in the form of cash or certified check payable to the City, as
follows: low hazard $50; medium hazard $100; high hazard $250; and special
hazard $500. This will correlate with the type of insurance required. The bond
should be deposited with the City Clerk at the time the application is
submitted, when possible, but is required prior to the permit being presented to
the City Commission for approval. The bond shall be returned to Applicant,
without interest, within seven (7) days after the expiration of this Permit if
the Applicant has fully performed the restoration and clean-up of the premises
to an “as-is” or better condition as prior to the event. Should Applicant fail
to restore and clean the premises in satisfactory condition, the City may retain
the clean-up and damage bond and if the amount thereof is insufficient, pursue
all other remedies.
Special Event Fees
ELECTRICAL PERMIT
Applies to large events. Smaller events may be
required to obtain a permit if electrical work is undertaken.
|
$ 71.30 |
Base
fee – This includes a one hour inspection. (Event will be invoiced for
inspector’s actual time over one hour.) This base fee covers general
inspection services. Additional costs will apply to actual modifications or
alterations to electrical circuits, outlets or servers. This cost is not
included in the surcharge.
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PARK SHELTER RENTAL FEE
|
| $100.00 |
Bigelow Park/"Lion's"
Shelter - Fee includes $25 damage and litter deposit |
| $100.00 |
Carroll Park Shelter
- Fee includes $25 damage and litter deposit |
| $100.00 |
North Veterans
Memorial Park Shelter (only) - Fee includes $25 damage and litter
deposit |
| $250.00 |
North Veterans
Memorial Park Pavillion/Shelter & Indoor Facilities Fee includes $50
damage & litter deposit |
PARKS/SHELTERS – ADDITIONAL SERVICE FEES
$ 10.00 each Picnic Table
$ 2.50 each Trash Barrel with Liner
PEDDLER OR VENDOR LICENSE
$ 10.00 per day
$ 20.00 per week
$ 40.00 per month
$100.00 per year
$ 5.00 per license for Peddler
Helper
STAFF OVERTIME
Staff overtime will be charged to those events
requesting services after normal working hours. The event will be invoiced at
the conclusion of the event. These costs would include Police, Fire, Parks and
Streets/Sanitation personnel.
STREET BANNER
INSTALLATION/REMOVAL
The City currently installs event supplied
banners at three locations. The locations include Center/Madison;
Salzburg/Raymond; and Columbus/Monroe.
$ 120.00 per each banner installed/removed
UTILITIES
Events requesting use of any City utility will
be invoiced for actual usage upon the conclusion of the event.
Special
Event Maps
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