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Layton City Policy

Personnel Policy Manual

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1005 - Special Event Application

Purpose

The purpose of this policy is to establish an on-line application and approval process for Special Events to protect public health and safety.  

Definition

A Special Event is defined as:

1.  An event planned to take place on Layton City property where the general public is invited; or

2.  An event that involves the blocking of public streets or sidewalks; or

3.  An event where City assistance is requested; or

4.  An event that is considered a mass gathering under the Utah Mass Gathering Law.  (An event, public or private, that involves more than 500 people in one place that is not under normal circumstances suited to handle that many people and where people are expected to remain there for more than two hours.)

Examples of Special Events include but are not limited to:

·         Car shows held in City parks.

·         Concerts in parks; Concerts at Amphitheater.

·         Events using City streets or sidewalks such as parades, running events, bicycle races.

·         Overnight Scout-A-Rama at Layton Commons Park.

·         Fund Raising Events.

Events not considered to be Special Events include but are not limited to:

·         Employee party for a specific business entity, at a City park.  (Not open to general public)

·         Family reunions in a City park.  (Not open to general public)

·         Socials or gatherings at private facilities designed to handle the number of attendees.  (Not open to the 

          general public)

·         Socials or gatherings at public facilities unless required by Utah Mass Gathering Law.  (General public is not invited)

Coordination of Special Events Within Layton City

The Parks and Recreation Department coordinates Special Events that are planned to take place on City property.

The Community and Economic Development Department coordinates Special Events at businesses where the proposed use is different than that originally intended when the business license was granted.

The Police Department coordinates Special Events that involve the use of public streets or sidewalks.

Each coordinating department should maintain a history file of all special events applications that they process.

Each coordinating department should establish a procedure to assist applicants for Special Events.  Such assistance should include:

·         Directing applicants to the special event application page on the City website.

·         Providing guidance and answering questions about the application, requirements, and the approval process;

·         Coordinating the application review process with other City departments;

·         Directing applicants to non-city agencies that may be affected by the event;

·         Notifying the applicant regarding approval, denial, and any needed modifications to the applications no later than 14 days prior to the scheduled event;

·         Collecting applicable deposits and fees;

·         Coordinating appeals to the City Manager.

Special Event Application

A Special Event Application must be accessed and completed on-line at the City’s web page, www.laytoncity.org. The City has kiosks available to the public for this purpose in the Parks and Recreation office and the Community Development office.  ,  The completed application should be submitted on-line to the appropriate coordinating department at least 30 days prior to the event date.  All information should be provided.   Incomplete applications will not be processed.

Applicant Requirements

Applicants for Special Events are responsible to abide by all laws and codes, including the acquisition of all necessary permits and to comply with applicable codes when constructing temporary or permanent structures.  The applicant may be required to pay fees for City provided services.  Staff may establish conditions as outlined herein to meet safety concerns for persons and property, health and sanitation, environment, protection of the event property and surrounding neighborhood, and event administration.  More specifically, Staff may require:

1.      Restrictions or conditions to minimize the impact of the Special Event on other events or conditions in the City, such as:

·         Modification of an event that might impact scheduled street maintenance and construction.

·         Other modifications or improvements that may mitigate, in part or in whole, possible adverse impacts from the proposed Special Event.

2.      Conditions relating to safety for persons and property, such as:

·         Emergency vehicle access.

·         Fire protection.

·         Traffic safety related to street closures, if any.

·         Use of barricades, cones, “no-parking” signs.

·         Internal security and/or crowd control.

·         Lighting and electrical supply.

·         Traffic regulation.

·         Other public safety issues.

3.      Conditions relating to health and sanitation, such as:

·         Toilet and sanitary facilities.

·         First-aid supplies and assistance.

·         Food service inspections.

·         Emergency medical services.

·         Other health and sanitation issues.

·         Crowd control.

4.      Conditions relating to risk management:

·         Liability insurance.

·         Automobile insurance.

·         Workers compensation.

·         Indemnification agreements.

·         Safety/loss control precautions.

·         Other risk management issues.

5.      Conditions relating to environmental concerns, such as:

·         Processes for the mitigation, control, elimination, or prevention of objectionable odors, noise, light or other environmental concerns.

·         Garbage collection or clean up.

Review Criteria

In authorizing Special Events, Department Directors (Staff) may impose such requirements and conditions necessary for the protection of adjacent properties and the public welfare.  Staff shall not authorize a Special Event unless the evidence presented in the application is such as to establish that the proposed event:

1.      At the specified location is in harmony with the general intent and purposes for which the properties were developed.

2.      Is necessary or desirable to provide a service or opportunity that will contribute to the general well-being of the community and the neighborhood;

3.      Will not, under the circumstances of the particular case, be detrimental to the health, safety, or general welfare of persons residing or working on the event property or in the vicinity, or injurious to property or improvements on the event property or in the vicinity.

 Application Review Process

1.      The coordinating department receives a completed application submitted on-line from the applicant at least 30 days prior to the event.   If the application is received within 30 days of the event, the coordinating department will make a reasonable effort to accommodate the applicant, if possible.

2.       The coordinating department forwards the submitted application electronically to all department directors, except the finance director, for their review and response.

3.      Upon receiving the application, department directors review it and designate whether it is: (a) approved as submitted; (b) approved with specific modifications (detailed modifications needed should be listed); or (c) denied (reasons should be listed). Individual department directors may contact the applicant directly for further information, and should follow through with the applicant to resolve, if possible, issues that arise. Department directors return the application, updated with their responses, to the coordinating department within three (3) business days. Department directors should not hold applications beyond the three (3) business days waiting for applicants to provide further information.  If applicants don’t respond in a timely manner, the application may be denied.

4.      If the application is approved by each reviewing department, either as is, or with specific modifications the coordinating department will print and have the applicant sign the finalized application, accepting any required modifications.  The coordinating department director then signs the printed application, and gives the applicant a copy of the completed, approved, application.  If the application is denied, the coordinating department provides a letter to that effect as soon as possible.

Appeals Process

The applicant, or any other person or entity adversely affected by a decision related to a Special Events application may appeal to the City Manager in writing, within 5 days of the date of the decision.  The person or entity making the appeal has the burden of proving that an error has been made or that a condition should be changed or eliminated.  The appeal may not consider any changes to the Special Event application process.  The City Manager shall respond to the applicant within 3 business days.

Revoking of Application

Any department director may cause an approved Special Event application to be revoked, even during the course of the event, if it is determined that the event cannot be conducted without being in substantial violation of the conditions for its issuance, or is being conducted in substantial violation thereof.  Unless time does not permit, notices of revocation should be given in writing with the reasons for the revocation specifically set forth.  When possible, Special Event organizers should be given the opportunity to immediately abate or amend each violation before the application is revoked.

Enacted, 7/22/1993
Minor Edit, 4/2/2004
Minor Edit, 4/2/2004
Amended, 12/20/2007, Previous Policy 12707/07
 




 
 
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