Loading...
Special Event Policy No.500.1151. POLICY Administrative Policy & Procedure No. 500.115 Special Event All special events require a permit. This policy deals with special events in parks. 2. REFERENCES SVMC Chapter 5.15 3. DESCRIPTION AND IMPLEMENTATION a) Definition of ` { Special Event." For purposes of these policies and procedures, "special event" is used as defined in SVMC 5.15.010. b) In General. The Spokane Valley Parks and Recreation Director has the authority to implement the special event permit and may develop and adopt rules, policies and forms consistent with SVMC Chapter 5.15. This authority includes special event final approval authority, subject to appeal to the City Council. c) Community Benefits From Special Events, Spokane Valley recognizes the substantial community benefits that result from special events. These events provide cultural enrichment, promote economic vitality, and enhance community identity and pride. They also may provide opportunities for family activities and funding for the community's private and public agencies. Partnerships between the City, event sponsors, and the community are valuable in ensuring successful events. d) Accommodating Special Events. The City will strive to accommodate special events. The City recognizes that events can be difficult to implement successfully and that the City requirements may represent a significant portion of an event's costs. When setting fees and conditions for events, the City will balance the impact on the event's costs with the City's obligation to protect public health and safety. It is the City's goal to have successful special events that enrich and enliven the community. e) City Goals When Managing Special Events. The Spokane Valley Parks and Recreation Department manages special events activities to achieve the following objectives: i) Promote a diverse range of activities and opportunities; ii) Ensure fair and equitable access to parks; iii) Balance needs of casual and organized park users, event participants, and park neighbors; iv) Ensure efficient and effective use of park space while at the same time protecting and preserving park environments; v) Ensure that events are conducted in a safe and responsible manner. Policy No. 500.115 Special Events Page 1 of 3 Effective: 611 i / Z C)1 6 The Department will strive to reduce these conflicts by scheduling events in the appropriate spaces and at appropriate frequencies. fj Special Events Authorized by Permit. In the interest of public health, safety, and welfare, the Spokane Valley Parks and Recreation Department issues special event permits to regulate events in Spokane Valley parks. This includes determining and administering special event permit procedures, which includes fees and charges. The Parks and Recreation Director authorizes the system through which special event permit applications are received and permits are granted. The City recognizes that certain events, because they involve protected activities guaranteed under the United States and Washington constitutions, fall outside the scope of these policies and procedures. g) Application for Special Event Permit Deadline. Special event permit applications and fees must be submitted in full at least four weeks prior to the event. h) Department Authority to Regulate Special Events. The Parks and Recreation Department reserves the right to restrict specific activities in parks. Reasons for restricting activities relate to potential damage to park, the impact the activity will have on others' enjoyment of the park, as well as risk management or public safety considerations, To minimize the impact events have on parks, the Parks and Recreation Department applies a variety of measures, such as site monitoring, restricting activities, controlling amplified sound, and limiting vehicle access. Any activities prohibited by law are not permitted in parks. By ensuring that park preservation measures are in place and adhered to, event organizers and the Parks and Recreation Department are ensuring the site's continued use for hosting special events. i) Site Suitability. The majority of parks have not been designed to accommodate large scale events, as most lack the necessary amenities such as: washrooms; parking; and access to water or power to support major special events. In addition, most parks have differing features and requirements; thus, what is appropriate in one park may not be appropriate in another. The following are factors the Parks and Recreation Department considers: i) Compatibility of the event with existing uses /users of the park, includingpublic safety. ii) Intensity and frequency of other park uses and users. It is recognized that it is possible to "over program" a park; thus, efforts are made to distribute events across the park system as well as regulate the frequency on a specific site. iii) Park condition: protection and preservation. The scheduling of an event cannot be at the expense of the park's regular use; focus is on whether the area's current condition can withstand the activity as well as whether the scheduling of an event could possibly damage the park beyond immediate repair. Policy No. 500.115 Special Events Page 2 of 3 Effective: iv) Frequency of large special events. In general, the Parks and Recreation department aims to limit larger special events in parks. j) Special Events Open to Public. As a general principle, special events should be open to the general public. They should not restrict the public's access to park space, either through physical or financial barriers. The Parks and Recreation Director has the authority to make exceptions to this rule on a case -by -case basis. k) Sponsors. With the exception of authorized food and beverage products, the sale of the sponsors' product is generally not permitted during the event. This is based on the premise that the sponsor is contributing towards the event and not purchasing the right to sell product. 1) Sale of Goods or Services. These policies are subject to Administrative Policy & Procedure No. 5 00. 110 Vendors in Parks. m) Special Events Permit Fee. To offset costs to the City associated with administering special event procedures, the City requires a nonrefundable fee for special event permit applications. n) Flexibility of Procedures and Rules. Because the Parks and Recreation Department strives to balance adherence to rules with a common sense approach, the system of governance for special events is flexible. Flexibility has been included in the special events approval process to reflect the unique nature of events and the ability of parks to accommodate them, No two events are exactly the same or have identical needs. This flexibility results in the vast and diverse level of special events in parks. o) Duty or Liability of the City. It is the specific intent of these policies and procedures to place the obligation of compliance upon the applicant or sponsor, and no provision hereof is intended to impose any duty upon the City of Spokane Valley or any of its officers, employees, or agents. Nothing contained in these policies and procedures adopted hereunder is intended to be or shall be construed to create or form the basis for liability on the part of the City of Spokane Valley, or its officers, employees, or agents, for any injury or damage resulting from the failure of the applicant or sponsor to comply with the City's municipal code and the Park and Recreation Department's policies and procedures. xty anrle put y City Manager Policy No. 500.115 Special Events Page 3 of 3 Effective: