Updates to Special Events Permit Application Booklet Copyrighted
March 20, 2017
City of Dubuque Consent Items # 14.
ITEM TITLE: Updates to Special Events Permit Application Booklet
SUMMARY: City Manager recommending approval of updates to the
City of Dubuque Special Events Permit Application Booklet.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Special Event Permit Process-MVM Memo City Manager Memo
Staff Memo Staff Memo
Special Events Booklet with Revisions Supporting Documentation
THE CITY OF Dubuque
DUB E i"
Masterpiece on the Mississippi 2007.2012.2013
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Special Event Permit Process
DATE: March 16, 2017
Assistant City Manager Cindy Steinhauser recommends City Council approval of
updates to the Special Event Permit Application Booklet.
The changes included in the special event permit application for the 2017 festival
season are as follows:
1) Allow the use of aluminum cans or aluminum bottles as an approved
beverage container as approved by the City Manager. This will be on a trial
basis for 2017 only and will be evaluated at the end of the festival season to
determine if this recommendation should continue in future years.
2) Require a media release or some form of public notification for special events
that include the use of fireworks, cannons or other devices that emit a large
sound that extends beyond the event site.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Cindy Steinhauser, Assistant City Manager
Teri Goodmann, Assistant City Manager
THE CITY OF Dubuque
UBE I
erica .i
Masterpiece on the Mississippi 2007-2012-2013
TO: Michael C. Van Milligen, City Manager
FROM: Cindy Steinhauser, Assistant City Manager
SUBJECT: Special Event Permit Process
DATE: March 8, 2017
Introduction
The purpose of this memo is to recommend approval of updates to the Special Event
Permit Application Booklet.
Background
Attached is the city of Dubuque Special Event Permit application. This application has
been used for over 15 years for events held on public right of way or for large events
held on private property that have a significant impact to the general public. In 2016,
over 200 applications were reviewed for events ranging from neighborhood block
parties to parades to community festivals. The most significant review happens for the
15+ major community events that are held in Downtown and the Port of Dubuque.
These applications are processed through the City Clerk's Office and reviewed by a
special event permit review committee consisting of representatives from Dubuque Main
Street, Dubuque Area Convention and Visitors Bureau and the following city
departments: City Manager, City Clerk, Police, Fire, Health, Parking, Public Works,
Engineering, Emergency Communications, Leisure Services and Parking. Depending
on the nature of the event, the permit is also shared with the Dubuque County Sherriff
for information purposes only. During the review staff look to make sure the event
organizers have carefully and thoughtfully planned for their event. Our review looks at
parking and traffic management, fire safety, weather plans, food sales, recycling and
refuse to name a few. City staff provides technical expertise to organizers to hold a safe
event. While the application process is open year-round, the major festival season runs
from late April to October 31St each year.
Discussion
Following the end of the 2016 special event season, the Special Event Permit Review
committee met to discuss issues regarding 2016 events and to suggest changes to the
existing permit process. The changes included in the special event permit application
for the 2017 festival season are as follows:
1) Allow the use of aluminum cans or aluminum bottles as an approved
beverage container as approved by the City Manager. This will be on a trial
basis for 2017 only and will be evaluated at the end of the festival season to
determine if this recommendation should continue in future years.
2) Require a media release or some form of public notification for special events
that include the use of fireworks, cannons or other devices that emit a large
sound that extends beyond the event site.
City staff will be holding two special event training sessions on April 5, 2017 at Five
Flags Civic Center. Event organizers from community festivals, parades and other
special events will be sent a special invitation and will be required to attend this training
as part of the requirement to receive approval of a special event permit for the 2017
season.
Recommendation
I recommend City Council approval of the 2017 Special Event Permit Application booklet.
Cc: Kevin Firnstahl, City Clerk
Crenna Brumwell, City Attorney
Pam McCarron, Permit Clerk
Special Event Review Committee
2
11i00'0
IA
Agreement and
Permit Application
THE CITY OF
DUB E
Masterpiece on the Mississippi
www.cityofdubug ue.or2
TTABLE OF CONTENTS
Intro d u ct i o n---------------------------------------------------------------------------------------------------1
General Guidelines for Special Events--------------------------------------------------------------2
Special Events on Public Right of Way-------------------------------------------------------------6
Instructions for Special Event Permit Application----------------------------------------------6
Insurance Requirements-------------------------------------------------------------------------------10
City Department Contact Numbers-----------------------------------------------------------------12
City of Dubuque Parade Route Information and Map-----------------------------------------13
Special Event Permit Application Form-----------------------------------------------------------16
Indemnity Agreement------------------------------------------------------------------------------------19
SitePlan------------------------------------------------------------------------------------------------------20
WeatherPlan-----------------------------------------------------------------------------------------------21
•
SSPECIAL EVENT AGREEMENT AND PERMIT APPLICATION
This booklet will help you complete the Special Event Permit Application. Fill out the
application accurately and completely. If you would like to submit the application online,
please visit www.citvofdubuque.org/specialevents and read this page in its entirety.
The City of Dubuque takes pride in the quality and safety of the fairs, festivals, parades and
other special events that are hosted each year in the City. The City of Dubuque must
continue to assure that its residents and visitors are protected and, therefore, we ask for
your cooperation in the process.
It is the policy of the City of Dubuque not to discriminate on the basis of race, sex, color,
national origin, religion, age, disability, sexual orientation, familial status or gender identity.
A Special Event Permit is required by any person or group desiring to use any city property
or public right-of-way unless these areas are governed by another permit or application
process. Special Event Permits are also required for events held on private property that
impact the public right-of-way and are open to the public.
Note
➢ Read the material in this booklet
➢ Complete the application
➢ Complete the indemnity agreement
➢ Complete the site and weather plans
➢ Submit the appropriate insurance requirements
➢ Complete the temporary food/beverage permit application for each of the vendors who will work
the event (if applicable)
Application Fees
A permit fee in the amount of$50.00 is required. If the event is cancelled due to weather or any
other unforeseen reason, there will be no refund of the special event permit fee.
A damage deposit is also required. Events with food and/or beverage must provide a $300.00
deposit. Other events must provide a $50.00 deposit.
The completed paperwork should be submitted at least sixty (60) days prior to the date of your
event.
If the application is submitted less than thirty (30) days prior to the event date, the permit fee will
double to $100.
No special event fees will be charged for neighborhood block parties or gatherings on private
property where the event is closed to the public.
Keep For Your Records
After you submit the application forms, keep this booklet as a reference to help you manage the
event successfully and to plan your next event.
[1]
UJGENERAL GUIDELINES FOR SPECIAL EVENTS
NEIGHBORHOOD IMPACT
Prior to issuing a permit, the City of Dubuque may contact, or may require the applicant to contact,
affected neighborhood businesses or residents for input on the impact the event will have. This
could necessitate the issuance of variances, or require changes in the event plan to prevent a
negative impact on the neighborhood. The applicant may be responsible for notifying affected
neighbors of the event type, date and time of the event, and of any partial street closures or
parking restrictions in the event area.
PERMITS AND LICENSES
The applicant and vendors should obtain and maintain during the term of this agreement all
necessary permits and licenses for the event. In addition to the event permit, other types of permits
or licenses may be required and are subject to inspection and restriction. Types of possible
permits/licenses may include: fireworks permit, alcohol (liquor) license, social and charitable
gambling license, noise variance permit, and temporary food establishment permits.
SUPERVISION
The applicant must provide sufficient and competent personnel to plan, implement and supervise
other personnel and activities in addition to providing personnel to take proper care of the grounds
and facilities.
WEATHER PLAN
The applicant must provide the City with a weather plan. An onsite contact person capable of
making decisions related to postponing or canceling the event in case of severe weather is
required to be at the event site. If the event is cancelled due to weather or any other unforeseen
reason, there will be no refund of the special event permit fee. It is the responsibility of the event
organizer to contact the appropriate media outlets if the event is cancelled.
STATUTES AND ORDINANCES
The applicant must agree to abide by all federal, state and municipal laws, rules and regulations.
Failure to comply with the rules and regulations set forth in this agreement could result in the
denial of the special event permit. Smoking is not allowed on event grounds.
CLEANUP/DAMAGE DEPOSIT
The applicant is responsible for cleanup of the site. If the event is held on city property or public
right-of-way, the applicant must provide a damage deposit. This deposit, or portions thereof, may
be retained to cover additional cleanup costs, damage to public right-of-way, or loss or damage to
city equipment.
Damages exceeding the amount of the deposit will be billed directly to the event applicant. City
staff will check the site after the event and if no damage is found, the damage deposit will be
refunded. Events with food and/or beverage must provide a $300.00 deposit. Other events
must provide a $50.00 deposit.
[Z]
RECYCLING AND WASTE MANAGEMENT
The applicant must provide waste and recycling receptacles to be in the immediate area where
food and beverages are to be sold. The applicant is responsible for the removal of all waste and
recycling from the event area, including waste and recycling in existing City-owned receptacles in
the area. Waste and recycling receptacles must be removed when full or on the next regular
business day following the event. Other City-owned waste and recycling receptacles in the area,
but not in the immediate vicinity of the food and beverage area, are not the responsibility of the
applicant unless these waste and recycling receptacles are overflowing as a result of the event.
The use of aluminum cans and aluminum bottles used as a beverage container is allowed.
Styrofoam cups and glass bottles are prohibited.
Special Event Recycling Units are required and available free of charge for community
events through the Dubuque Metropolitan Area Solid Waste Agency (DMASWA). These units
help reduce recyclable waste at community events. Bins are easy to assemble, have a capacity
of 45 gallons and can withstand most winds. Please contact the DMASWA at (563)-589-4250 or
visit the web site at www.dmaswa.org.
HEALTH DEPARTMENT
Food and beverage vendors are subject to inspection and restriction by the City of Dubuque
Health Services Department. Every food and beverage vendor must be licensed by the City and
be inspected prior to selling food or beverages. Wastewater disposal must be designated on the
site plan and provided for food and beverage vendors. Temporary food vendor applications
should be received at least 3 days prior to the event. Operation without a license is prohibited.
Noise variance permits are required for events that have amplified music/noise,
fireworks/pyrotechnics, etc. A media release or some form of public notification is required for
special events that include the use of fireworks, cannons or other devices that emit a large sound
that extends beyond the event site. Please contact Health Services at 563-589-4181 with
questions regarding this permit.
PORTABLE TOILETS
The City of Dubuque Health Services Department requires 2 portable toilets per 1000 people at
non-alcohol events and 4 portable toilets per 1000 people at events where alcohol is served.
These recommendations vary based on the type and length of the event. The Health Services
Department will review all special event applications and site plans and may require additional
units or periodic servicing. It is the responsibility of the event organizer and at the organizers
expense to obtain the required portable toilets for the event.
PERIMETER CONTROL
Perimeter control is required for the sale of alcoholic beverages during an event. The area where
alcohol will be sold and consumed is permitted by the State and has specific boundaries. This
area must be clearly defined from non-permitted areas.
The applicant is responsible for marking and maintaining the perimeter and must ensure that no
alcoholic beverages be removed from the area. Perimeter control must be done in a manner that
does not damage the grounds if the event is on city property or public right-of-way.
[3]
FIRE CODE REQUIREMENTS
The applicant is responsible for complying with all applicable fire codes. Food vendors using
cooking appliances will be required to comply with regulations set forth in the Open-Air Food
Vendor Fire Safety Requirements. This information is available as part of the Temporary Food
Establishment Application which is available at the City Clerk's Office, Health Services Department
or by contacting the Fire Marshal's Office at (563)589-4160.
The use of fireworks or pyrotechnics must be approved by the City Council and a separate permit
must be issued prior to the event. Contact the Fire Department at (563)589-4160 to complete an
application. Any fire safety concerns or questions should be brought to the Fire Marshal's Office
prior to the event. Fire Marshals may make site inspections and add additional requirements for
safety.
TENTS/BANNERS
Free standing tents are allowed on public right-of-way and city property. All canopies or tents must
be properly secured. Canopies or tents with stakes longer than 12" being driven into the ground
are not allowed without advance permission from the City. Any damage caused by tents will be the
responsibility of the applicant. Tents are subject to all Fire Code requirements including, but not
limited to, exit lighting, fire extinguishers and egress requirements outlined in Chapter 24 of the
International Fire Code. Banners can be hung across city streets for a special event only on
closed streets where there is no vehicular traffic.
TEMPORARY TRAFFIC CONTROL
It is the responsibility of the event organizer and at the organizers expense to obtain the required
temporary traffic control devices for the event. The organizer should contact a traffic control
company to obtain the correct type of devices required for the event.
Note: Signs advertising your event, or directional signs, cannot be placed in the public right-of-
way.
VEHICLES ON CITY PROPERTY
No vehicles may be driven on the Town Clock Plaza, River Walk, River's Edge Path &
Amphitheater or onto non-roadway areas of City parks, except as authorized by the City Manager.
TRAFFIC/PARKING MANAGEMENT
Traffic and parking should be utilized in an unobstructed and non-disruptive manner.
If the event requires parking meters to be bagged, the parking division will bag the meters 24 hours
before the event. Please note that meter fees apply. Please contact the Parking Division at
(563)589-4266 for more information regarding the use for meter bags.
Street/building construction or planned construction at or near the proposed site during event dates
must be noted on the site drawing. Plans for accommodating construction must be incorporated in
the event plans.
ACCESSIBILITY
Applicants should consider accessibility for persons with disabilities during the event. The attached
brochure includes information on ways to make yAyr event more accessible.
LL I
SPECIAL EVENTS ON PUBLIC RIGHT OF WAY
The City of Dubuque has established a policy for special events on public right-of-way where
a partial street closure is requested. The partial closing of a street has a definite impact on the
adjacent property owners, businesses, residences and the general community due to the
necessary changes in traffic circulation. These types of events also present a potential risk to
the City of Dubuque.
As a result, the City of Dubuque has established the following policy to hold special events on
public right-of-way that includes the following:
➢ Must be a community event versus an event by an individual or business that is
merely trying to increase revenue from the event for their own interests
➢ Event is open to the public
➢ Event organizers may be asked to obtain signatures of approval from 75% of the
business and property owners in the area adjacent to the event prior to issuance of
a special event permit
➢ No more than a two-day street closure will be permitted
➢ Event organizers must meet all applicable local, state and federal requirements,
including the requirements in the City's Special Event Permit Application
➢ Any outstanding issues from prior events by the applicant must be resolved
Exceptions to this policy may include parades and neighborhood block parties, which are local
in nature and do not have the same community impact that other events have. In addition, this
policy would not apply to events such as sidewalk sales, which are regulated elsewhere in the
code.
�s�
•
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1. Event Applicant. Provide the name, address, phone number, city, state, and zip code of the
individual or organization that will be responsible for holding the event.
2. Event Description. Check the appropriate box and describe your event. Certain events and
booths may require additional permits. It is best to identify these early so all permits can be in
place on the day of the event.
3. Event Location. Identify the location where the event will take place. If the area has no specific
borders, give a detailed description. Please note: RunM/alk events that utilize City streets require
a map of the route that will be used.
4. Event Date(s) and Time(s). Specify the date(s) and time(s) that the event will be held. If the
times will be different on the various dates, be sure to note the time differences.
Applications will be processed on a first-in-time basis and based on a full and complete submission
of necessary information and documentation. This process will be followed in the event that a
conflict would arise which would involve more than one group seeking an event during the same
time and location.
5. Set Up and Take Down Time(s). List what date and time the setup will begin and what date and
time you expect takedown to be completed. The setup of tables, chairs, portable toilets, beverage
and food stands, entertainment equipment, fencing, waste and recycling receptacles and all other
necessary equipment must begin no earlier than the setup date(s)/time(s) as listed on the permit.
Removal of all items and cleaning of the area must be completed no later than the take down
date(s)/time(s) as listed on the permit.
6. Rain date. Indicate an alternate date(s) in case of inclement weather or other reasons for
cancellation. A weather plan for each event is required. (See page 21)
7. Parking and Traffic Plan. A parking and traffic plan must be submitted as part of your site plan
with your application. Indicate where you intend patrons and vendors to park, whether it is on City
streets, parking ramps, municipal lots or private lot parking.
8. Street Closure/Meter Bag. Indicate by checking "Yes" or "No" if a partial street closure is
needed and the location of the street closure. The partial closing of City streets requires the City's
permission and has specific barricade requirements. (See page 4 for more information).
Check "yes" if parking meters will need to be bagged. The Parking Division will bag the meters 24
hours before the event. Please note that meter fees apply. Please contact the Parking Division at
(563)589-4266 for more information regarding the use for meter bags.
Please note: The City parking meters run every day except Sundays & Holidays and could affect
where your patrons and vendors can park and their accessibility to the event. The applicant must
make parking arrangements in any private parking lots with the owner of the lot.
[6]
9. Size of Event. Estimate the number of people you believe will attend the event. Base your
estimate on factors such as past experience, similar past events and the amount of advertising.
The estimate of crowd size may affect other aspects of the permit process, such as the use of
certain locations due to occupancy loads and need for restrooms.
10. Event Contact Person(s). Name and phone number of person(s) who can be contacted about
the event and who are readily accessible. This would also be the person contacted if details of the
event change.
11. Emergency Weather Contact Person(s). Name and phone number of person(s) who can be
contacted in regards to inclement weather conditions and who are readily accessible. Please
provide a cell phone number, pager number or some other method of contacting this person at all
times during the event.
12. On-Site Contact Person. Name and phone number of person(s) who will be on-site during the
event. Please provide a cell phone number, pager number or some other method of contacting this
person at all times during the event. This person is needed in case an emergency arises related to
the event.
13. Portable Toilets. Indicate if portable toilets are needed and how many you intend to provide.
(See page 3 of this booklet for formula to use.) Be sure to specify where the toilets will be located
on the site plan. For multi-day events, arrange for the toilets to be serviced regularly; service may
be required by the Health Department.
14. Types of Activities/Venues. Describe the types of activities at the event. Certain activities and
venues require additional permits or City permission.
14a. Non-Food Vendors. Include a list of the names, addresses and phone numbers of all
vendors, concessionaires, and arcades/rides so the City can determine the appropriate
permits and inspection requirements.
14b. Food Vendors. List each food vendor name, address, and phone number that you expect
will participate in your event.
Review the section of this booklet related to food vendors to ensure that each vendor has
a permit and complies with all Health Services and Fire Marshal requirements. (See
pages 23-27)
14c. Tents. List all tents you intend to use. Indicate the size, type, and purpose of each tent.
Specify their locations on the site plan and describe if they require stakes or can be
erected by another method. Stakes longer than 12" being driven into the ground are not
allowed without advance permission from the City.
15. List of Equipment Needing Utilities. Please list the equipment to be used and the utility each
piece will require. Specify whether you intend to use City of Dubuque power and water or self-
contained sources such as generators and bottled water. If City utilities are to be used, connection
and payment arrangements must be made with the appropriate City department.
15a. Electrical Source. Indicate the location of the electrical source that will be used at the
event area. Also, indicate on the site plan where the electrical source is located. A licensed
electrician is required by the City for any electrical hook up. Please indicate the name of the
State of Iowa Master A Electrical Contractor and the permit number (if applicable).
[7]
15b. Water Source. Indicate the location of the water source that will be used at the event
area. Also, indicate on the site plan where the water source is located.
16. Alcoholic Beverages Served. If alcoholic beverages will be served, a state alcohol license
must be obtained and displayed at the event. Application must be submitted on the Iowa Alcohol
Beverage Division website at www.licensinq(a)iowaabd.com at least twenty (20) days prior to the
event. The event applicant is responsible for verifying that alcoholic beverages stay within the
permitted area and that persons under 21 years of age are prevented from being served.
Alcoholic Beverage License Obtained/Name the license is (or will be) applied under. Indicate
by checking yes or no whether the alcoholic beverage license has been obtained through the Iowa
Alcohol Beverage Division (ABD) as well as indicating the name the license is (or will be) applied
under.
17. Security Plans. Identify all public safety personnel (private security, police, EMS), which will be
used, if any. The applicant is responsible for providing adequate security for the event as well as
maintaining perimeter and site control. If a professional security company or law enforcement
agency is used, please list the company name, contact person and phone number. The Dubuque
Police and/or Fire Departments may require public safety personnel at the event (at the sponsor's
expense) as a condition of the permit. Expenses incurred by the City as a result of calls for service
to the event, above and beyond routine calls, will be billed to the event applicant.
17a. Have the Police been contacted about crowd or traffic control? The applicant is
responsible for contacting the Police Department at 563-589-4415 to discuss and arrange
for Auxiliary Police assistance, if needed, for the event.
18. Site Plan. The event applicant must provide the City with a detailed layout of the event, which
shows the locations of all stages, tents, power and water sources, rides, food vendors, retail
vendors, alcohol sales, portable toilets, blocked streets, proposed parking, and Fire Lane. This
site plan must be completed and returned with the Special Event Permit Application (See page 20
for more details). Alcohol sales require a separate sketch, which must be completed and
submitted to the City Clerk's Office.
Please note: Certain vendors, such as food vendors, require hard surfaces on which to place their
booths. Colored and decorative concrete must be protected from grease and other substance
spillage so as not to stain or damage the surface.
19. Weather Plan. The event applicant must provide the City with a weather plan in the case of
inclement weather. The emergency contact person should be capable of making decisions related
to postponing or canceling the event in case of severe weather and have the means to make public
announcements. The event applicant is to identify and list the shelter(s) available during the
weather alert. Permission to use these sites as a shelter must be secured before the event. Keep
in mind that it may take 15-30 minutes for the crowd to seek shelter. This weather plan must be
completed and returned with the Special Event Permit Application (see page 21 for more details).
20. Indemnity Agreement". The Indemnity Agreement must be signed and returned with the
application. The event sponsor must indemnify and hold harmless the City of Dubuque, its agents,
officers and employees from and against all claims for injury or damage to persons or property
arising out of or caused by the use of City property. The event sponsor must sign and return the
attached Indemnity Agreement before any permits will be issued.
"Not required for events held on private property.
[8]
21. ADA Compliant. The event and parking areas need to be accessible for persons with
disabilities. The site plan should provide adequate pathways for patrons using wheelchairs.
22. Certificate of Liability Insurance". The event applicant must procure and maintain in force
during the event, a policy of liability insurance and, if required, Dram Shop Liability Insurance
(alcoholic beverages served). All insurance policies shall name the City of Dubuque as
additional insured. See pages 10 and 11 for insurance requirements.
"Not required for events held on private property.
23. Permit fee. A permit fee of$50.00 is required when submitting the special event permit
application. Completed paperwork should be submitted at least sixty (60) days prior to the date of
the event. If an application is submitted within 30 days or closer to the event, the fee will double to
$100.00.
24. Damage Deposit. Events that are held on City property or public right-of-way are required to
submit a damage deposit. Events with food and/or beverage must provide a $300.00 deposit.
Other events require a $50.00 damage deposit. The damage deposit will be refunded if the event
area is free of damage when checked by City crew after the event.
25. Temporary Food Establishment. Temporary food establishment permits are required for
each vendor at an event where food and/or beverage are being served. These applications are
available at the City Clerk's Office and the Health Services Department.
Completed forms should be turned in to the Health Services Department. Please contact the
Health Services Department at 563-589-4181 with questions.
[9]
CITY OF DUBUQUE INSURANCE REQUIREMENTS FOR
SPECIAL EVENTS
Insurance Schedule D
1. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for
the coverage required in Exhibit I prior to effective date of permit. Each Certificate shall be prepared on
the most current ACORD form approved by the Iowa Department of Insurance or an equivalent. Each
certificate shall include a statement under Description of Operations as to why issued. EG: Project
2. All policies of insurance required hereunder shall be with a carrier authorized to do business in Iowa and
all carriers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each Certificate shall be furnished to the contracting department of the City of Dubuque.
4. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of
Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of
this agreement.
5. All required endorsements to various policies shall be attached to Certificate of insurance.
6. Whenever a specific ISO form is listed, an equivalent form may be substituted subject to the provider
identifying and listing in writing all deviations and exclusions that differ from the ISO form.
7. Provider shall be required to carry the minimum coverage/limits, or greater if required by law or other
legal agreement, in Exhibit 1. If provider's limits of liability are higher than the required minimum limits,
then the provider's limits shall be this agreement's required limits.
8. Whenever an ISO form is referenced, the current edition of the form must be used.
[10]
Insurance Schedule D (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products-Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $ 50,000
Medical Payments $ 5,000
a) Coverage shall be written on an occurrence, not claims made, form. The general liability
coverage shall be written in accord with ISO form CG0001 or business owners form BO0002.
All deviations from the standard ISO commercial general liability form CG 0001, or Business
owners form BP 0002, shall be clearly identified.
b) Include endorsement indicating that coverage is primary and non-contributory.
c) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its employees
and volunteers, all its boards, commissions and/or authorities and their board members,
employees and volunteers. Use ISO form CG 2026.
B) AUTOMOBILE LIABILITY $1,000,000 (Combined Single Limit)
C) LIQUOR LIABILITY $1,000,000
(only if alcoholic beverages served)
[ll]
• QUESTIONS?
City Clerk (applications, permits) ---------------------------------------------------------------- 689-4122
City Manager's Office (correspondence) ------------------------------------------------------ 689-4110
Engineering (street closures, signs, new construction) ---------------------------------- 689-4270
Fire Department (hazmat, fire safety, EMS) --------------------------------------------------- 689-4160
Health Services (food/beverage service, waste, noise variances) -------------------- 689-4181
Leisure Service (use of City parks/property) ------------------------------------------------- 689-4263
Parking Division (meters, ramps, etc.)---------------------------------------------------------- 689-4266
Planning (signage and GIS maps) --------------------------------------------------------------- 689-4210
Police Department (traffic control, security) ------------------------------------------------- 689-4416
II Public Works (street repairs) ---------------------------------------------------------------------- 689-4260
Recycling Division (recycling information & containers) -------------------------------- 689-4260
Transit Division (bus routes and stops) -------------------------------------------------------- 689-4196
Water Department (hookups, waste) ------------------------------------------------------------ 689-4291
[iz]
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M �EVERYTHING YOU NEED TO KNOW TO CONDUCT A PARADE
Street closures and meter bags are only allowed for the Memorial Day Parade, Labor Day
Parade and Halloween Parade.
The City Manager has the authority to allow street closures for other parades based upon the
nature of the event.
Temporary traffic control devices (barricades, cones) for street closures need to be placed at
the various intersections along the route and should be in place fifteen minutes prior to the
scheduled start time of the parade and must be removed immediately upon completion of the
parade.
Security for traffic control is required for all parades.
Each parade entrant needs to provide Block Monitors who are responsible for seeing that
parade spectators stay out of the traveled portion of the street during the parade. Please refer
to the enclosed section on block monitors for additional information. These rules are to be
made available to each monitor.
Candy should be passed out or handed directly to viewers while walking along the curb side of
the street. See the enclosed section entitled Distribution of Candy for additional information.
TRAFFIC CONTROL THE CITY WILL BE RESPONSIBLE FOR:
NORMAL PARADE ROUTE
➢ Iowa Street will be closed to traffic between Fifth Street and Ninth Street. Citizens may
use the median area to view the parade
➢ Westbound traffic will be blocked on Seventh Street west of Central Avenue
➢ Westbound traffic will be blocked on Fifth Street between Central and Locust
➢ Northbound traffic will be blocked on Iowa Street from Fourth to Ninth Streets
➢ Eastbound traffic will be allowed to exit the Iowa Street parking ramp at Seventh until the
start of the parade
➢ One lane of traffic will be allowed to move northbound from the McDonald's Iowa St. exit
to Seventh and Iowa Streets and then diverted eastbound on Seventh
ALTERNATIVE PARADE ROUTE
➢ Traffic control for alternative parade routes or locations must be discussed individually
with the Police, Engineering, and Public Works Departments.
[14]
WHAT YOU NEED TO KNOW TO BE A BLOCK MONITOR
BLOCK MONITORS WILL BE RESPONSIBLE FOR:
➢ Wearing a vest so that they are easily identifiable
➢ Reporting to his/her assigned block at least five minutes prior to the beginning of the
parade. There should be one block monitor per block
➢ Ensuring the parade spectators stay on the sidewalk and out of the traveled portion of the
street
➢ Reminding parade participants that no candy is to be thrown towards the spectators, but
rather handed out along the curb line
➢ Reporting any inappropriate behavior by parade participants or parade spectators to the
nearest Auxiliary Police member
DISTRIBUTION OF CANDY
➢ Each parade entrant should designate who is to distribute candy along the parade route
➢ The designated parade participants should walk along the curb line of the parade route
and hand candy directly to spectators. NO CANDY IS TO BE TOSSED TOWARD THE
LINE OF SPECTATORS
➢ Any parade participant observed not complying with this policy shall be asked to leave
the parade line-up
SPECIAL EVENT PERMIT APPLICATION FORM
To submit an online application, please visit www.citvofdubuque.org/specialevents
EVENT NAME
1. EVENT APPLICANT
ADDRESS PHONE
CITY STATE ZIP CODE
2. EVENT DESCRIPTION: Check the appropriate box and describe your event.
0 Parade 0 Festival 0 Block Party 0 Walk/Run 0 Fund Raiser 0 Other
Describe event:
3. EVENT LOCATION
4. EVENT DATE EVENT START TIME EVENT END TIME
5. SET UP DATE & TIME TAKE DOWN DATE & TIME
6. RAIN DATE & TIME
7. PARKING AND TRAFFIC PLAN
8. PARTIAL STREET CLOSURE 0 YES 0 NO LOCATION(S)
METER BAG 0 YES 0 NO LOCATION(S)
9. SIZE OF EVENT (estimated number of people on-site at one time)
( ) 24 or less ( ) 251 —500 ( ) 1501 — 2000 ( ) 7501 — 10,000
( )
25 - 100 ( ) 501 - 1000 ( ) 2001 —5000 ( ) 10,001 or more
( )
101 -250 ( ) 1001 - 1500 ( ) 5001 — 7500
10. EVENT CONTACT PERSON(S):
NAME EMAIL
NAME EMAIL
11. EMERGENCY WEATHER CONTACT PERSON(S):
NAME PHONE
NAME PHONE
12, ONSITE CONTACT PERSON(S):
NAME PHONE
NAME PHONE
[16]
13. PORTABLE TOILETS NEEDED 0 YES 0 NO NUMBER OF TOILETS
LOCATION(S)OF TOILETS (Please indicate on site plan)
14. TYPES OF ACTIVITIESIVENUES
14a. NON-FOOD VENDORS, CONCESSIONAIRES, RIDES (name, address, phone for each)
14b. FOOD VENDORS (name, address, phone for each)
14c. TENTS (size, type, and purpose of each tent. Please indicate on the site plan)
15. LIST OF EQUIPMENT NEEDING UTILITIES
15a. ELECTRICAL SOURCE
Name of State of IA Master A Electrical Contractor:
Electrical Permit Number:
15b. WATER SOURCE
NOTE: ELECTRICAL SOURCE MUST MEET THE NEEDS OF THE EQUIPMENT TO BE USED.
[17]
16. ALCOHOLIC BEVERAGES SERVED
ALCOHOLIC BEVERAGE LICENSE OBTAINED? 0 YES 0 NO
NAME LICENSE IS (OR WILL BE)APPLIED UNDER
17. SECURITY PLANS
17A. HAVE THE POLICE BEEN CONTACTED ABOUT
CROWD OR TRAFFIC CONTROL? 0 YES 0 NO
(563-589-4415)
18. SITE PLAN ATTACHED? 0 YES 0 NO
19. WEATHER PLAN ATTACHED? 0 YES 0 NO
20. INDEMNITY AGREEMENT SIGNED AND ATTACHED?* 0 YES 0 NO
21. ADA COMPLIANT? (see page 8 & brochure) 0 YES 0 NO
22. INSURANCE CERTIFICATE ATTACHED?* 0 YES 0 NO
23. PERMIT FEE INCLUDED? ($50.00) 0 YES 0 NO
24. DAMAGE DEPOSIT INCLUDED (AMOUNT $ ) 0 YES 0 NO
Events with food and/or beverage = $300.00
Other events = $50.00
*Not required for events held on private property.
1 have read this Special EventAgreement and Permit Application booklet and have
accurately and truthfully completed the application to the best of my knowledge.
1 agree that 1 will obtain any other permits necessary and will follow the guidelines
and requirements set forth in the booklet.
Signature Date
[18]
INDEMNITY AGREEMENT
Inconsideration forth e granting of permission by the City of Dubuque, Iowa to the undersigned for
the use of the following described property:
For the following purpose only:
On the following date(s):
The undersigned agrees to defend, indemnify and hold harmless the City of Dubuque, its agents,
officers and employees, from and against any and all claims for injury or damages to persons or
property arising out of or caused by the use of such property.
The undersigned further agrees upon receipt of notice from the City of Dubuque to defend at its own
expense the City of Dubuque, its agents, officers and employees from any action or proceeding
against the City of Dubuque, its agents, officers or employees arising out of or caused by the use of
such property. The undersigned agrees that a judgment obtained in any such action or proceeding
shall be conclusive in any action by the City, its agents, officers or employees against the
undersigned, when so notified as to the undersigned's cause of the injury or damage, as to the
liability of the City, its agents, officers and employees to the plaintiff in the first named action, and as
to the amount of the damage or injury. The City of Dubuque, its agents, officers and employees may
maintain an action against the undersigned to recover the amount of the judgment together with all
the expenses incurred by the City, its agents, officers and employees in the action.
I HAVE READ THIS INDEMNITY AGREEMENT, I UNDERSTAND THE EFFECT OF THIS
INDEMNITY AGREEMENT, I AM AUTHORIZED TO SIGN THIS INDEMNITY AGREEMENT, AND I
AM SIGNING THIS INDEMNITY AGREEMENT VOLUNTARILY.
Dated this day of 20
By:
Title:
[19]
SITE PLAN
If submitting a hardcopy of the application, please create the site plan AU-
using the instructions below and include with the application iVow
pages.
If submitting an online application, please create the site plan, save as
a pdf and attach to the online application.
Instructions for creating the site plan:
Site Maps:
Site maps are recommended such as those obtained from www.maps..qoo.gle.com and
www.mapquest.com.
Commonly used site maps are available at www.citvofdubuque.orq/specialevents
Please include a detailed layout of the event area and indicate the location of all of the
following, (if applicable):
➢ Stages
➢ Tents
➢ Power and water sources
➢ Rides
➢ Food vendors
➢ Retail vendors
➢ Alcohol sales
➢ Portable toilets
➢ Temporary traffic control devices (barricades, cones, etc.)
➢ Proposed parking
➢ Fire vehicle and residential traffic access
Please note: RunM/alk (road races) events require a detailed map indicating the route to be
taken during the event. This map should include the following:
➢ Start/Finish location
➢ Location of where safety personnel will be stationed during the event
➢ Location of temporary traffic control devices (if applicable)
➢ Any items on the above list that apply
[20]
WEATHER PLAN
If submitting a hardcopy of the application; please complete and
include this page with the application pages.
If submitting an online application; please complete this page, save as a pdf and attach to the
online application.
1. How do you plan to track inclement weather?
Examples include:
National Oceanic Atmospheric Administration (NOAA) weather radio or other weather
monitoring device(s).
Cell phone notification to on-site contact person(s).
2. Who is responsible for getting the word out to attendees regarding
inclement weather conditions and how will they do it?
3. Where will your attendees seek shelter and has permission been
granted for the space(s)?
4. Alternative rain date and/or contingent weather plan:
(Cancellation of event, rescheduling, rain delay, etc.)
5. Other related information:
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