Fillable 2020SpEventApp 2020 Special Event Application

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2020SpEventApp 2020 Special Event Application

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Office Use Only:
Application # SE2020- _____ 2020 Special Events Application
REMEMBER THAT COMPLETION OF THIS APPLICATION DOES NOT APPROVE YOUR EVENT. 1
Event Title: __________________________________________________________________________________
Event Date: First Choice ___________________________ Second Choice _______________________________
Event Location (Include Site Name or Address): _____________________________________________________
Event Description: ____________________________________________________________________________
___________________________________________________________________________________________
Setup Begins: ____________ Event Start: ____________ Event End: ____________ Cleanup Ends: ____________
List items to be set up in advance (include dates): ___________________________________________________
___________________________________________________________________________________________
Estimated Participants/Spectators: _________________ Would you like your event promoted on city of
Allentown calendar and social media outlets, time and space permitting? ___Yes ____ No
Special Event and Block Party applications, non-refundable ($75) application fee, and certificate of insurance must be
submitted no later than 30 days prior to your event. A map of the site and/or route should be submitted with
application. Please keep in mind that submitting an application, and deposit of non-refundable application fee(s) is in
no way to be construed as approval or confirmation of your event. There will be a twenty-five ($25) late fee charged if
application not received 14 days before event. The City of Allentown reserves the right to deny special event applications
that are incomplete or received without enough advanced notice for proper planning and communication to take place.
Event Category (Check all that apply)
5K Walk/Run Concert/Performance Half/Full Marathon Festival/Celebration Parade
Block Party Other (Please specify): _______________________________________________
Yes No Is this an annual event? If so, how many years have you been holding the event? _________
Where did you hold your event in previous years? _______________________________________________
Applicant Information
Organization Name (if applicable): ____________________________________________________________
Point of Contact (event organizer): ____________________________________________________________
Street Address: ___________________________________________________________________________
City: ____________________________________ State: __________ Zip: _____________________________
Work Phone: ________________________________ Cell Phone: ___________________________________
Email Address: ____________________________________________________________________________
Yes No Are you a 501(c)(3) certificate holder? NOTE: Per city ordinance, all special events must be
organized by and/or directly benefit an Allentown-based non-profit organization. Please submit proof of non-
profit status along with this application.
Yes No A site plan/route map has been submitted with this application (May be required based on event size)
Yes No Are admission, entry, or participant fees required? If yes, provide amounts ______________
Yes No Are vendors or other fees required? If yes, provide detailed amounts ___________________
Yes No Are you selling merchandise? If yes, you need to contact the City of Allentown Finance Dept.
Describe your parking plan: _________________________________________________________________________
Office Use Only:
Application # SE2020- _____ 2020 Special Events Application
REMEMBER THAT COMPLETION OF THIS APPLICATION DOES NOT APPROVE YOUR EVENT. 2
Tent Usage
Yes No Are you using tents? What size tents? _________________________________________
If yes, please indicate on map (Please contact Fire Prevention for tents 400 sq.ft. or larger)
Tents may not be staked down without completing a PA-1 Call by dialing 8-1-1 or 1-800-242-1776.
Medical Plan
Yes No Are you requesting EMS?
If no, please describe your medical plan: _______________________________________________________
NOTE: The City of Allentown’s EMS has the Right of First Refusal and final authority to determine and provide
your event medical services requirements. Please contact Allentown EMS sixty (60) days prior to your event for
scheduling purposes.
Events under 5,000 people typically do not require EMS on standby.
Yes No Are you requesting security?
If yes, please describe your security plan including crowd control, internal security or venue safety:
________________________________________________________________________________________
NOTE: The Allentown Police Department will have final approval on the security companies used for events, and
the final decision in all matters involving safety and security at events. Please contact APD for security requests
sixty (60) days prior to your event for scheduling purposes.
Electricity
& Amplified Sound
Yes
No Is electricity requested? (Electricity is limited and only available in certain locations) Cost = $40.00/day
What are you using electricity for? ____________________________________________________________
Yes No Will sound amplification equipment or system be used at the event?
If yes, please describe: ________________________________________________________________________
Amplified Sound will be used: Start Time: __________________ End Time: ___________________________
Yes No Are you requesting use of the city’s band trailer? If yes, please fill out Band Trailer Application.
NOTE: It is suggested you supply your own power source, i.e. a generator. Electrical outlets are limited and not
guaranteed to be operational. You will be billed for use of electricity if it is available for your event.
Block Party
Yes No Is this a block party? If yes, you will need to submit a signed petition. Overall Cost = $25.00
Please complete the Street Closure section of this application below.
NOTE: Applicants must reside on block being closed. Block party application must have a petition signed by 75% of
residents on the block, and/or 75% of the residents of an apartment complex. Applications must be received at least
thirty (30) days
before the event. Photocopies of petition will not be accepted.
Yes No Are street closures required? ($50 additional fee for street closure)
Reason for street closure: ___________________________________________________________________
List streets & intersections to be closed: _______________________________________________________
NOTE:
State roads that require closure also need a permit from the Pennsylvania Department of Transportation
Street Closures
Office Use Only:
Application # SE2020- _____ 2020 Special Events Application
REMEMBER THAT COMPLETION OF THIS APPLICATION DOES NOT APPROVE YOUR EVENT. 3
Food Vendors and Temporary Health License
Yes No Does your event include food and/or beverages?
If yes, please describe the type of food you will have available:__________________________________________
Yes No Do you intend to cook food at the event?
If yes, please describe how it will be prepared, held and served:______________________________________________
If serving any type of food at your event, you must complete the Event Concession Form through the
Allentown Health Bureau at least two weeks in advance of your event.
NOTE: The City of Allentown requires that all food vendors have a valid business license and insurance, as well as a temporary
concession license through the Allentown Health Bureau. Contact Allentown Health Bureau to arrange this for your event.
Alcohol
Yes No Does your event involve the possession, consumption, or sale of alcoholic beverages?
If yes, please check all that apply: Beer Wine Distilled Spirits Alcohol Sales Free Alcohol
Please describe your security and carding planning to ensure the safe sale of alcohol at your event: _______
________________________________________________________________________________________
Authorization and Insurance: If you plan to sell or furnish alcoholic beverages at your event you must receive
authorization from the State of Pennsylvania Liquor Control Board (PLCB). Liquor Liability Coverage must be included
on your Certificate of Insurance
.
Portable Restrooms
Yes
No Are you arranging for portalets? (May be required based on event size and location)
Location: __________________________________________
Equipment Set-up: Date: ___________ Time: _________ Equipment Pick-up: Date: _________Time: __________
NOTE: It is recommended one (1) chemical or portable toilet for every 200 people attending the event. For events with
alcohol, the recommendation is one (1) for every 100 people. Federal guidelines require five (5%) percent of these
facilities must be ADA accessible.
Recycling and Sanitation
Recycling and Trash Plan: These items must be recycled: Bottles, Cans, Paper and Cardboard
Organizer will provide own containers Request to use City ClearStream® Containers
If requesting use of City containers, you must complete the ClearStream Request form and submit it
to the Recycling Bureau at least two weeks prior to the event date.
Yes No Will your event be contracting for trash and recycling dumpsters?(May be required based on event size & content)
The City does NOT provide trash or recycling removal from events. After your event: Recyclables ONLY may be
taken to the City’s Drop-Off Center and disposed of in the “Commingled” green roll-off dumpster. Failure to
properly dispose of trash and/or recycling
after an event is subject to fines.
Water
Yes No Are you intending to use hydrants or public water connections?
If yes, please provide specific locations: ________________________________________________________
NOTE: Use of hydrant or public water requires arrangement with Lehigh County Authority (LCA) for water service
(610)437-7646. The City of Allentown does not provide public water.
Office Use Only:
Application # SE2020- _____ 2020 Special Events Application
REMEMBER THAT COMPLETION OF THIS APPLICATION DOES NOT APPROVE YOUR EVENT. 4
Organization (if applicable) ____________________________________________________________________
Point of Contact (event organizer) _______________________________________________________________
Signature ___________________________________________________ Date ___________________________
Insurance Requirements
Before a permit will be issued, you will need to submit proof of General Liability Insurance or event
insurance that names, as the additional insured, the “City of Allentown, its officers, employees, agents, and
volunteer” impacted by your event. The Certificate of General Liability insurance must be accompanied by
the additional insured endorsement form or it will not be accepted. The necessary amount of coverage
required is $1,000,000. Insurance coverage must be maintained for the duration of the event including setup
and cleanup dates. If your event will include alcohol, liquor liability coverage must be included on your
Certificate of Insurance. The certificate holder is: City of Allentown, 435 Hamilton St, Allentown, PA 18101.
This must be submitted no later than thirty (30) days prior to the commencement of the event. Permits will
not be issued until all insurance requirements have been received, verified and approved by the City of
Allentown’s Risk & Safety Manager.
Affidavit of Application
The applicant, and if applicable, the professional event contact, must complete, sign and date this
application and submit application and fee by mail: City of Allentown, Attn: Special Events; 435 Hamilton St.
Allentown, Pa 18101., or emailed to events@allentownpa.gov. Please make checks out to “City of
Allentown”.
I hereby certify the foregoing statements to be true and assigns correct and agree to indemnify and hold
harmless the City of Allentown, its mayor, city council, officers, agents, employees from and against any and
all loses, damages, liability, claims, suits, costs and expenses whatsoever, including attorney’s fees,
regardless of the merit or outcome of any such claim or suit arising from or in any manner connected to the
requested activity. In the event that a possessory interest subject to property taxation is create by virtue of
this use permit, I agree to pay all possessory interest taxes and the city shall not be liable for the payment of
such taxes I further agree that the payment of any such taxes shall not reduce any consideration paid the city
pursuant to this use permit. I agree to abide by these rules, and further certify that I, on behalf of the
organization, am also authorized to commit that organization to, and therefore agree to be financially
responsible for any costs and fees that may be incurred by or on behalf of the event to the City of Allentown.
I also agree, if approved, to comply with all permit conditions, including those listed in the special event
planning guide and other documents provided by the city representatives and understand that failure to
comply with any condition or any violation of law may result in the immediate cancellation of the event,
denial of future events and/or criminal prosecution.
Office Use Only:
Application # SE2020- _____ 2020 Special Events Application
REMEMBER THAT COMPLETION OF THIS APPLICATION DOES NOT APPROVE YOUR EVENT. 5
Please note that Block Parties total cost is $25.00, provided that the event organizer is responsible to pick up
and drop off barricades for the event, and pick up and post ‘No Parking’ signs on the designated streets for
the block party.
All events that include a street closure (besides block parties) will have barricades, cones and no parking signs
delivered by City staff, and will be billed accordingly:
Barricades $6.00/each + equipment & labor for delivery at event
No Parking Signs $0.50/each if picked up and hung by event organizer; add equipment &
labor if city staff post them
Traffic Cones $3.00/each + equipment & labor for delivery at event
Additionally, fees will be charged for cleanup after an event:
Fastening any object to a tree, shrub or natural amenity $25.00/occurrence
Replacement fee for barricades, traffic cones, recycling & trash containers will be charged as the city’s cost to
replace the equipment, if it is not returned by the event organizer.
Damage or destruction of grass, fields or pathways; clean-up after an event (including street sweeping), will be
billed to the event organizer as the cost of equipment, material & labor
for city staff to complete the work.
No events may have inflatables that people jump in or around on public property.
Additional items to be considered by the Applicant
If any of the below items pertain to your event, please
contact the appropriate City Dep
artment for further information.
Item
& Timeline
Bureau & Phone Number
Band Trailer
(
4 weeks in advance of event)
Special Events Bureau:
610
-
841
-
3506
Barricades/Cones/No Parking Signs
(2 weeks in
advance)
Traffic Planning & Control
610
-
437
-
7734
Electricity
(2 weeks in advance of event)
Special Events Bureau:
610
-
841
-
3506
Food Vendors
(5 business days in advance of event)
Health Bureau
610
-
437
-
7759
Insurance Certificates
(4 weeks in
advance of event)
Risk & Safety
610
-
437
-
7620
Medical/Paramedics
(8 weeks in advance of event)
EMS
610
-
437
-
7531
Parking (street/public lots, parking decks)
(2 weeks)
Allentown Parking Authority
610
-
841
-
9090
Police/Security
(8 weeks in
advance of event)
Police Department
610
-
437
-
77
13
Recycling
& Trash
(2 weeks in advance of event)
Recycling
610
-
437
-
8729
Tents
over 400 sq ft
(2 weeks in advance of event)
Fire Prevention Office
610
-
437
-
7758
Vendor Sales
(2 weeks in advance of event)
Finance Dept.
610
-
437
-
7501
Water
(2 weeks in advance of event)
Lehigh County Authority (LCA)
610
-
437
-
7515
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2020SpEventApp 2020 Special Event Application

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Completed 10 July 2020

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