Fillable COMMUNITY EVENT PERMIT APPLICATION (City Of Sunnyside)

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COMMUNITY EVENT PERMIT APPLICATION (City Of Sunnyside)

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COMMUNITY EVENT PERMIT APPLICATION
All special event permit applications must be filed with the City of Sunnyside at least forty-five (45) days (90 days for
events with alcohol) prior to event date. Annual events have first priority and can be scheduled annually, the first working
day of January. The filing fee for special event applications is set by SMC 2.02.
Step 1: Reserve a date, time and location by visiting our office located at 818 E. Edison Avenue, Sunnyside, WA.
Step 2: Read SMC 12.46 Special Event Permits which outlines rules, requirements, permits and filing timelines.
Step 3: Note filing date requirements.
Step 4: Make sure all applications are signed.
Step 5: Submit all fully completed applications to 818 E. Edison Avenue, Sunnyside, WA in a timely manner.
Event Coordinator/Primary Contact __________________________________________________________________
Address ____________________________________ City ____________________ State __________ Zip __________
Phone(s) ___________________________________________ Email _______________________________________
Date(s) of Event ___________________Set-up Time___________ Start Time _________ End Time _______Take-down
Time__________
Name of Event ___________________________________________________________________________________
Site/Facility and Address ___________________________________________________________________________
Sponsor/Organization ___________________________ Profit ☐ Non-Profit ☐ Tax Exempt # ___________________
Dance
☐ Private ☐ Public ☐ Teenage (# of chaperones _____)
Event
☐ Carnival ☐ Circus ☐ Other ____________________________________________________________
Parade
☐ Community ☐ Kids ☐ Promotion ☐ Union ☐ Religious ☐ Other __________________
Purpose and brief description of event _______________________________________________________________
The City of Sunnyside will review and determine services we can provide. Additional charges may apply for these services.
Please complete all information on this form. The Event Coordinator is responsible for providing a complete list of event
plans and a list of suppliers providing services. An event logistics map is required, detailing the location for all water,
power, tables, canopies, stages, generators, vendors, booths and any other major services or activities planned.
READ AND COMPLETE INFORMATION ON REVERSE SIDE
818 E. Edison Avenue, Sunnyside, WA 98944 ● Phone (509) 837-3268 Fax (509) 837-3294 ● www.sunnyside-wa.gov
Page 1 of 6
Provide a logistic map outlining the entire venue including the location of all canopies, stages, equipment, activities, port-
a-potties, generators, vendors, power, water sources and a map of the parade route. Vehicles are not allowed on grass.
Provide a map of area to be closed to vehicle access, attach additional pages as needed. All vendors, suppliers and
equipment MUST be removed at the end of the event or additional fees will be charged.
YES
NO
CHECK ALL THAT APPLY
YES
NO
Electricity (available in some locations with
limited resources)
Event will provide generators:
Size(s) ___________________________________
Water Requirements – Drinking/Washing (circle)
(available in some locations with limited
resources)
Event will provide Gray Water Barrel/Grease
Barrel (circle). Grease and gray water need to be
contained and removed from use sites.
Event will provide stages & sound equipment
Size(s) __________________________________
Event will provide canopies
Size(s) __________________________________
Event will provide booths
Size(s) __________________________________
Event will provide garbage cans
Quantity __________ Size __________
Event is required to order dumpsters for groups
over 300 Quantity ordered __________
Event will provide Port-a-Potties
Quantity: Regular _________ ADA _________
Event will provide utility vehicles
Quantity __________
Other (please outline in detail)
Event Coordinators Signature ______________________________________ Date _________________
Page 2 of 6
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INDEMNIFICATION FORM
Name of Event ___________________________________________________________________________________
Date(s) of Event ______________________________
I hereby certify that I am 18 years of age or older and have the authority to enter into this agreement on behalf of the event
sponsor organization. I have read and will abide by the rules and regulations set forth by the City of Sunnyside.
I, and the event sponsor organization, shall defend, indemnify and hold harmless the City of Sunnyside, its officers,
officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of
any person, or for loss or damage to property, which arises out of the acts or omissions of the event sponsor organization,
its employees, volunteers, representatives, vendors or event participants, or from any activity, work or thing done,
permitted, or suffered by event sponsor organization, related to the permitted activity, except only such injury or damage
as shall have been occasioned by the sole negligence of the City of Sunnyside.
I further agree to promptly reimburse the City of Sunnyside for any clean up, loss or damage to the City property resulting
from this use. In addition, I give consent to the disclosure of the phone number(s) I have listed on this application
pursuant to request from the public, and I give consent to the disclosure of these phone number(s) in informational
publications, releases, or announcements about this community event.
Event Coordinator’s Printed name_____________________________________
Event Coordinator’s Signature ______________________________________ Date _________________
Page 3 of 6
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PHYSICAL ACTIVITY EVENT WAIVER
Per SMC 12.46.080(A)(3) of City Code Requirements for Special Events:
“For a special event involving registered participation of persons involving physical effort, an agreement that each
participant, as a condition of participation, will be required to waive any and all liability against the City of
Sunnyside, its officers, agents and employees arising from the event, which agreement shall be in the language
approved by the city’s legal counsel.”
The City of Sunnyside has approved the following language for participation waivers for events such as fun runs, bike-a-
thons, walk-a-thons, or other events involving physical activity on the part of the participant.
RELEASE
In consideration of your acceptance of this race entry, I, for myself, my heirs, executors, administrators and assigns, forever
release and discharge any and all rights, demands claims for damages and causes of suit or action known or unknown,
that I may have against (sponsors name), the City of Sunnyside and any and all participating race sponsors, and the
Directors, Officers, Employees and Agents of such parties, for any and all injuries or death in any manner arising or
resulting from my participation in said race. I attest and verify that I have full knowledge of the risks involved in the race,
that I will assume those risks, that I will assume and pay my own medical and emergency expenses in the event of an
accident, illness or incapacity, regardless of whether I have authorized such expenses, and that I am physically fit and
sufficiently trained to participate in this race.
Signature Date
Signature of Parent/Legal Guardian if participant is under 18
Page 4 of 6
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COMMUNTIY EVENT INSURANCE REQUIREMENTS
Per SMC 12.46.080(A)(1) of City Code Requirements for Special Events:
No later than fourteen (14) calendar days before the event, the applicant shall file with the City of Sunnyside the
following:
Evidence of liability insurance coverage with limits not less than $1,000,000 per occurrence and $2,000,000 general
aggregate, naming the City of Sunnyside, its officers, employees and agents as additional insured parties, using
additional insured endorsement ISO form CG 20 12, or coverage at least broad. Additional types or amounts of
coverage may be required depending on the elements of the event (i.e. alcohol served, pyrotechnics. Inflatables, sport
event, large number of participants expected, drones used)
Page 5 of 6
COMMUNITY EVENT STAFF REVIEW
Please sign and note comments below or on a separate sheet.
Public Works Divisions ☐ APPROVED ☐ DENIED Reviewed By ___________________________
Comments: _________________________________________________________________________________
Fire Department ☐ APPROVED ☐ DENIED Reviewed By ___________________________
Comments: _________________________________________________________________________________
Police Department ☐ APPROVED ☐ DENIED Reviewed By ___________________________
Comments: _________________________________________________________________________________
PLEASE ATTACH AN INVOICE IF ANY CITY OF SUNNYSIDE EMPLOYEES ARE REQUESTED FOR EVENTS.
After review of application and the attached documents, it is my recommendation that said application is;
☐ APPROVED ☐ DENIED
________________________________________________________________________________________________
________________________________________________________________________________________________
Public Works Director Signature ___________________________________________ Date _______________________
Event Fee
$__________._____
Deposit Fee
$__________._____
City Employee Fee
$__________._____
TOTAL DUE
$__________._____
PLEASE ATTACH ALL INVOICES AND RECIEPTS.
Page 6 of 6
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DISCLAIMER/CONDITION FOR SPECIAL EVENT PERMITS DURING PUBLIC HEALTH
CRISIS RESULTING FROM COVID-19
The issuance or granting of this permit shall not be construed to be a permit for, or approval of,
any violation of any ordinance or order of the City of Sunnyisde, of any state or federal law, or of
any order, proclamation, guidance advice or decision of a local health officer or the Governor of
this State. To the extent the issuance or granting of this permit is interpreted to allow activity
during any period of time when such activity is prohibited or restricted by any state or federal
law, or order, proclamation, guidance advice or decision of a local health officer or the Governor
of this State, this permit shall not authorize such activity and shall not be valid. The City of
Sunnyside is authorized to suspend or revoke this permit if it is determined to be issued in error
or on the basis of incorrect, inaccurate or incomplete information, or in violation of any City of
Sunnyside ordinance, regulation or order, state or federal law, or any order, proclamation,
guidance or decision of a local health officer or the Governor in existence on the date the event
is scheduled to take place.
The City of Sunnyside is not responsible for any loss of money, resources or damages incurred
by the permit requestor or vendors as a result of suspension or cancellation of this permit based
on requirements of any City of Sunnyside ordinance, regulation or order, state or federal law, or
any order, proclamation, guidance or decision of a local health officer or the Governor in
existence on the date the event is scheduled to take place.
I have read the above disclaimer/condition for issuance of this special event permit, I
understand it, and I agree to the disclaimer/condition as stated.
____________________________________________________________________________
PRINTED NAME SIGNATURE DATE
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Completed 19 January 2021

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