Fillable SPECIAL EVENT APPLICATION (City of Chandler)

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SPECIAL EVENT APPLICATION (City of Chandler)

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The SPECIAL EVENT APPLICATION (City of Chandler) form is 7 pages long and contains:

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  • 39 check-boxes
  • 308 other fields

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File type: PDF

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Please Check One: Nonprofit* Business City of Chandler Department/Division
Office Phone Number
Chairperson - Do you work directly for the Applicant Company/Organization?
Yes No
If NO, what company/affiliation do you work for?
Date/Time of Event
(For Date: INCLUDE Day of Week - i.e. Saturday, May 5, 2020)
Please Check One: Sin
g
le Da
y
Event Multida
y
Event
Day 1:
Day 2:
Day 3:
Parade/March/Procession Farmers' Market Race/Walk/Cycle/Skate
Concert/Performance/Live Music Festival Athletic/Recreation Activities
Skate Park Showcase/Activit
y
Extension of Premise Bike Park Showcase/Activit
y
Other
Location
Anticipated Event Attendance By Hour
Day 1
Opening
Day 2
Peak
Day 3
End of Night
Audience/Demographics
Please Check One:
New Event Re-Occurring Event^
^Include LAST THREE Years of Final Attendance Numbers for THIS Event
Y
ear
A
tten
d
ance
#
Y
ear
A
tten
d
ance
#
Year Attendance #
GENERAL EVENT INFORMATION
*Event Taking Place on Public and PARTIAL Private Property
MUST provide written permission from the property owner. This letter must accompany the application.
*A Certificate of 501(c ) (3) status from the IRS must accompany the application form.
Email Address
Name of Event
Fax Number
Date
End Time
End Time
Start Time
Date
SPECIAL EVENT APPLICATION
Please complete all information; do not leave any spaces blank. Write N/A in spaces that do not pertain to your event.
INCOMPLETE applications will not be processed.
APPLICANT INFORMATION
Date
Name
Event Chairperson
Start Time
Start Time
Proposed Location of Event on Public Propert
y
Anticipated TOTAL Event Attendance
State
Cell Phone Number
Hours of Event
Name of Company/Organization:
Zip CodeMailing Address
Cit
y
End Time
Cit
y
State
Zip Code
Type(s) of Event
Physical Address
**Single Day - only complete Day 1; Multiday - complete all needed days**
Anticipated Attendance/Event History
*Evaluation of Services/Needs are Based Off of These Provided Numbers* City of Chandler reserves the
right to INCREASE services/needs as needed should provided numbers listed not be accurate.
Page 1
Liquor License Holder
Nonprofit Name:
Event Co-Producers
Will you have event co-producers? Yes No If Yes, complete below
Co-Producing Organization
Contact Name and Phone Number
Event Responsibilities
Event Details
Set Up
Day 1: Date Start Time End Time
Day 2: Date Start Time End Time
Tear Down
Day 1: Date Start Time End Time
Day 2: Date Start Time End Time
Fees
Admission Yes No
Presale: Child (Age _________) Senior Adult
VIP Area: Child Senior Adult
Event Day: Child (Age _________) Senior Adult
VIP Area: Child Senior Adult
Contact Person for Media/Citizen Questions or Inquiries
Name Phone Number
Email Address
Event Web Site
Handles: Facebook Twitter
Instagram
Event Description
Illustrative Site Map
What closures are being proposed for the event? If Yes, permit may be REQUIRED; additional instructions will be provided
Sidewalks Yes No Streets Yes No
Parking Lots Yes No Alleys Yes No
Provide a detailed description of all traffic closures for this event (include location, times and closure devices)
Name of contracted professional barricade compan
y
Contact Name Phone #
Please describe your parking plans
*Please attach a letter from the non-profit organization verifying their partnership to apply for, hold the Liquor License, and
provide Liquor Liability insurance
TRAFFIC CLOSURES
A site map of the event area including location(s) of equipment and activities must be submitted with this application. Please
include the information listed in the handbook on
p
a
g
e 27.
GENERAL EVENT INFORMATION CONTINUED
Page 2
Are you having any vendors at event? Yes No
Please Check All that Apply:
Food/Beverage Merchandise Sales
Sponsors Informational Activities/Crafts
Number of Anticipated Vendors: Food/Beverage Merchandise Sales
Sponsors Informational Activities/Crafts
Food/Beverage Vendors:
Will they do any of the following? On Site Sales Free Samples Catering
Will food be prepared on site? Yes No
Have you notified Maricopa County Environmental Health Department? Yes No
Will your event request the service of Alcohol?
No Alcohol
Sold
(City & State Permit Required) Hosted Bar (City & State Permit Required)
A
nswer This Section If Selling/Hosting Alcoho
l
Have you submitted the special events alcohol application? Yes No
Date Submitted
Assigned date for special events alcohol application to be reviewed by the City Council
Please describe in detail how the alcohol operations will be sold/hosted and monitored
**This description should be reflected in your EVENT LAYOUT**
Do you want fire services? On Call On Site
Will you have a first aid station on site? Yes No
Will you have open flames? Yes No
If Yes, permit may be REQUIRED; additional instructions will be provided
What will your open flame usage be? (check all that applies)
Grilling/BBQ Deep Fryer Activity/Entertainment
Other
Canopies
Will you have canopies?
Yes No
If Yes, permit may be REQUIRED; additional instructions will be provided
Indicate Size(s) 10' x 10' 20' x 20'
Tents
Will you have tents?
Yes No
If Yes, permit may be REQUIRED; additional instructions will be provided
Indicate Size(s) 10' x 10' 20' x 20'
Scaffoldin
g
Will you have scaffolding? Yes No Where will it be placed?
What are the dimensions?
Fencin
g
Will fencing be used? Yes No Type of fencing
Dimensions of fenced area Height of fencing
Company Name Supplying ANY of the Above Items
Fire Services - Medical
Fire Services - Open Flames
Other Size(s)
Other Size(s)
PUBLIC SAFET
Y
ALCOHOL
If Selling. Hosting Bar, permit will be REQUIRED; additional instructions will be provided
Fire Services - Structures
If Yes, permit may be REQUIRED; additional instructions will be
provided
VENDOR INFORMATION
Page 3
Will you be having fireworks?
Yes No
If Yes, permit may be REQUIRED; additional instructions will be provided
Fireworks Company Location of anticipated launching site
Length of displa
y
Anticipated start time
Responsible Person On Site Cell Phone Number
Please describe your plans for on site security.**
Private security company name
Security guard certification
# of security personnel How identified
Security Guards Armed Yes No
Will you be Requesting/Needing Off-Duty Chandler Police Officers? Yes No
# of Personnel: Officers Supervisors
Day 1: Start Time End Time
Day 2: Start Time End Time
Day 3: Start Time End Time
Will you be using the city facilities? Yes No Start Time End Time
Will you bring in portable facilities? Yes No
Name of company providing services
Delivery: Date Time
# of standard units # of disabled units # of handwashing stations
Pick Up: Date Time
Do you want to rent trash containers from the City? Yes No
90 Gallon Containers: Quantity Delivery Date/Time
How will you dispose of the trash? On-Site Roll Off Bins Hauling Trash Off-Site
If roll off bins are brought in…
What company will be used?
Location of roll off bin
Delivery Date Delivery Time
Removal Date Removal Time
Are you hiring a professional clean up crew? Yes No
Name of compan
y
Cell Phone Number
Person responsible for final clean up
*It is the responsibility of the event organizer to ensure trash is picked up during and at the conclusion of the event. Event organizer is responsible for all
trash on the event site and any trash associated with the event or event patrons or spectators that impact the surrounding area, adjacent streets, right-of-
way, neighborhood homeowners property, schools, businesses or places of worship.
Police
Private Security
Fire Services - Pyrotechnics
EVENT MAINTENANCE / CLEAN-UP
RESTROOM FACILITIES
Event Guideline for Officer to Guests Ratio - 1:450; Officer to Supervisor Ratio - 7:1
PUBLIC SAFETY CONTINUED
**After reviewing the application, the City reserves the right to require the use of ADDITIONAL Off Duty Police Officers and Civilian Staff a
t
the expense of your organization** __________ Initials of Acknowledgement
Page 4
Will you be needing the city supplied water outlets? Yes No
Date Needed Start Time End Time
Item Needing Water Potable/Non-Potable
Will you be needing the city supplied electrical outlets? Yes No
Date Needed Start Time End Time
Equipment Needing Electricity Voltage/Amperage # of Outlets
Generators on-site? Yes No Company Name
Generator Size Quantity Generator Size Quantity
List all signs/banners being used Locations Size
How will these banners be hung/secured?
Will you have bleachers? Yes No
Quantity Bleacher Dimensions
Name of company providing services
Placement location
Do you want to rent the City's bleachers? Yes No
Delivery Date Pick-Up Date
Delivery Time Pick-Up Time
Will there be a stage or multiple stages? Yes No
Quantity Stage Dimension
Who are you getting the stage from?
Do you want to rent/use the City's showmobile or portable stage? Yes No
Showmobile Portable Stage Downtown Stage
Delivery Date Pick-Up Date
Delivery Time Pick-Up Time
What will take place on the stage? Please Explain
Will there be amplified sound? Yes No
Will there be a sound check? Yes No Sound Check Time
AUXILLARY EVENT INFORMATION
ENTERTAINMENT / AMPLIFIED SOUND
Electrical
Water Requirements
*Confirmation of Usage of the Showmobile/Portable Stages are provided once the event application is approved. There is NO guaranteed these stages will be available.*
Bleachers
Signs - Banners
Page 5
Will Inflatables be on site? Yes No *Certificate of Insurance for Company Will Be Needed
Name of company providing services
Inflatable Name Quantity Size
Inflatable Name Quantity Size
Will Mechanical Rides be on site? Yes No
*Certificate of Insurance for Company Will Be Needed
Name of company providing services
Ride Name Quantity Size
Ride Name Quantity Size
Will Animals be on site? Yes No
*Certificate of Insurance for Company Will Be Needed
Name of company providing services
Type of Animal Quantity
Type of Animal Quantity
(INITIALS) Name of Insurance Certificate Holder
Will public official(s) be invited to the event? Yes No
Explain
Name Venue Phone #
Name Venue Phone #
Name Venue Phone #
(INITIALS)
(INITIALS)
The applicant is required to notify residents, businesses, places of worship and schools that are affected by street closures and/or noise related to
your event. This notice must be submitted to the Special Event Coordinator for review prior to notification delivery. Once approved, the
notice must then be mailed or hand delivered to designated impacted areas at least ONE weeks prior to your event (or sooner per the level of
impact of the event on the community). Information on the notice should include, but not be limited to; the name of the event, date(s), time(s),
location, the assigned Police Traffic Sergeants name and phone number (if applicable), type of activity and telephone number where the public can
contact your organization for concerns or issues. Failure to comply with notification requirement can result in the cancellation,
postponement or other significant restrictions to your event or future events. Verification of neighborhood notification is required.
ACCESSIBILIT
Y
It is the responsibility of the event organizer to ensure the event site is accessible to the disabled. Such examples are public sidewalks may not be
blocked with tents, portable toilets or other structures; cables or electrical cords must not create an obstacle; ADA accessible parking and portable
toilets must be available. Vendors should be prepared to meet any accessibility accommodations.
NEIGHBORHOOD NOTIFICATION
INSURANCE REQUIREMENTS
For consideration to hold the event and use of City property, the applicant agrees to provide general liability insurance (this includes all applicable
endorsements) and indemnify, defend and hold the City of Chandler harmless as set forth in the Insurance Specifications and Indemnification
guidelines (attached). If your event includes alcohol, liquor liability or host liquor liability coverage must be included on your certificate of insurance.
Certificates of insurance are due NO LATER than two weeks before the event date. Failure to comply with insurance requirements will result in
the forfeiture of the use of city property for the event or future events.
MISCELLANEOUS ITEMS
If this is a NEW event to the City of Chandler, please provide three references of past coordinators that have worked
with you and your organization on events:
ENTERTAINMENT / ACTIVITIES
Page 6
Authorized Agent/Event Chairperson Name (PRINT) Signature
Title Date
Mail Completed Application To
Special Event Coordinator
City of Chandler
Mail Stop 498, P.O. Box 4008, Chandler, AZ 8524
4
The Contractor agrees to indemnify, defend, and save harmless the City of Chandler, its Mayor and Council, appointed boards and commissions, officials, officers,
employees, individually and collectively; from all losses, claims, suits, actions, payments and judgments, demands, expenses, attorneys' fees, defense cost, or actions of
any kind and nature resulting from personal injury to any person, including employees of the Contractor or of any subcontractor employed by the Contractor (including
bodily injury and death) or damages to any property arising or alleged to have arisen out of the negligent performance of the Contractor for the work to be performed
hereunder, except any such injury or damages arising out of the sole negligence of the City, its officers, agents or employees.
IT IS THE INTENTION OF THE PARTIES to this contract that the City of Chandler, its Mayor and Council, appointed boards and commissions, officials, officers, employees,
individually and collectively, are to be indemnified against their own negligence unless and except their negligence is found to be the sole cause of the injury to persons
or damages to property. The amount and type of insurance coverage requirements set forth in the contract will in no way be construed as limiting the scope of indemnity
in this paragraph.
I certify that the information set forth within this application is complete, true and correct to the best of my knowledge and belief. I confirm that I have received and read
the Special Event Handbook and will comply with the information requested and/or required set forth in the handbook and during the review/approval of the submitted
application. Information from your application is considered public information and may be used in accordance with public requests. Acceptance of your application
should in no way be construed as final approval or confirmation of your request. The City of Chandler reserves the right to refuse the application and it is revocable if
deemed in the best interest of the City of Chandler.
PLEASE READ CAREFULLY BEFORE SIGNING
Page 7
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SPECIAL EVENT APPLICATION (City of Chandler)

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Completed 21 January 2021

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