Fillable Special Event Application 2020 Updated Office of City Clerk

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Special Event Application 2020 Updated Office of City Clerk

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To All Applicants for Special Events,
As America's Hometown, the City of Hannibal encourages special events, festivals, and parades in our
community. These events add to our quality-of-life, and help make Hannibal a truly unique hometown!
In encouraging these events however, the City remains cognizant of possible impacts to non-participants, such
as neighboring residents or nearby businesses. The City wants these events to have minimal impact on others.
Special events that will occur solely on private property do not typically require City Council approval. The City
simply asks that noise levels be contained, safety monitored, and trash/debris removed after the event. In
essence, we ask for your consideration toward others.
Special events that will (1) occur on public property, (2) require street closures, (3) involve outdoor retail sales, or
(4) involve off-site liquor sales, first require City Council approval. For such events, please complete the attached
Special Event Application; execute the Hold Harmless Agreement then return it to the City Clerk. The City
additionally requires a Certificate of Insurance; this certificate must list the City of Hannibal as an
additional insured and must be endorsed.
On the attached Application, please fill-in the date that you would like the City Council to hear your request. It is
very important that you (or a member of your organization) attend the Council Meeting to answer any questions.
Questions typically involve ways to assure that surrounding residents are not negatively impacted.
To be placed on a Council Meeting agenda, this Application must be submitted to the City Clerk no later than the
Wednesday preceding that Council Meeting. This is very important, as the City Clerk has a legal deadline for
publishing the agenda, and the City Council, by law, can only act on items listed on the agenda.
Note, if your Special Event involves a parade, City Ordinance requires you to obtain a permit from the Police
Department after Council approval, but prior to your event. Restated, if the City Council approves your request,
you must contact the Police Department (573-221-0987) within 10 days of your Special Event to secure the
appropriate parade permit.
A fireworks show or display must be conducted by an independent fireworks operator approved by the Missouri
Division of Fire Safety.
Finally, if your Special Event involves off-site liquor sales, you must have a valid liquor license, or a specific State
exemption thereof before the City Council can consider your Special Event. The City Clerk (573-221-0111) is
available to answer any questions you may have.
We have created this Special Event Application to help simplify your review process. We wish you well with your
Special Event, and thank you for contributing to our quality-of-life here in America's Hometown!
Return to:
Office of the City Clerk
Attention: Debbie White
320 Broadway
Hannibal, MO 63401
Ph (573) 221-0111 ext.221
Fax (573) 221-8191
SPECIAL EVENT APPLICATION
(Council Meetings are the 1
st
& 3
rd
Tuesday of each month)
Today’s Date:
Date you wish to be placed on Agenda:
Your Organization:
Date(s) of Event:
Requested Times (from – to)
Description of Activity:
Primary Contact Person(s):
Home Phone:
Work Phone:
Cell Phone:
E-mail:
Assistance Needed (location, etc.)
DEPARTMENTAL COMMENTS:
Police:
Dept. Cost
Fire:
Dept. Cost
Public Works:
Dept. Cost
Building Inspector:
Dept. Cost
Parks:
Dept. Cost
Street:
Dept. Cost
Tourism:
Dept, Cost
Administration:
Dept. Cost
STAFF RECOMMENDS:
Hold Harmless and Insurance Requirements
1) To the fullest extent permitted by law, Sponsor agrees to indemnify, defend and hold harmless the City of
Hannibal, its officers, agents, volunteers, and employees from and against all suits, claims, damages, losses,
and expenses, including but not limited to attorneys’ fees, court costs, or alternative dispute resolution costs
arising out of, or related to, Sponsor’s use of City streets, roads, parks, sidewalk or other facilities under this
agreement involving an injury to a person or persons, whether bodily injury or other personal injury
(including death), or involving an injury or damage to property (including loss of use or diminution in value),
but only to the extent that such suits, claims, damages, losses or expenses are caused by the negligence or
other wrongdoing of Sponsor, its officers, agents and volunteers, or anyone directly or indirectly employed or
hired by Sponsor or anyone for whose acts Sponsor may be liable, regardless of whether caused in part by the
negligence or wrongdoing of City and any of its agents or employees
2) Sponsor shall purchase and maintain the following insurance, at Sponsor’s expense: Commercial General
Liability Insurance with a minimum limit of $1,000,000 each occurrence / $2,000,000 general aggregate
written on an occurrence bases.
Comprehensive Business Automobile Liability Insurance for all owned, non-owned and hired
automobiles and other vehicles used by Sponsor with a combined single limit of $1,000,000 minimum.
Workers Compensation insurance with statutorily limits required by any applicable Federal or state law and
Employers Liability insurance with minimum limit of $1,000,000 per accident.
3) All policies of insurance must be on a primary basis, non-contributory with any other insurance and/or self-
insurance carried by the City.
4) Prior to using City’s facilities or infrastructure under this agreement, Sponsor shall furnish the City with
certificates of insurance evidencing the required coverage, conditions, and limits required by this agreement,
have the City named as an additional insured and provide the appropriate additional insured endorsements.
5) No provision of this agreement shall constitute a waiver of the City’s right to assert a defense based on the
doctrines of sovereign immunity, official immunity, or any other immunity available under law.
______________________________________
By
______________________________________ _______________________
Title Date
STATE OF MISSOURI SALES TAX
REQUIREMENTS FOR
SPECIAL EVENT VENDORS
• SPONSOR OF SPECIAL EVENT WILL BE REQUIRED TO
CONTACT THE DEPARTMENT OF REVENUE (314-877-0177)
TO REQUEST SPECIAL EVENT SALES TAX PACKETS FOR
EACH VENDOR.
• PRIOR TO ISSUING LICENSES - COVER SHEET FROM THE
DEPARTMENT OF REVENUE VERIFYING PACKETS WERE
REQUESTED/RECEIVED MUST BE PROVIDED.
This checklist is for your planning and to help us better understand the needs for your event.
Please check all activities that apply to your event.
ACTIVITY
PROCESS
Business License
The business / group promoting and organizing the event
for profit must obtain a City of Hannibal Business License.
Contact City Hall at 573-221-0111 for more information.
Alcohol
1. Review the City of Hannibal, Municipal Code
Chapter 3 Alcoholic Beverages.
2. Approval is needed from the City of Hannibal
Retail Vendors
If retail sales are being made, vendors are required to
collect and report sales tax to Missouri Department of
Revenue. Tax Packets may be obtained by calling 573-
751-3505 or by visiting the Business tax Registration
Forms at http://dor.mo.gov
Food Vendors
If food is to be served, each food vendor must receive
approval from the Marion County Health Department. You
may contact them at 573-221-1166.
Parade or other run / walk
event
Special Events that occur on public property, require street
closures, or involve outdoor retail sales, first require City
Council approval. Parades require you to obtain a permit
from the Police Department after Council Approval, but
prior to your event. You must contact the Police
Department 573-221-0987 within 10 days of your event to
secure the appropriate parade permit.
Security
(Must Provide Own) Method of Security
Waste Removal /
Recycling
Responsibility of Event Holder
Port-A-Potties
Not supplied by City
Barricades
Available through Street Department 573-221-0134
**All special events; etc. must contact the Hannibal Fire Department for appropriate
permits**
Administration Building
2333 Palmyra Road
(573)221-0651
Training Officer Jaeger
**The circles represent the bollards; mark with an "X" those you don't wish to have placed.**
NORTH STREET
To Third Street a
l
l
e
y
Y-Men's
Pavilion
HILL STREET
Trailhead
a a Building
l M l
l A l
e I e
y N y
BIRD STREET
a S a
l T l
l R l
e E e
y E y
T
CENTER STREET
a a
l l
l l
e e
y y
BROADWAY
For assistance in determing the bollard placement/openings, contact Mike McHargue, Street Supervisor at
(573) 822-6950
HISTORIC DISTRICT - PROPOSED STREET CLOSURES (Bollard Placement)
To river
Museum
Public
Parking
N
S
E
W
Boyhood
Home
Public
Parking
Mark Twain
Mark Twain
CITY OF HANNIBAL
Special Event Safety Plan
Questions or Inquiries: Contact Hannibal Fire Department @ 573-221-0657
I. GENERAL
Event Name ______________________________ Date of Event ____________________
Location/Address/Facility Name __________________________________________________
__________________________________________________
Expected Number of Attendees: __________
II. PURPOSE
A. This emergency action plan predetermines actions to take before and during the event in response
to an emergency or otherwise hazardous condition. These actions will be taken by organizers,
management, personnel, and attendees. These actions represent those required prior to the event
in preparation for and those required during an emergency.
B. Flexibility must be exercised when implementing this plan because of the wide variety of potential
hazards that exist for this event. These hazards include, but are not limited to, Fire, Medical
Emergencies, Severe Weather, or situations where Law Enforcement is required.
III. ASSUMPTIONS
The possibility of an occurrence of an emergency is present at this event. The types of emergencies possible are
various and could require the response of Fire & Rescue, Emergency Medical Services, and Police.
IV. BASIC PLAN
A. EAP Event Representative
The EAP event representative will be identified as the point of contact for all communications
regarding the event. This person is identified as:
Primary Contact: ____________________________________
Cell Phone: _____________________________
B. Emergency Notification
1. In the event of an emergency, notification of the emergency will be through 911. The caller
should have the following information available to give to the 911 dispatcher: nature of the
emergency, location and contact person with callback number.
2. Will on-sight EMS be provided?
___Yes ___No
If yes, contact name and phone __________________________________________
3. Will on-site security be provided?
___Yes ___No
If yes, contact name and phone __________________________________________
C. Severe Weather
1. Weather forecasts and current conditions will be monitored throughout the entirety of the
event.
2. Before the event – If severe weather is predicted prior to the event, the EAP event
representative will evaluate the conditions and determine if the event will remain scheduled.
The EAP event representative or his/her designee will be identified as such and will be
responsible to monitor the weather conditions before and during the event.
3. During the event – If severe weather occurs during the event, the EAP event representative
or his/her designee will make the notification to those attending the event that a hazardous
weather condition exists and direct them to shelter.
4. There are limited provisions for sheltering participants in the event of severe weather.
D. Fire
1. Has a specific hazard been identified as an increased risk of fire at this event?
___Yes ___No
If yes, what has been identified? _________________________________________
2. Selected event staff will be instructed on the safe use of Portable Fire Extinguishers.
3. Any food vendors will be inspected when appropriate by the fire code and must meet
permitting requirements.
4. Should an incident occur that requires the Fire Department, CALL 911. The caller should
have the following information available to give the 911 dispatcher: Nature of the
emergency, location, and contact person with a callback number.
E. Medical Emergencies
1. As with any event, there is a potential for injury to the participants. The types of injuries are
various and include those that are heat-related as well as traumatic injuries
2. Are there limited provisions for on-site Emergency Medical Services at this event?
___ Yes ___No
3. Should an incident occur that requires Emergency Medical Services, contact as indicated to
this this resource. The caller will have the following information ready: Nature of emergency,
precise location and contact person with callback number
___ On-site EMS officer or ___ 911 Dispatch
F. Law Enforcement
1. Has a need for constant Law Enforcement presence been identified at this event?
___ Yes ___ No
2. Should an incident occur that requires Law Enforcement, contact as indicated below to
request this resource. Have the following information ready: Nature of emergency, precise
location and contact person with callback number.
___ On-site Security or ___ 911 Dispatch for Law Enforcement
G. Emergency Vehicle Access
1. Access to emergency vehicles will be maintained at all times.
2. Fire lanes and fire hydrants will not be obstructed.
3. Participants and spectators will be directed to park in approved areas and not to obstruct
protective features, sidewalks, or public throughways.
4. Crowd control will be managed by:
___ Staff or ___ On-site Security
V. CONTACT INFORMATION
Primary Contact: ________________________________________ Cell Phone: ______________________
Secondary Contact:______________________________________ Cell Phone: ______________________
Dial 911 in case of emergency
VI. EVENT AREA MAP (attach next page)
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Special Event Application 2020 Updated Office of City Clerk

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Completed 12 July 2020

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