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OGDEN CITY CORPORATION Page 1 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] WARNING: SUBMISSION OF THIS FORM DOES NOT GUARANTEE APPROVAL OF THE EVENT Failure to complete all sections of this form and meet all requirements may result in delay, limitations or cancellation of your event. Ogden City Corporation reserves the right to deny approval of special events that do not comply with Ogden City ordinances and/or policies. SPECIAL EVENT APPLICATION NOTE: APPLICATION IS DUE 45 DAYS PRIOR TO EVENT A Special Event Application MUST be completed for any event that is planned to take place on Ogden City property when the public is invited to attend or any event that involves blocking public streets or sidewalks. It is also required for a private event that involves more than 200 people. Name of Event: Event Date(s): Time: Type of Event: Public Gathering Private Gathering Parade (include map) Walk or Run (include map) Demonstration or rally Other: Tent or Parking Lot sale (not held on your own property) Please note that a waiver of certain requirements may apply pursuant to Ogden municipal code section 6-5-20. Location (City Park, street location or starting point) Include a map with this application that shows all items checked on the following pages: Description of assistance requested from Ogden City departments (Police, Fire, Streets, Parks, etc.). Additional details should be provided on subsequent pages: Note: Unless the City has agreed to provide such services, you are responsible for cleaning the special event area of clutter & debris and disposing of all waste in accordance with city rules and regulations. You are also responsible for any property damage. Set-Up: Day of week: Date: Time: Take Down: Day of week: Date: Time: Estimated Attendance If expected attendance is 500 or more, mass gathering rules may apply. Participants: Spectators: Organization: Name: Phone: Contact: Name: Daytime Phone: Street: Cell or Evening Phone: City: State: Zip: FAX: Email: Website: Secondary Contact: Name: Phone: Email: Each party shall be responsible for its own negligent acts in conjunction with this special event and agrees to indemnify and hold the other party harmless therefrom. Nothing in this agreement shall be construed as a waiver by any party of any rights, limits, protections or defenses provided by the Utah Governmental Immunity Act found in Title 63G, Chapter 7 of the Utah Code. Nor shall this agreement be construed, with respect to third parties, as a waiver of any governmental immunity to which a party to this agreement is otherwise entitled. Subject to the Act, each party will be responsible for its own actions and will defend any lawsuit brought against it and pay any damages awarded against it. Signature (or name if form is transmitted electronically): Date: Received by:: Date: ---PAGE BREAK--- OGDEN CITY CORPORATION Page 2 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] WARNING: SUBMISSION OF THIS FORM DOES NOT GUARANTEE APPROVAL OF THE EVENT Failure to complete all sections of this form and meet all requirements may result in delay, limitations or cancellation of your event. Ogden City Corporation reserves the right to deny approval of special events that do not comply with Ogden City ordinances and/or policies. Name of Event: Date(s) of event: Yes No ITEM DETAILS Fee Please answer yes or no on all items below as they relate to your event. If requested, provide a detailed explanation under “details” for each “yes” item. Refer to the individual requirements in each section. The information you give us will help us to provide you the best service possible. If we require additional information or if there are restrictions associated with any of the items checked, you will be contacted. Some items may require additional permits, licenses, or insurance. Events that require extra city support may be assessed fees for services. You will be notified of any fees and they will be payable before your event permit can be issued. If you have questions, please contact the Ogden City Special Events office. Your permit will be issued after all necessary departments have responded with their recommendations or approval. Liability Insurance SEE ATTACMENT Certificate of insurance must be provided. See insurance Attachment A for details. Please complete information below and submit the Special Event Application even if you have not received your certificate of insurance. The certificate should be provided to Ogden City no less than one week before the event. If you are unable to provide your own insurance, contact the Special Event Coordinator for additional information. Events must provide their own insurance. Company/Agent: Telephone Fax Address: City: State: Zip: Sales Tax Utah State Tax Commission has been contacted. Call their special events office for tax reporting requirements – [PHONE REDACTED] Admission to be charged Prices: No Fee Special Event Business License application submitted SEE ATTACMENT A temporary $83.00 license is required for every event where money is exchanged. Application is attached - Attachment B or can be obtained from Ogden City Licensing – call [PHONE REDACTED] if you have questions. Payment is made to the licensing department. Payable to Licensing Dept Sales – Merchandise, food and/or vendors SEE ATTACMENT Each vendor is required to have a temporary Special Public or Civic Event License. See Attachment C The cost is either $5 per day, $15 for up to 7 consecutive days, or a series of weekends up to 15 weeks for $25. It is preferable that the event coordinator obtain the licenses for all vendors prior to the event. Contact Ogden City Business Licensing for questions - [PHONE REDACTED]. Attachment C Payment is made to the licensing department. Payable to Licensing Dept Alcoholic Beverages Alcohol in parks: Alcoholic beverages are permitted to be served at private events only at MTC Park and the Amphitheater with the purchase of an Alcoholic Beverage Permit available through the Parks Department. [PHONE REDACTED] Alcoholic beverages are not allowed in any other park. Special requests for serving alcoholic beverages at any event must be approved through the special event application process. If alcoholic beverages are to be sold, liquor liability insurance is required in addition to general liability. For public events A liquor sales application must be made 30 days in advance of the event to the Ogden City Licensing Department ([PHONE REDACTED] or 8962) and the Utah Division of Alcoholic Beverage Control ([PHONE REDACTED]). Event must provide its own security guards for controlling beer gardens. Beer Garden policies will be discussed on an individual basis per event. Ogden Police Department will coordinate with event coordinators. If the police department determines that police presence is necessary or if the event requests police presence, a fee will be assessed. Name of Security Company: Contact name & phone number: Number of private security guards requested for event: Comments: Local Consent License fee payable to Ogden City Licensing Dept UDABC fees payable to State of Utah ---PAGE BREAK--- OGDEN CITY CORPORATION Page 3 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] WARNING: SUBMISSION OF THIS FORM DOES NOT GUARANTEE APPROVAL OF THE EVENT Failure to complete all sections of this form and meet all requirements may result in delay, limitations or cancellation of your event. Ogden City Corporation reserves the right to deny approval of special events that do not comply with Ogden City ordinances and/or policies. Name of Event: Date(s) of event: Yes No ITEM DETAILS Fee Park Reservation Which Park is reserved? If the event includes use of an Ogden City Park, the park must be reserved by contacting the Ogden City Parks Department at [PHONE REDACTED]. All applicable reservation fees will be charged and must be paid before the reservation can be confirmed. Small, non-reservable parks are not available for special events because of the lack of sufficient facilities and services required for large functions. A site map showing planned location of booths, activities, participants, etc. must accompany the Special Event Application. Fees payable to Parks Dept Amphitheater Rental & Reservation To reserve the Ogden Amphitheater you must call [PHONE REDACTED]. Rental fees start at $500 and are determined based on the Amphitheater Rental Agreement. A deposit is required to confirm reservation. Fees payable to Ogden City Stage (portable) Small Stage 12x12 Large Stage 16x20 Weber County Stage 24x20 Location must be shown on event layout map. A $200 rental fee and labor fees apply. Total fees will be determined by Amphitheater Rental Agreement. Call [PHONE REDACTED] for more info. Weber County also has a professional fold-out portable stage with a top cover that is available. Call [PHONE REDACTED] or email [EMAIL REDACTED] http://www.webercountyutah.gov/parks/stage.php for more Weber County Stage rental info. Fees payable to Ogden City or Weber County Bleachers (portable) Arrangements for bleacher rental must be made through the Parks Dept – Call for information: [PHONE REDACTED]. Rental Agreement Electrical requirements Identify electrical needs and they will be accommodated if possible. Otherwise, generators must be provided by the event organizers. Trash Cans / Collection Tipping fee is $10 per can if extra trash cans are provided by the city. Parks normally have sufficient trash cans provided with a paid reservation. Number & locations of extra trash cans requested: Fees payable to Parks Dept Fire Marshal Concerns: Canopies or Tents Quantity Size Per the fire code, a permit from the Fire Department is required for any membrane structure or tent with sides and an area of more than 400 square feet; Tents without sides over 700 square feet require a permit. Multiple tents placed side by side (grouped together) may not exceed 700 square feet in combined area. A clearance of at least 12 feet between structures, other tents or groups of tents is required. Please contact the Fire Marshal’s office for permits or questions- 801-629- 8070. Yes No Tents will have side walls. Yes No Heaters will be utilized. Fencing or scaffolding List sizes. May require Fire Marshal inspection. Fire (candles, heaters, fireplace, campfire, etc.) Describe in detail: Fireworks / pyrotechnics Special permits required – Contact the Fire Marshal at [PHONE REDACTED]. Propane gas Tanks must be secured and may require inspection by the Fire Marshal. Fire extinguishers must be on site. ---PAGE BREAK--- OGDEN CITY CORPORATION Page 4 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] WARNING: SUBMISSION OF THIS FORM DOES NOT GUARANTEE APPROVAL OF THE EVENT Failure to complete all sections of this form and meet all requirements may result in delay, limitations or cancellation of your event. Ogden City Corporation reserves the right to deny approval of special events that do not comply with Ogden City ordinances and/or policies. Name of Event: Date(s) of event: Yes No ITEM DETAILS Fee First Aid Station Requests for ambulance and EMT services must be submitted to the fire department. Call [PHONE REDACTED] to make arrangements. Fees payable to Fire Dept Police Department Concerns Music Amplification Or PA System Noise Variance Required All events with amplified music after 10:00 PM or in a residential area or that will reach a high volume must apply for a Noise Ordinance Variance. Exception: Events held at the amphitheater are exempt from the Noise Ordinance Variance. Parade Please attach a map showing route, staging and disbanding areas. Foot Race or Walk Please provide a map showing route including start, finish, traffic control points, volunteer locations, and aid stations (if applicable). Course markings must be done with chalk. Entire course must be cleaned up after the event. In the description of your event on page 5, describe where participants will be on the roadways, number of volunteers or police officers, how you plan on controlling traffic, who has right- of-way, etc. Vehicles Cars Bicycles Driving on lawns in parks is prohibited unless special permission has been granted. Describe vehicular activity: Aircraft or Hot Air Balloon Please provide detailed plan. Police presence may be required. Road Closure Roads to be closed: SEE ATTACMENT Please attach proposed road closure map. Traffic control plan must be approved by Ogden City before Event Permit will be approved. A 20 foot open fire lane must be maintained at all times. You must provide your own barricades and signs and labor to close and reopen the road. Signage and barricading must comply with UDOT standards. Closures of state highways require a UDOT encroachment permit as well as a traffic control plan. (See Attachment D for map of state highways.) Applications must be done online. Go to www2.udot.utah.gov/index.php/m=c/tid=680 or call [PHONE REDACTED]. Signs All temporary signage must comply with Ogden City Sign Ordinance Title 18. When promoting your event, please remember that it is illegal to fasten, attach, paint or place any sign, handbill, poster, advertisement or notice of any kind or sort in or on lampposts, telephone poles, electric light or power poles, hydrants, bridges, or trees or on any portion of any sidewalk, park strip or street. It is also illegal to paste, place, paint or attach any "sign" on any building, street or property owned by the city. Security / Crowd Control Events must provide their own security. If the police department determines that police presence is necessary or if the event requests police presence, a fee will be assessed. List assistance needed: Fees paid to OPD Traffic Control If traffic control is provided by police a fee will be assessed. List assistance needed: Fees pd to OPD Health Department Concerns: Health Department Health Department must be contacted if you are serving food or having food vendors at your event. Weber-Morgan Health District, 477 23rd Street, Ogden, UT 84401, Phone 801-399- 7160. ---PAGE BREAK--- OGDEN CITY CORPORATION Page 5 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] WARNING: SUBMISSION OF THIS FORM DOES NOT GUARANTEE APPROVAL OF THE EVENT Failure to complete all sections of this form and meet all requirements may result in delay, limitations or cancellation of your event. Ogden City Corporation reserves the right to deny approval of special events that do not comply with Ogden City ordinances and/or policies. Name of Event: Date(s) of event: Yes No ITEM DETAILS Fee Mass Gathering Expected attendance: If a public event has 500 people in attendance for over two hours, a mass gathering permit must be applied for through the Weber-Morgan Health District, 477 23rd Street, Ogden, UT 84401, Phone [PHONE REDACTED]. Application is due at least 30 days before the event is to be held. Fees are determined by the health department and may vary according to activities at the event. Fees payable to Health Dept Porta Potties / Toilets / Hand Washing Stations If available permanent facilities do not meet the requirements of the mass gathering law, you must provide portable toilets and hand washing stations (hand sanitizers in winter) if available. Indicate quantity & locations on your map or list them below if a map is not required. Please note that portable toilets cannot be located within 100 feet of food. Quantities & Locations: Event must provide its own portable units. Animals Hand washing stations need to be near areas where participants engage in touching animals. You must also clean up and appropriately dispose of waste from the animals. List type of animals: Food preparation on site sales catered by restaurant prepackaged food food vendors Health Department needs to be contacted - A Temporary Food Service Permit must be obtained in any instance where food is prepared for sale to or consumption by the public. Contact Weber-Morgan Health District, Environmental Health Division, 477 23rd Street, Ogden, UT 84401, Phone [PHONE REDACTED] to obtain the permit. When the permit is obtained, a copy should be forwarded to Ogden City Special Events. In addition to the Food Service Permit, at least one person with a valid food handler permit must be on site at all times. If cooking with oils, such as in a deep fryer, a pan with oil or other type of device with oil being over a ¼ inch in depth, a type fire extinguisher is required. Street vendors are licensed to be in specific locations in the downtown area. However, events take precedence. Therefore, 30 days prior to the event, it is the responsibility of the event coordinator to contact vendors and give them event information including but not limited to fees, application process, site layout, etc. Vendors who wish to participate in an event will be required to adhere to all event rules and pay event fees as applicable. NOTE: If we do not receive your application 45 days prior to your event, licensed street vendors will be permitted to operate in their approved locations. Fees payable to Health Dept Please describe your event. Attach additional pages if necessary. Publicity: We really want to help publicize your event! Do you want this event added to the Ogden Community Calendar listings? No Yes (You must add it yourself – See instructions below) The community calendar is actually several venue calendars that “talk” to each other with all events shared on the Ogden City website. If you add your event to the Ogden City calendar, you do not need to add it to any other Ogden venue calendar. Instructions for adding your event to the Ogden Community Calendar: Go to www.ogdencity.com. At the top of the home page, click on the “Ogden Area Events Calendar” tab. When the calendar opens, click on the “Submit Event” button located in the column on the left side of the main calendar. Follow the prompts to add your event to the calendar. Be sure to put a detailed description in the event description (or notes) section. This is what the public will see on the calendar. Your submittal to the calendar will go through an approval process and should appear on the calendar within a couple of business days. If you have a press release or flyer, please attach a copy to this application. If you have problems submitting your event, please call the calendar coordinator at [PHONE REDACTED]. You can also add your event to the Utah state event calendar by going to www.nowplayingutah.com. Click on the “submit listings” tab at the top of the page. You may also want to check event calendar submissions with local publications and TV and radio stations. ---PAGE BREAK--- OGDEN CITY CORPORATION Page 6 of 6 SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste. 941 Ogden, Utah 84401 Email: [EMAIL REDACTED] Revised 02/20/13 Name of Event: Event Date(s): Time: Do not write below this section. You will be notified of approval, modifications needed, fees, or denial of your event after your application has been reviewed by all departments involved in the approval process. EVENT APPROVALS: (After signing, return only this page to Special Events unless you have included comments or fees on specific items listed on previous pages.) DEPARTMENTAL RECOMMENDATIONS (Please indicate applicable fees on previous pages and include comments, budget and/or project number in comments on this page.) Req’d Department Approval Signatures: Approved as Submitted COMMENTS Including denial of event or modification needed. Include fees to be billed from Ogden City. If you have questions, comments or concerns, please call Ogden City Special Events coordinator at [PHONE REDACTED]. Police: Fire: Public Ways & Parks Park reservation receipt # Alcohol permit receipt # (if applicable) Risk Management: Legal Department Mayor’s Office Info Traffic Engineer Info Licensing Info Communications: Info Other Approval or Information Copy: Special Events Info Copy of event application sent to: Utah State Tax Commission FAX [PHONE REDACTED] Weber County Health Department FAX [PHONE REDACTED] UDOT FAX [PHONE REDACTED] UTA FAX [PHONE REDACTED] Federal Building Security Historic 25 Association ---PAGE BREAK--- OGDEN CITY CORPORATION [EMAIL REDACTED] SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste 914 Ogden, Utah 84401 ATTACHMENT - INSURANCE SPECIAL EVENT RISK CLASSIFICATION (Please see the attached insurance requirements on the following page) City review and approval is required for all events. Low/Moderate RISK Antique Shows Art/Harvest Festival Auctions Banquets Bazaars Car Shows Carnivals Dance Recitals Dog/Cat Show Exercise Events Farmers Markets Film Photos Fundraisers (5K, 10K’s) Marathons (5K’s & Half’s) Parties/Partial Street Closure Sporting Events (non-contact) Trail/Mountain Biking High RISK Circus Concerts (rap, rock heavy metal) Demolition Derby Firework Display Exotic Animal Shows Serving/Selling Alcohol Helicopter/Drones/Rockets Livestock Shows Monster Truck Rallies Motorized Sports Parades Rock Wall Climbing Rodeos Skateboarding Ski/Sledding Events Sporting Event (contact) Tractor/Truck Pulls Trampolines Water Event (kayaking, rafting) 3000 attendees at one time If your event is not listed or if you are unsure what classification your event falls under, please contact Ogden City Special Events at [PHONE REDACTED] or Ogden City Risk Management at [PHONE REDACTED]. Ogden City reserves the right to request proof of insurance for those vendors who may participate in another promoter’s/sponsors’ event. (I.e. petting zoo, exhibitions, Wild West shows at a farmers market.) Inflatable play structures are strictly prohibited. Ogden City must be notified if an event has EVER experienced an injury or loss. These events will be reviewed on a case by case basis. Ogden City reserves the right to change insurance requirements and to change the event classification as deemed necessary. ---PAGE BREAK--- OGDEN CITY CORPORATION [EMAIL REDACTED] SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste 914 Ogden, Utah 84401 SPECIAL EVENT INSURANCE REQUIREMENTS Low/Moderate Risk 1. Provide certificate of general liability insurance. Insurance carrier needs to have an AM Best Financial Rating of at least A: VII or equivalent. Event information needs to be listed on certificate. 2. Liability coverage for bodily injury shall be occurrence based and for at least one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate. 3. If portable City equipment is being requested (i.e. bleachers, stage, radios etc.) coverage for leased/rented/borrowed equipment in the amount of fifty thousand dollars ($50,000) is required. 4. If autos are part of this event, include auto liability coverage of at least one million dollars ($1,000,000). 5. If any work for the event is subcontracted to a separate company, the subcontractor must provide a certificate of general liability insurance and endorsement to Ogden City. 6. The general liability policy must be endorsed as follows: a. Additional Insured Endorsement wording: “Ogden City, its elected and appointed officials, employees, volunteers and agents are named as Additional Insureds for the (event) scheduled for (date).” 7. List the address below as Certificate Holder. Ogden City Corporation 2549 Washington Blvd. Ste. 914 Ogden, UT 84401 High risk 1. Provide certificate of general liability insurance. Insurance carrier needs to have an AM Best Financial Rating of at least A: VII or equivalent. Event information needs to be listed on certificate. 2. Provide a copy of insurance policy, including exclusions. 3. For events serving or selling liquor: Liquor liability coverage for at least one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate. 4. Events using any form of aircraft: Aviation Liability Coverage is required with limits of three million ($3,000,000). Coverage shall include bodily injury and property damage arising out of the ownership, operation, use or maintenance of aircraft. Coverage shall include participants, and passengers if applicable. (Additional regulations may apply) 5. If any work for the event is subcontracted to a separate company, the subcontractor must provide a certificate of general liability insurance and endorsement to Ogden City. 6. Liability coverage for bodily injury shall be occurrence based and for at least two million dollars ($2,000,000) per occurrence and two million dollars ($3,000,000) aggregate. 7. If portable City equipment is being requested (i.e. bleachers, stage, radios etc.) coverage for leased/rented/borrowed equipment in the amount of fifty thousand dollars ($50,000) is required. 8. If autos are part of this event, include auto liability coverage of at least one million dollars ($2,000,000). 9. Additional insurance coverage may be required along with participant coverage if deemed necessary. 10. The general liability policy must be endorsed as follows: a. Additional Insured Endorsement wording: “Ogden City, its elected and appointed officials, employees, volunteers and agents are named as Additional Insureds for the (event) scheduled for (date).” 11. List the address below as Certificate Holder. Ogden City Corporation 2549 Washington Blvd. Ste. 914 Ogden, UT 84401 Ogden City Risk Management will verify that the certificate of insurance is valid. Falsifying insurance documents could result in the denial of your event. The City Attorney has the right to waive any requirements if the activity is protected by the first amendment. ---PAGE BREAK--- OGDEN CITY CORPORATION [EMAIL REDACTED] SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste 914 Ogden, Utah 84401 ---PAGE BREAK--- OGDEN CITY CORPORATION [EMAIL REDACTED] SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste 914 Ogden, Utah 84401 ATTACHMENT – VENDOR BUSINESS LICENSE ---PAGE BREAK--- OGDEN CITY CORPORATION [EMAIL REDACTED] SPECIAL EVENTS Phone: [PHONE REDACTED] 2549 Washington Blvd. Ste 914 Ogden, Utah 84401 ATTACHMENT – UDOT Highways Events that encroach on any UDOT highways must obtain a UDOT permit. Applications must be done online. Go to www2.udot.utah.gov/index.php/m=c/tid=680 or call [PHONE REDACTED] for assistance. State highways located within Ogden City limits are shown on the map below.