Sample Event Name First Event Day Event Planner Est. Attendance
Transcript Of Sample Event Name First Event Day Event Planner Est. Attendance
Sample Event Name
Event Planner
Required Item Received Date
Item Description (permit/contract requirement)
First Event Day Est. Attendance
Format Required
X X X If applicable
APPLICATION AND CONTRACT
Unified Citywide Special Event Application
ACE Online Application
Payment of Fees (25% non-refundable deposit due)
Event Contract (as required by PARD)
Signed Contract
N/A Designated Smoking Area Application (if desired) If no application
Application Form, Detailed Site Map.
received, NO SMOKING at event. Organizer must actively message Verification of website information posted.
and enforce regulations.
December 31, 2015 10000
Due Dates
July 4, 2015
X X
X If applicable If applicable
Not allowed.
SITE PLAN
Site Plan Finalized (cad-like detailed computer drawing)
Site Visit with City Staff
INSURANCE CERTIFICATES
General Commercial and Auto Liability Insurance. Liquor Liability (public events, and/or events where alcohol is sold)
Moonwalks/Rockwalls - General as listed above for company, COA listed as additional l insured AND be inspected/licensed by the State of Texas. (NO water slides, no trains) N/A Fireworks/pyrotechnics (insurance specs per AFD)
Site Plan On Site Meeting
Copy of Certificate Copy of Certificate Copy of Provider's Certificate
Copy of Certificate
60-30 DAYS PRIOR TO EVENT
November 1, 2015
December 1, 2015
December 1, 2015
SAFETY PLANS
X
EMS Services/Plan
X
Public Safety Plan
Copy of provider contract or plan. Detailed safety operations plan. Covers set up,
overnight, and grounds security for event hours. A comprehensive plan that documents licensed peace officers (for alcohol events), tshirt security, and other security in a unified
operations plan.
November 1, 2015
X
Fire Department Inspection - [email protected]
Pay AFD fees, AFD forms.
X
Fire - Emergency Exit Signage. Approx 7' or higher over gates, white Installation of signage by inspection time.
background/red letter signage. Must be lit after dark.
X
Inclement Weather Plan.
Written plan for notice of participants, public and contractors of cancellations or delays.
na
N/A Water Safety Plan Approval
Plan Copy. Reviewed and approved by
Aquatics, AFD, Lake Patrol, and EMS. A
template is available.
na
N/A
EMS Approval
na
N/A
APD Lake Patrol Approval
na
N/A
PARKS Aquatics Approval
na
N/A City Council Approval of a swimming event (Lady Bird Lake)
City Council Action Item
na
N/A Notice to affected waterway concessionaries (Lonestar Riverboat,
Copy of advance Notice
Tx Rowing Center, Austin Rowing Club, the Rowing Dock)
LOGISTICS AND SITE OPERATIONS
December 1, 2015
X
Event Contact List (form)
Parks Form
X
Notice Signage (park, closed parking lots, key ingress/egress areas)
Organizer Provided Signage
December 17, 2015
X
Fencing Contract (mandatory with alcohol)
X
Turf Protection Decking/Material Contract (copy of PARD
APPROVED decking, LD panel, or turf protection material contract)
Contract Copy Contract Copy
X
Tent contract copy (NO STAKING ALLOWED) Contract must clearly
Contract Copy
show provision of water barrels in contract.
X
Portable Toilet and Hand Sanitizer Plan
Includes
Contract Copy
number and type, hand sanitizer installations, and daily service from
paved surfaces.
As a starting point, the toilets required = 40
X
Trash and Recycling Contract/Plan – dumpsters, recycling, trash
Contract Copy
containers, and grounds/area litter control. Must all be
documented in contract - including general surrounding area clean
up.
X
Litter control plan - documentation of active litter control plan
Contract Copy
during event hours (may be included if fully noted in your
trash/recycling plan)
X
Dumpster Contract
Contract Copy from a Licensed Hauler.
Sample Event Name
Event Planner
Required Item Received Date
Item Description (permit/contract requirement)
First Event Day Est. Attendance
Format Required
December 31, 2015 10000
Due Dates
TRANSPORTATION, PARKING AND SHUTTLES
If applicable If applicable
X X If applicable
X X
X X X X
na
N/A Traffic Control Plan Engineered (street closures)
Permit Copy
N/A Street Closures which close or affect TXDOT right of way required
State Sign Off
30 day advance approval by TXDOT policy.
Transportation and Parking Plan
Template Form is Available to Complete
Private Parking Garage Approvals and Listing
Approvals organizer has received from private
garage owners.
City Garage Request (form) (Palmer, City Hall, OTC and TLC)
Parks Form
N/A
City Hall Approval
N/A
One Texas Center Approval
N/A
Palmer Events Center Approval
ADA Parking designated (advertised publicly on website)
Verification of Information Posted Online
N/A Shuttle Plan and Schedule (if ample public parking is not secured and Contract Copy. Verification of Information
documented on the transportation form)
Posted Online.
Shuttle route maps - color, clearly legible and labeled. Bike Rack for bicycle parking. City Sponsored events must provide bike rack for 5% of expected attendees. Cap Metro Trip Planner posted on Event Website Alternative Transportation Messaging - website presence to discourage neighborhood parking, highlight bike and bus opportunities (suggest posting hike/bike trail maps)
Contract Copy. Contract Copy, Verification of Information
Posted Online Verification of Information Posted Online Verification of Information Posted Online
N/A DMS request submitted by City. (variable message boards)
City of Austin
December 1, 2015
PERMITS FINALIZED
Permits are released AFTER all other contractual items are submitted.
December 17, 2015
X If applicable If applicable If applicable
Sound Permit PARD (fees apply)
Sound Impact Plan Required if event hosts 7500 or more on any given day. (fees apply) Alcohol Permit Review (TABC Aplication Signature) Fee to PARD ($30) TABC Permit Approval
If applicable If applicable
If applicable If applicable
NONE X
Grass Permits for Park Electrical Permit Required for any direct wire ("pigtail") connections, or wire to wire connections. NOT required for SOLE use of a camlock or edison plug systems. Master Electrician's License (valid date) Health Permits (Austin Travis County Health Department) TIP! Organizer should complete the form for all vendors at event and submit at once. N/A Pyrotechnics Permit Building Permit - structures covering 120 sq. ft or that are used for 10 or more people. REFERENCE BUILDING INSPECTION DOCUMENT
If applicable
X X
Check
Tree Permit - required for any event impact that is under a tree canopy or in the critical root zone area. Review by PARD Forestry and /or City Arborist.
POST EVENT NOTES and REMINDERS
Post Event Final Report (damages, clean up, etc) Process and Release Deposit (minus billable expenses /damage)
If applicable If applicable If applicable
Annual Events Must Immediately Submit Application/ Request for Future Year. $1/ticket PER DAY submitted with ticket manifest (must be on ticket company or LESSEE letterhead) Resubmit street closure information for upcoming year. (6 month deadline by ordinance)
Limited to 10 am to 10 pm if approved by PARD.
Copy of Sound Impact Plan.
Copy of FINAL permit from the State (Note: TABC permits are signed after receipt of insurance, fees, and all other contract requirements) Template Form is Available to Complete Copy of Permit
Copy of License Copy of Permits
Copy of Permits Copy of Permits
Copy of Permit
PARKS PARKS Citywide ACE Application Organizer check Organizer Point of Information
Not released until all other event items are completed.
January 30, 2016
Event Planner
Required Item Received Date
Item Description (permit/contract requirement)
First Event Day Est. Attendance
Format Required
X X X If applicable
APPLICATION AND CONTRACT
Unified Citywide Special Event Application
ACE Online Application
Payment of Fees (25% non-refundable deposit due)
Event Contract (as required by PARD)
Signed Contract
N/A Designated Smoking Area Application (if desired) If no application
Application Form, Detailed Site Map.
received, NO SMOKING at event. Organizer must actively message Verification of website information posted.
and enforce regulations.
December 31, 2015 10000
Due Dates
July 4, 2015
X X
X If applicable If applicable
Not allowed.
SITE PLAN
Site Plan Finalized (cad-like detailed computer drawing)
Site Visit with City Staff
INSURANCE CERTIFICATES
General Commercial and Auto Liability Insurance. Liquor Liability (public events, and/or events where alcohol is sold)
Moonwalks/Rockwalls - General as listed above for company, COA listed as additional l insured AND be inspected/licensed by the State of Texas. (NO water slides, no trains) N/A Fireworks/pyrotechnics (insurance specs per AFD)
Site Plan On Site Meeting
Copy of Certificate Copy of Certificate Copy of Provider's Certificate
Copy of Certificate
60-30 DAYS PRIOR TO EVENT
November 1, 2015
December 1, 2015
December 1, 2015
SAFETY PLANS
X
EMS Services/Plan
X
Public Safety Plan
Copy of provider contract or plan. Detailed safety operations plan. Covers set up,
overnight, and grounds security for event hours. A comprehensive plan that documents licensed peace officers (for alcohol events), tshirt security, and other security in a unified
operations plan.
November 1, 2015
X
Fire Department Inspection - [email protected]
Pay AFD fees, AFD forms.
X
Fire - Emergency Exit Signage. Approx 7' or higher over gates, white Installation of signage by inspection time.
background/red letter signage. Must be lit after dark.
X
Inclement Weather Plan.
Written plan for notice of participants, public and contractors of cancellations or delays.
na
N/A Water Safety Plan Approval
Plan Copy. Reviewed and approved by
Aquatics, AFD, Lake Patrol, and EMS. A
template is available.
na
N/A
EMS Approval
na
N/A
APD Lake Patrol Approval
na
N/A
PARKS Aquatics Approval
na
N/A City Council Approval of a swimming event (Lady Bird Lake)
City Council Action Item
na
N/A Notice to affected waterway concessionaries (Lonestar Riverboat,
Copy of advance Notice
Tx Rowing Center, Austin Rowing Club, the Rowing Dock)
LOGISTICS AND SITE OPERATIONS
December 1, 2015
X
Event Contact List (form)
Parks Form
X
Notice Signage (park, closed parking lots, key ingress/egress areas)
Organizer Provided Signage
December 17, 2015
X
Fencing Contract (mandatory with alcohol)
X
Turf Protection Decking/Material Contract (copy of PARD
APPROVED decking, LD panel, or turf protection material contract)
Contract Copy Contract Copy
X
Tent contract copy (NO STAKING ALLOWED) Contract must clearly
Contract Copy
show provision of water barrels in contract.
X
Portable Toilet and Hand Sanitizer Plan
Includes
Contract Copy
number and type, hand sanitizer installations, and daily service from
paved surfaces.
As a starting point, the toilets required = 40
X
Trash and Recycling Contract/Plan – dumpsters, recycling, trash
Contract Copy
containers, and grounds/area litter control. Must all be
documented in contract - including general surrounding area clean
up.
X
Litter control plan - documentation of active litter control plan
Contract Copy
during event hours (may be included if fully noted in your
trash/recycling plan)
X
Dumpster Contract
Contract Copy from a Licensed Hauler.
Sample Event Name
Event Planner
Required Item Received Date
Item Description (permit/contract requirement)
First Event Day Est. Attendance
Format Required
December 31, 2015 10000
Due Dates
TRANSPORTATION, PARKING AND SHUTTLES
If applicable If applicable
X X If applicable
X X
X X X X
na
N/A Traffic Control Plan Engineered (street closures)
Permit Copy
N/A Street Closures which close or affect TXDOT right of way required
State Sign Off
30 day advance approval by TXDOT policy.
Transportation and Parking Plan
Template Form is Available to Complete
Private Parking Garage Approvals and Listing
Approvals organizer has received from private
garage owners.
City Garage Request (form) (Palmer, City Hall, OTC and TLC)
Parks Form
N/A
City Hall Approval
N/A
One Texas Center Approval
N/A
Palmer Events Center Approval
ADA Parking designated (advertised publicly on website)
Verification of Information Posted Online
N/A Shuttle Plan and Schedule (if ample public parking is not secured and Contract Copy. Verification of Information
documented on the transportation form)
Posted Online.
Shuttle route maps - color, clearly legible and labeled. Bike Rack for bicycle parking. City Sponsored events must provide bike rack for 5% of expected attendees. Cap Metro Trip Planner posted on Event Website Alternative Transportation Messaging - website presence to discourage neighborhood parking, highlight bike and bus opportunities (suggest posting hike/bike trail maps)
Contract Copy. Contract Copy, Verification of Information
Posted Online Verification of Information Posted Online Verification of Information Posted Online
N/A DMS request submitted by City. (variable message boards)
City of Austin
December 1, 2015
PERMITS FINALIZED
Permits are released AFTER all other contractual items are submitted.
December 17, 2015
X If applicable If applicable If applicable
Sound Permit PARD (fees apply)
Sound Impact Plan Required if event hosts 7500 or more on any given day. (fees apply) Alcohol Permit Review (TABC Aplication Signature) Fee to PARD ($30) TABC Permit Approval
If applicable If applicable
If applicable If applicable
NONE X
Grass Permits for Park Electrical Permit Required for any direct wire ("pigtail") connections, or wire to wire connections. NOT required for SOLE use of a camlock or edison plug systems. Master Electrician's License (valid date) Health Permits (Austin Travis County Health Department) TIP! Organizer should complete the form for all vendors at event and submit at once. N/A Pyrotechnics Permit Building Permit - structures covering 120 sq. ft or that are used for 10 or more people. REFERENCE BUILDING INSPECTION DOCUMENT
If applicable
X X
Check
Tree Permit - required for any event impact that is under a tree canopy or in the critical root zone area. Review by PARD Forestry and /or City Arborist.
POST EVENT NOTES and REMINDERS
Post Event Final Report (damages, clean up, etc) Process and Release Deposit (minus billable expenses /damage)
If applicable If applicable If applicable
Annual Events Must Immediately Submit Application/ Request for Future Year. $1/ticket PER DAY submitted with ticket manifest (must be on ticket company or LESSEE letterhead) Resubmit street closure information for upcoming year. (6 month deadline by ordinance)
Limited to 10 am to 10 pm if approved by PARD.
Copy of Sound Impact Plan.
Copy of FINAL permit from the State (Note: TABC permits are signed after receipt of insurance, fees, and all other contract requirements) Template Form is Available to Complete Copy of Permit
Copy of License Copy of Permits
Copy of Permits Copy of Permits
Copy of Permit
PARKS PARKS Citywide ACE Application Organizer check Organizer Point of Information
Not released until all other event items are completed.
January 30, 2016