Special Events Policy

Special Events Policy

SPECIAL EVENTS POLICY

I. Purpose
For purposes of this Policy, “Special Event” is defined as an event or festival or other Recreational, Cultural, Entertainment, Community or similar activity held for the general public. Special events may or may not be sponsored or co-sponsored by the Town of Wendell.

Events such as Carnival/Circuses, Religious Meetings, Christmas Tree Sales Lot/Firework Sales/Other Holiday and Special Sale Lots, Contractor’s Office/Equipment Shed, Mobile Storage Units, Seasonal Buildings, Yard Sale or other gatherings held on private property require a Temporary Use and are not covered under the Special Event Permit requirements.

All special events are required to submit an application for their event each year. Previously held or annual special events and special events which have received Town co-sponsorship must reapply each year that the event is held and request co-sponsorship from the Town if desired as there is not an automatic renewal. Space is reserved when the permit application has been approved and all applicable fees are received.

II. Types of Special Events
Large Event – 150 or more people, held on Town property or Public Rights-of-Way

Large Event with Major Street Closure – 150 or more people, held on Town property or Public Rights-of-Way with a one-time street closure of a main road, or an ongoing street closure of any road (requires Board of Commissioner Approval)

Large Event with Minor Street Closure – 150 or more people, held on Town property or Public Rights-of-Way with a one-time street closure of a secondary road.

Small Event – Less than 150 people, held on Town property or Public Rights-of-Way

III. Standard Procedures
A. Conditions of Approval. Special Events shall not violate or deviate from any applicable laws, rules, regulations, Town Ordinances, conditions of approval for the site or conditions noted in the Special Event Permit approval.

B. Obtain all other applicable permits and approvals. The Event Organizer is responsible for obtaining all Town and other organizations required permits and approvals prior to the event. This may include but is not limited to tent permits, ABC permits, authorization for road closures, use of public property and/or rights-of-way.

C. Signs. All special event signage must meet the requirements of Town of Wendell Sign Ordinances administered by the Planning Department.

D. Road Closures. Closures of major public roads must be approved by the Town of Wendell Board of Commissioners. Permission may be granted by the Town Manager placing an item on the agenda for an upcoming board meeting for board action. Event Organizer must also provide documentation to include list of homeowners and/or businesses contacted that will be affected by closing of the identified streets including documented permission. Please note minor road closures do not require Board approval, but must be approved by the Town Manager.

Sidewalks, Greenways and Multi-Use paths are to be used for public refuge and pedestrian traffic only and must remain clear and unobstructed in case of emergency (unless the closure permit specifically states that the sidewalk, greenway or multi-use path is to be closed).

E. Parade Permit. For parades, the Event Organizer must submit a Parade Permit as part of the application packet, including specific details of what route is proposed for the parade.

F. Food Sales. The Event Organizer is responsible for arranging for all food permits and approvals from the Wake County Health Department (See Other Permits & Contact Information).

G. Alcohol. Alcohol is prohibited outside of the Wendell Social District without special permission from the Town of Wendell Board of Commissioners. Permission may be granted by the Town Manager placing an item on the agenda for an upcoming Board Meeting for Board action. Police attendance, additional insurance and all associated fees are required for any event serving alcohol. Events held within the Wendell Social District must request suspension of the Social District if the Event Organizer wishes to prohibit alcohol or sell alcohol as part of the event.

H. Vending. The Event Organizer is responsible for procuring vendors for the event. This includes but is not limited to: Amusement Ride and/or Inflatable Rides Vendors and Merchandizing Vendors. Event Organizer is responsible for securing any required inspections and permits.

I. Electricity. Please indicate request to access electricity on the Special Event Permit Application. Staff will follow up to determine need. Additional electrical work by the Town may be subject to additional fees or charges.

J. Sanitation and Recycling. The Event Organizer is responsible for making arrangements for litter and debris cleanup of the special event site both during and after the event. Please note downtown dumpsters do not currently have capacity to handle event-generated trash.

K. Toilets. The Event Organizer is responsible to provide adequate on-site toilets to facilitate the specific needs of their event and must meet stormwater compliance and recycling requirements. If event will be using port-o-johns, the Event Coordinator must provide the following information on Special Event Permit Application: number of regular/handicap units, location of each unit, location of units.

L. Water. Please indicate request access to water on the Special Event Permit Application. Any scheduled services may require a fee.

M. Noise. Permission to include music or amplified sound, including megaphones, as part of a special event may be given, with the submission of a Sound Permit. Event Organizers should be sensitive to local businesses and residences when preparing sound equipment for special events. Noise can be no louder than 95 DB’s until 11 pm, and no louder than 90 DB’s from 11 pm – 12 am.

N. Tents, Stages, Accessories, etc. The Town of Wendell defines and classifies any structure, enclosure, or shelter constructed of canvas or pliable material supported in any manner as a tent. If the event will be using any tents larger than 10 feet x 10 feet, an additional permit may be required by Wake County. Tables, chairs and other linens may be rented by the Event Coordinator from a private company. Stakes may only be used in locations approved by Public Works, but are otherwise considered not allowed.

O. Personnel. Special Events typically require significant staff time, requires manpower to either be pulled away from Town of Wendell’s daily job tasks or for additional staff to be scheduled to cover workloads. Staff time directly related to special events may be charged to the Event Organizer. Staff will review the Special Event Permit Application and determine additional staffing needs, subject to fees. Additional security (Police Officer) may also be requested on the application.

P. Insurance. Event Organizer is required to provide evidence of insurance prior to issuance of special event permit. The certificate of insurance must name the Town of Wendell as an additional insured for a minimum of one million in general liability insurance and the policy will indemnify and hold harmless the Town of Wendell, its employees, and the Board of Commissioners.

Q. Outreach. Event Organizer is required to notify all adjacent property owners who may be impacted by the even. For any event promotion, the Town logo may only be used if a co-sponsorship agreement has been approved.

Event organizers must request the official logo copies from the Communications office and work with Communications staff on appropriate uses of the logo. Email communications@townofwendellnc.gov or call (919) 366-6894.

IV. Evaluation Criteria
The Town of Wendell utilizes the following criteria when evaluating and scheduling Special Events:
1. The nature of the event and how it can serve the Town of Wendell and its residents.
2. The dates and times during which the proposed event will occur including setup and breakdown time.
3. The location(s) of the Special Event and whether the location(s) inhibit the safe flow of traffic.
4. Whether the activities are in compliance with other applicable laws and Town ordinances.
5. The impact and /or cost of the event on Town support services.
6. Recurring events.
7. The frequency of the event or similar event(s).

EVENT CO-SPONSORSHIP POLICY

The Town of Wendell has acted as a co-sponsor for various Special Events. A significant amount of time and planning, in addition to financial resources, goes into these events. Through co-sponsorship, the Town may provide: staff support, logistical support, equipment usage, technical assistance and other in-kind support.

While recognizing that these events add to the quality of life in the community, help to bring the community together, and foster economic growth, the Town also must be very careful in which events it chooses to co-sponsor.

Staff time, availability of equipment, the nature of the event, and several other factors are taken into account on deciding whether or not to sponsor an event.

Criteria for Co-Sponsorship: The following criteria are used when determining co-sponsored events:
1. The requesting applicant must represent a non-profit organization as defined by state or federal tax law.
2. Priority will be given to Wendell-based groups/chapters/organizations.
3. The proposed event is open to the general public.
4. The proposed event has been planned to facilitate a positive impact on the community.
5. Eligibility for co-sponsorship status is based on successful completion and submittal of application and agreements.

Conditions of Co-Sponsorship: The Event Organizer should understand and agree to the following if requested:
1. All requests for sponsorship or co-sponsorship must be approved by the Wendell Board of Commissioners.

2. Applicant will provide to the Town a clear and detailed record of the event's requested needs from the Town at the time of application for co-sponsorship status (can be provided via our Special Events Permit Form).

3. Once approved, applicant is permitted to use Town logo, using the guidelines in the Logo Use Policy. For details on proper usage of the logo, contact the Town's Communications office. For details on proper usage of the logo, contact the Town's Communications office and see point 6 below.

4. Group or organization must provide tangible benefit to the community.

5. Group or organization's activities must be open to the general public.

6. Group or organization must include the Town name and/or logo in any publicity including print, video, television, and radio, as an "Event Co-Sponsor," contact the Town's Communications office to coordinate this.

Organizers must obtain official logos from the Town's Communications office and must coordinate logo usage with Communications staff (Email communications@townofwendellnc.gov or call (919) 366-6894).

7. No activities/events may be held under this policy which would result in monetary gain for an individual.

8. Town resources may not be used to support partisan political events or activities during Town-sponsored or co-sponsored event.

9. Group or organization must agree to provide information and/or perform such other duties as may be required by the Town of Wendell.

10. Where applicable, the applicant shall provide at no cost, one booth space (or the equivalent thereof), at a mutually agreeable location at the event for the use by the Town of Wendell as determined by the Town. Any cost associated with this shall be borne by the applicant.

11. Applicant will provide clear spoken recognition of the Town of Wendell and its contribution at any events or functions utilizing live entertainment or speakers. Any cost associated with this shall be borne by the applicant.