Special Event Information Sheet

Special EventInformation Sheet

General Information

A Special Event is a temporary use in all zoning districts which: 1. Is intended for purposes of entertainment, education, commercial promotion, or cultural, religious, ethnic, or political

expression.2. Is conducted on public or private property on a site or in an area which may not be specifically zoned, authorized, or

otherwise approved for such use on a permanent basis.3. Is carried on in a temporary structure, or outside.4. May occur in conjunction with an existing permitted use or as a separate activity.5. Includes parades, sporting events, circuses, fairs, carnivals, festivals, religious revivals, political rallies, vehicle shows

and displays, And similar recognized temporary activities.6. Shall not include wedding and funeral ceremonies, holiday boutiques, elections, private yard sales, Christmas tree and

pumpkin sales lots, and charity car washes.

If you plan to organize a special event in the City of Mesa, please complete the application, site plan, and all corresponding required attachments. A separate application and fee for each non-consecutive event day must be submitted. Answer each question completely and with as much detail as possible. Submitting an incomplete application will delay the process and may result in denial of a license.

Return application and related information to:

Apply Online: https://aca-prod.accela.com/mesa/Default.aspx

The application process time may vary depending upon the scope of the event. The recommendation is to apply early and prior to doing any advertising for the event.

Event Size Application Fees When to Apply

Small $50.00 per event; maximum 4 consecutive days

At least 14 calendar days prior to event

Large – no public right-of-way restrictions

$100.00 per consecutive day up to 4; maximum $300.00 fee


Large – with public right-of-way restrictions

$100.00 per consecutive day up to 4; maximum $300.00 fee


**Please note: If the application for a Special Event is not submitted to the Licensing office within the above timeframes, an Expedite fee equal to 50% of the total application fees due will be assessed. Additional fees and processing time will apply if the event includes pyrotechnics or liquor. All fees are non-refundable and due at the time of application submittal. Contact the Licensing office for a determination on the size of the planned event.

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Licensing Office North Center Street

PO Box 1466 Mesa, Arizona 85211-1466

Phone 480-644-2316 Fax 480-644-3999

[email protected] www.mesaaz.gov

In person: By Mail: By Email: Licensing Office Licensing Office [email protected] 55 N. Center Street PO Box 1466 Mesa, AZ 85201 Mesa, AZ 85211-1466

Special Event License Application

Will this event be held indoors, in a residential area, or completely within a city park? (Y/N) **Important! If you answered yes, then a Special Event license may not be needed for your event. Contact the Licensing office to confirm.

Is the proposed event sponsored or co-sponsored by the City of Mesa? (Y/N)

If yes, who is the City contact person?

Note: If the City is sponsoring or co-sponsoring this event, it is recommended that you coordinate completion of this license application with the appropriate staff member.

EVENT NAME EVENT ADDRESS/LOCATION EVENT DATES EVENT TIMES EVENT DESCRIPTION

APPLICANT INFORMATION

Name of Applicant (required)

Email Address (required) Daytime Contact Number Cell Phone Number

Mailing Address City State Zip

Alternate Contact Name Alternate Email Address Alternate Contact Number

Please list any professional event organizer, event service provider, or commercial fund-raiser hired by you that is authorized to work on your behalf to plan, produce and/or manage your event.

EVENT ORGANIZER (IF USING A PROFESSIONAL EVENT ORGANIZER, COMPLETE THIS SECTION)

Name Company Name

Address City State Zip

Email Address Daytime Contact Number Cell Phone Number

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Phone 480-644-2316 Fax 480-644-3999


Date of Application

EVENT INFORMATION

Note: Any more than four (4) consecutive event days may require a Special Use Permit issued through the Planning Division. A copy of the approved Special Use Permit must be submitted with this application. List additional event days on a separate page.

Total Number of Event Days __________ O

DATE/TIME (Circle One) (Circle One)

Setup Day Date________________ From ___________ AM PM to_______________ AM PM

Dismantle Day Date________________ From ___________ AM PM to_______________ AM PM

First Day of Event Date________________ From ___________ AM PM to_______________ AM PM

Second Day of Event Date________________ From ___________ AM PM to_______________ AM PM

Third Day of Event Date________________ From ___________ AM PM to_______________ AM PM

Fourth Event Date Date________________ From ___________ AM PM to_______________ AM PM

Last Event Date Date________________

ANTICIPATED ATTENDANCE

Per day breakdown: First Day # Second Day # Third Day # Fourth Day # Total

LOCATION DESCRIPTION

☐ Parking Lot ☐ Downtown Overlay District ☐ Commercial Property

☐ Public Thoroughfare (street/sidewalk/alley) ☐ Park/Sports Facility

☐ School/Church Lot ☐ Other

What type of area is being used: paved, asphalt, rock, etc.?

If more than four (4) events of any kind have been held at a location outside the Downtown Events (DE) Overlay Zoning District in a calendar year, a special use permit is required.

EVENT HISTORY Has this event been held in the past? ☐ Yes ☐ No

If so, how many years have you been holding this event?

Has this event ever been held at another location? ☐ Yes ☐ No

If yes, please provide references:

Date(s): Location(s): Contact Name: Phone Number:

_____________ ________________________________ _______________________ __________________ _____________ ________________________________ _______________________ __________________

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https://library.municode.com/az/mesa/codes/code_of_ordinances?nodeId=COOR_TIT11ZOOR_ART3OVZO_CH24DOEVDEOVZODI

EVENT FEATURES

Will the event be held in a parking lot? ☐ Yes ☐ No

If yes, how many contiguous parking lot spaces will be reserved for use during the event?

Will the event require the closure or restriction of streets, sidewalks, alleys, or any public right-of-way? ☐ Yes ☐ No

**If yes, Attachment F and a traffic control plan must be included with this application. Contact Mesa Streets and Transportation at 480-644-2160 for information regarding traffic control plans and this requirement. If the closure involves private property or a parking lot please submit a Letter of Approval from the property manager/owner.

Is this event a parade? ☐ Yes ☐ No

If yes, Attachments D and F must be submitted with this application along with an aerial map outlining the parade route.

Note: Tents over 400 sq. ft. (i.e., 20x20) and canopies over 1200 sq. ft. (i.e., 30x40) require permits from the City of Mesa Fire Prevention Department. Please refer to Attachment A. All tents & canopies must also be depicted on the site plan.

Will tents be used during the event? ☐ Yes ☐ No If yes, how many? What size?

Will canopies be used during the event? ☐ Yes ☐ No If yes, how many? What size?

Will there be any open flames used the event? (e.g., fire pits, grill, bonfire, etc.) ☐ Yes ☐ No

If yes, please detail.

Will temporary fencing or barricading be used? ☐ Yes ☐ No

If yes, all fencing must be shown on the site plan, indicating entry/exit points, dimensions, type & height, where security will be posted and complete the following information:

Fencing Company: _________________________ Contact: ________________ Phone: __________________

Street Address: __________________________________________________________________________________

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Parking Lot

Right of Way Usage

Parade

Tents/Canopies

Open Flames/Cooking

Temporary Fencing

https://www.mesaaz.gov/home/showpublisheddocument/5054/637164285073900000





Will electrical services or generators be used? ☐ Yes ☐ No

If yes, please detail.

Will liquor be served or sold during the event? ☐ Yes ☐ No

If yes, what type of liquor license do you need?

Note: Attachment B and a certificate of insurance with liquor liability must be submitted with this application. Please plan for additional application processing time.

Will fireworks or pyrotechnics occur during the event? ☐ Yes ☐ No

If yes, Attachment C must be submitted with this application. Proof of additional insurance is required. Please plan for additional application processing time.

Is this event a carnival and/or will include rides? ☐ Yes ☐ No

If yes, please indicate number of rides.

Amusement Company: _______________________ Contact: ___________________ Phone: ________________

Street Address: __________________________________________________________________________________

Proof of additional insurance is required. All rides must be shown on the site plan.

Will this event include inflatables and/or air balloons? ☐ Yes ☐ No

Amusement Company: _______________________ Contact: _________________ Phone: ____________________

Street Address: _____________________________________________________________________________________

If yes, additional insurance is required if using City property. The location of both inflatables and air balloons must be included on the site plan.

Will the event include live entertainment, performers use of a stage, or sound amplification? ☐ Yes ☐ No

If yes, Attachment G must be completed and submitted with this application. The location of the entertainment and temporary event structure must be shown on site plan.

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Electrical Services/Generators

Liquor

Fireworks

Carnival/Rides

Inflatables/Air Balloons

Entertainment

☐ Special Event Liquor ☐ Temporary Extension of Premise




Will your event include professional or amateur training, contest, or exhibition, whether conducted for profit or not, including boxing, kickboxing, mixed martial arts (MMA), Muay Thai, tough man competition or other unarmed combat activity? ☐ Yes ☐ No

If yes, Attachment G must be submitted with this application and a copy of the appropriate State permit issued through the Arizona Gaming Commission.

Will there be concessionaires or vendors at the event selling food and/or other goods? ☐ Yes ☐ No

If yes, Attachment G must be submitted with this application. Additionally, a preliminary Event Vendor List must be submitted at time of application to [email protected] AND a final Event Vendor List directly after the event. Failure to do so can result in future events being denied.

Do you have a company handling the trash and recycling services for your event? ☐ Yes ☐ No

If yes, please provide the following information:

Service Provider: _______________________ Contact: _________________ Phone: ____________________

Company Address: _________________________________________________________________________________

If no, the City of Mesa’s Solid Waste Management Department can provide trash and recycling services for your event, please call 480-644-3671 for information.

Per Maricopa County Health Code, Chapter II, Section 6, Regulation 5b: “At any public gathering for any commercial, religious, or public event where adequate permanent toilet facilities are not provided on the immediate premises as required by State law, suitable approved toilet facilities of the water-flushed or chemical type adequate for the estimated attendance, shall be located within two hundred (200) feet of such gathering, with the minimum of 1 toilet per 100 persons in attendance or as required by the Environmental Health Officer.”

Total number of portable restrooms

Number of ADA accessible portable restrooms (10% of total # must be ADA)

Company: _________________________________ Contact: _________________ Phone: __________________

Street Address: __________________________________________________________________________________

If you are not providing portable restrooms, please explain other accommodations that have been made:

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Boxing/MMA/Other

Concessionaires/Vendors

Trash & Recycling Services

Portable Restrooms



https://www.maricopa.gov/DocumentCenter/View/5444/Chapter-2-Section-6---Chemical-Toilets-Portable-Restroom-Units-Portable-Waste-Holding-Tanks-PDF



APPLICANT STATUS/PROCEEDS/REPORTING

Corporation/Organization Name

State of Formation/Incorporation Federal Tax ID # State TPT License Tax #

Is the Applicant/Event Organizer a commercial entity? ☐ Yes ☐ No

Is the Applicant/Event Organizer a bona fide tax exempt, nonprofit entity? ☐ Yes ☐ No**If yes, you must include a copy of your IRS 501(C) tax exemption letter with this application.

FEES:

Are patron admission fees required? ☐ Yes ☐ No Cost __________

Are vendor fees required? ☐ Yes ☐ No Cost __________

Are participant fees required? ☐ Yes ☐ No Cost __________

Note: If you answered yes to any of the “FEES” questions above, an AZ Transaction Privilege Tax License may be required.

SECURITY PLAN Event security, and its subsequent expense, is the sole responsibility of the applicant. After reviewing this application, the City may require the use of private security and/or off-duty police officers for the event.

Will the event be requesting off-duty Mesa police officers? ☐ Yes ☐No

To schedule off-duty police officers, call 480-644-2092. Officers must be scheduled a minimum of three weeks prior to the event. For additional information regarding off duty police officers please go to https://www.mesaazpolice.gov/services/off-duty-employment-duty-employment

Number of police officers to be contracted Police Contact

Will the event be using private security? ☐ Yes ☐ No

Please Note: The City of Mesa only allows security companies that are licensed and bonded in the State of Arizona.

Security Company ______________________________ AZ Dept of Public Safety ID# _____________________

Street Address _________________________________________________________________________________

Contact Person_________________________________ Phone Number _______________________________

Number of Personnel Contracted __________________

Required: Describe your security plan including crowd control, venue safety, overnight security, security personnel shifts, etc., or attach the plan to this application.

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HOLD HARMLESS AND INSURANCE

INDEMNIFY AND HOLD HARMLESS

I voluntarily waive, release, discharge, indemnify and hold harmless the City of Mesa, its employees, supervisors, appointed officials, agents, representatives, and volunteers from all claims for all injuries to event attendee(s) no matter how severe.

INSURANCE

You will be notified within ten (10) working days from the date the city received the application if proof of insurance will be required for your Special Event. If proof of insurance is required, your event or activity will not be approved or scheduled until your Certificate(s) of Insurance has been approved by a City of Mesa designee and is on file with the City. It is suggested that you make the insurance requirement your first priority. You are encouraged to have your Certificate(s) prior to any event promotions. Certificates of Insurance are required prior to the issuance of the Special Event License. NO EXCEPTIONS.

AFFIDAVIT OF APPLICANT

I certify that the information contained in this application is true and correct to the best of my knowledge and belief and that I have read, understand, and agree to abide by the rules and regulations governing the proposed Special Event under the City of Mesa Municipal Code and I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager’s designee. I agree to comply with all other requirements of the City, County, State, Federal Government, and any other applicable entity, which may pertain to the use of the Event venue and the conduct of the Event. In the event that a possessory interest subject to property taxation is created by virtue of this use permit, I agree to pay all possessory interest taxes and the City shall not be liable for the payment of such taxes. I further agree that the payment of any such taxes shall not reduce any consideration paid to the City pursuant to this use permit. I agree to abide by these rules, and further certify that I, on behalf of the Promoter, am also authorized to commit that organization, and therefore agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the Event to the City of Mesa.

Name of Applicant (Print) _____________________________________________________________________________

Title ______________________________________________________________________________________________

Applicant Signature __________________________________________________________________________________

Name of Professional Event Organizer (Print) ______________________________________________________________

Title _______________________________________________________________________________________________

Event Organizer Signature _____________________________________________________________________________

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SPECIAL EVENT SITE PLAN A site plan must be submitted with this application. Providing all required information will ensure the prompt processing of your application. In most cases, the same site-plan may be submitted with both the City and State special event applications.

Required information: Proximity to buildings/structures, streets, dimensions, tents/canopies, security stations, fencing including height and type, fire features, inflatables, stage location, carnival rides, obstacle courses, vendors, and any other temporary event structures.

A “bird’s eye view” may replace the Special Event Site-Plan. Please include all the above required information.

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Special Event Checklist

Are you ready to submit your Special Event application? Please take a few extra moments to ensure that…

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The application is submitted to the Licensing office by the deadline dates outlined by Mesa City Code, Title 5, Chapter 1.

You have completed all sections of the application.

Your application is signed and dated.

You have included payment for all applicable fees and made checks or money orders payable to “City of Mesa”.

You have obtained all required Maricopa County and State permits.

You have confirmed availability with the Mesa Parks & Recreation department if your event will be held inside a city park or facility.

You have included the preliminary Event Vendor List with your application.

All the following additional documentation that is applicable to your event has been included with the application:

☐ Attachment A – Fire Safety☐ Attachment B – Liquor Licensing☐ State Special Event Liquor Application☐ State Extension of Premise Application☐ Attachment C – Fireworks☐ Pyrotechnics Operators List☐ Attachment D – Parade☐ Attachment E – Special Use Permit☐ Attachment F – Streets/Traffic and traffic control/barricade plan☐ Attachment G – Entertainment/Vendors☐ Site Plan – drawn to scale, must depict event area and all temporary event structures☐ Letter of Approval – authorization by property owner for use of land during the event☐ Certificate of Insurance – the “City of Mesa, its employees, agents, officers, and

elected officials” should be added as additional insureds on the policy☐ IRS 501(C) tax exempt letter (if applicable)☐ Event Vendor List



Phone 480-644-2316 Fax 480-644-3999


https://www.mesaparks.com/home





https://azliquor.gov/series15.cfm

https://www.azliquor.gov/forms/inv_extprem_access.pdf








Special Event Letter of Approval

Date:

Property Manager or Owner Name:

Contact Phone Number:

Special Event Name:

Special Event Location:

Requested Closure Date(s) and Time:

As property manager/owner for the commercial property address listed above, I acknowledge I have been informed by the

promoter of the Special Event that a request to close off the area during the special event has been submitted to the City of

Mesa. Possible conflicts or impacts on the surrounding businesses have been addressed.

Printed Name of Property Manager/Owner Signature of Property Manager/Owner

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Phone 480-644-2316 Fax 480-644-3999


Special Event Information Sheet

Documents

Transcript of Special Event Information Sheet