Section 8-3-5 Applications
A. Applications for Special Event permits shall be made on forms furnished by the Town. Every application shall be accompanied by the appropriate application fee in an amount set forth in the Town’s fee schedule, as adopted by the Town Council as part of the Town’s annual budget or by separate resolution.
B. If the Special Event is designed to be held by or for any Person other than the Sponsor, the Sponsor for such permit shall file with the application a communication in writing from the Person proposing to hold the Special Event, authorizing the Sponsor to apply for the permit on his/its behalf.
C. All applications for Special Events must be completed and submitted to the Town no less than 90 days prior to the Special Event in order to be considered for scheduling on the Special Event calendar as outlined in Section 8-3-8 below. An application will not be deemed complete unless all related Special Event Liquor License applications are submitted at the same time as the Special Event application.
D. The application for a Special Event permit shall set forth, at a minimum, the following information:
1. The name, street address, telephone number and email address of the Person seeking to conduct the Special Event.
2. If the Special Event is to be conducted for, on behalf of, or by an organization or business, the name, physical address and telephone number of the headquarters of the organization, the names of the principal persons responsible for the organization, the federal tax ID number of the organization, and email addresses for the principal contacts of the organization.
3. The name, physical address, work and home telephone numbers and email address of the on-site Special Event manager.
4. The name, physical address, telephone number and email address of the promoter and Sponsor of the Special Event, if different than the applicant.
5. If the Special Event involves sponsorship or participation of a Charitable Nonprofit organization, the organization’s name, federal employer’s tax identification number or determination of tax exempt status, physical address, telephone number and email address.
6. The name of the Special Event and the location where the Special Event is to take place. If the Special Event is on private property, the property owner’s name, telephone number, email address, and a written acknowledgement from the owner granting permission for use of the property. If applicable, the location shall include the route to be traveled, the starting and termination points, and any closures of streets, sidewalks or rights-of-way requested. A site plan of the Special Event area must be included with the application.
7. A parking plan showing available parking that is adequate to accommodate the anticipated attendees of the Special Event. If parking is to be on private property, written proof of permission of the property owner must be included with the application. Parking on the property must be adequate to serve any existing permanent uses as well as the Special Event use.
8. A description of the Special Event including activities, anticipated attendance, entertainment, and type of retail sales, if any.
a. If there will be vendors, artists or concessionaires, supply a list including business names, owner names, booth numbers, addresses, Arizona state sales tax number (TPT number) and Fountain Hills business license numbers no later than ten (10) days prior to the Special Event. Any changes or additions shall be submitted to the Town prior to the end of the first day of the Special Event.
b. If the event includes mobile food vendors, vendors must provide the promoter with a valid license from the State of Arizona Department of Health Services or from a county delegated authority from the state to issue such licenses pursuant to A.R.S. 36-1761, documentation of a passed fire inspection, and proof of insurance. Promoter must supply this information to the Town along with the TPT and business license numbers.
9. The date and hours when the Special Event is to be conducted, including set up and take down time.
10. The approximate number of persons, vehicles and equipment, if any, that will be involved in the Special Event, including, without limitation, description of the vehicles or equipment. If animals are to be included in the Special Event, the applicant must specify the types of animals to be included, the areas to be used as pens for the animals and any vehicles to be used for transporting the animals.
11. Information regarding the amount and type of advertising that will be done to promote the Special Event.
12. Information on specific features of the Special Event including, but not limited to, tents, canopies, open flames and cooking, fireworks, temporary fencing, temporary structures, first aid services, port-a-johns, waste control, generators, carnival/amusement rides, lighting, signs/banners, and inflatables. Information should include the company name, physical address, contact name, telephone number and email address of each service provider. Special Event features may require inspection and/or special permits from building, engineering, fire, and/or health departments. The site of the Special Event must be adequately served by utilities and sanitary facilities.
13. Description and location of Town infrastructure (i.e. electric and/or water) that will be needed for the Special Event.
14. A map and/or site plan clearly depicting the location of all signage, directional and/or promotional, that will be used in conjunction with the Special Event, as well as a plan for ensuring signage shall not be posted earlier than two weeks prior to the first day of the Special Event and must be removed within 48 hours following the Special Event’s conclusion.
15. Information on Special Event security and emergency medical services including company names, physical addresses, contacts, telephone numbers, email addresses and scheduled hours personnel will be at the Special Event.
16. Information regarding the serving of alcohol, if any, at the Special Event and copies of the appropriate state Liquor Licenses/applications, where applicable.
17. An estimate of all nonpermit fees anticipated in connection with the Special Event, as detailed in Section 8-3-6 of this Article. All applicable Town Departments shall review the application and recommend stipulations that must be met by the applicant, at his own cost, to insure the health, safety and welfare of the public. Each Town Department shall provide cost estimates or services to be provided in connection with the Special Event. These fees, where applicable, include but are not limited to fees for law enforcement, traffic engineering services, field services, cleaning/damage deposits, and building safety inspections.
18. A certificate of insurance naming the Town as an additional insured must be on file with the Town at least 10 days prior to the start of the Special Event. Such insurance is to be in amounts determined necessary by the Town Manager in his sole discretion, but in no event less than $1 million combined single limit personal injury and property damage covering owned and nonowned auto liability, premise liability and comprehensive general, including product liability where indicated. An additional liquor legal liability policy, in an amount of $1 million, unless a different amount is approved by the Town Manager in his sole discretion, naming the Town as an additional insured, will be required for Special Events serving alcoholic beverages. All insurance shall be provided by companies licensed to do business, in Arizona.
19. A certification statement including a liability release and indemnification agreement signed by the Sponsor’s authorized agent. The statement shall include the applicant’s acknowledgment that all transactions in the course of the Special Event are subject to any applicable Town, county and/or state sales tax and assurance that all Special Event participants shall be notified regarding sales tax regulations. (23-10, Amended, 11/21/2023; 16-01, Amended, 08/18/2016; 11-13, Added, 11/03/2011; 01-09, Added, 05/17/2001)