Contact Melody Roth at (989)894-8193 with questions or for more information.

If an event is to be held in Wenonah Park, Bay Arts Council will also need to be contacted at (989)893-0343.
 

CITY OF BAY CITY

SPECIAL EVENTS POLICIES AND PROCEDURES

1. PURPOSE

The public health, safety and welfare of the citizens of Bay City require the regulation of special events within the City.

Accordingly, special events involving the use of City streets, halls, buildings, grounds and other City-owned properties may be permitted in the City only upon approval of the City Commission.  Approval for special events involving the use of City parks shall be in accordance with the Park Policy.

1. DEFINITIONS

Special Events Committee Members:  City Clerk, Engineering Manager, Fire Chief, Police Chief, Parks, Buildings & Grounds Manager, Streets, Sanitation & Fleet Manager, Director of Bay City Electric Light & Power, Building Code Enforcement Administrator or their designees.

 Special Events:  Any activities conducted upon or involving the use of City-owned streets, halls, buildings, grounds and other property, which is different from or greater than that involving the usual use by the general public.  They include but are not limited to, any enterprise, temporary gathering or any similar event including, but not limited to, a theatrical exhibition, musical performance, public show, entertainment, parades, races, amusement or other exhibition conducted in or on any City property.

             Special Event Categories: 

a.                  Low Hazard.  No physical activity by participants and no severe exposure to spectators, such as:  indoor and outdoor meetings, small theatrical performances, auctions and social gatherings. 

b.                  Medium Hazard.  Limited physical activity by participants and no severe exposure to spectators, such as:  dances, animal shows, political rallies, art fairs, flea markets, retail sales activities, picnics and parades with no floats, with crowd size under 10,000. 

c.                  High Hazard.  Major participation by participants and/or moderate or severe exposure to spectators, such as:  team or individual non-professional sporting events, circuses and carnivals with rides, parades with floats, and marathons or similar races, or events with crowd size over 10,000 but under 25,000. 

d.                  Special Hazard.  Concerts, professional or collegiate sporting events, rodeos, all vehicle races, power boat races, fireworks displays, all functions where alcoholic beverages are served and all events with crowd size over 25,000. 

1. PROCEDURES & REQUIREMENTS

A.        Special Events Committee/Coordinator Meeting.  For larger events (i.e. River Roar, Pig Gig, 4^th of July Festival, Tall Ships), a meeting with the Special Events Committee and Event Coordinator must be held prior to application being submitted to the City Commission. 

B.        Application for Permit.  Application for a permit to conduct a special event must be made on the forms and in the manner prescribed by the City.  The application for a permit must be received by the City Manager based on the following schedule: 

Low Hazard:              Sixty (60) days before the date of the proposed special event. 

Medium Hazard:        Sixty (60) days before the date of the proposed special event. 

High Hazard:              Sixty (60) days before the date of the proposed special event. 

Special Hazard:        Sixty (60) days before the date of the proposed special event. 

C.        The application shall include the following: 

1.   The name, residence and mailing address, day and evening telephone numbers and official capacity of the person or entity making the application.  Also, provide an emergency contact name and number. 

2.      A statement describing the proposed special event and its location, including maps, if applicable. 

3.      The dates and hours during which the event is to be conducted. 

4.      An estimate of the maximum number of persons expected at the event for each day it is conducted. 

5.      A detailed explanation, including drawings where applicable, of the applicant’s needs and plans to provide the following: 

(a)               Facilities for clean-up

(b)               Electrical and water service

(c)               Illumination facilities

(d)               Communication facilities

(e)               Noise control and abatement

(f)                 Signs and banners along the premises

(g)               Insurance arrangements

(h)               List of contractors and sub-contractors

(i)                 Fencing

(j)                  Concessions

(k)               List of permits to be secured from other jurisdictions or entities

(l)                  Vehicle access, parking facilities, barricading and traffic

(m)             Health and sanitation facilities

(n)               Request for any City equipment and/or services

(o)               Security (if this involves the sale of alcoholic beverages and perimeter security, it is the responsibility of the applicant)

(p)               Bleachers

(q)               Whether any tents will be  used

(r)                 Fire protection

(s)               Medical facilities and services, including emergency vehicles and equipment

(t)                 Camping and trailer facilities if overnight stays are anticipated

(u)               Number of volunteers being utilized

(v)                Whether alcohol will be served

(w)              Whether an admission fee will be charged 

D.       It shall be the responsibility of the Applicant to designate a specific location on the premises as its headquarters and to have available at that location, at all times the premises are open to the public and during set up or construction, at least one person who has the knowledge and authority to represent Applicant concerning all activities conducted under the terms of any permit which may be issued.  Failure to comply with this provision or any other term or condition of any permit which may be issued shall be cause for the City Manger, Chief of Police, Fire Chief or their designees, to immediately revoke any Special Event Permit which may be issued and require Applicant to vacate the premises. 

E.       For any event, carnival or fair connecting to or modifying an existing electrical source or service, Applicant covenants and agrees to designate a licensed electrical contractor and secure an electrical permit in compliance under Article 525 of the current National Electric Code.  Application for the electrical permit shall be obtained two weeks prior to the event and a copy provided to the Manager’s office.  Inspections shall be requested by the electrical contractor prior to the opening of the event, or use of the electrical service. 

F.       Alcohol Sales.  All sale or furnishing of alcohol shall stop at 11:00 p.m., except on Sunday, when such sale and furnishing shall stop at 10:00 p.m. 

G.       Music.  Applicant shall be solely responsible for obtaining the appropriate license to present music covered by copyright, whether by live performance, recorded music or retransmission of any radio and/or television broadcast.  All music shall stop as set forth in the City’s noise ordinance. 

H.       Walks/Runs.  If participation is under 200, all Walks/Runs will be conducted on the Riverwalk or the Railtrail. 

I.         Expenses:  Applicant, on behalf of the organization, agrees to reimburse the City of Bay City for its “out-of-pocket” expenses which includes but is not limited to overtime of City employees and trash disposal tipping fees at landfills.  City staff is readily accessible to discuss out-of-pocket cost estimates and ways to reduce these costs.  All City of Bay City invoices sent to organizations for reimbursement of out-of-pocket costs are due within thirty (30) days. 

J.        Vacation of Property.  All City property shall be vacated no later than 11:00 p.m., except on Friday and Saturday, which City property shall be vacated no later than 12:00 a.m. (midnight). 

K.       Costs.  All utility, tipping fees for trash disposal and port-a-john costs will be the responsibility of the Applicant. 

L.       Insurance and Indemnity.  All applicants and permittees shall be required to execute a written indemnity agreement in favor of the City.  The certificates and policies of the required comprehensive general liability insurance shall provide and be endorsed as follows: 

The City, its officers and employees shall be named an additional insured and this coverage shall be endorsed on the certificate and policy "as being primary to the City, and not excess of any other insurance, similar protection (e.g. risk management association) or any other valid, applicable, or collectable insurance or self-insurance which is or may be available to or carried by the City." 

The insurance policy cannot be cancelled without providing a thirty (30) day written notice to the City.  The amounts of coverage required are listed below.  Upon the issuance of any permit, the Applicant shall immediately provide the City with a certificate or other evidence that all required insurance coverages have been obtained.  Failure to provide this insurance and indemnity agreement will forfeit the approval.

 M.      Insurance Requirements 

                                      1.       Low Hazard:  A minimum of $500,000 per occurrence and aggregate limit of liability for personal injury, bodily injury and property damage. 

                                      2.       Medium Hazard:  General Liability with broad form general liability endorsement or equivalent.  Limits of liability shall not be less than $1,000,000 per occurrence and aggregate combined single limit for personal injury, bodily injury and property damage. 

                                      3.       High Hazard:  General Liability with broad form general liability endorsement or equivalent.  Limits of liability shall not be less than $2,000,000 per occurrence and aggregate combined single limit for personal injury, bodily injury and property damage. 

                                      4.       Special Hazard:  General Liability with broad form general liability endorsement or equivalent.  Limits of liability shall not be less than $2,000,000 per occurrence and aggregate combined single limit for personal injury, bodily injury and property damage.  The Deputy City Manager of Administrative Services/City Clerk may require higher limits. 

                                      5.       Liquor Liability:  A minimum of $500,000 per occurrence aggregate limit of liability. 

N.       Issuance or Denial of Permit.  The completed application and a proposed Special Event Permit shall be submitted by the City Manager to the City Commission.  Upon receipt of an application for a Special Event Permit, the City Commission shall either issue, including setting conditions necessary to its issuance, or deny the permit. 

O.       Attendance at Meetings.  Applicant shall attend any meeting required by the City which concerns or relates to the conduct of activities permitted by the Special Event Permit. 

P.       Power to Act, Modify or Revoke.  The City Manager, or his designees, shall have all powers and authority necessary to enforce the terms and conditions of any Special Event Permit, which may be issued.  The City, through its City Manager, Chief of Police, Fire Chief, or their designees, may modify or revoke a permit whenever the applicant fails to comply with any provisions of the permit or when it is determined to be in the best interest of the City. 

Q.       Clean-up and Damage Bond.  Applicant shall deposit with the City Clerk a clean-up and damage bond in the form of cash or certified check payable to the City, as follows:  low hazard $50; medium hazard $100; high hazard $250; and special hazard $500.  This will correlate with the type of insurance required.  The bond should be deposited with the City Clerk at the time the application is submitted, when possible, but is required prior to the permit being presented to the City Commission for approval.  The bond shall be returned to Applicant, without interest, within seven (7) days after the expiration of this Permit if the Applicant has fully performed the restoration and clean-up of the premises to an “as-is” or better condition as prior to the event.  Should Applicant fail to restore and clean the premises in satisfactory condition, the City may retain the clean-up and damage bond and if the amount thereof is insufficient, pursue all other remedies.

Special Event Fees

ELECTRICAL PERMIT

Applies to large events.  Smaller events may be required to obtain a permit if electrical work is undertaken.

PARKS/SHELTERS – ADDITIONAL SERVICE FEES

$ 10.00 each     Picnic Table

$   2.50 each     Trash Barrel with Liner

PEDDLER OR VENDOR LICENSE

$ 10.00         per day

$ 20.00         per week

$ 40.00         per month

$100.00        per year

$   5.00         per license for Peddler Helper

STAFF OVERTIME

Staff overtime will be charged to those events requesting services after normal working hours.  The event will be invoiced at the conclusion of the event.  These costs would include Police, Fire, Parks and Streets/Sanitation personnel.

STREET BANNER INSTALLATION/REMOVAL

The City currently installs event supplied banners at three locations.  The locations include Center/Madison; Salzburg/Raymond; and Columbus/Monroe.

$ 120.00 per each banner installed/removed

UTILITIES

Events requesting use of any City utility will be invoiced for actual usage upon the conclusion of the event.