Special Events Permit Application

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Town of North Topsail Beach Special Events Policy

I.  Purpose

Special events provide opportunities to promote community welfare and quality of life, help build a sense of community, showcase local and regional talent, enrich cultural opportunities, draw first- time visitors to North Topsail Beach and contribute to the local economy.

The Town of North Topsail Beach recognizes the benefits and opportunities made available through special events. Therefore, the Town seeks to facilitate, promote, coordinate and/or participate in special events that provide a benefit to the larger community.

This policy outlines a process for approval of events requiring special assistance from the Town of North Topsail Beach. It further aids in identification of resources required and cost allocation for the provision of services during special events.

It is the policy of the Town of North Topsail Beach that any approved special event should not result in the expenditure of excessive public resources and that the Town should be compensated by the applicant for costs incurred by the Town of North Topsail Beach.

This Policy is intended to work in concert with all other applicable rules, regulations, laws, and ordinances of the Town of North Topsail Beach.

II. Definitions

Applicant: Any individual or person representing a firm, or organization proposing a special event: 1) on public property controlled by the Town of North Topsail Beach or 2) on private property within the city limits if the event applicant requests support service and/or Town resources or personnel.

Community Programming Partners: Any individual, group or organization which has a contractual agreement and a budgeted arrangement with the Town of North Topsail Beach to offer special events. Support offered by the Town of North Topsail Beach for special events will be limited to those terms and conditions outlined in the contract between the Town and the Community Programming Partner.

Event Permit: Upon approval and payment of fees, the Town Manager shall issue the applicant a permit to conduct the special event.

Event Principals: Other than the applicant, professional event organizers, event promoters, financial underwriters, commercial sponsors, charitable agencies for whose benefit the event is being produced, the organization or organizations whose name the event is being advertised, and all others administratively, financially, and organizationally involved as principals in the proposed special event.

Public Property: Refers to all Town-owned or maintained parks, buildings, facilities, public streets and the right-of-way of public streets.

Special Event: An event occurring on public property controlled by the Town of North Topsail Beach. This includes, but is not limited to, foot races, public gatherings, parades, competitions, concerts, festivals, neighborhood events, and entertainment/amusement events. This does not include events conducted by the Town of North Topsail Beach, Onslow County, or pre-existing arrangements with existing community programming partners. Applicants for events held on private property shall make application pursuant to this policy if the nature and scope of the event will involve Town personnel or resources.

Special Event Permit Application: A form required by the Town of North Topsail Beach whereby the applicant shall apply to utilize public property and/or public resources or personnel for a special event. The application will be submitted to the Customer Service Coordinator.

Customer Service Coordinator: The staff member assigned by the Town Manager to serve as liaison between the Town and the applicant during the application review process. This individual will seek input from the affected departments and any support organizations (North Topsail Beach Fire and Emergency Medical Services, mutual aid partners, and if necessary Onslow County, State of North Carolina) as may be necessary. This individual is also responsible for ensuring that all deadlines and requirements of this policy are met.

Support Services: Services provided by the Town of North Topsail Beach to ensure that a special event is conducted in such a way as to protect the safety, health, property and general security of the public and integrity of public property. Each Department head or designee shall estimate the Town support service requirements and costs for each special event. This includes manpower, equipment, supplies and consumables required to service the special event.

III. Classes of Special Events

Class A: A special event that meets either of the following criteria:

1. May require 200 or more extra staff hours by Town employees, or
2. Is expected to draw an approximate number of spectators and participants that is more than 5,001 persons within a consecutive 24-hour time period.

Class A event applications must be submitted to the Customer Service Coordinator no later than 45 days prior to the event date.

Class B: A special event that meets either of the following criteria:

1. May require between 100-199 extra staff hours by Town employees, or
2. Is expected to draw an approximate number of spectators and participants that is between 2,001 and 5,000 persons within a consecutive 24 hour time period.

Class B event applications must be submitted to the Customer Service Coordinator no later than 45 days prior to the event date.

Class C: A special event that meets either of the following criteria:

1. May require between 99 or less extra staff hours by Town employees, or
2. Is expected to draw an approximate number of spectators and participants that is 2,000 persons or less within a consecutive 24 hour time period.

Class C event applications must be submitted to the Customer Service Coordinator no later than 45 days prior to the event date.

Class D: A special event which may require no or very limited staff hours by Town employees other than dropping off barricades or cones, etc. Staff time is limited to permit application review and nominal support for the event. Events of this nature are normally confined to a single block on a street or limited use of public facilities. Class D event applications must be submitted to the Customer Service Coordinator no later than 10 days prior to the event date.

Exceptions to Deadlines: Applications that fail to meet the deadlines outlined above may be accepted by the Town if, in the opinion of the Customer Service Coordinator, there is sufficient time to process and approve the application, identify any conditions of approval, and arrange resources to effectively service the event.

IV. Special Events Permit Process

1. Application – Any applicant desiring to hold a special event on any public property in North Topsail Beach or owned by North Topsail Beach or which will involve Town resources or personnel must complete an application on the appropriate form and submit it to the Customer Service Coordinator no later than the time specified by the Event Class outlined in Section III above. At the time of submission, the applicant shall pay the application fee and submit all required attachments as indicated in the application. Applications for special events will be available on the Town of North Topsail Beach web site or in the office of the Customer Service Coordinator.
    
2. Department Review – The Department head of all Town of North Topsail Beach departments will review the application and make specific recommendations concerning the following:  

• Recommended changes to the proposed location, scope, date and time for the special event.
• The type, amount and anticipated charges for any Town manpower or other resources needed for the special event.

The Department heads shall ensure that the review and action on the proposed special event is completed and returned to the Customer Service Coordinator no later than 30 days prior to the date of the Class A, B or C event.

1. Town Administrative Review – The completed application and department review materials will be forwarded to the Town Manager for review and analysis. With the exception of Class D events, the Town Manager shall ensure that their review and action on the proposed special event is completed no later than 25 days prior to the event date.
    
2. Appeal – Written appeals to a decision made by the Town Manager to deny approval of an application may be presented to the Board of Aldermen within 15 calendar days of said decision. Applicants may appeal only in the event of a denial of an application. Appeal of decisions pertaining to fees, costs or conditions of a special event are not permitted.
    
3. Payment of Fees – No later than 20 days prior to the event date, the applicant will remit to the Town of North Topsail Beach the fees for the special event at which time the permit will be issued by the Town Manager.
    
4. Issuance of Event Permit – No Special Event shall take place without a duly executed and issued permit pursuant to the guidelines outlined in this policy.
    
5. Execution of Event – Event shall be executed by the applicant and event principals.

V. Criteria for Evaluation

The criteria for evaluating and scheduling special events are as follows:

• Completeness of application and event layout.
• Impact and cost of the event on public health, welfare, and safety.
• Impact and cost of the event on Town support services.
• Impact of the event on the environment.
• Frequency of the same or similar event(s) as well as potential conflicts with previously approved events.
• Impact on the surrounding businesses or residences.
• Ability for the park or public place to remain open to other users, unless a street closure has been requested and will be approved.
• Perceived benefit of event for Town of North Topsail Beach community.
• Likelihood of participation by Town of North Topsail Beach residents.
• Previous history of the applicant in facilitating special events.
• Ability of the applicant to achieve goals set forth for special events.

VI. Special Event Estimated Cost Matrix

A $25.00 non-refundable application processing fee will be charged for all but Class D events. The application fee is due at the time of application.

The application fee, facility usage fee, and staff charges fees are non-refundable. The sanitation deposit will be returned in full provided that the property is left in appropriate order and no damage is reported. Failure to return the Town facilities to their pre-event condition will result in loss of deposit, liability for repair and/or additional clean up fees as determined by the Town, as well as potential denial of future applications. The Town’s decision on any loss of deposit shall be final. The sanitation deposit may be waived by the Town Manager.

The Town will charge facility usage or rental fees for the use of specific facilities. The fees are intended to cover wear and tear, initial supplies, water, electricity, etc. Facility fees shall not apply to special events that are solely within the right of way of public streets. The Town reserves the right to obtain additional fees for other arising or unusual expenses as it deems necessary.

*Sanitation deposit may be required if the event is not on public property if overflow parking is expected and planned on public street right of ways and/or public parking lots.

VII. Event Cancellation/Refund of Fees

If the special event is cancelled after the payment of fees because of conditions beyond the control of the applicant, the Town may consider a partial to full refund of fees paid, with the exception of the application fee. The Town Manager will assess any costs already incurred by the Town and coordinate with the affected Department heads to ascertain the amount of refund.

VIII. Insurance

A comprehensive liability insurance policy with at least one million dollars ($1,000,000) coverage for Class A – D events per occurrence for bodily injury and property damage with an endorsement naming the Town of North Topsail Beach, specifically and separately, as an additional insured under the policy is required. Do not include any specific department or person. A certificate of insurance is to be provided to the town Customer Service Coordinator no less than 14 days prior to the scheduled event. If an event is approved, it will be approved pending receipt of the insurance certificate. The insurance agency must be licensed to do business in the State of North Carolina. The company providing insurance must provide at least thirty (30) days written notice of cancellation or termination, if such cancellation or termination of the policy is to occur prior to the indicated expiration date on the face of the certificate. In the event of any changes or cancellation in the policy, the Town of North Topsail Beach must be notified immediately.

IX. Rules and Prohibitions

1. Adherence to Town Ordinances and Rules – All applicants must adhere to all Town ordinances and posted park/facility rules, with exception of any items exempted by written permission only. A copy of the park rules and guidelines will be issued upon event approval.
    
2. Resource Estimates – The Town of North Topsail Beach shall be the final authority in estimates of attendance, need for additional staff hours, and/or assignment of manpower and equipment to special events.
    
3. Sanitation – A sanitation deposit shall be submitted to the Town as outlined herein unless waived by the Town Manager. Said deposit is refundable within 30 days of the end of an event provided the facility is left in a satisfactory post event condition.

The applicant is responsible for making arrangements with the Town for additional trash receptacles. Plastic trash can liners will be placed in all existing trash cans prior to the event. It is the applicant’s responsibility to deposit any trash in appropriate trash receptacles following the event in order to ensure return of the sanitation deposit. If the size of the event warrants additional receptacles, the Public Works department will review the application, and the applicant will be contacted. It will be

the applicant’s responsibility to make all arrangements and pay any fees applicable for any additional equipment or services.

All trash receptacles must be dumped upon completion of the event into pre-determined receptacles or dumpsters as approved by the Town and prior to the park or other public property or facility opening the next day, unless arranged in advance with the Town. Dumpster locations shall be approved or determined by the Town at time of permit issuance.

1. Restroom Facilities – For all Class A - C Permit events of 4 hours duration or more, portable toilets may be required. This requirement may be met if sufficient Town restroom facilities are available on- site. Town Staff will assist the applicant in determining the number of toilets needed, although a ratio of two toilets per 50 attendees can be used as a guide. An appropriate mix of toilets for males and females must be provided. In compliance with the Americans with Disabilities Act, the applicant must provide sufficient handicap accessible portable toilets. It is the applicant’s responsibility to make all arrangements (drop-off, pumping during the event, and pick-up) and pay any rental fees. Town will stock supplies for permanent restroom facilities prior to start of event. The Town may choose to close public toilets.
    
2. Sound System – Sound system equipment is not provided. The Customer Service Coordinator must be notified in writing of any intended use of a sound system during the event. Sound system requirements should be provided on the event application.
    
3. Alcohol – Alcohol sales, consumption and possession are prohibited on Town property or property controlled by the Town.
    
4. Food Sales – Any intention to sell food must be indicated in the application. It shall be the responsibility of the applicant to contact the Onslow County Health Department to obtain any necessary permits. Additional vendor requirements will be determined upon event approval.
    
5. Medical – For all Class A-C Permit events of 4 hours duration or more, medical personnel may be required to be on site. The Customer Service Coordinator will contact North Topsail Beach Fire and Emergency Medical Services to ascertain the costs to be paid for the provision of emergency medical services.
    
6. Utilities – Specific requirements for the use of electricity, water and/or sewer facilities must be submitted with the application. Electricity on public property is not available without permission from the Town. For projects that utilize large amounts of electricity, water or sewer facilities, the Town may require additional payment with charges for electricity used at event to be based on electric meter readings taken prior to and following each event. Additionally, the Town may require the applicant to arrange for the installation of a temporary service with Jones Onslow Electric Membership Corporation (JOEMC). Any expenses related to the installation of temporary electrical service shall be the responsibility of the applicant. The Town will designate the location for the erection of poles or other devices pertaining to temporary electrical service on public property.

If the special event is on public property and requires the use of more than small amounts of water or more than minimum sewer service, the Public Works Director will assign costs for said water and/or sewer usage as a part of the permitting process.