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EXECUTIVE ORDER NO. 6-93
SPECIAL EVENTS POLICY


Table of Contents Article 1: Overview
Section 1. Special Event Defined
Section 2. General Policy
Article II: City Personnel
Section 1. Special Events Review Committee
Section 2. Deputy City Representative for Special Events
Section 3. Managing Director
Section 4. Commissioner of Public Property or Designee
Section 5. Director of Office of Risk Management
Section 6. City Solicitor
Section 7. Executive Director of the Fairmount Park Commission
Section 8. Special Events Task Force
Article III: Special Events Permitting Procedures
Section 1. Rules & Regulations
Section 2. Time Restrictions
Section 3. Location Restrictions
Section 4. Permit Considerations
Section 5. Street Closures
Section 6. Permit Fee
Section 7. Other Permits
Section 8. Insurance
Section 9. Indemnity Agreement
Section 10. Special Rules for Fairmount Park
Section 11. City-Sponsored Events
Section 12. Committee-Designated Exempt Nonprofit Special Events
Article IV: Permitting and Charges
Section 1. Procedure for Determining Charges
Section 2. Publishing of Rates and Charges
Section 3. Reimbursements to City Departments
Section 4. Payments to the City
Section 5. Managing Director's Report
Article V: Schedule of Rates and Deadlines
Section 1. Definitions
Section 2. Event Classifications
Section 3. Application Fee and Deadlines
Section 4. Special Event Vendor License Fee
Section 5. Street Closing Permit
Section 6. Rent - Profit Special Events
Section 7. City Personnel Cost Recovery - Profit Special Events
Section 8. City Equipment Cost Recovery - All Events
Article VI: Dissemination; Effective Date
Section 1. Dissemination of Information
Section 2. Effective Date

WHEREAS, The City of Philadelphia hosts hundreds of festivals, commercial block parties, and other special events each year; and

WHEREAS, City government provides labor, supplies, and equipment to many of these special events; and

WHEREAS, The City has created a Special Events Review Committee and a standardized procedure to oversee special events planning and staging, including the provision of City labor, supplies, and equipment therefor;

NOW, THEREFORE, I, Edward G. Rendell, by the power vested in me as Mayor of the City of Philadelphia, do hereby order as follows:

ARTICLE I: OVERVIEW

SECTION 1. "Special Event" Defined.

"Special events" means a preplanned event or series of events of less than a week's duration, sponsored by a public or private person or entity, which is:

(a) located wholly or partially on property owned or maintained by the City; or

(b) located on any other property and requires for its successful execution, the provision and coordination of municipal services to a degree significantly over and above that which the City routinely provides.

SECTION 2. General Policy.

City buildings, parks and all other City-owned or controlled real estate which have been constructed or maintained for the benefit of the public shall be for the use of the public in general. To that end, no person or entity (including City agencies) shall be given any special or exclusive privilege to use any public property under the control of the City without first obtaining a permit pursuant to this section. Additionally, the Committee shall ensure that proper coordination occurs among necessary City departments to facilitate the use of City streets for special event activities including parades, street festivals, foot races, bike-a-thons, and all other events requiring closure of a right-of-way.

Article II: CITY PERSONNEL

SECTION 1. Special Events Review Committee.

(a) There is hereby established a Special Events Review Committee (the Committee), to be made up of the following members:

(1) Deputy City Representative For Special Events (co-chair);
(2) Managing Director or designee (co-chair);
(3) Commissioner of Public Property or designee;
(4) Director of Office of Risk Management;
(5) City Solicitor or designee; and
(6) Executive Director of Fairmount Park Commission.
(b) The Committee shall have the following powers and duties:
(1) Review all applications for permits governing special events occurring within the corporate boundaries of the City (including areas administered by the Fairmount Park Commission), and requests for attendant City support services;

(2) Provide executive oversight of the management of any special account or fund established for management of or support for special events;

(3) Prior to and during every special event, coordinate the permitting processes of all City departments providing services to the special event;

(4) In conjunction with the Special Events Task Force, provide technical assistance and information to special event sponsors;

(5) Recommend appropriate risk management measures to protect the City during each special event;

(6) Administer all special event concession agreements and all special event permits pursuant to this ordinance, except those expressly reserved to other City departments or agencies;

(7) Forward all approved requests for City services to the Managing Director at least thirty (30) days prior to the start of the special event, to allow proper scheduling of employees;

(8) Have the authority to determine and require event promoters to provide essential services, including but not limited to adequate onsite safety and traffic control, fire protection, firstaid services, sanitation and cleanup; and

(9) Set the rates, fees, and other charges to special event sponsors for rent and City services provided in connection with special events.

SECTION 2. Deputy City Representative For Special Events.

(a) The Deputy City Representative For Special Events ('City Representative') shall represent the City Representative and Director of Commerce at all meetings of the Committee.

(b) The City Representative shall maintain all administrative and financial records relating to special events, including but not limited to the following:

(1) Correspondence with permit applicants and event sponsors, including notifications concerning permit requirements, regulations affecting special events, and application deadlines; and

(2) Intra-department correspondence and memoranda concerning the establishment of fees for City services provided to special event sponsor.

(c) The City Representative shall be the primary City contact person for special event permit applicants and event sponsors.

SECTION 3. Managing Director.

(a) The Managing Director or designee (managing Directory shall represent the Managing Director's Office at all meetings of the Committee.

(b) The Managing Director shall coordinate all requests for support services for all special events approved by the Committee, including but not limited to the following tasks:

(1) Preparation of requests for City services;

(2) Determination of estimated costs to each City operating department;

(3) Confirmation that applications for all necessary City permits have been submitted and evaluated on a timely basis; and

(4) Coordination of all support services from City operating departments, both before the special event and on-site.

(c) The Managing Director shall convene representatives of City operating departments as the Special Events Task Force, in order to evaluate City support service requests and coordinate the provision of City resources and support services for approved special events, and shall chair such Task Force.

(d) The Managing Director shall evaluate the proposed location of the special event, and the projected program for the event, and notify the event sponsor of any changes in location and/or program determined by the Committee to be necessary to make the event safe in conformity with City regulations.

(e) If the special event is expected to attract ten thousand (10,000) or more participants or attendees, ensure compliance by the sponsor with the requirements of the Pennsylvania Department of Health Act 45, Title 28, pertaining to Emergency Medical Services ('EMS') for Special Events, including either:

(1) The use of City Fire Department personnel and equipment (at sponsor' 8 cost); or for the event.

(2) Timely submission of a City Special Event EMS Plan

(f) The Managing Director shall monitor the staging of all special events, including but not limited to the following:
(1) Enforcement of all health, safety, vendor, licensing, and other regulations associated with any special event;

(2) Proper administration of all special event concession agreements and licenses, and all special event permits;

(3) Need for implementation of emergency management procedures; and

(4) Adequate provision of on-site emergency medical services.

(g) The Managing Director shall monitor all costs to the City associated with the planning and staging of special events, including scheduled overtime of City employees, to ensure that City departments do not exceed fiscal year overtime projections.

SECTION 4. Commissioner of Public Property or Designee.

(a) The Commissioner of Public Property or designee ('Public Property') shall represent the Department of Public Property at all meetings of the Committee.

(b) Public Property shall evaluate all requests for services requiring Department personnel, and rental requests for City property and equipment, and determine the cost to be charged to a sponsor for provision of such services and property.

(c) Public Property shall supervise on-site preparations for each special event, and coordinate private sector support services with City services at such event.

SECTION 5. Director of Office of Risk Management.

(a) The Director of the Office of Risk Management ("Risk Manager") shall represent that office at all meetings of the Committee.

(b) The Risk Manager shall evaluate special event applications and advise the Committee on appropriate risk management measures to protect the City from liability during an event, including but not limited to amounts and types of insurance to be required of event sponsors.

SECTION 6. City Solicitor.

(a) The City Solicitor or designee ("Solicitor') shall represent the Law Department at all meetings of the Committee.

(b) The Solicitor shall provide legal advice to the Committee on all matters relating to the consideration of special events permit applications and the conduct of special events, including but not limited to the following:

(1) Permit requirements;

(2) Indemnification, insurance, and risk management issues;

(3) Leasing of public space;

(4) Ordinance and regulation requirements; and

(5) Special events policy oversight.

SECTION 7. Executive Director of Fairmount Park commission.

(a) The Executive Director of the Fairmount Park Commission or designee ("Fairmount Park") shall represent the Fairmount Park Commission ("Commission') at all meetings of the Committee.

(b) Fairmount Park shall review all special event applications involving the use of Park services or facilities, and determine the fees, rent, and other charges to be required by the Committee for the use of such services and facilities.

SECTION 8. Special Events Task Force.

(a) The Special Events Task Force shall consist of the members of the Special Events Review Committee and representatives of the following departments:

(1) Police Department;
(2) Fire Department;
(3) Department of Recreation;
(4) Department of Streets;
(5) Department of Health; and
(6) Department of Licenses and Inspections.
(b) Members of the Special Events Task Force shall (individually and collectively) perform such duties necessary or desirable for the planning and staging of special events as are directed by the Managing Director, including but not limited to the following:
(1) Evaluate requests for City property, equipment, support services, and other resources, and submit for Committee approval the costs to be charged to an event sponsor for such resources;

(2) Evaluate requests to close City streets, as well as event proposals that may affect the passage of traffic through City streets, and recommend to the Committee the approval or denial of such requests and proposals;

(3) Evaluate the need for cleanup and sanitation services at special events, and recommend to the Committee such sanitation measures that should be required of an event sponsor;

(4) Coordinate the provision of City property, equipment, support services, and other resources for Committee approved special events;

(5) As directed by the Managing Director, provide technical assistance and information directly to special event sponsors on the planning, setup and staging of events; and

(6) Consult with private sector entities to develop methods of cutting costs for providing City equipment and services at special events, and develop an abatement strategy for recurring City costs associated with special events.


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