Town takes another round of public input on Special Events permitting proposal

It was back into the Special Events “Matrix” Monday afternoon, June 21, at Town Hall. At 5 p.m. as town offices closed for the day Town of Front Royal staff, including Matt Tederick, Finance Director B. J. Wilson, Purchasing Agent Alisa Scott, and Administrative Assistant/Council Clerk Tina Pressley, were present for the final community feedback meeting on proposed changes to the Town’s Special Events Permitting Policy prior to a public hearing and anticipated action at the Town Council meeting of June 28.

Again, downtown business people sought clarity on the implications of proposed changes based on a 10-category “Special Events Matrix Criteria” upon which permitting will be based. Staff noted some changes to the new ordinance proposal in the wake of the June 17 meeting at the new Town Pavilion in the Village Commons, where many special events take place.

Below is a draft of the document discuss in the meeting.

See the approximate one-hour meeting in this exclusive Royal Examiner video:

DRAFT – SPECIAL EVENTS PERMIT APPLICATION, POLICY AND PROCEDURES

A Special Events Permit allows the use of public property/space for events in the following three areas:
Downtown Area that includes Main Street, Chester Street, Crescent Street, Peyton Street, Laura Virginia Hale, High Street, Kidd Lane, Water Street, Jackson Street and portions of Church Street and Blue Ridge Avenue, and the Town Commons Area Parking Lot. This area also includes the Town Commons Area that includes the Gazebo, Pavilion, Parking Lot, and Visitor Center.

All Town RIGHT-OF-WAYS.
Table of Contents
APPLICATION 2
SPECIAL EVENTS CATEGORIES 2
SPECIAL EVENTS MATRIX CRITERIA 2
SPECIAL EVENTS POLICIES AND PROCEDURES 3
COMMUNITY SPECIAL EVENTS 3
TOURISM SPECIAL EVENTS 4
DEFINITIONS 4
ATTACHMENTS 4

APPLICATION
The Town of Front Royal has made available to civic organizations, public property/space for Community and Tourism Special Events. To reserve public property/space, submit a complete application in accordance with the below policies and procedures to the Town Manager’s Office, or Manager’s designee for review. Information on the application will be used to determine permit eligibility. The event will not be considered until the entire application is complete. All applicants will be notified when approved or denied.

The CODE OF CONDUCT shall be observed at all times.

SPECIAL EVENTS CATEGORIES
COMMUNITY – Events geared toward Front Royal/Warren County community attendance. Scores between 33 and 42 on Special Events Matrix. Applications accepted between twelve (12) months and thirty (30) days prior to event.

TOURISM – Events geared toward visitor attendance. Scores 43 and above on Special Events Matrix. Applications accepted between twelve (12) and six (6) months prior to event.

MUNICIPAL – Events can be hosted, co-hosted, or sponsored by the Town at any time. Applications accepted between twelve (12) months and thirty (30) days prior to event. Matrix criteria shall not apply.

Applications shall not be accepted for events geared toward an invite-only, private, or a select group of people.

SPECIAL EVENTS MATRIX CRITERIA
All applications will be reviewed by the Town Manager or Manager’s designee on the basis of the following criteria to determine the appropriate event category and assist in the decision to approve the application. A score of 33 is required for permit approval. Events scoring between 33 and 42 are categorized as a Community Special Events, and events scoring 43 and above are categorized as a Tourism Special Event. Events scoring above 40 are eligible for discretionary Town support.
1. Purpose – Community & Destination Benefit
2. Demonstrated History of Event Success
3. Evidence of Partnership – multiple businesses participating.
4. Attendance Figures
5. Organizational Structure & Management Capability
6. Business Benefit – Direct Spending
7. Funding Capacity
8. Overnight Stays / Room Nights
9. Target Market Alignment
10. Evaluation & Measurement Plan

SPECIAL EVENTS POLICIES AND PROCEDURES
The Town Manager or the Manager’s designee may impose, as conditions to granting a permit, such further requirements and restrictions as will reasonably protect the health, safety, welfare, peace, and order to the participants, spectators, or general public.

All events shall have a public benefit and not unreasonably interfere with the normal use of property, right-of-way or facility by the Town or the general public. Community Special Events are limited to four (4) hours and Tourism Special Events are limited to twelve (12) hours within a twenty-four (24) hour period.

COMMUNITY SPECIAL EVENTS
Applications accepted between twelve (12) months and thirty (30) days prior to event from a CIVIC ORGANIZATION. Each civic organization is allowed to submit one Special Events Application per quarter each calendar year. Any permit granted under the provisions of this policy shall remain in effect for the duration of the proposed activity.

The applicant has provided a CERTIFICATE OF LIABILITY INSURANCE listing insured civic organization exactly matching Event Applicant, underwritten by insurers acceptable to the Town, indemnifying the Town against any perils, suits, claims and losses which may arise in connection with the proposed activity. Such coverage shall be based upon risks associated with the requested special event, in consideration of anticipated attendance and closure(s) of specific public property/space. The Certificate of Liability Insurance shall list the following directly on the certificate:
1. Event Name
2. Event Date
3. Event Location and any specific closures.
4. Town listed as “Additional Insured.”

The payment of reasonable fees, subject to change each year, in connection with the proposed permit shall be as follows:
a. Application Fee: $250.00
b. Resources Fee: Town shall pass along 50% of the labor and equipment cost to applicant. Fee shall be paid prior to application approval.
c. Electricity with permit: $50.00
d. Water with permit: based upon usage at the current meter rate.

TOURISM SPECIAL EVENTS
In addition to the above Community Special Events terms, the following shall be applied to Tourism Special Events:

Applications accepted between twelve (12) and six (6) months prior to event.

A maximum amount of two (2) permits shall be allowed per month.

Permit limited to twelve (12) hours in any twenty-four (24) hour period from the first gathering of participants.

DEFINITIONS
CERTIFICATE OF LIABILITY INSURANCE (COI) – a document that verifies the existence of general liability insurance coverage and summarizes the key aspects and conditions of the policy.
CIVIC ORGANIZATION – a community-based company, club, committee, association, corporation, or other organization which is primarily established to further educational, charitable, religious, cultural, or local economic development purposes.
RIGHT-OF-WAY – an area over which a right-of-way exists, the strip of land over which is built a public road, the land occupied by a railroad especially for its main line, the land used by a public utility (as for a transmission line).
ATTACHMENTS
1. TOWN CODE CHAPTER 72 SPECIAL EVENTS
2. CODE OF CONDUCT
3. APPLICATION INSTRUCTIONS & GUIDELINES
4. MATRIX
5. AFTER ACTION REPORT

Historical Timeline of Special Events Policy & Procedures
Town Council Approval – June 28th, 2021 (Proposed)