The City of El Paso &

The Downtown Management District

Permit Types

Parades

Permit Types

Temporary Events Special Privilege

Charitable Solicitation Permit

Vendor Permits

Electrical Permits Building Permits

Special Event Permit

Parades Special Event Permit

Temporary Events Special

Privilege

All events take place on City right-of-way

= Streets, sidewalks

and alleys

Special Event Permit

Moving Event: Parades

Parade Procession

Race Walk

March

Parades

Parades Traffic Control Time = time you need the streets/traffic

cleared or monitored.

Event Time = time the parade starts and ends.

Parades Police:

1. How many participants? 2. Will they go all at once

or in groups?

Parades

Parades

Parades Done:

1 – 2 Weeks

Temporary Events Stationary Event that:

1. Lasts 24 hours or less. 2. Does NOT exceed one city block or

intersection. 3. Proposed closure is in a residentially

zoned area. 4. Closure request is made by residents or

property owners adjacent to the proposed closure OR by a neighborhood association.

Temporary Events

Block Party Bazaar

Street Dance Private Party

Temporary Events

Temporary Events

Same as Special Privilege

Special Event Permit

City Sponsorship Program

www.cityspecialevents.com

Questions?

Special Event Permit

Special Privilege Permit

A special privilege permit for use of public right-of-way for specified uses. • Street Festivals/Dance • Special Event/ Celebration • Carnival/Bazaar • Concert

On-line Application

Getting Started

Before you start the application to obtain a Special Privilege Permit, it is important for you to have the following information and documentation • FEES

– Cost for Closing Right of way: $50/12hr – Special Privilege Application Processing Fee $200

• SITE PLAN • TRAFFIC CONTROL PLAN • NOTICE OF PROPOSED CLOSURE • TEMPORARY EVENT INSURANCE

Fees

Site Plan

Notice of Proposed Closure

Certificate of Insurance

Certificate of Insurance by a Texas licensed provider must be submitted and meet the following coverage limits: • $1,000,000 General Commercial Liability for

personal injury/death per occurrence. • $1,000,000 General aggregate • $1,000,000 Property damage • MUST NAME THE CITY OF EL PASO as

ADDITIONALLY INSURED

Additional Requirements The event organizer/planner and all participants, restaurant/bar/cafés, that sit within the footprint of the event shall be subject to a City financial-services review to ensure that all financial obligations and responsibilities are current and up to date.

Cleaning and Sanitation

• Cleaning the event footprint after the event is a requirement

• The DMD has available resources, for a fee, to ensure that our Downtown is always clean

• Not complying with this requirement compromises our ability to approve future events submitted by the applicant

30 Day deadline • Application must be completed and

submitted at least 30 days prior to the event date

• We cannot accept anything later than the 30 day deadline

Time-saving tips • To complete process in less time, give

yourself time • Begin work on application BEFORE the 30-

day deadline • Contact us with questions about your

footprint, construction updates, available resources

• This presentation will be available on the www.DowntownElPaso.com

WE ARE HERE TO HELP YOU!

Parks and Recreation

Department Temporary Use of

Park Space

Parks in the Downtown area : Calendar Cavalry Soldier Cleveland Square Firefighters Memorial Lions Plazita Pioneer Plaza San Jacinto Plaza Union Plaza

Calendar Park 401 E. San Antonio

• 0.21 acres • Cattycorner to the County

Court House

Cavalry Soldier Park Santa Fe St. and

Missouri St.

• Cattycorner to the Ball Park • Wi-Fi available • Sun Dial

Cleveland Square 510 N. Santa Fe

• 2.1 acres • Across from future Ball Park

Firefighters Memorial 316 W. Overland

• 0.1 acres • Near Union Plaza District and

Civic Center • In the Entertainment District

Lions Plazita 910. S. Santa Fe

• 1.65 acres • Next to downtown Port of

Entry

Pioneer Plaza Mills and El Paso St.

• 0.2 acres • Near the Plaza Theater

San Jacinto Plaza 111 Mills St.

• 1.5 acres space • Stage • Electricity Available upon

request • Under Renovation in 2013

Union Plaza Park 117 Anthony

• 0.1 acres • Electricity Available upon

request

Application

Detailed Site Plan • Helps coordinate with

other departments • Notes what will be

introduced into the park

• Reduces possibility of damage to park

Tents • Only 10 ft. x 10 ft. allowed

without special considerations

• NO STAKING • Must use sand bags or water

barrels • If you are planning to have

a larger tent/canopy different conditions will apply

Jumping Balloons, Obstacle Courses, Mechanical

Amusements • Prohibited without permit • Liability Insurance is required • Must be a registered business with the

City of El Paso

Animals in the Parks

• Any animal exhibit or show requires Department Director approval

• Must provide Insurance for the event • Will require a Show/Exhibit Permit from Animal Services • Must be confined properly and manned at all times

Petting Zoo

Portable Restrooms • For a typical distribution of men,

women and children, there must be 1 toilet for every 300 people.

• For an Event attended primarily by women and children there should be 1 toilet for every 200 people.

• For an even distribution of men and women at an event where alcoholic beverages are served, there should be 1 toilet for every 240 people.

• Liability Insurance • Must be a registered business in

the City of El Paso (Vendor #)

Insurance Requirements Comprehensive General Liability: • $1,000,000 per occurrence • $1,000,000 per aggregate

*Must name the City of El Paso as additionally insured for the duration of the Park Permit (allotted date & time). * Must be submitted for approval with a minimum of 5 days prior to the event.

Food Permit

required if selling or

giving food away to public

Alcohol & Security

• Required for any event with Alcohol

• 1 guard required per every 100 attendance for all events

• May be required as deemed necessary by Department Director even if attendance is less than 100

• No Alcohol in park without Director or City Council Approval

• Erect Fence around perimeter

• Monitor 21 and over consumption

• Portable Restrooms

PLEASE Clean Up after Event

Rates & Fees

Please visit us online at: www.elpasotexas.gov/parks

Q U E S T I O N S ?

Fire and Public Safety Review

• Submit a complete and thorough application that addresses the following questions – Where is your event taking place? (site

plan) – How many people will be in attendance? – Will you be erecting tents or other

structures? – Will there be fire works? – Where are the entrance and exits

located? – Where is the emergency access area?

You may need a “For use” permit • Includes a site inspection the day of the

event – Cooking appliances – Fire extinguishers – Fence/barricades/tents

• We help you form a public safety plan – Plan out emergency access and egress (exits)

• We determine whether you need fire watch staff or not

Fire and Public Safety Review

Fire and Public Safety Review

For Use permit: 125.00 Fire Watch: $92.00/hr. 2-man, 2 hr. minimum

Public Safety Review

ATTENDANCE

• How many attendees are you expecting?

• Who is your targeted audience

ALCOHOL • Will alcohol be served? • How many Bars will be participating

alongside with the event?

SECURITY / CROWD CONTROL

• Are you hiring Security Guards to supplement the Off-Duty Officers?

MAPS

EVENT MAPS • EVENT FOOTPRINT

– Location of venue – Size of venue

• STAGING MAP – Is location fenced in? – If fenced in, how

many entry points – Who is checking ID’s

• TRAFFIC CONTROL PLAN – What streets will be closed / blocked

Questions?

CITY OF EL PASO Department of Public Health

Food Inspection

• 2013

Food Inspection Program Mission Statement

Protects Public Health, Prevents Foodborne Illness/Health Hazards And Promotes Safe Food Handling Practices Through Inspection, Enforcement, Investigation And Education.

Food Inspection Program Special Events Permitting

Temporary Food Establishments City of El Paso Ordinance Chapter 9.12 Food and Food Handling Establishments Texas Food Establishment Rules

Food Inspection Program Special Events Permitting

Temporary Food Establishment • Pre-packaged Foods $53

– All foods must be from approved sources. – Includes bottled water, ice, beverages, etc. – Permit application must be received more than 72

hours before the start of the event. – Expedited fee of $105 in addition to $53 license fee. – Total number of vendors required

Food Inspection Program Special Events Permitting

Temporary Food Establishment • Exposed Foods $79

– Exposed Foods must submit a notarized letter from a Central Preparation Facility

– Foods must be from approved sources – Requirements are available on line:

www.elpasotexas.gov/health/foodinspection.php – Total number of vendors is Required.

Food Inspection Program Special Events Permitting

Temporary Food Establishment • Exposed Foods (continued)

– Permit application must be received more than 72 hours before the start of the event.

– Expedited fee of $158 in addition to $79 license fee. – Total number of vendors is needed.

Food Inspection Program Special Events Permitting

Mobile Food Establishment • Current Mobile Food vendors

– No additional permit required – Total number of food vendors required – Organizer may want to submit vendors list. Mobile

inspected recently may NOT need health inspection.

Food Inspection Program

Any Questions?

Just kidding…. It’s the boring stuff (The stuff the lawyers make us

include)

Special events….. The details

TABC - Alcohol • Must obtain a temporary beverage license for events

– Submitted no less than 10 days prior to event – Event organizer submit letter authorizing establishment to sell

during event – Site Plan of event area required (Micro Plan) – Three copies of the application required – City Council resolution approving alcohol sales required

• Licensed establishments and non-profit organizations must apply

at the TABC Office – Mon-Fri 8:00 am to 5:00 pm – 401 East Franklin Ave. Suite 120 – (915) 351-3697 – Temporary application

http://www.tabc.state.tx.us/forms/licensing.asp

TXDOT (State Road USE)

• State roads in Downtown – Border Highway – El Paso Street – Mesa Street – Missouri Street – Texas Avenue – Paisano Drive – Yandell Drive

• City Council Resolution required for use exceeding four hours

• State insurance form required for use exceeding four hours

• Certificate of insurance required

Insurance

• Required for Special Privilege Permits (DMD and City) and TXDOT Roadways

• Submitted with application

• Minimum liability required – $1,000,000.00 general liability per occurrence – $1,000,000.00 general aggregate limit – $1,000,000.00 property damage liability

• City must be named as additionally insured – City of El Paso – PO BOX 1890 – El Paso, Texas 79950-1890

Traffic control plan • Barricade Company must be licensed through the state (TEEX) and City

of El Paso • Traffic control plan must utilize Texas Manual of Uniformed Traffic

Control Devices (MUTCD) approved traffic control devices • Traffic control plan approved by El Paso Department of Transportation

ACCEPTABLE Traffic control devices

UNACCEPTABLE Traffic control devices

Just kidding…. It’s the boring stuff (The stuff the lawyers make us

include)

Special events….. The details

City Sponsorship Program

Parade Funding Opportunity

Program Description

• City funding for parades, run/walks and processions

• Events between September 1, 2013 and August 31, 2014

• Covers city costs associated with events – Police Traffic Control – Street sweeping costs – Sun Metro detour fees – Fire Department fees – Environmental Services Trash Fee – Park use fees

• Applications due March 31, 2013

• Application available at: www.cityspecialevents.com

Eligibility Requirements

• Event must not discriminate • Event must not be a fundraiser

• Applicants must not be a for-profit or commercial entity

• Event must have a benefit to the community in general • Event must not be for a school for school purposes

– Ex. Homecoming parade

• Event must not be for a religious holiday or event

2013 Funding Recipients • El Paso Holocaust Museum Tour de Tolerance

• El Paso Motorcycle Coalition Toy Run Parade

• United American Veterans’ Organization Veterans’ Day Parade

• Interclub Council Black History Parade and Rally

• Lydia Patterson Institute Segundo Barrio 5K run/walk

• Transmountain Optimist Club Northeaster Parade

• Sin Fronteras Organizing Project Cesar Chavez March

• El Paso Sun City Pride Organization Sun City Pride Organization

• Del Norte Lions Club Fourth of July Parade

• Rotary Club of West El Paso Fourth of July Parade

PURPOSE To provide support to El Paso recurring arts, cultural and sporting events that activate and enrich downtown El Paso, in particular the Downtown Arts District, with high quality public experiences that are innovative, accessible and promote both tourism and local interest in downtown El Paso.

PREVIOUSLY SUPPORTED KICKSTART DOWNTOWN EVENTS Plaza Classic Film Festival Neon Desert Music Festival Sun City Pride El Paso Marathon Kidspalooza family festival by the El Paso Symphony Orchestra Street Fest Taste of El Paso Mexican Food World Cook-Off

WHAT WILL BE FUNDED KickstArt Downtown funds can be used for project related expenses such as production costs, permits, artistic/talent fees, coordination (including non-permanent event staffing), audience development, and marketing for recurring arts events and recurring sporting events that promote tourism.

KEY PROGRAM ELIGIBILITY CRITERIA: Have qualified artistic/administrative leadership capable of completing the proposed project with a commitment to funding artists and artistic products and promoting tourism Proposed activities must start no earlier than September 1, 2013, and end no later than August 31, 2014, of the applicable City of El Paso fiscal year Proposed project must be conducted within the boundaries of Downtown El Paso, with an added incentive for events within the Downtown Arts District (see enclosed map for accurate Arts District and Downtown El Paso boundaries). Must be a recurring annual event Proposed project must be able to demonstrate a draw to tourists 1:1 cash match Awardees must not be the recipient of another MCAD cultural funding award for the same project in the current fiscal year One time events/programs or events that are primarily operated as fundraisers are ineligible

• Open to both non-profits and consortia

• For recurring downtown Arts and Sporting Events with tourist draw

• Art Events (80% / 20% payout each year) • Sporting Events (100% payout after event each

year)

• 3-year, tiered awarding system with maximum initial award = $20,000

• Year 1 = 100% • Year 2 = 75% • Year 3 = 50%

HELPFUL DATES: Monday, April 29, 2013 KickstArt Downtown funding guidelines and application available online at www.epdowntownarts.com and www.elpasoartsandculture.org Thursday, May 16, 2013 New Applicant Orientation, which includes a run through of eligibility and application requirements, as well as informational session on the process for application to the Downtown Management District for a Special Privileges Permit. This orientation session will be held at the El Paso Museum of Art in the Larry Francis Board Room from 6:00 – 7:00 p.m. Monday, June 3, 2013 Application Due Date. No late applications will be accepted. Thursday, July 11, 2013 Panel Review Thursday, July 26, 2013 Award and Decline Letters sent out September 1, 2013 Start of Fiscal Year and KickstArt Downtown funds become available

CONTACT Kaycee Dougherty Arts District Coordinator The City of El Paso Museums and Cultural Affairs Department 915.541.4280 doughertykl@elpasotexas.gov www.epdowntownarts.com