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General Information

Applicant Name*
First & Last Name
Sponsoring Organization
Address*
City*
State*
Zip Code*
Phone Number*
Email Address*
Primary Contact Name*
Contacts will be at event and directly responsible for all activities.
Cell Phone #*
Secondary Contact Name*
Contacts will be at event and directly responsible for all activities.
Cell Phone #*
Event Name*
Event Location/ Address*
Estimated Attendance: Participants*
Estimated Attendance: Spectators*
Estimated Attendance: Staff*
Check all That Apply*
1. Festival/ Party
2. Family Reunion
3. Parade
4. Demonstration
5. Competition
6. Walk/ Run
7. Concert
8. Business Party
9. Fundraiser
10. Church Function
11. Protest/Rally
12. Other
Event Date (s)*
Event Start Time*
Event End Time*
Set-Up - Start Date & Time*
Clean-Up - End Date & Time*
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Event Logistics

Will the event be held on private property?*
If Yes, Applicant Must:
1. Provide contact information and written approval of the property owner.
2. Use Block Party Form to show notification of the event has been issued to all adjacent property owners. Block Party Form
Will the event use Tents or other structures?*
This includes any structure that would need to be staked into the ground Including inflatables, sport equipment, etc.

If Yes, Applicant Must:
1. Provide detailed description and map of the number, size and location of tents within the Event Plan and what will go where (see below).
Will the event use the stage at Neptune Park?*
If yes, event coordinator must print up a copy of the Key Access Agreement to bring to Public Works to check out a key.
Key Card Access Agreement Form
Will the event include live music or amplified sound?*
If Yes, Applicant Must:
1. Provide detailed description of the sound amplification within the Event Plan (see below).
Will fees be charged to participate in or attend this event?*
If Yes, Applicant Must:
1. Provide list of fees charged in the Event Plan Section (see below).
2. Contact the Utah State Tax Commission Special Events Unit (801) 297-6303 to obtain a Temporary Sales Tax License and Special Return, which is only good for the event it is issued.
Is the event a solicitation or fundraiser for a charity?*
If Yes, Applicant Must:
1. Provide the name and primary contact for the organization.
2. If yes you must contact the Utah Division of Consumer Protection (801)530-6601 to determine if a charitable organization permit is required. If applicable, Saratoga Springs City will not issue a special event permit until the Utah Division of Consumer Protection has issued a Charitable Organization Permit.
Is this a filming event?*
If Yes, Applicant Must:
1. Provide a list of locations where filming will take place?
2. Provide a brief description and schedule for the proposed filming to the owners and occupants in any affected neighborhoods.
3. Speak with all owners and occupants of all such property.
4. Submit a report of any owner or occupant reactions, along with addresses and phone numbers of all such property owners and occupants.
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Vendors

Will the event include merchandise or service vendors?*
If Yes, Applicant Must:
1. Provide the number of vendors, names, contact information and type of merchandise or service within the Event Plan (see below).
2. Contact the Utah State Tax Commission Special Events Unit (801) 297-6303 to obtain a Temporary Sales Tax License and Special Return, which is only good for the event it is issued.
Will the event include food vendors?*
If Yes, Applicant Must:
1. Provide the number of food vendors, names, and contact information within the Event Plan (see below).
2. Contact the Utah State Tax Commission Special Events Unit (801) 297-6303 to obtain a Temporary Sales Tax License and Special Return, which is only good for the event it is issued.
3. Contact the Utah County Health Department to determine if a temporary food permit is required, (801) 851-7000.
Will complimentary food be served at the event?*
If Yes, Applicant Must:
1. Provide a description of the food and who is serving in the Event Plan (see below).
2. Contact the Utah County Health Department to determine if additional permit is required, (801) 851-7000.
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Risk Management

Will the event be held after daylight hours?*
If Yes, Applicant Must:
1. Provide detailed description of the type and number of lighting fixtures within the Event Plan (see below).
Will the event attract 1000 people or more, for two or more hours?*
If Yes, Applicant Must:
1. Provide detailed description and map for traffic flow and parking within the Event Plan (see below).
2. Apply for and obtain a “Mass Gathering Permit” from the Health Department, (801)851-7000.
Will the event want access to water?*
If Yes, Applicant Must:
1. Provide detailed description of how the water will be used in the Event Plan (see below).
2. Provide a detailed description with starting and ending date and time for length of water usage. (A minimum fee of $20.00 to access City water will apply).
Will the event include fireworks or a light display? (i.e. spotlights, etc.)*
If Yes, Applicant Must:
1. Provide detailed plan of time, place, and vendor information in the Event Plan (see below).
2. Must receive approval of City Fire Marshall and Risk Management.
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Traffic Plan

Will the event use a city trail or sidewalk?*
If Yes, Applicant Must:
1. Provide a detail map of proposed trails and sidewalks in the Event Plan.
Will the event take place on city streets?*
If Yes, Applicant Must:
1. Provide a traffic control plan and map within the Event Plan. Assistance from Saratoga Springs Police may be required.
Will the event require a full road closure?*
If Yes, Applicant Must:
1. Provide signatures from a simple majority of front-facing homes that border the street.
2. Describe why, where and how long each section of road will be closed.
Will the event use a UDOT road, such as Redwood Rd, Pioneer Crossing, etc.*
If Yes, Applicant Must:
1. Contact Utah Dept. of Transportation (801) 887-3717 to obtain a UDOT Special Event Permit, there is an additional fee.
2. Provide a traffic control plan and map within the Event Plan (see below). Assistance from Saratoga Springs Police may be required.
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Uploaded Forms

Application Fee Proof of Payment
Please submit a copy of the receipt after paying the application fee.
Event Plan*
An event plan must be submitted with this application. Without an Event Plan your application will not be accepted. Failure to fully complete the application or respond to a question may result in denial of the application and/or the event. The Event Plan submitted by the applicant must provide detailed responses to all questions within the event application in which the applicant responded “Yes,” as well as any other requested information by the City.
Event Plan Requirements
Block Party Petition/ Private Residence
For any application which involves a street closure, the applicant must list all residents that live adjacent to the affected area where the street will be closed. You must contact all residents that are listed on the form and alert them of the road closure. You must have the signatures of at least 51% of the residents listed on this form.
Block Party Form
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Policies & Regulations

Damage/ Destruction of Public Property*
1. I have read and understand the Damage/ Destruction Policy
Any damage or destruction of public property as a result of the event will be the responsibility of the permit holder. In consideration for using a city facility, the applicant must sign a license agreement and/or indemnification agreement provided by the city. Permit fees are conditional on the information provided by the applicant. If more city resources are needed the day of the event, applicant is responsible to pay the city any and all additional fees that are accrued. All park rules and regulations must be followed.
Park Rules & Regulations*
1. I have read and understand the Park Rules & Regulations
- Minors should have appropriate adult supervision
- Park hours are 6:00 am- 10:00 pm (All park reservations end at 9:00 pm to allow event time to clean up before park closes).
- No littering or vandalism. (You are responsible to make sure all of the garbage from your event is placed in the proper waste disposal receptacles.)
- No Solicitation
- Use of facilities, amenities and equipment is done so at your own risk. Use with Caution
- No vehicles on lawns, sidewalks or landscape areas.
- No smoking, alcohol, fireworks, golf or archery.
- No bounce houses, inflatables, or water slides, unless applicant meets insurance requirements below. Applicant assumes any and all liability for any injuries to persons and damage done to the park because of such activity and shall release, indemnify, and defend the City against any and all property damage and personal injury.
- Keep dogs on a leash and clean up after dogs.
- Report any criminal activities or vandalism to Saratoga Springs Police at (801)766-6503
- Parks available for pavilion rental: Harvest, Neptune, Inlet, Marina, Shay, Sunrise Meadows
Insurance Requirements*
1. I have read and understand the insurance requirements
For all large scale events involving city support in traffic control, setup, cleanup, use of city equipment, etc., using inflatables, and/or that has more than 300 participants, as determined by staff, must have Liability insurance with a minimum $2 million dollar per occurrence with a $2 million dollar aggregate limit naming The City of Saratoga Springs, its officers, employees, and volunteers as additional insured’s, plus additional coverage and endorsements depending on the nature of the event. Proof of coverage must be submitted prior to the issuance of a special event permit. The certificate must also state that coverage will not be canceled without 10 days prior written notice to the city.
Inflatable Insurance Requirements*
1. I have read and understand the inflatable insurance requirements
For all events using inflatables, the inflatable vendor must provide proof of liability insurance with $2 million dollar per occurrence with a $2 million dollar aggregate limit naming The City of Saratoga Springs, its officers, employees, and volunteers as additional insured’s and as a certificate holder, plus additional coverage and endorsements depending on the nature of the event. Proof of coverage and endorsements must be submitted prior to the issuance of a special event permit. The certificate must also state that coverage will not be canceled without 10 days prior written notice to the city.
Applicant Agreement & Indemnification*
1. I understand and agree to the agreement and indemnification clause
By applying for a special event permit, applicant agrees they have the sole responsibility to be knowledgeable about, fully understand, and comply with all Saratoga Springs, county, state and federal codes, laws, policies, and regulations associated with the proposed event. Applicant certifies that the information in this application is true and correct and is a complete and accurate representation of the planned event. In consideration of occupying City premises and utilizing the Facility, Licensee hereby agrees, to the extent allowed by law, to release, waive, discharge, indemnify, and hold harmless City, its elected officials, employees, agents, and assigns, from and against any and all claims, damages, losses, injuries, and expenses, including costs and attorney fees, whether in law or equity, arising out of or attributable to the activities of Licensee and the performance of this Agreement. This assumption of risk, release of liability, and indemnification agreement is intended to be as broad and inclusive as allowed by law. If any portion of this agreement is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect. Nothing contained herein shall be construed to limit any protections, immunities, or limits on liability provided City under the State’s constitution or statutes, including, without limitation, the Governmental Immunity Act of Utah, Utah Code Ann. § 63G-7-101 et seq., as amended
Electronic Signature*
Type first and Last name. By signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature
Date*
Date
Title
Organization

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