23-017 Resolution No. 23-017
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE,
TEXAS ESTABLISHING A SPECIAL EVENT PERMIT POLICY; AND
DECLARING AN EFFECTIVE DATE.
WHEREAS, the City Manager shall be responsible to the City Council for the proper
administration of all affairs of the City including the preparation of general policies; and
WHEREAS, the City of Southlake encourages special events that foster the
betterment of the community, the promotion of culture, and the promotion of commerce
within the city; and
WHEREAS, the gatherings of people, outside the normal day-to-day activity of a
public property, facility, or location, may place unique demands on public resources and
pose a potential danger to public health, safety, and welfare; and
WHEREAS, the requirements in this policy are deemed necessary for the protection
of the health, safety, and general welfare of the volunteers, members, and their patrons; and
WHEREAS, in order to plan for resource demands, it is necessary that the City
require advance notice of these events; and
WHEREAS, the provisions of this Resolution are intended to address these concerns
and are not intended to place unnecessary burdens on any right of association, assembly,
or freedom of expression
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. The City of Southlake hereby approves the Special Event Permit
Policy, specifying general policies and City requirements for
conducting a Special Event in public spaces.
Section 2. This resolution shall become effective beginning October 1, 2023
after the adoption by the City Council.
PASSED AND APPROVED ON THIS 5T" DAY OF SEPTEMBER, 2023.
Attest:
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A he ey: Se:i' ry • _ John tuff , Mayor
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CITY OF
SOUTHLAKE
1
Special Event Permit Policy
1. Statement of Purpose: The purpose of this Policy is to establish guidelines for Special
Event Permits and processing those requests.
A. This Policy is in place to support the City's overall Strategic Plan and alignment with
the Council's strategic focus areas and stated strategic objectives.
I. Partnerships and Volunteerism: The City Council identified "Partnerships and
Volunteerism" as a focus area when adopting the strategic plan in 2005. Since
then, an objective has been included on the City strategy map: "Enhancing the
sense of community by proactively creating opportunities for community
partnerships, volunteer involvement, and citizen engagement." A case can be
made, therefore, that this kind of policy would be properly aligned with the City's
strategy because an opportunity of this kind brings together community groups
and the City to offer high-quality events and volunteer opportunities.
II. Safety and Security: The strategy map includes a focus area of "Safety and
security." This, coupled with the objective of"Collaborating with select partners
to implement service solutions" addresses the matter of the City's commitment
to ensure that residents and visitors of Southlake are safe and secure, whatever
their activity. If we develop a successful partnership with these community
groups, coordinate our efforts, and, perhaps, extend City services, the City has
ultimately met this stated strategic objective.
2. Policy Administration: This policy will be administered through the City's Department of
Economic Development and Tourism (EDT) and/or Community Services Department
depending on the size and scope of the event.
3. Definitions:
A. City: Shall mean the City of Southlake, Texas.
B. Coordinator: The City staff person designated by the Director of the Department of
Economic Development and Tourism (EDT) or Director of Community Services
depending on the size and scope of the event.
C. Director: The Director of Economic Development and Tourism (EDT) or Director of
Community Services depending on the size and scope of the event.
D. Eligible Applicants: Any individual or organization complying with the requirements
of this special event permit policy may be considered eligible for a special event
Page 1 of 4
permit. Depending on the size and scope of the event, a Specific Use Permit
approved by the City Council may be required.
E. Special Event: Any gathering of people for a charitable cause, cultural celebration,
festival, or other similar type of gathering that is open to the public and is hosted in
a public space.
F. Special Event Permit: Special event permit or "Permit" means the City's written
authorization to hold a Special Event.
G. Policy: Shall mean the Special Event Permit Policy adopted by the Southlake City
Council.
H. City: City staff team works collectively to implement events and process event
applications in the city. The members of this team may vary by type of event.
4. Submittal Requirements: The following shall be applicable for establishing an adequate
submittal for an Event Permit.
A. Application: An applicant must submit a fully completed application in compliance
with the Policy and all items identified in the "Special Event Requirements" under
Appendix A. The requirements under Appendix A may be amended periodically
by staff if needed to better administer the policy. The completed application shall
be submitted to the City via its website. Additional submittal requirements, such as
a Specific Use Permit approved by the City Council, may be required once the City
reviews the application. This would also require additional processing time on behalf
of the City. All of the application items must be completed before submitting a
special event permit application.
B. Items for Submittal:
Completed Application (submitted 120 days prior to the event if more than
1,000 people are expected / 90 days prior if less than 1,000 people are
expected) with all necessary documentation and information required.
II. Items identified in the Special Event Requirements form (Appendix A).
III. Proof of insurance naming the City as an additional insured.
IV. Specific Use Permit (for Mass Gatherings if required).
V. Texas Alcohol Beverage Commission (TABC) approval for on-site
consumption of beer and wine (if approved by Specific Use Permit).
C. Submittal Deadlines: Applications must be submitted at least one hundred and
twenty (120) days prior to the date of the event if more than 1,000 people are
expected or ninety (90) days prior to the date of the event if less than 1,000 people
are expected to attend.
Page 2 of 4
5. Application Review: Upon receipt of the application, City staff will review the application
within 10 business days (excluding holidays). The following shall apply to the review and
evaluation of the application.
A. Evaluation Criteria: The following criteria shall be utilized by the Coordinator when
reviewing the application and in consideration of any recommendation for a Special
Event Permit.
Application Completeness: Was a completed application submitted with all
necessary and required information?
II. Safety and Security Efforts: Does the applicant demonstrate how event
attendees will be kept safe during the event such as through crowd control
measures, traffic management, and security personnel?
III. Operations and Logistics: Has the applicant provided all information
(including vendor names and contact information) on how logistical
operations will be managed, such as but not limited to the following:
a. A detailed event site diagram showing the location of the following:
street barricades, tents, fencing, restrooms, displays, attractions,
dumpster(s) and stage(s).
b. Detailed timeline of the event.
c. All names and contact information of relevant vendors providing
services for or during the event.
d. Porter service for trash removal during the event.
e. Dumpster/Recycling containers for trash and debris disposal.
f. Post-event cleanup such as power washing service by a City approved
vendor.
g. Road barricades, orange cones, or water barricades for traffic
management. (In most situations, the City will coordinate traffic
management for the event).
h. Tent sizes and how they will be secured to the ground (Park use policy
does not allow for tents to be staked to the ground within City parks).
Restrooms, including ADA-accessible restrooms.
6. Approval of Application: The Coordinator will engage with City staff to evaluate the
application and determine its eligibility. The Director, upon a recommendation from the
Coordinator, shall determine the final eligibility of the application.
Page 3 of 4
A. Approval of Special Event Permit: Upon review of a completed application and
successfully submitting all required documentation, a letter will be provided to the
applicant detailing any specific requirements including a $1,000 deposit. Upon
completion of all requirements, a special event permit will be issued by the City.
B. The Director may waive certain requirements of this Policy depending on the scope
of an event provided it does not impact the safety and security of the event
organizers, vendors, or event attendees and the applicant meets the purpose and
intent of the Policy.
7. Denial of Application: The Director has the authority to deny an application for a special
event permit. A letter from the Director will be provided to the applicant if it is determined
the application for the special event permit will be denied. The Director may deny an
application for any of the following reasons:
A. The applicant has not provided a complete application and submitted all necessary
information and documentation to host the event within the designated time frames
for submittal.
B. The applicant has a history of not complying with event requirements prior to, during,
or after the event.
C. The number of events for that space in the City has reached its capacity for public
spaces.
D. The City does not have the resources or staff to ensure the safety and security of
the event and its attendees.
E. The event exceeds the capacity of the public space being requested or the space is
unavailable for use at the time the event is being requested.
F. The Director does not find that the application for the proposed event meets the
intent of the Policy.
G. The applicant has not met or has outstanding required financial obligations to the
City.
8. Appeal to City Manager: The applicant may appeal the decision of the Director to the City
Manager by providing a letter explaining their basis of appeal. All decisions by the City
Manager shall be final.
9. Post-Event Evaluation: The applicant shall be required to participate in a post-event
briefing meeting with City Staff a maximum of thirty (30) days after the event to identify
opportunities, challenges, and recommended improvements for any future events. The
applicant is required to schedule this evaluation with City staff.
Page 4 of 4
Appendix A: Special Event Requirements
CITY OF
SOUTHLAKE Special Event Permit Process
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
All Special Events in the City of Southlake are required to be conducted and held pursuant
to a Special Event Permit Policy adopted by the City of Southlake. Event hosts are required
to obtain approval from the City and work with City staff to ensure a safe and enjoyable
event is held. Applications that are submitted for special events are reviewed on a case-by-
case basis and may be denied based on any of the provisions outlined in the Special Event
Permit Policy. The following requirements in this Appendix must be followed for public
Special Events being held within public spaces within the City of Southlake.
Hosting a special event can be challenging and rewarding. This information is intended to
provide event organizers with the necessary information to ensure a successful and safe
event is held. To provide event organizers an overview of what to expect, please read the
process outlined below:
• Read and review the Special Event Permit Policy and Special Event Requirements.
This will assist you in preparing for your first meeting with the City.
• Schedule an initial meeting with the Festivals and Events Coordinator for the City of
Southlake. In this meeting you will be provided with guidance on what is necessary
for you to conduct your event. City staff will also be present to help you determine if
a Specific Use Permit approved by the City Council or other permits are required for
your event.
• Plan and gather all necessary items and information in order to conduct your event.
This will be the most time consuming part. Please allow enough time for yourself to
adequately prepare to host an event.
• Fill out the Special Event Permit Application online. If attendance is expected to be
greater than 1,000 people, submit the application at least 120 days before the event
date. If attendance is expected to be less than 1,000 people submit the application at
90 days before the event date.
• City staff will review the application and provide an approval or denial for the
event. If approved, the City will require and provide information such as inspection
requirements, contact information for specific items, etc... for the event organizer to
add to their event planning.
• Event briefings before and after the event will be scheduled with City staff to ensure
effective communication and areas of concern are being addressed.
• Upon completing all City-related requirements a Special Event Permit will be issued to
the organizer for the event.
Appendix A: Special Event Requirements Page 1
CITY OF
SOUTHLAKE Pre-Application Requirements
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
Each of the following items below must be completed prior to the submittal of the Special
Event Permit Application to the City:
❑ Read and understand the adopted City of Southlake Special Event Permit Policy
❑ Read and understand Special Event Permit Process, Application Preparation for
Event Organizers and Reference Information
❑ Draft a detailed description of the event including purpose and proposed location
❑ Draft a detailed schedule of the proposed event including performances, music or
entertainment and times for setup, breakdown and cleanup
❑ Complete a detailed event layout map that includes the following:
• General location and estimated quantity of vendors
• Location of restrooms, trash bins, and dumpsters
• Location of stages for entertainment or performances
• Location of signage (including off-site signage)
• Streets being blocked for the event (if any)
❑ Schedule an initial event planning meeting with the City's Festival & Events
Coordinator
• This can be done by calling (817) 748-8919 or emailing city staff at Events@
ci.southlake.tx.us
The information on the "Application Preparation" page will be necessary to submit a Special
Event Permit application found online on SouthlakeEvents.com. Once all the information
and documentation has been obtained, proceed with the application submittal.
• If the proposed event anticipates more than 1,000 people, the Special Event Permit
application must be submitted at least 120 days prior to the event.
• If the proposed event anticipates less than 1,000 people, the Special Event Permit
application must be submitted at least 90 days prior to the event.
Page 2 Appendix A: Special Event Requirements
CITY OF
SOUTHLAKE Application Preparation
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
The following information is needed prior to submitting a Special Event Permit application
online at SouthlakeEvents.com. Use the following checklist to ensure all information and
documentation is readily available for submitting the application:
❑ Event Organizer Name, Address, Mobile Number and Email Address
❑ Secondary Event Contact Name, Address, Mobile Number and Email Address
❑ Event Name, Dates, Time, Location, and Anticipated Attendance
❑ Detailed event layout map that includes the following:
• Location and quantity of vendors (tents, food trucks, etc...)
• Location of restrooms, trash bins, dumpsters, portable lighting
• Location of stages for entertainment or performances (including their size)
• Streets being blocked for the event (if any)
(Event layout map must be uploaded at time of application.)
❑ Number of tents and their size(s)
❑ How will the event supply electricity (if needed). Location and types of generators
being used (if any)
❑ Location, number and size of event signs being used for the event
❑ Preliminary list of vendors (merchandise, food, services, alcohols sales) participating
in the event with names, address, mobile number and email address. This includes
but is not limited to vendors such as porter service, tent company, food
vendors, etc... (a final list shall be submitted to the City 30 days prior to
the event with final payment for all vendor permits due prior to the event)
❑ Number of event staff or volunteers for the event
❑ Detailed event timeline or schedule including performances, music or entertainment
and times for setup, breakdown and cleanup (this can be uploaded in the
application as well).
❑ Valid and current general liability insurance policy naming the event organizers /
organization hosting the event and the City of Southlake under the coverage for the
event and providing coverage with the following minimum amounts:
• Personal Injury / Death: $1,000,000 per occurrence
• Property Damage: $100,000 per occurrence
• General Aggregate: $1,000,000
❑ A Specific Use Permit has been approved by the City Council of the City of
Southlake (if applicable for consumption of alcohol or event size)
Appendix A: Special Event Requirements Page 3
CITY OF
SOUTHLAKE Reference Information
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
The following information is provided to event organizers as reference material for conducting
special events in the City of Southlake. Upon reviewing the Special Event Permit Application,
City staff will provide the event organizer with specific requirements as they apply for their
event. The information below is intended to be for quick reference purposes only and not
all inclusive of all requirements. For any specific questions or assistance interpreting this
information please contact the City at Events@ci.southlake.tx.us.
Landscaping and Natural Features in Event Area
Trees, underbrush, large rocks and other natural features shall be left intact and undisturbed
whenever possible, and natural vegetative cover will be retained, protected, and maintained
so far as possible to facilitate drainage, prevent erosion, and preserve scenic attributes.
Grounds shall be maintained free from accumulations of refuse and any health and safety
hazards. The event organizer will be responsible for the event area being cleaned and
unharmed before, during and after the event.
Event Briefings with City Staff
City staff will organize event briefings with the event organizers, which are mandatory,
after the application is approved. These briefings will be held to ensure areas of concern are
addressed, effective communication is had and all items required by the City are submitted.
At a minimum, one briefing 30 days prior to the event and one briefing 30 days after the
event will be held. The City will work with the event organizer to determine the number of
briefings to be held. The event organizer will be required to attend all event briefings.
Trash and Dumpsters
The event organizer shall ensure trash and litter are picked up during and after the event.
Based on the size of the event, the organizer may be required to provide a dumpster for
trash removal at the organizer's expense. The event organizer also understands the following
about trash and litter disposal:
• Trash and litter shall be collected, stored, and transported in a manner that protects
against odor, infestation of insects and/or rodents and any other condition, which poses
a threat to the health, safety, and welfare of the patrons of the event or the public.
• Trash and litter containers shall be clearly marked and readily accessible.
• Trash and litter containers in the event area shall be emptied at a minimum every
4-hours during the event.
• Trash and litter containers shall be removed from the event area at the conclusion of
the event and disposed of appropriately.
• The event area and immediate surrounding property shall be cleared of all trash and
litter immediately following the event.
Page 4 Appendix A: Special Event Requirements
CITY OF
SOUTH LAKE Reference Information
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
Sidewalks and Streets
The event organizer shall work with the City to complete power washing of the entire event
footprint after the event. The service should be completed overnight by a City approved
vendor. The City will work with the event organizer to ensure the sidewalks and streets are
cleaned appropriately. It is also an option for the event organizer to have the City complete
this service for a fee.
Selling or Distribution of Alcohol
Security is required for any event in which alcohol is served or sold and any event in which
the anticipated attendance or the planned activity may affect public safety. The City also
requires approval of a Specific Use Permit for any event where alcohol will be served.
Compliance with all Texas Alcoholic Beverage Commission Regulations is required. More
information can be obtained from the TABC Arlington Regional Office (2225 East Randol
Mill Road, Suite 200, Arlington, TX 76011) at 817-652-5912.
A copy of the TABC license will be required by the City prior to the date of the event.
Food Trucks and Food Vendors
Food preparation, service and storage shall comply with the Texas State Department of
Health or the Tarrant County Health Department, whichever is more stringent. The event
organizer will need to ensure all food trucks and food vendors are in compliance with Tarrant
County Health Department Regulations. A permit from Tarrant County Health Department
is required prior to the event and an inspection by the City of Southlake Fire Marshal's office
are required for each food truck and vendor.
• Tarrant County Health Department: (817) 248-6299
• City of Southlake - Office of the Fire Marshal: (817) 748-8233
Food Trucks and Food Vendors are also required to obtain a food vendor permit from the
City for a fee.
Event Signage
All proposed signs for the event (on-site and off-site), including directional signage, must
be noted on the Special Event Permit application. City staff will review compliance with
the City's Sign Ordinance and ensure all necessary permits are provided to the event
organizer. For questions about event signage contact the Planning & Development Services
Department at (817) 748-8621.
Appendix A: Special Event Requirements Page 5
CITY OF
SOUTHLAKE Reference Information
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
Event Tents
The event organizer must ensure all tents be a minimum of 10'x10', and that they must be
held down by water barrels or concrete blocks. Tent Stakes are strictly prohibited in City
Parks. Any tents in excess of 400 square feet require a permit and inspection by the City's
Building Inspections division. For more information about requirements for tents over 400
square feet contact the City's Building Inspections office at (817) 748-8236 or (817) 748-
8237.
Merchandise Vendors
All merchandise vendors shall comply with required State of Texas and City of Southlake
Tax Code and obtain a current City vendor permit. The City will provide the event organizer
with a Sales Tax letter and it will be the responsibility of the organizer to ensure all vendors
have a vendor permit issued by the City. The event organizer shall provide the Sales Tax
Letter to all vendors that sell merchandise at the event.
Restroom Facilities
For all public events, it will be the responsibility of the event organizer to provide an adequate
number of portable restroom facilities, including mobility impaired accessible units, at the
organizer's expense. City facilities with interior restrooms such as Town Hall or The Marq
will not be available.
Event Electrical Needs and Lighting
The City's electrical system is limited and therefore the event organizer should use generators
whenever possible. If the organizer wishes to connect to the City's electrical system, they
must provide the necessary information on the Special Event Permit Application. City Staff
will assess the City's ability to provide the events electrical needs. Any cords and cables
shall not inhibit walking paths in any way.
If a proposed event is held after sunset, the event footprint shall also be adequately lighted.
The City may require the event organizer to rent an adequate number of light towers to be
strategically placed in locations determined by City staff. The lighting shall not unreasonably
reflect beyond the event area boundaries unless adjacent properties are uninhabited and
must comply with the City's Lighting Ordinance. The City will provide direction in this area
upon receiving the application.
Sound and Noise
The event organizer may be required to apply for a Temporary Noise Exemption Permit.
When planning the event consideration should be taken into account of adjacent property
owners. City staff will determine if a permit is needed upon application review.
Page 6 Appendix A: Special Event Requirements
CITY OF
SOUTHLAKE Reference Information
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
Safety and Security
It shall be the responsibility of the event organizer to work with the City of Southlake Police
Department & Fire Department to ensure a safe environment is provided. The City will
determine the number of security officers an event warrants. The City reserves the right to
require additional security measures in all instances in which the circumstances warrant. If
the event organizer intends to use private security officers, then the identity and number of
such officers shall be described in the special event permit application.
Any and all medical buildings or tents with adequate medical supplies shall be accommodated
for in a convenient location and shall be clearly identified on the event map. The event
organizer will work with the Southlake Police & Fire Department to ensure appropriate
measures are taken for medical response. The City will contact hospitals in the local area
prior to the date of the event to advise them of event.
For events with over 1,000 attendees, the City's Office of Emergency Management will
work with, Police, Fire and the event organizer to complete an Event Action Plan to lay out
all safety and security actions taken for the event. The event organizer will be provided
with a copy of this plan. Emergency Management will also monitor weather and hazardous
conditions during the event. Emergency Management will contact the event organizer if
conditions meet delay or cancellation of the event. The organizer should also be aware that
Emergency Management may require event space for portable sirens. The organizer must
work with the City to provide space for sirens within the event footprint.
Traffic Control
In coordination with the Southlake Police Department, a traffic management plan will need
to be developed. This plan will be formed upon submittal of the application to the City.
Working with the event organizer, the City will develop a plan to address traffic control and
safety. Examples of traffic management devices include road barricades, orange cones, or
water barricades (in most situations, the City will coordinate traffic management for the
event).
Water Supply
Any water transported to the event shall be obtained from an approved source, stored
and dispensed in an approved manner. An approved manner means in compliance with
standards adopted by the Texas State Department of Health, Tarrant County Public Health
and the City of Southlake.
If the event organizer needs access to a fire hydrant and meter reader, they must include
this on the application request. The costs for City water use will be assessed and added to
the final invoice.
Appendix A: Special Event Requirements Page 7
CITY OF
SOUTHLAKE Reference Information
1400 Main Street, Suite 460 • Southlake, TX 76092
(817) 748-8919 • Events@ci.southlake.tx.us
SouthlakeEvents.com
Event Setup and Breakdown
For safety reasons, all food / sales vendors and/or exhibitors must be completely set up
and vehicles removed from the event footprint a minimum of one (1) hour prior to the event.
The organizer is responsible for making sure vendors and exhibitors are abiding by this rule.
The event organizer is expected to begin setup and complete breakdown at the dates and
times provided within their application.
The event organizer shall be responsible for any and all expenses to the City related to
clean up, damage to property and/or facilities or other expenses. The City shall not be
responsible for damage or loss of materials used or left in any public spaces and does not
assume liability on groups or individuals attending or participating in an event within said
public spaces. The event organizer by applying for a Special Event Permit is agreeing
to return the property and/or facilities to a clean and orderly condition, with all City of
Southlake property in its original location by dates and times stated in the application. The
use of any permanent or semi-permanent markings to hardscape such as sidewalks and
concrete is prohibited.
City Fees and Event Costs
If the application is approved, the event organizer will have 30-days to submit a $1,000
deposit upon receiving their approval. This amount will be deducted from the final invoice
or reimbursed if there are no costs incurred by the City after the event is held. The City can
provide an estimate of costs upon receiving the application if requested.
It is the responsibility of the event organizer to submit all required payments to the City.
This includes payments required prior to the event and also includes dumpsters, power
washing, traffic control measures, vendor permits, off-duty police officers, fire inspections,
water supply, lighting, etc...
City Staff will provide the event organizer a final invoice by email for all City Services
provided within thirty (30) days after the event. The invoice must be paid within thirty
(30) days. The payment may be made by cash, check, or credit card at the City's Utility
Billing Department (in-person only), located inside Southlake Town Hall, 1400 Main Street,
Southlake, TX 76092.
Page 8 Appendix A: Special Event Requirements