PDF 2019 APPLICATION CHECK LIST

2019 APPLICATION CHECK LIST

Before you submit your special event application, please mpalekaesseumreatkheastutrheetfhoalltotwheinfgoslltoewpsinhgasvteepbseehnavceombepelentecodm: pleted, These rules and regu

GENERAL APPLICATION (These rules and regulations are effective June 24, 2019) Complete all the necessary general information Sign and date the application Attach a site plan Attach a Certificate of Insurance Set up meeting (or met) with local Police Commander For Athletic events using the public way (City streets or sidewalks) - fill out the online Chicago Department of Transportation (CDOT) Athletic Application at If you have any issues filling it out contact CDOT at 312-744-4654 For Parades (that also include festivals) - fill out the online Chicago Department of Transportation (CDOT) Parade Application at For events that require street closures - fill out the appropriate online Chicago Department of Transportation (CDOT) Event Application at

FOOD APPLICATIONS (Must be completed in full & submitted 20 calendar days prior to the date of your event) Completely fill out applications (including menu items/ingredients, sources of purchase, list of equipment & cooking

times & temperatures) Attach a copy of the restaurants most recent Health Department inspection (must be within 6 months). If new

inspection is needed, contact the Health Department by email at cdphfood@ Fill-in account number or if you do not have one, attached completed Business Information Sheet Attach a copy/copies of the Summer Festival Food Vendor Sanitation Certificate(s). Please refer to the Resource Guide

for the class schedule. The application must be signed by the owner/officer. Site plan ? food vendor ? layout of food booth

MERCHANT APPLICATION (Must be completed in full & submitted 10 calendar days prior to the date of your event) List the vendor information or attach a spreadsheet with information Enter a count of the total number of vendors Fill-in (the event organizer's) account number or if you do not have one, attach a completed Business

Information Sheet The application must be signed by the owner/officer.

LIQUOR APPLICATION Completely fill out the city and state applications. (Not-for-profits only need to fill out the state application) Attach a copy of your insurance Attach a detailed security plan Include signed approvals forms from the Police Commander Include approval letter from the Park District (if applicable) The applicant's account number must be filled in on the City of Chicago Liquor Application The application must be signed by the owner/officer. ? All for-profit and non-profit liquor applicants must be in good standing with the State of Illinois - the status can be

looked up at: departments/business_services/corp.html ? There can be no holds or city indebtedness to the City of Chicago on any of your accounts. In order to check whether

an account has any holds you may call (312) 74-GO BIZ

SUBMIT YOUR COMPLETED SPECIAL EVENT PERMIT APPLICATION TO: Department of Cultural Affairs and Special Events

78 East Washington Street, Rm 400, Chicago, Il 60602 or email to: SEPermits@

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS

SPECIAL EVENT PERMIT APPLICATION

THIS FORM MUST BE COMPLETED IN FULL & SUBMITTED 60 CALENDAR DAYS PRIOR TO THE EVENT

INSTRUCTIONS FOR COMPLETING THE SPECIAL EVENT PERMIT APPLICATION

Careful completion of the form will help to avoid delays in processing. It is important that you follow the instructions and provide clear and accurate information. Submit all necessary documents with the application. Please consult the Special Event Resource Guide for more detailed information.

When filling out this form: ? do not use white-out on application or attachments ? type or use a pen with BLACK INK and print clearly ? do not write in the shaded areas

The following sections MUST be completed by the event coordinator for ALL events: ? General Event Information ? Security Plan ? Site Plan ? IF THIS IS AN ATHLETIC EVENT: provide a clear route map and written description

Other than those sections mentioned above which must be completed for ALL events, only complete those sections that pertain to your individual event.

After submitting all forms, your application will be reviewed by the department's staff. The application will be sent to all departments that will be involved in providing services or permits for the event. You will be notified if the event has been approved. Do not assume that all aspects of the event will be approved; you may be asked to make some changes to your plan based on the availability of services and scheduling of other events. Therefore, you are encouraged NOT TO MAKE ANY OTHER ARRANGEMENTS FOR YOUR EVENT UNTIL APPROVAL FROM THE CITY HAS BEEN RECEIVED.

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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10-8-335 OUTDOOR SPECIAL EVENTS

Unless the special event is to be conducted in January or February, applications must be filed in the calendar year in which the event is to take place. If the event is to take place in January or February, the application must be filed no earlier than one year prior to the event. Each application submitted is subject to a nonrefundable processing fee of:

? $100.00 if the application is submitted more than sixty days prior to the event; ? $200.00 if the application is submitted between fifty-nine and forty-five days prior to the event; ? $500.00 if the application is submitted between forty-four and thirty days prior to the event; ? $1,000.00 if the application is submitted between twenty-nine and fifteen days prior to the event. ? $2,000.00 if the application is submitted between fourteen and seven days prior to the event. ? No application will be accepted less than seven days prior to the event

ANY PERSON OR COMPANY WHO HAS NOT SUBMITED PAYMENT FOR PAST APPLICATION FEES ARE INELIGABLE TO SUBMIT AN APPLICATION OR RECEIVE ANY PERMITS FOR THE CURRANT YEAR.

Do not send processing fee with application. The Department of Cultural Affairs & Special Events will

generate and send an electronic invoice. Once you receive your electronic invoice, you will see the following payment instructions:

The City of Chicago is proud to announce the new online payment portal. Simply follow the steps below:

? Go to the payment website ? Click "Get Started" under Enterprise Invoices ? Follow the prompts and you are done

When mailing payment:

Please include a copy of the invoice or invoice number with the correct name of the event as it appears on

the invoice provided. All checks or money orders must be made payable to City of Chicago and address it

to:

CITY OF CHICAGO FMPS

P.O. Box 71630

Chicago, IL 60694-7163

Walk-in payments: Accepted at any of the 5 payment centers listed below. Please bring a print out of your electronic invoice. Payment centers accept credit cards, checks and money orders: City Hall: 121 N. LaSalle, Rm 107A Central Hearing Facility: 400 W. Superior, 1st Floor 4770 S. Kedzie 4445 N. Pulaski 2006 E. 95th St.

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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Received by:

Distributed by:

$100: $200: $500:

60 or more days prior to event 59 - 45 days prior to event 44 - 30 days prior to event

Date: Date:

$1,000: 29 ? 15 days prior to event $2,000: 14 ? 7 days prior to event No applications accepted less than 7 days prior to event

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS

SPECIAL EVENT PERMIT APPLICATION

INSTRUCTIONS: PLEASE TYPE OR PRINT CLEARLY. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

ALDERMAN ________________________________________ WARD _____________________ POLICE DISTRICT ____________________

GENERAL EVENT INFORMATION

Name of Event

First time event? Yes

No

Exact Street Address of Event - NO GROVES OR INTERSECTIONS

Date(s) of Event Phone number/website for publication

Hours of Event

Step-off time (For athletic events only) to

Estimated attendance

Last year's actual attendance

Last year's location

Last year's date

Describe the event and its community and/or cultural benefit

Primary Contact Name Address

Organization

City

Zip

Email Address

Phone Number

Cell Phone Number

Secondary Contact Name Federal Employee ID Number

Phone Number

Cell Phone Number

Name of Producing Agent/Management Company (if applicable)

Address Organization/Entity to be Invoiced

Phone Number Email Address

Federal ID Number Email Address

Phone Number

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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GENERAL EVENT INFORMATION

PLEASE TYPE OR PRINT CLEARLY. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED

Will food be served at your event?

NO

YES

If yes, how many expected vendors? __________

If yes, you must submit Temporary Food License Applications twenty (20) days prior to your event. Each vendor must obtain a temporary Food Vendor License. L.P.G. (Liquefied Petroleum Gas) A licensed propane company is required at all festivals when propane usage exceeds 100lbs. per booth.

Will alcohol be served at your event?

NO

YES

If yes, how many expected vendors? __________

If yes, how many expected serving locations? __________

If yes, you must submit Special Event Liquor License Applications twenty (20) days prior to your event. You must obtain a liquor license for each booth that will be serving liquor.

Are you selling spirits at your event?

NO

YES

If yes, how many expected serving locations? __________

If yes, please fill out page 7 and detail the types of drinks sold and the alcohol ratio per batch and per serving.

Will you be selling merchandise at your Event?

NO

YES

If yes, how many expected vendors? __________

If yes, you must submit the Pop-Up Retail Use Application ten (10) working days prior to your event.

Is this an Athletic Event?

NO

YES

If yes, a course map and written description of your route must be submitted with this application.

If your course uses or crosses city streets and/or sidewalks, a CDOT Athletic Permit must be submitted at ipi.

Are you requesting a street closure(s) for your event?

NO

YES

If yes, you must apply for a CDOT Festival Permit at ipi. and complete the Street Closure Information page on page 7.

Is there a Divvy Bike Station located within your street closure? NO

YES

If yes, a copy of this application will be sent to CDOT (Chicago Department of Transportation) Project Development Division

Will your street closure impact CTA bus service?

NO

YES

If yes, list the CTA bus routes and facilities (i.e. terminals, bus turnarounds) impacted by the closures: You must include a map/plan for the rerouting of buses impacted by the closure.

Are you erecting a tent over 400 sq. ft.?

NO

YES

If yes, a Tent, Canopy & Platform permit is required from the Department of Building. Visit the following link: content/dam/city/depts/bldgs/general/EZPERMIT/TentsandCanopies.pdf

Are you erecting a stage/platform greater than 24" in height? NO

YES

If yes, a Tent, Canopy & Platform permit is required from the Department of Building. Visit the following link: content/dam/city/depts/bldgs/general/EZPERMIT/StagesandPlatforms.pdf

Will amplified sound or a public address system be used?

NO YES

If yes, please complete the Noise Control Plan on page 8.

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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VENDOR CONTACT INFORMATION PLEASE TYPE OR PRINT CLEARLY. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED

Producing Agent/Event Management Company

24 Hour Phone Number

N/A Contact Name Email Address

Carnival Operator 24 Hour Phone Number

N/A Contact Name Email Address

The carnival operator must obtain an electrical permit and an elevator permit from the Department of Buildings

Type III Barricade/Traffic Management Company

N/A Contact Name

24 Hour Phone Number

Email Address

Security Company 24 Hour Phone Number

N/A Contact Name Email Address

Ambulance/EMS Provider 24 Hour Phone Number

N/A Contact Name Email Address

Waste Management Company 24 Hour Phone Number

N/A Contact Name Email Address

Portable Toilet Vendor 24 Hour Phone Number

N/A Contact Name Email Address

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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SECURITY/SAFETY PLAN

Name of Private Security Company Address Phone Number

PLEASE TYPE OR PRINT CLEARLY. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED

City

Zip Code

Number of Private Security Personnel hired per shift

Describe your security and safety plan, including the number of private security personnel hired per shift:

Describe procedure for carding minors (if applicable): Describe procedure for preventing over-consumption of alcohol (if applicable):

Are you are applying to sell spirits/mixed drinks if so, please provide in detail the types of drinks sold and alcohol ratio per batch and per serving:

Please provide an Emergency Action Plan that addresses all potential emergencies or hazards specific to your event (including, but not limited to, weather related emergencies and cancelations).

If applying for a large scale, a detailed security plan may be requested.

MEDICAL PLAN

PLEASE TYPE OR PRINT CLEARLY. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED

Describe your medical plan including the number of ambulances (ALS/BLS), bike teams, and medical staff that will be onsite:

CHICAGO DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS 2019 PERMIT APPLICATION

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