2024 Special Event Application FillableORCHARD
SPECIAL EVENT PERMIT APPLICATION
(PORT ORCHARD MUNICIPAL CODE 5.94 AND 5.96)
STANDARD PROCESSING FEE: $50.00
Event Information
Event Name:
Type of Event: Festival Walk/Run Parade Vendor Fair OConcert
❑ Block Party Other:
Event or Organization Website:
Description of event:
Event Date and Time
Event Dates: Indicate Dates/Times OPEN to attendees
Hours: Open until closing
each day
Expected Daily
Attendance:
Day 1
Day:
Date:
Start Time:
End Time:
Day 2
Day:
Date:
Start Time:
End Time:
Day 3
Day:
Date:
Start Time:
End Time:
Day 4
Day:
Date:
Start Time:
End Time:
Day 5
Day:
Date:
Start Time:
End Time:
Event Setup Starts:
Event Take Down Complete:
Total
Start Day/Date:
Start Time:
End Day/Date:
End Time:
Attendance:
(add all rows and
columns)
Event Location:
Describe the location that your event will be located at. Include street names and/or
parks. Attached required map.
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Applicant Information*
Sponsoring Organization Name:
Do you have an active City Business License?
es
No What is your UBI number?
Applicant Contact Name:
Title:
Physical Address:
Mailing Address: (if different from street address)
City:
State:
Zip:
City:
State:
Zip:
Phone:
Alternate Phone:
Email:
*Please note the applicant information provided may be shared for inquires made on event details
Admission Fees:
Does your event require a paid fee for participants and/or spectators? I Yes I INo
Does your event require minimum or suggested donation for participants and/or spectators? I es uNo
Admission/participation fee/ suggest donations amount(s):
Use of City Streets and/or State Highway
STATE HIGHWAY:
Will this event require closure of a State Highway (most common is Bay Street/SR166)? Yes F-1No
If yes, which highway: Bay Street/SR 166 Sedgwick Road Mile Hill Drive
For State Highway Closures, the sponsoring organization must submit the application to the city at least 120 calendar days before the
event date. Upon city approval of the event, the sponsoring organization shall seek permission from the Washington State Department
of Transportation (WSDOT) by completing an online application. Once permission is granted from WSDOT, a copy of the Letter of
Acknowledgment or an Agreement will need to be provided to the city 45 days prior to the event. WSDOT's online application is located
at: https://www.wsdot.wa.gov/contact/events/special-events
CITY PROPERTY/STREETS (Right-of-way): Port Orchard Municipal Code 5.94.020(7) states "Right-of-way (ROW)" means any road,
public parking lot, city street, highway, boulevard or place in the city open as a matter of right to public travel and shall include arterials,
neighborhood streets, alleys, bicycle paths and pedestrian ways; including streets or portions thereof which are designated as portions
of the state highway system."
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Will this event require closure of any of the below public property/ right-of-way? Yes F-1No
If yes, indicate what type of public property is requested to be closed and the location (select all that apply):
A. City Park(s):
❑Van Zee Park
❑Paul Powers Park
B. Parking Lot(s):
❑McCormick Village
Park
Central Park
❑Etta Turner Park
Givens Park
❑ Rockwell Park
Lot 2, which lies between Frederick Street and Sidney Avenue, north of Bay Street.
Lot 5: all parking on City Hall property in front of the Police department
❑Lot 8: employee parking lot east of City Hall adjacent to Prospect Alley which is between Kitsap Street and Prospect Street.
C. Sidewalk(s) describe the location of the sidewalk being closed:
D. Street(s): please fill out the "Details of Closure" section below and provide a traffic control plan of the area
impacted.
1) Details of Closure(s):
Street Name:
Between
(cross street):
And
(cross street):
Start Date:
Start Time:
End Date:
End Time:
Example
Sidney Ave
Kitsap Street
Division Street
00/00/0000
00:00 am
00/00/0000
00:00 pm
Additional details: (attach additional pages as needed for more streets and/or more details about use.)
2) Traffic Control Plan:
A traffic control plan is required for all street and highway closures and must be submitted with this application.
See example Site Plan. The following is required to be on the plan(s):
Detour route(s) Pedestrian and Bicycle routes Volunteers: how many, where, how long, etc.
Signs/Barriers: How many, what kind of signs, were will they be located, who is putting them up, who will be taking
them down, etc.
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Certified flaggers: how many will there be, where will they be stationed, what time will they be there, what time
will they be gone, etc.
Should your event require traffic control and certified flaggers to manage the road closures, provide the following
information:
Name of the Traffic Control company:
Point of Contact Name:
Phone: Alternate Phone: Email:
Public Works and Police Services
Special events may require the use of public works and police officers for public safety. This may result in additional costs to the
organizer. The organizer will be notified if coordination with the Public Works and Police is required.
The following are services that will be required to be charged to the organizer:
Public Works: Police:
Setting up street closure signs Setting up command center on event site
Setting up barricades Officers providing security
Please provide who the invoice should be sent to:
Name company:
Name:
Address:
Phone:
Alternate Phone:
Email:
Parking Impacts
Have parking impacts been coordinated with neighbors (residential/business)? Yes No
If yes, how will parking be provided for participants and visitors (including handicapped parking)? You may submit a map to show the
available parking for this event in place of providing a written description below.
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*The City of Port Orchard cannot grant permission for the use of private property for parking. It is the event sponsor's responsibility to
contact property owner (business, residential, schools) if you want permission to park on their property.
Neighborhood — Business Notification
The city clerk's office shall notify the public of each special event proposed to allow citizens to provide written
comments regarding how allowing the special event will impact their property, business or quality of life. The city
clerk will consider any information provided and may deny the special event permit application if a showing is made
of severe financial impact or other undue hardship on a citizen's property, business or quality of life.
Alcohol Sales/Services
The sale, service and consumption of alcoholic beverages are subject to Washington State Liquor & Cannabis Board (WSLCB)
regulations, licensing, and permit requirements. WSLCB Special Occasion and other Licenses and related fees for alcohol
sales/service at events are not included in the City's Special Event Permit. Visit the WSLCB website, https://Icb.wa.gov/ for
additional information and to apply for the appropriate license / Permit.
Will alcohol be sold or consumed at your event? []Yes* FINo
*If yes, you must contact the Washington State Liquor and Cannabis Board for a special liquor license.
Food Sales/Service
You will need to reach out to the Kitsap Public Health District as they may require a temporary food establishment permit.
Visit their website at https.Ilkitsappublichealth.orgIFoodSafetvlfood vendors.php or call (360) 728-2235 for information.
Will your event have any food service and/or sales?Yes �No If yes, how many:
Will your event have professional catering?
Will your event have food truck(s)?
Yes F]No If yes, how many:
Yes I ]No If yes, how many:
Washington State Fire Code section 105.6.30 Mobile food preparation vehicles is defined as:
An operational permit is required for mobile food preparation vehicles equipped with appliances that
produce smoke or grease -laden vapors or utilize LP -gas systems or CNG systems. Contact Community
Development.
• Food Truck Safety Handout
• Mobile Food Preparation Vehicle Permit Application
Garbage and Recycling
Collection Stations: How many bins are you providing as collection containers at your event?
Recycle Garbage
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Will you manage your own recycling and garbage collection or will it be managed by a vendor?
Self-Haul:❑Yes ❑No List vendor/company, if applicable:
Detail your plan for waste management within the event area and surrounding neighborhood:
Restrooms
Prove the number of restrooms that will be available to the public for your event: Males Females Handicap
Below is an example of the estimated amounts needed per number of users recommended in the FEMA Special Events
Contingency Planning: Job Aids Manual March 2005 (updated May 2010).
Toilet facilities for events where alcohol is not available
Males
Females
Patrons
Toilets
Urinals
Sinks
Toilets
Sinks
<500
1
2
2
6
2
1,000
2
4
4
9
4
<2,000
4
8
6
12
6
<3,000
6
1 15
1 10
1 18
10
r<5,000
8
1 25
1 17
1 30
17
Toilet facilities for events where alcohol is available
Males
Females
Patrons
Toilets
Urinals
Sinks
Toilets
Sinks
<500
3
8
2
13
2
1,000
5
10
4
16
4
C2,000
9
15
7
18
7
<3,000
10
20
14
22
14
<5,000
12
30
20
40
20
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These figures may be reduced for shorter duration events as follows:
Duration of event
Quantity required
More than 8 hours
1000/0
6-8 hours
800/0
4-6 hours
75%
Less than 4 hours
70%
Master Multi -Vendor Event License
Will your event have vendors? Yes E]No
If so, how many anticipated exhibitors/vendors will be at your event?
If so, will they be selling merchandise and/or food? Yes E]No —If you indicated Yes, please seethe Food section on
Page 4 of this application.
POMC 5.96, if your event has two or more vendors engaged in public property vending, you are required to have a Master Multi -
Vendor Event License (MMVEL). The MMVEL fee is $15.00 per day or $200 per month. POMC 5.96.020(3)(a) states the
sponsor of the master event shall provide a list of participating vendors, their business names, their addresses and their State
Tax Revenue Identification Numbers to the city clerk within three working days after the first day of the operation.
• No public vending is allowed within twenty-five (25) feet of any municipal building, monument, or fountain, OR within
ten (10) feet of intersection sidewalks.
• Vending devices must be removed from vending sites daily between the hours of 10:00 p.m. and 6:00 a.m.
• Vending devices and vending sites must always be clean and orderly. The vendor must furnish a suitable refuse container
and is responsible for the daily disposal of refuse deposited therein. Refuse containers must be removed each day
along with vending devices.
• Vendors may engage in public property vending only in the location specified in the public property license. The location
shall be deemed the vending site.
• Utility service connections are not permitted, except electrical when provided with written permission from the
adjacent property owner. Electrical lines are not allowed overhead or lying in the pedestrian portion of the sidewalk.
• No mechanical audio or noisemaking devices are allowed, and no hawking is allowed.
• A vinyl or canvas umbrella may be added to the vending device, but its open diameter may not exceed eight and one-
half feet. Any part of the umbrella must have a minimum of seven feet of vertical clearance to the area on which the
vending device stands.
• Individual vendor advertising signs may be placed only upon the vending device. Temporary master event advertising
signs may be placed as approved by the city engineer; and
• No conduct shall be permitted which violates any other section of the Port Orchard Municipal Code.
Tents
Does your event include a tent or membrane structure? 1:1Yes 1:1No Not Applicable
If yes, what is the tent size:
Does the tent have sides? 0Yes No N/A
May be required to obtain a permit per POMC20.200.016.Pplease contact Community Development (360) 874-5533.
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Event Signage
Are you planning to put up temporary signs? Yes E]No
POMC20.132.290 "Temporary sign" (which may include special event sign) means any sign that is used temporarily and is not
permanently mounted, painted or otherwise affixed, excluding portable signs as defined by this chapter, including any poster,
banner, placard, stake sign or sign not placed in the ground with concrete or other means to provide permanent support,
stability and rot prevention. Temporary signs may only be made of nondurable materials including, but not limited to, paper,
corrugated board, flexible, bendable or foldable plastics, foamcore board, vinyl canvas or vinyl mesh products of less than 20-
ounce fabric, vinyl canvas and vinyl mesh products without polymeric plasticizers and signs painted or drawn with water
soluble paints or chalks. Signs made of any other materials shall be considered permanent and are subject to the permanent
sign regulations of this chapter. Please contact the Community Development Department at (360) 874-5533 if you have
questions or if you need to apply for a sign permit.
Amplified Sound
Does your event have any amplified sound? Yes No
Indicate dates/time of any amplified sound below:
Day:
Date:
Start Time:
End Time:
Day:
Date:
Start Time:
End Time:
Day:
Date:
Start Time:
End Time:
Describe what sound will be amplified, and at what hours (e.g., 7:00am announcements, 8:00am background music, etc.):
Describe what equipment will be used for amplified sound, and at what locations (show in maps):
Describe schematics and direction of amplified sound (show in maps, attach supporting documents as needed
Noise levels generated shall not be in excess of allowable levels, consistent with POW 9.24.050. For more information
please contact the Port Orchard Police Department (360) 876-1700.
Site Map
A site map is required to be submitted to include the following when applicable:
• Vendors
• Beer Garden
• Signage
• Canopies/Tents
• Public entrances and exits
• Road closures and detours
• Traffic patterns with directional arrows/routes
• Fire Lanes
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• Surrounding street names
• Garbage/Recycling
• Barricades
• Food trucks
• Generators
• Cooking areas
• First Aid
• Parking
• Restrooms
• Wash stations
• If event is a run/walk, list start and stop locations and water/rest stations:
Insurance
The sponsoring organization must submit proof of liability insurance naming the City of Port Orchard as an additional insurec by
endorsement. Coverage shall remain in force throughout the event. The policy shall have primary coverage limits of at least the
following:
$1,000,000 Liability and $1,000,000 Bodily Injury
Additional insurance may be required where alcohol is bing served. Special Event Insurance for events held at city -owned facilities
can be purchased at eventinsure.hubinternational.com/.
Release
I certify that the event for which this permit is to be used will not be in violation of any City of Port Orchard ordinance.
By applying for this special event permit, the organization or entity obtaining such permit agrees to defend, indemnify, and hold
harmless the City, its officers, officials, employees and volunteers from all claims, injuries, damages, losses, or suits, including
attorney fees and costs, arising out of or in conjunction with the activities or operations performed by the applicant or on the
applicant's behalf resulting from the issuance of this permit, except for injuries and damages caused by the sole negligence of the
City.
The information on this form is considered a public record and is subject to public disclosure laws in Chapter 42.56 RCW.
I, as the President or Chair of my organization, agree to the terms and conditions listed above.
Signature of President/Chair of Organization Print Name Date
FOR CITY CLERK'S OFFICE USE ONLY
Date Special Event Fee Paid ($50): Receipt No.:
Insurance Certificate(s) Received:
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Does event require a Master Multi -Vendor License: ❑ Yes ❑ No
If Yes: ❑ $15/day fee ❑ $200/monthly fee
Number of days: Total Amount: Date paid: Receipt No.:
Department/Agency Routing:
❑ Police ❑ Public Works ❑ Finance ❑ Community Development ❑ Kitsap Transit ❑ Clerk's Office ❑ Health District
Public Notice Dates:
Council Action Date:
ORCHARD
SPECIAL EVENT PERMIT APPLICATION INSTRUCTIONS
PORT ORCHARD MUNICIPAL CODE 5.94 AND 5.96)
Thank you for your interest in holding a special event in the City of Port Orchard. This application contains information
you need to apply for a special event permit. Included is a checklist designed to help you when submitting this
application, and tips for a successful event.
What are the fees associated with a special event?
• There is a $50 non-refundable administrative fee to process each application.
• If two or more vendors are engaged in public property vending, you are required to have a master multi -vendor
event license. The fee is $15 per event day.
• Closure of Lots 3 and 4 commonly known as waterfront parking, during a weekday and excluding federal
holidays, the applicant shall compensate the city for lost revenue for use of the parking lots.
When should the special event application be submitted to the City?
• The application shall be filed with the city clerk's office no less than 90 calendar days, nor more than one
calendar year, before the date when the proposed special event is to take place. A Special Event Reservation
Form can be submitted by February 15Y of each year to reserve your proposed special event, if the event was
held on the same day and location as the previous year. Please note that it provides no guarantee that your
event will be approved.
• If your event requires any road closures, the application must be submitted at least 120 calendar days before
the event date.
What is a special event?
A special event is defined in the Port Orchard Municipal Code (POMC) as "any organized formation of an activity
proposed to occur that affects the public's ordinary use of rights -of -way or public parks, including but not limited to
runs, street dances, block parties and parades".
Can 1 hold a special event in a City owned park?
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City parks are available on a first -come, first -served basis. The City does not reserve parks for events. However, POMC
9.60'Park Rules' states in part that no person can solicit, or offer for sale any article or thing, or use any stand, cart or
vehicle for the sale or display without authorization from the City Council. In addition, no animals are allowed in City
parks other than dogs or cats.
What types of events are considered special events?
• Parades
• Community awareness events
• Runs/Walks
• Outdoor movies
• Festivals
• Street dances
• Block Parties
• Other similar event
• Car Shows
• Vendor Fairs
• Concerts
ORCHARD
What if my event is outside Port Orchard Citv limits or on aroaerty not owned by the Citv?
If your event is outside Port Orchard city limits, you will need to contact Kitsap County at 360.337.5777. If your event
is on private property, you will need to contact the property owner and Port Orchard Department of Community
Development to learn if the event triggers permitting requirements under the adopted fire code. If your event is
utilizing the property of the Port of Bremerton, you will need to contact the Port of Bremerton. If your event is utilizing
both City property and property that is NOT owned/leased by the City, written approval is required by the
owner/manager of the private property and must be included with your application.
Can 1 ask for road closures or detours for a SK run/walk or similar event?
If the event is a parade or run, the following information and/or documentation are required:
A traffic control plan.
Provide evidence that the appropriate number of Certified flaggers described in the traffic control plan will
be provided.
What is the special event application process?
• Submit to the City Clerk's office a Special Event Reservation form (if applicable).
• Submit the completed application to the City Clerk's office with required fee(s), 90 days before the event. If
the application and/or additional documents are not completed or submitted, the application will not be
accepted until fully completed.
• The City will forward the event application to other departments and agencies for review and comment.
o If the event requires closure of City streets, the application is also required to be brought
before the City Council during a regular City Council meeting. The applicant will be notified
of the date of the meeting and the City Council's decision.
o If the event requires closure of a State Highway, POMC 5.94.030(4) states a completed
application shall be filed no less than 120 days before the proposed special event is to take
place. POMC 5.94.040(13) states upon council approval, the applicant must provide to the
City Clerk's office, no more than 45 days after submitting the application, at least one of the
following three documents: (a) event agreement with WSDOT; (b) letter of
acknowledgement from WSDOT; or (c) written proof that the event organizer has submitted
the completed application to WSDOT.
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o If the event requires closure of City streets, a traffic control plan may be required.
o If your event is utilizing the downtown parking lots (lots 3 and 4), commonly known as
waterfront parking, for two or more consecutive days it will require council approval and the
applicant shall compensate the city for lost revenue for use of the parking lots.
o If there are questions or concerns by the other departments or jurisdictions, the applicant
will be contacted to address these concerns.
Depending upon the event, other licenses or permits may be required.
The City will notify the public of the event and ask if there are any concerns regarding impact to
property, business, or quality of life.
ORCHARD
Special Event Permit Application Checklist
Please use this list to ensure you have included all supporting documentation with your special event
application.
❑ If your event coincides with another organizations event in the same location, please provide written approval
from the event organizer that indicates their approval of your event.
❑ Reviewed Special Event Tool Kit
❑ Written approval from property owner if location is on non -City owned property (if applicable) (Page 2)
❑ Special Event Fee (Check, Cash, Credit Card) (Page 3)
❑ Insurance Certificate, with endorsement, provided at least 30 days prior to event date (Page 4)
❑ If there are road closures, have you attached a traffic control plan (Page 6)
❑ Special Liquor License (if applicable) (Page 7)
❑ Contact Department of Community Development for sign permit or food trucks (if applicable) (Page 7 and 9)
❑ Master Multi -Vendor Event License fee (if applicable) (Page 8)
❑ Contact Department of Community Development for tent permit (if applicable) (Page 9)
❑ Completed site map (Page 10)
❑ Special Event Application/Release is completed and signed by the President or Chair of organization (Page 10)
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❑ Upon event approval, use of State Highway Letter of Acknowledgment or an Agreement that is received
from the Department of Transportation if State Highway is requested to be closed (Page 5)
Tips for a successful event
Contact the local media (Kitsap Sun, Port Orchard Independent, etc.).
Post information on your social media site.
Contact the Port Orchard Chamber of Commerce or Port Orchard Bay Street Association.
Attend a City Council meeting to speak during citizen comments letting council and public know of your event.
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