Hosting a street fair? Staging a protest march? You’ll want to get a Special Event Permit

Renton is implementing a new Special Event Permitting process to formalize and better organize the way we approve such events (and to help recoup costs). City Council spent forty-five minutes going over this ordinance on Monday getting it ready for final reading and adoption.

The permit application fee will be 50 dollars, and the forms and instructions will be available online.

This new Special Event Permit may be all you need for your event, or it may point you to additional fire, street use, or other permits you may need– depending on the nature of your special event.

We already require street and fire permits for special events, but until now these permits have been handled separately by individual departments and it has lead to confusion on the part of citizens and city staff. For instance, we have had occasions where one department has granted a permit for one aspect of an event (such as a fire permit for a special tent), only to find that other elements of the event (like transportation planning) are not workable. Or, we’ve seen special city events piled on top of each other, using the same road capacity and spreading services thinner than we would like.

The new Special Event Permits will make sure all of the events get added to a master city calender, and that all of the affected departments get word that an event is coming. This will enable individual departments to help event organizers figure out what additional accommodations and permits they will need, and should make event planning less chaotic all around.

The applications are requested at least 90 days prior to the event, but this deadline can be waived if it can be shown that the event could not have been planned that far in advance; for instance, a protest parade of a sudden political action, or a labor rally during a strike might qualify for a shorter approval period since they could not be anticipated. On the other hand, if you are planning a Thanksgiving Day Parade, we’ll be asking you to let us know at least 90 days ahead of time–preferably more if possible.

You won’t generally need a special event permit if your activity is being held on private property (like a church or hall) that has already been approved for the assembly of people in the numbers you expect to host. So a church having a block party in it’s parking lot would generally not need a permit. But if it’s an unusual use of private property, such as a circus coming to town and setting up at your church or assembly site, you would need to check with the city about the special event permit (and you would likely need fire and other permits as well.)

Below are some excerpts from the ordinance which give additional details about when the Special Event Permit will be required. At the bottom of the page I have a link to a PDF of the whole document.

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ORDINANCE NO. 5-22-1 PURPOSE AND INTENT:

A. To provide for the issuance of special event permits to regulate events on the public streets and public property of the City, and private property where the event has potential to substantially impact traffic or public services; and

B. To provide for fees, charges, and procedures in order to recoup costs associated with the event and administration of the permit process.

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SPECIAL EVENT: Any function or gathering that is to be conducted on public property, on public right-of-way, or on private property that will generate or invite considerable public participation and/or spectators, and may have an impact on transportation, public services or public safety, for a particular and limited purpose and time. Including but not limited to:

A. Fun runs, roadway foot races, fundraising walks, auctions. bike-a­thons, car shows, parades, Carnivals, shows or exhibitions, filming/movies, circuses, block parties, and fairs.

B. Planned events in a park or other public place if the event use requires or organizer requests the City to provide and public services in addition to those that would normally be provided in the absence of the event.

C. Any event held on private property that would have a direct substantial impact on traffic congestion or traffic flow to and from the event over public streets or right-of-ways near the event, or that would substantially impact the need for City provided emergency services such as police, fire, or medical aid.

D. Events on private property involving an open invitation to the public to attend or events where the attendance is by private invitation and is expected to have occupant load exceeding three hundred (300) in a location that does not have a place of assembly permit and is presumed to be an event that will have a direct substantial impact on the public streets, right-of-ways or emergency services.

E. Events involving_political or religious activity intended primarily for the communication or expression of ideas.

PERMIT REQUIRED:

A. A special event permit is required for any special event as defined in this chapter. Either a special event permit or authorization shall be required in addition to any street or park use permit, or other regular permits as may be required by ordinance.

B. Exemptions: A special event permit is not required for the following:

1. Parades, athletic events, or other special events that occur exclusively on City property and are conducted in full by the City of Renton.

2. Park facility rentals meeting rental requirements.

3. Funeral procession by a licensed mortuary

4. Gatherings of fifty (50) or fewer people in a City park, unless merchandise or services are offered for sale or trade.

5. Temporary and seasonal sales conducted by businesses, such as holiday sales,_grand opening sales, or anniversary sales.

6. Garage sales and rummage sales.

7. Dances and other special events conducted by schools or churches when held on their property

8. The Community Services Department Administrator or designee may authorize other exemptions where the proposed event meets the purpose and intent of this chapter without requiring additional protect conditions or charges. Such exemptions may include minor events with limited or no impacts to traffic or public services, such as small filming events.

Click Here to see the whole ordinance.