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City of Saratoga Springs' Special Events Permit Application
Please provide a detailed site map showing the location of each of your vendors, identifying which vendors will need electricity and written permission from the property owner hosting the vendor.
Please provide a detailed schedule and site map of musical entertainment including location of venue, starting and ending times, anticipated crowd size, and written permission from the property owner hosting the entertainment.
Please provide a detailed site map of the placement of the classic cars and written permission from the property owner where they will be staged.
A Separate Permit Application is needed for this activity
Please provide a detailed site map of the placement of the food truck/vendors and written permission from the property owner where they will be staged. A copy of each vendor's valid NYS Department of Health certificates along with a completed City Hold Harmless Agreement and a certificate of insurance naming the City as an additional insured per the instructions on the sheet is required for participation under this application. These certificates are subject to review and approval by the City. Remember, the storage, handling and use of LP-gas and LP-gas equipment MUST be in accordance with Sections 2406.16.1 through 2404.16.3 of the NYS Fire Code.
Please detail the type and location of the interactive displays. You must provide information on traffic disruption associated with the display.
Please detail they type and location of the light show. You must provide information on traffic disruption associated with the display. Please consult with the City's Code Enforcement Office (518-587-3550 ext. 2632) for assistance with this item.
Please detail the type and location of the animals who will participate in the Petting Zoo and written permission from the property owner hosting the petting Zoo. Veterinary health certifications are required for each animal participating in the event.
If your organization is required to provide porta-potties for your event attendees, please consult with the City's Code Enforcement Office (518-587-3550 ext. 2632) for assistance with this item. Please provide a detailed site map showing the location of the porta-potties for your event and written permission from the property owner hosting the event.
Note: Tents and canopies larger than 400 square feet, and temporary structures require an additional permit per Section 2403 Temporary Tents, Canopies and Membrane Structures of the ICC. No tent may be placed without an inspection being conducted to ensure that there are no underground utilities that could be damaged by driving stakes into the ground. You must call 1-800-962-7962, www.digsafelynewyork.com at least 72 hours in advance of the tent placement but no more than 2 weeks prior to the event. All locations for tents shall be marked on the ground prior to the inspection to ensure the correct area is being checked. Tents may not be relocated once the inspection has been completed. Prior approval is required for any tents or structures that will be installed prior to the day of the event or removed after the day of the event.
Describe the communication systems used by event personnel, volunteers and the coordination you have planned with the City's Public Safety Department. Please Note: Any printed advertising or promotional material must contain contact information for people who can answer questions and arrange for special accommodations in order for everyone to fully participate in the event.
Describe how emergency services will be provided during the
event for event participants and/or spectators. If this event anticipates FIVE
THOUSAND (5,000) or more participants, you must file and obtain a NYS
DOH Part 18 Public Gathering Application with the NYS DOH Bureau of
Emergency Medical Services and include it with this application. Please
consult with the Saratoga Springs Fire Department for assistance with this plan.
Website Address is: http://www.health.ny.gov/professionals/ems/emsforms.htm
Please provide a color coded Goggle Map of the parking for this event and
include a transportation plan for attendees and participants to get to and from your
venues. You must describe what provisions will be made to accommodate people with
mobility issues. Describe your Parking Plan including provisions for keeping vehicles
out of restricted areas, and Shuttle Bus Routes to and from your designated parking
areas. Please provide copies of the notices about closures or traffic detours to
be provided to affected residential and business owners and their tenants.
Provide a detailed plan of the coordination between your
organization and City officials including law enforcement, emergency management
services (EMT’s and ambulances), traffic and public works. Indicate how you plan on
dealing with spectator control and event day activities. If you will be utilizing event
support vehicles, please describe their movements in the event and describe how each
vehicle will convey its message (eg flashers, headlights, beacons, signs, etc.) Please
consult with the Saratoga Springs Police Department Administrative Services Division
for assistance with this plan.
If applicable, provide contact information, staffing plans, copies of NYS
licensure, and the responsibilities of private security teams you wish to use for this
event. If you require City law enforcement resources, please detail your request for those
Identify any street closures on a Google Map for the event you are applying for.
Provide an approved traffic control plan as coordinated with the City’s Public Safety
Division. If your event crosses a state highway, a separate application may be needed by
the NYS Department of Transportation. Please consult with the City’s Public Safety
Traffic Division PRIOR to submitting this application.
If any of your vendors or event participants require electricity for their
booths, trucks or displays, please submit a detailed site map showing which participant
is in need of the electricity, its source and the property owner’s permission for the use of
Please provide a completed City of Saratoga Springs’ Fireworks Permit
Application if your organization plans on sponsoring fireworks at your event.
Please provide a completed City of Saratoga Springs' Tent Permit Application if your organization plans on utilizing tents at your event.
A copy of your event's proposed official map and event brochure.
Please provide a copy of the community notification your organization will distribute to any property owner who may be affected by the event conducted as needed.
The City of Saratoga Springs requires a Certificate of Insurance naming the City as an additional insured on a primary and non-contributory basis for the event to be held for commercial general liability insurance, including personal injury insurance, in the amount of One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate. Proof of One Million Dollars commercial auto insurance must be provided if any vehicles will be included as part of this application and event. Proof of NYS Statutory Workers Compensation, Employer's Liability and Disability Insurance or waiver of same from the NYS Workers Compensation Bureau is required per NYS Law. Failure to secure compensation for the benefit of, and keep insured during the life of this agreement, employees required in compliance with the provisions of Worker's Compensation Law shall make this Agreement void and of no effect. Please provide the required Certificate of insurance with your application.
Certificates of Insurance should be addressed to the attention of: Department of Accounts, City of Saratoga Springs, 474 Broadway, Saratoga Springs, NY 12866, Attention: City Clerk.
Your organization acknowledges that failure to obtain such insurance on behalf of the City constitutes a material breach of this permit and subjects your organization to liability for damages, indemnification and all other legal remedies available to the City. The failure to object to the contents of the Certificate of Insurance or the absence of same shall not be deemed a waiver of any and all rights held by the City.
Anyone participating in your bike-walk-run race must execute the City's waiver agreement. A copy of the City's required waver is included with this application package. The executed waivers must be presented to the City Clerk's Office in a DIGITAL FORMAT within ONE WEEK of the completion of the event being held.
If your event's participants and attendance is expected to be FIVE THOUSAND (5,000) or more, you must apply and provide the following permits from the New York State Government PRIOR to submitting this application:
Please provide a Public Gathering Permit issued by the NYS Department of Health for any event whose participants and attendance is expected to be 5,000 individuals or greater. Website address is: http://www.health.ny.gov/professionals/ems/emsforms.htm
In accordance with City laws the sponsoring organization will not discriminate against any employee, applicant for employment, sub-contractor, supplier of materials or services, or program participant because of actual or perceived: age, creed, color, disability, ethnicity, familial status, gender, height, immigration or citizenship status, marital status, national origin, race, religion, sexual orientation, socio-economic status, or weight.
I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief. I have read, understand and agree to abide by the rules and regulations governing the special event under the City of Saratoga Springs Municipal Code. I agree to comply with all permit conditions and with all other requirements of the city, county, and state governments, and any other applicable entity that may pertain to the use of the event premises and the conduct of the event including compliance with all of the provisions of the Federal Americans with disabilities Act (ADA); State laws and Ordinances of the City of Saratoga Springs, I further certify that I, on behalf of the sponsoring organization, am authorized to commit that organization and, therefore, agree to be financially responsible for any costs and fees that may be incurred by or on behalf of the event to the City of Saratoga Springs.
Your organization agrees to indemnify and save harmless the City, its Agents and Employees (hereinafter referred to as "City"), from and against all claims, damages, losses and expense (including, but not limited to, attorneys' fees), arising out of or resulting from the permitted activity, sustained by any person or persons, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of property caused by the tortious act of negligent act or omission of your organization or its employees, or agents
I understand that I will be responsible for any cleanup and/or costs related to cleanup if necessary of any public property after the special event, parade, and/or bike/road race has immediately transpired.
I understand that the application as submitted must be approved by the Departments of Public Works, Public Safety and Office of Risk and Safety prior to the issuance of this permit by the Department of Accounts.
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