Applicant is requested to submit a completed copy of application by e-mail and fax all attachments at least 45 days in advance of the event date. The application may also be mailed, faxed to 858-7960, or delivered to the City Manager’s Office. The City may deny reviewing any application submitted less than 45 days in advance.

If you are applying for use of a designated park area, please contact the Park & Recreation Department at 268-4361.

If you are applying for use of an area of Old Town including the plazas, please contact CityArts at 462-2796.

1. Certificate of Insurance
   The event promoter shall be required to maintain insurance reasonably acceptable to the City covering all aspects of the event in a minimum amount of $500,000 public liability insurance and $50,000 property damage insurance, in addition to other insurance as required by law. The insurance policies must include the City of Wichita and its agencies as additionally insured.

2. Site Map
   A Site Plan/Map and Event Notice must be attached. The Site Plan/Map shall include:

   1. barricade locations;

   2. vendor locations;

   3. stage placement

   4. portable restroom locations;

   5. trash receptacle locations; and

   6. streets requested for closure.

3. Security Plan
   Security requirements for the event, especially when streets are closed, shall be determined in coordination with the Wichita Police Department’s ”Guidelines for Estimating Crowd Control Workforce.” The Event Promoter will be required to hire off-duty Certified Law Enforcement Officers in addition to any other security the promoter provides on the event site. Approval by Police Department is required prior to proceeding with other arrangements.

4. Traffic Flow Plan
   Please attach the traffic flow plan or include as a part of the site map. The traffic flow plan should include any information that will impact the flow of traffic, such as requested street closures; route for parade, run/walk; or any other request impacting the flow of traffic.

   The event coordinator is responsible for obtaining/placing barricades to close streets in accordance with requirements of the Police, Fire and Public Works Departments. Barricades may be borrowed from Park Maintenance, subject to availability and to the event promoter picking them up and returning them. NOTE: Only temporary street markings are allowed and must be removed immediately upon completion of the event. (Park Maintenance at 337-9225)

5. Trash Receptacles
   The number of trash containers shall be based upon industry standards for sanitation and public convenience and will include consideration of the type of food and packaging. Typically, one (1) container for every ten (10) people is requested but may be adjusted according to other factors such as length of time, food offered, etc. for event. Trash service will include servicing during an event of four hours or more and picking up of all trash and debris left after the event. Trash containers may be located only in areas approved by the City. Public property shall be left at least in the same condition as received by the event promoter.

6. Portable Restrooms
   The number of portable restrooms shall be based upon industry standards for sanitation and public convenience. Typically one (1) portable is needed for every 50 people. The plan must provide for service during the event if planned for four hours or more. Portable restrooms may be located only in areas designated and/or approved by the City.

7. Transient Merchants and Food Vendors

   1. A list of vendors must be submitted with the Special Event Application. (Environmental Services at 268-8351)

   2. Food vendors must be licensed/inspected through the Department of Environmental Services.

8. Permits/Licenses
   The event promoter shall be required to obtain all permits, licenses and certificates and pay such fees as may be required by the City or State. The event promoter shall be responsible for compliance with beer and liquor laws (Special Events licenses) as well as all other laws and ordinances in the conduct of the event. (License at 268-4553)

9. Park Facilities
   Arrangements for park property, sports complex, boulevards, park shelters, portable stage and/or any other park facilities/equipment must be made directly with Park & Recreation. (Park Department at 268-4361)

10. Noise Level
    The event promoter shall be required to ensure that sound levels do not exceed levels specified in City Code for Noise, Chapter 7.41, as appropriate for the event location and its area. (Maximum noise levels allowed in City Code are lowest from 10:00 p.m. to 8:00 a.m., and vary according to the zoning of the site & area, i.e., residential, commercial. The promoter will respond in a prompt and effective manner to the requests of city representatives concerning the sound level. The Wichita Police Department and other authorized representatives of the City shall have the authority to close or cancel musical performances or events upon substantial or repeated violations.

11. Old Town
    CityArts must approve arrangements in the Old Town area and use of the Farm and Art Plaza, Old Town Plaza, and public parking lots. (CityArts at 462-2796)

12. Event Times
    The cut-off time for all events shall be 10:00 p.m. and the event promoter is specifically responsible for compliance. The City Council has the right to waive the cut-off time for occasional and special events of community-wide interest, upon showing the need for such waiver. The promoter shall at all times be responsible for compliance with laws and ordinances regulating events.

13. Miscellaneous
    No excavation shall be made on public property or objects/promotional items placed or attached to public property except as expressly approved in writing (or by permit). The event promoter shall be required to abide by such other requirements as may be reasonable for the approval of the application.

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