City of Tulsa Special Event Permit Application

City of Tulsa
BPAG 01/12/2009
Special Event Permit Application
Page 1 of 3
Summary of Event ______________________________________________________________
Tulsa Oktoberfest
October 15-19, 2014
Event Title: ___________________________________________
Date of Event: ________________________
2
2100 S Jackson Ave - River West Festival Park Council District: _________________________
Event Location: ________________________________________
European Folk Festival
Event Description: ___________________________________
(Submit Flyer or Brochure in Electronic Format)
LDF, Pepsi, Budweiser, TBD
Event Sponsors: _____________________________________________________________________________
60,000
12,500
Anticipated Attendance (participants, staff, vendors, crowd, etc.): Total: ____________
Per Day: ____________
Event Organizer Information______________________________________________________
www.tulsaoktoberfest.org
Oktoberfest Inc.
Organizing Agency: ______________________________
Web Address: ______________________________
tcarrigg@riverparks.org
Tonja Carrigg
Agency Contact: _________________________________
Email Address: ______________________________
John Graham
596-2011
On-Site Contact: _________________________________
On-Site Phone: ______________________________
596-2010
Tonja Carrigg
Billing Contact: _________________________________
Billing Phone: ______________________________
2424 East 21st Street
Tulsa
Oklahoma 74114
Billing Address: _____________________________________________________________________________
Street
City
State
Zip
✔ Fundraiser? / What cause: _________________________________
NA
Agency Status: Profit ____ Non-Profit ____
Site Plan and Route Map_________________________________________________________
8 a.m.
10.13.2014
Monday
Date: __________________
Day of Week: _________________
Time: _____________
10.15.2014
Street Closing for Set-up, Stages, Tents, etc.:
Date: ________________________
Time: 4 p.m.
Event Set-up:
Jackson Ave from 20th Street to 23rd Street - Neighborhood from Jackson Ave to
Street(s) to be Closed: ________________________________________________________________________
SW Blvd and 17th Street to 21st Street
__________________________________________________
(Submit a Site Map in CAD/Electronic Format)
Thursday (Public)
10.16.2014
5 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
10.15.2014
4 p.m.
Street Closing for Race, Parade, Festival, etc.:
Date: ________________________
Time: _____________
Event Opens:
Road closure one hour before and after the festival opens and closes. See other
Street(s) to be Closed: ________________________________________________________________________
information on page 3.
__________________________________________________
(Submit Route Map in CAD/Electronic Format)
NA
Race, Parade, or Escort Start Times: _____________________________________________________________
Wednesday & Thursday 5 to 11 p.m., Friday & Saturday 11 a.m. to 1 a.m.
Daily Festival or Street Party Times: _____________________________________________________________
NA
Sunday Noon to 6 p.m.
Road Race Service Co. and Phone: _____________________________________________________________
6 p.m.
10.19.2014
Sunday
Event Closes:
Date: __________________
Day of Week: _________________
Time: _____________
Event Dismantle:
10.19.2014
7 p.m.
Sunday
Date: __________________
Day of Week: _________________
Time: _____________
10.19.2014
Sunday
6 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
Street Opening:
10.19.2014
Sunday
7 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
Street Opening:
Page 2 of 3
Secondary Permit Requirements ____________________________________________________
Yes ✔ No
Is this an Open Air Event?
Yes ✔ No
Alcohol or Beer On-Site?
Yes ✔ No
Concessionaires On-Site?
Yes ✔ No
Food Preparation On-Site?
Yes ✔ No
Tents or Stages On-Site?
Various
If yes, what sizes: ________________________________________
Yes ✔ No
Other Structures On-Site?
Various
If yes, please explain: _____________________________________
Yes ✔ No
River West Festival Park - 918.596.2001
Using a City or River Park? Name and location: ______________________________________
✔
Public Property
✔
Alcohol Sales
✔
Charcoal
✔
Private Property
Parking Lot
Beer Sales
Free Beverages
TBD Number of Item Vendors: _____
TBD
Number of Food Vendors: ______
✔
Electric
✔
Gas
Security, Medical, Traffic, and Parking Plans________________________________________
Yes ✔ No
Security or Police On-Site?
Oktoberfest, 918-744-9700 for venue security
Agency and Phone: ______________________________________
TPD Special Events - 918.586.6054 for traffic
If yes, please describe or provide an attachment of your plan: _________________________________________
control and TranSol, LLC for parking management. TPD operational plan.
__________________________________________________________________________________________
EMSA, 918-596-3155
Agency and Phone: ______________________________________
EMSA medical plan.
If yes, please describe or provide an attachment of your plan: _________________________________________
Yes ✔ No
Medical First Aid On-Site?
__________________________________________________________________________________________
Yes ✔ No
Road Safe Traffic Systems, 918-425-4550
Using Barricade Company? Agency and Phone: ______________________________________
If yes, the Barricade Co. providing equipment for the street closure must submit the plan in CAD/Electronic Format.
TBD
TBD
TBD
TBD
Equipment Setup: Date: ___________
Time: ________
Equipment Pickup: Date: ___________
Time: ________
Yes ✔ No
Is there Parking Available? If yes, please describe or provide an attachment of your plan: _____
River West Festival Park, City of Tulsa West Yard & West Bank Arbor Park - See attached map
__________________________________________________________________________________________
Yes ✔ No
Is there Disabled Parking? If yes, please describe or provide an attachment of your plan: _____
River West Festival Park (RWFP) west side parking area - See attached map
__________________________________________________________________________________________
Yes ✔ No
Using a Shuttle Service?
If yes, please describe or provide an attachment of your plan: _____
TranSol, LLC - 918.830.0315 from Downtown & South Tulsa to RWFP - See attached map
__________________________________________________________________________________________
Other Related Activities and Information_____________________________________________
Yes ✔ No
Entertainment On-Site?
Fireworks
✔
Inflatables
✔
Live Music
Animals
Recorded Music ✔ Dancing
Carnival Rides
✔ Other (specify): _____________________
✔
Yes ✔ No
Sound Amplification?
Setup Time: 1600
________ Start Time: 1800
________ Finish Time:2300
_______
Yes ✔ No
Certificate of Insurance?
TBD
Agency and Phone: ______________________________________
Pending
If yes, submit certificate. If no, please explain: _____________________________________________________
Porta John Company - 918.836.8657
Portable Rest Rooms?
Agency and Phone: ______________________________________
125
20
Number of Portable Rest Rooms: ________
Number of Disability Accessible Portable Rest Rooms: __________
10/22/14
10/14/14
Equipment Setup: Date: ___________
Time: 0800
________ Equipment Pickup: Date: ___________
Time: 0800
________
Yes ✔ No
Page 3 of 3
Mitigation of Impact______________________________________________________________
Please describe your plan for cleanup and removal of waste and garbage during and after your event: __________
Dumpsters and Trash Truck
_____________________________________________________________________________________________
__________________________________________________________________________________________
300
14
0
Number of Trash Receptacles: _____
Number of Dumpsters: _____
Number of Recycling Containers: _____
Avon Thornhill, 834-9524
Using a Sanitation Service? Agency and Phone: ______________________________________
10/14/14
10/22/14
0800
Equipment Setup: Date: ___________
Time: 0800
________ Equipment Pickup: Date: ___________
Time: ________
Yes ✔ No
Yes ✔ No
Have you presented your event concept to the affected residents, businesses, churches, and schools?
If yes, please attach a complete list of these entities. If no, please explain: _______________________________
__________________________________________________________________________________________
Yes ✔ No
Do you have a sample of the notice that you propose to distribute two weeks prior to your event?
If yes, please attach in an electronic format. If no, please explain: _____________________________________
__________________________________________________________________________________________
Wednesday, 10.15.2014 is Corporate Night. WB lanes of the 23rd St Bridge
Yes ✔ No
Other Information? ______________________________________________________________
will be closed one hour after the festival closes (Wed-Thu 11 p.m., Fri-Sat 11:30 p.m.-1 a.m, Sun 6 p.m)
__________________________________________________________________________________________
Affidavit of Applicant_____________________________________________________________
Tulsa Police officers and public safety services, and traffic-control signage and barricades will be required for street closings, traffic/crowd
control, and security. The Organizing Agency has the responsibility to be aware of and comply with City Ordinances and Regulations
including, but not limited to, Curfew Ordinance, City/County Public Health Regulations, and Police/Park Public Safety Requirements. An
application approval does not imply City sponsorship. Review the instructions for further information in reference to Special Events.
I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief that I have
read, understand, and agree to abide by the rules and regulations governing the proposed Special Event. I further certify that I, on the behalf
of the Organizing Agency, am also authorized to commit that agency, 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 Tulsa and Police Department. Any omissions will delay the process.
Signature via Email
11.18.2013
John Graham
Print Name: __________________________
Signature: ___________________________
Date: _____________
Mail to: Special Event Coordinating Committee, 5963 East 13th Street, Tulsa, OK 74112, 918. 669.6854
Or Email to: sbain@cityoftulsa.org. Your electronic submission will serve as your electronic signature.
For City of Tulsa Special Event Coordinating Committee Use Only
02.20.2014
02.03.2014
11.18.2013
Date received: _________________
Date routed: ___________________
Date for review: ___________________
If any agency feels there are any problems with this application, contact the event organizer and discuss the problems and solutions before
this date: ___________________.
If any problems are resolved or not resolved by that time, a copy of this application and brief memo
02.15.2014
stating the solution or reason for the objection should be submitted to: Special Events Coordinating Committee, 5963 East 13th Street, Tulsa,
OK 74112. For further information or discussion, contact the Tulsa Police Office of Special Events at 918.669.6854. Fax 918.699.3602.
Special Event Coordinating Committee Recommendation:
Pending
Yes
No
: ___________________
Date routed to Mayor: _________________ Mayor’s Recommendation:
Yes
No
: ____________________
Date routed to Council: ________________ City Council Approval:
Yes
No
: ____________________
Form revised 02.03.2014
Comments: ___________________________________________________________________________________
_____________________________________________________________________________________________
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http://tulsaoktoberfest.org/wp-content/uploads/2011/09/2013-shuttle-map-01-768x1024.jpg
10/7/2013