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 ______________________________________________________________
Tougher than Hell Motorcycle Rally
June 4, 2016
Event Title: ___________________________________________
Date of Event: ________________________
5&7
9120 E. Broken Arrow Expressway
Event Location: ________________________________________
Council District: _________________________
Motorcycle Poker Run & benefit concert (Submit Flyer or Brochure in Electronic Format)
Event Description: ___________________________________
Guts Church
Event Sponsors: _____________________________________________________________________________
15000
15000
Anticipated Attendance (participants, staff, vendors, crowd, etc.): Total: ____________
Per Day: ____________
Event Organizer Information______________________________________________________
gutschurch.com
Guts Church
Organizing Agency: ______________________________
Web Address: ______________________________
bryan.tyler@gutschurch.com
Bryan Tyler
Agency Contact: _________________________________
Email Address: ______________________________
Bryan Tyler
918-622-4422
On-Site Contact: _________________________________
On-Site Phone: ______________________________
918-622-4422
Tonya Morgan
Billing Contact: _________________________________
Billing Phone: ______________________________
9120 E. Broken Arrow Expressway
Tulsa
OK
74145
Billing Address: _____________________________________________________________________________
Street
City
State
Zip
✔ Fundraiser? / What cause: _________________________________
Food/Water for children in Haiti
Agency Status: Profit ____ Non-Profit ____
Site Plan and Route Map_________________________________________________________
3 p.m.
June 3, 2016
Friday
Date: __________________
Day of Week: _________________
Time: _____________
June 3, 2016
Street Closing for Set-up, Stages, Tents, etc.:
Date: ________________________
Time: 3 p.m.
Event Set-up:
S. 91st E. Ave. from E. 46th St. to the Broken Arrow Expressway
Street(s) to be Closed: ________________________________________________________________________
See attached map
__________________________________________________
(Submit a Site Map in CAD/Electronic Format)
Saturday
June 4, 2016
5 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
June 4, 2016
3 p.m.
Street Closing for Race, Parade, Festival, etc.:
Date: ________________________
Time: _____________
Event Opens:
S. 91st E. Ave. from E. 46th St. to the Broken Arrow Expressway
Street(s) to be Closed: ________________________________________________________________________
See page 3 "Other Information".
__________________________________________________
(Submit Route Map in CAD/Electronic Format)
5 p.m. w/ police direction/traffic control on and off BA Expy EB
Race, Parade, or Escort Start Times: _____________________________________________________________
NA
Daily Festival or Street Party Times: _____________________________________________________________
N/A
Road Race Service Co. and Phone: _____________________________________________________________
11 p.m.
June 4, 2016
Saturday
Event Closes:
Date: __________________
Day of Week: _________________
Time: _____________
Event Dismantle:
June 4, 2016
11:30 p.m.
Saturday
Date: __________________
Day of Week: _________________
Time: _____________
June 4, 2016
Saturday
11:30 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
Street Opening:
June 4, 2016
Saturday
11:30 p.m.
Date: __________________
Day of Week: _________________
Time: _____________
Street Opening:
Page 2 of 3
Secondary Permit Requirements ____________________________________________________
Yes ✔ No
Yes
Is this an Open Air Event?
No ✔ Alcohol or Beer On-Site?
Yes ✔ No
Concessionaires On-Site?
Yes ✔ No
Food Preparation On-Site?
Yes ✔ No
Tents or Stages On-Site?
✔
Public Property
✔
Private Property
✔
Parking Lot
Alcohol Sales
Beer Sales
Free Beverages
10
10
Number of Food Vendors: ______
Number of Item Vendors: _____
Charcoal
✔ Electric
Gas
30 ft. diameter hexagonal, 20 ft. x 20 ft. square
If yes, what sizes: ________________________________________
Yes
No ✔ Other Structures On-Site?
If yes, please explain: _____________________________________
Yes
No ✔ Using a City or River Park? Name and location: ______________________________________
Security, Medical, Traffic, and Parking Plans________________________________________
Yes ✔ No
Security or Police On-Site?
Guts Church (918) 622-4422
Agency and Phone: ______________________________________
A combination of paid police officers and
If yes, please describe or provide an attachment of your plan: _________________________________________
volunteers. TPD Special Events (918) 586-6054 for motorcycle escort
__________________________________________________________________________________________
EMSA (918) 596-3055
Agency and Phone: ______________________________________
EMSA will be on-site during the event
If yes, please describe or provide an attachment of your plan: _________________________________________
Yes ✔ No
Medical First Aid On-Site?
__________________________________________________________________________________________
Yes ✔ No
Action Safety (918) 234-8822
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.
06/5/2016
p.m.
a.m.
6/3/2016
Equipment Setup: Date: ___________
Time: 5________
Equipment Pickup: Date: ___________
Time: 8________
Yes
No ✔ Is there Parking Available?
If yes, please describe or provide an attachment of your plan: _____
__________________________________________________________________________________________
Yes
No ✔ Is there Disabled Parking?
If yes, please describe or provide an attachment of your plan: _____
__________________________________________________________________________________________
Yes
No ✔ Using a Shuttle Service?
If yes, please describe or provide an attachment of your plan: _____
__________________________________________________________________________________________
Other Related Activities and Information_____________________________________________
Yes ✔ No
Entertainment On-Site?
Fireworks
✔ Inflatables
✔
Live Music
Animals
✔ Recorded Music
Dancing
Other (specify): _____________________
Yes ✔ No
Sound Amplification?
5 p.m.
p.m.
2 p.m.
Setup Time: ________
Start Time: ________
Finish Time:10
_______
Yes ✔ No
Certificate of Insurance?
Tedford Insurance/ (918) 299-2345
Agency and Phone: ______________________________________
Pending
If yes, submit certificate. If no, please explain: _____________________________________________________
At Your Service (918) 272-0568
Portable Rest Rooms?
Agency and Phone: ______________________________________
12
2
Number of Portable Rest Rooms: ________
Number of Disability Accessible Portable Rest Rooms: __________
06/05/2016 Time: 8________
a.m. Equipment Pickup: Date: ___________
a.m.
Equipment Setup: Date: 06/03/2016
___________ Time: 10
________
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: __________
The event will be held on private property, clean up will be done by volunteers and will make us of existing
_____________________________________________________________________________________________
trash cans and dumpsters.
__________________________________________________________________________________________
30
3
0
Number of Trash Receptacles: _____
Number of Dumpsters: _____
Number of Recycling Containers: _____
American Waste Control (918) 446-0023
Using a Sanitation Service? Agency and Phone: ______________________________________
on-site
on-site
Equipment Setup: Date: ___________
Time: ________ Equipment Pickup: Date: ___________
Time: ________
Yes ✔ No
Yes ✔ No
Have you presented your event concept to the affected residents, businesses, churches, and schools?
Notified HiCorp , L & M Furniture,
If yes, please attach a complete list of these entities. If no, please explain: _______________________________
Perfection Roofing
__________________________________________________________________________________________
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: _____________________________________
__________________________________________________________________________________________
5 p.m. start Poker Run (bikers arrive and go at their discretion),
Yes ✔ No
Other Information? ______________________________________________________________
5 p.m. Bike Show, 7 p.m. Concert, 10:30 p.m. Harley/Mustang giveaway.
__________________________________________________________________________________________
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
04/23/2016
Tom Moneypenny
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
05.26.2016
05.20.2016
04.23.2016
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
05.24.2016
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 (timeline) 05.18.2016. TCP map attached 05.20.2016.
Comments: ___________________________________________________________________________________
_____________________________________________________________________________________________
www.invarion.com
Date: June
June4,6,2016
2015 Project: Tougher Than Hell Motorcycle Rally
Comments:
Road Closure | 8 a.m. to 11:30 p.m. Saturday
Poker Run Noon | Bike Show 5 p.m. | Concert 7 p.m.