Last Revised January 2017
The Community Events Staff Committee is a team of Village Staff from all Departments that meet as needed to discuss events proposed to be held in the Village that utilize Village property and/or may require Village services, permits, insurance, and indemnifications. Typically, these are events such as runs/walks, carnivals, food, music festivals, and any event that involves blocking of streets (excluding Block Parties) etc. For more information on events, please contact Nancy Kluz, Community Relations Coordinator, at 847.368.5104 or email firstname.lastname@example.org.
It is expected that each event will be discussed at a Community Events Staff Committee, to which you will be invited. At that time, you will have an opportunity to explain the details of your event and Village Staff will also have the opportunity to determine what, if anything, you will need from the Village and express any concerns or suggestions to help you have a successful, safe event. The items listed below are the major items Village Staff will be discussing with (as applicable).
Costs Related for any Village Services Provided
If Police, Fire and/or Public Works services are needed to ensure your public event is safe and runs well, your organization will be billed for those services rendered by each participating Department. For a few events which require a significant amount of Village resources and/or utilize a significant amount of Village property, the Village may cover a portion of the Village costs. That decision will be made by the Village and you will be notified what portion, if any, the Village is willing to cover.
The Village will work with you to help keep costs as reasonable as possible. Police, Fire and Public Works costs will be discussed at the Community Events Staff Committee meeting that your group attends.
Please keep in mind those events requiring Public Works services on a Sunday will incur a higher hourly rate. You should anticipate that charges from Public Works for services on Sunday could be about 50% higher than charges for events occurring on any other day.
Insurance and Indemnification Requirements
If your event will require the use of Village property, including parking lots, sidewalks, and/or Village streets, your organization must provide a Certificate of Liability Insurance in the amount of $2 million which also names the Village as an additional insured. The insurance certificate must be provided to the Village prior to the event.
If required, the contact person for the sponsoring organization will receive an Indemnification Form from the Village that must be signed and returned prior to the event.
Notices to Residents and Businesses
When an event takes place in a residential neighborhood, as a courtesy to the affected individuals, the Village requires that a Notice regarding the event date, time, and duration be delivered to residents and businesses in and around that neighborhood in advance of the date of the event. If you are hosting a run/walk, please include a small map of the route with your Notice. Please send a copy of your Notice to Nancy Kluz. Please include the flyer regarding the Citizen Observer program or an excerpt that informs residents that by signing up for this program they will receive Event Alerts that would let them know of traffic and parking issues.
Arrangements for parking of participants and attendees must be discussed with the Community Events Staff Committee prior to an event taking place.
If you are hosting an event in the Downtown area and plan to use either the Vail Garage or North Garage for participants to park, attendees must be directed to park on the top floor of the North Garage, and/or the 4th and 5th floor of the Vail Garage.
Also, event parking sites outside of the garages must be arranged in advance – especially if anticipated attendance is high – and you must include the parking information with your event form. It is your obligation to ensure that all parking information is provided to those who are participating or attending in your event – whether it is sent directly to registrants or publicized with the event. Upon request, the Village can email you a parking map that can be used in information sent to people attending your event.
Sale of Food
If you are selling food to the public, a temporary food event application must be submitted to the Health Services Division at least seven days prior to the event. For more information please contact an Environmental Health Officer at 847.368.5760.
Serving or Sale of Alcoholic Beverages
If you are serving or selling alcoholic beverages, an Application for a Daily Permit must be submitted to the Village Manager’s Office at least seven days prior to the event. All liquor sales must be concluded no less than 30 minutes prior to the end of the event for the day. For more information, please contact Diane Staggs, 847.368.5102.
If your event includes a raffle, where people purchase tickets for a chance to win a prize, you are required to obtain a Raffle License from the Building Services Division, which is located on the first floor of Village Hall.
Use of Police Department’s Safety Vests
The Police Department has Traffic Assistance Safety Vests available for loan. If your organization borrows the vests from the Police Department, all vests must be returned to the Police Department following your event. If all vests are not returned, the Police Department will charge a $40 replacement fee for each vest not returned.
Tents & Tent Setup
Any tent that is larger than 10 x 12 or 120 square feet requires a permit, which can be obtained from the Building Department.
- All tents, regardless of size, must be properly secured to prevent collapse or uplift.
- When setting up tents, do not block the fire connections on the adjacent buildings.
- There must be an unimpeded 18-foot-wide fire lane with acceptable turning radius at the intersections maintained at all times, subject to Fire Department approval.
Outdoor Cooking for Events
- No open flame cooking or deep frying is permitted in any tent.
- Each cooking area must have at least one fire extinguisher which is no less than a 10 pound Type ABC extinguisher. Any cooking area where there will be deep frying must also have a Type K fire extinguisher.
- All propane tanks must be secured in order to prevent the tanks from tipping over.
- The use of generators must be assessed for safety purposes. If one is allowed at an event, a permit must be completed in Building Services, located on the first floor.
- All 125 volt receptacles must be GFI protected.
Please note that, in order to ensure safety of the public, the Village reserves the right to set additional requirements or modify those listed above, as it deems appropriate.