The Iowa Public Assembly Permit form is a document required for groups planning to hold a parade or public assembly in designated public spaces. A permit is necessary if the gathering involves more than 25 people on streets, sidewalks, or the City Plaza, or over 100 people in a park. To begin the process, complete the form and submit it to the appropriate city office.
Start your application by filling out the form below.
The Iowa Public Assembly Permit form serves as a crucial document for individuals and organizations wishing to host events that involve gatherings of significant size, specifically those exceeding 25 participants on streets, sidewalks, or City Plaza, or more than 100 individuals in parks. This application must be submitted to the appropriate city office, depending on the event's location. Essential details required in the application include the applicant's name and contact information, the nature of the event, expected attendance, and specific location details. Additionally, the form requests information about any mechanical or electronic equipment, vehicles, animals, and potential needs for extra trash receptacles. The applicant is also required to outline plans for event monitoring and cleanup, as well as any requests for water or electricity connections. Importantly, if insurance is mandated, the applicant must agree to indemnify the city against any liabilities arising from the event. The form also includes a provision for appeal rights, allowing individuals to contest a permit decision made by the City Manager. This comprehensive approach aims to ensure that public assemblies are conducted safely and responsibly, while also facilitating community engagement.
APPLICATION FOR PARADE/PUBLIC ASSEMBLY PERMIT
(Note: A permit is not required unless the group using the streets, City Plaza, or the sidewalk has more than 25 people or unless the group using a park has more than 100 people.)
If a parade or public assembly will be in on the sidewalks and/or streets and/or City Plaza, return the completed application to City Manager's Office, 410 E. Washington Street. Tel: 356-5010.
If a parade or public assembly solely will be in a park, return the completed application to the Parks/Forestry/CBD Division, 2275 S. Gilbert St. Tel. 356-5107.
1.APPLICANT’S NAME:
2.APPLICANT’S ADDRESS:
STREET
CITY
STATE
ZIP
3.PHONE NUMBER/E-MAIL:
4.EVENT NAME:
5.
TYPE OF EVENT: (circle one)
Parade
Public Assembly
6.
DATE OF EVENT:
Start Time:
am/pm End Time:
am/pm
7.EXPECTED NUMBER OF ATTENDEES:
8.EVENT LOCATION:
(
) City Plaza - circle one of the following: Mini Park
Fountain
Multiple locations
Area
(include a map)
) City Street
Name of street(s) and include a map
( ) Park
Name of park. Note: Park shelters, ball fields and other facilities must be reserved separately by contacting the Park & Recreation Dept. at 356-5110.
Contact Person:
Name and contact information of person to be present at event and who will serve as the contact person(s) for the applicant at the proposed parade or public assembly.
9.List and describe all mechanical or electronic equipment to be used, including sound amplification, and state where it will be located:
10.State the number and type of any motor vehicles or other forms of transportation to be used including bicycles
11.State the number and type of any animals to be used
12. Will extra trash receptacles be needed? Yes___ No___ If yes, how many________
13.Proposal to monitor the event, including the names of any person not employed by the City who will be responsible for setting up, cleaning up, or maintaining order and whether the police department will be needed to assist in maintaining order
14.Proposal for cleanup
15.
Is water connection requested? Yes ____ No ____
If yes, explain
16.
Is electricity requested? Yes ____ No ____
17.
Describe any items to be sold or distributed
If the applicant is not an individual, the person signing this application acknowledges that he or she has the authority to act on behalf of the group that is requesting the permit.
Signature of Applicant
Date
INDEMNIFICATION AGREEMENT
If insurance is required, the applicant agrees to:
pay on behalf of the City all sums which the City shall be obligated to pay by reason of any liability imposed upon the City for damages of any kind resulting from use of public property and the public right of way, whether sustained by any person or person, caused by accident or otherwise and shall defend at its own expense and on behalf of the City any claim against the City arising out of the use of public property and the public right of way. (non-University of Iowa events only)
For University of Iowa Events, the applicant agrees to the following:
In consideration of the City’s grant of a permit to use City of Iowa City Streets, Public Grounds, Plaza, and/or Parks for the purposes specified in this application, The University of Iowa agrees that it will, to the extent permitted by State law, defend or provide a defense to the city, its officers, agents, and employees, against any and all claims, suits, actions, debts, damages, costs, charges, and personal injury, including death resulting directly or indirectly there from, arising from any act of negligence of The University, either active or passive, in using or supervising use of City of Iowa City Streets, Public Grounds, Plaza, and/or Parks by the applicant organization, its employees, officers, or members pursuant to the terms of, and for the purposes specified, in this application.
If insurance is required, the applicant agrees to provide the certificate of insurance to the City by the last working day prior to the event. (For additional information on insurance, see “Parade and Public Assemblies Information Sheet.” )
Mgr\specialusepermits\parade permit-web complete packet.doc
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4/9/2013
APPEAL RIGHTS
Any party aggrieved by the City Manager's or designee's decision below to grant or deny a permit under this Chapter may appeal the determination to the City Council if, within five (5) working days after the decision, the party files a written notice of appeal with the City Clerk. In such event, a hearing shall be held by the City Council no later than its next regularly scheduled meeting, assuming the appeal is filed in time to allow notice of said appeal in accordance with Chapter 21 of the Iowa Code.
FOR CITY USE ONLY:
NOTICE OF DECISION GRANTING OR DENYING THE APPLICATION
The application is approved. _______________
The application is denied because
City Manager or Designee
Please Note: Any route changes after approval must be resubmitted to the City for review
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PARADES & PUBLIC ASSEMBLIES INFORMATION SHEET
Do you want, for example, to have a…
Block party?
Company picnic?
Parade?
Walk-a-thon?
Road race?
Demonstration?
Protest?
Athletic event or tournament?
Music festival?
And you plan to use...
Any Iowa City park?
City sidewalks?
City Plaza?
City streets?
Street right-of-way?
City Grounds?
If so, you may need to get the City's permission to use City property.
The City Code divides up most groups wanting to use City property into two categories. One is a "parade" and the other is a "public assembly." The primary difference is that the group is moving during a parade (for example, a protest group that is marching from Point A to Point B) but is relatively stationary in a public assembly (for example, a music festival, a block party, or a company picnic). The terms "parade" and "public assembly" have specific definitions in the City Code, and if your group meets the definition of "parade" or "public assembly," you will need to get a permit. See below for the definitions of "parade" and "public assembly." These and other important definitions can be found in section 10-1-1 of the City Code. The City Code is available on the City's web site. <www.icgov.org/citycode>
Does it matter how big the group is?
Yes. If you want to use any City park for a parade or public assembly, you will need a permit if the group has more than 100 people. If you want to use City Plaza, the streets, or the sidewalks, for a parade or public assembly, you will need a permit if the group has more than 25 people.
Selected Definitions (Section 10-1-1 of the City Code).
PARADE: A march or procession of more than twenty-five (25) persons, vehicles or other forms of transportation, such as bicycles, or combination thereof, in or upon the public right of way or in a park that necessitates or results in the exclusion, in whole or in part, of use of the public right of way or the park by others.
PARADE/PUBLIC ASSEMBLY PERMIT: Written authorization by the City for use of public property, including the public right of way, as provided in [Title 10 of the City Code].
PUBLIC ASSEMBLY: Any meeting, demonstration, picket line, rally or gathering of more than twenty-five (25) persons on the public right of way or one-hundred (100) persons in a park for a common purpose as a result of prior planning that interferes with the normal flow or regulation of pedestrian or vehicular traffic on the public right of way or in a park or occupies any area in the public right of way or in a park.
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How do I get a parade or public assembly permit?
You must complete a written application. See City Code section 10-1-3. The forms are available at the City Manager's office at 410 E. Washington Street, the Parks & Recreation Department at 220 S. Gilbert Street, and at the City's web page at <www.icgov.org/publicuse>.
Are there deadlines?
Yes. You need to apply at least 3 working days before the parade or public assembly is to be held. See City Code section 10-3-3.
How does the City decide whether to grant or deny the permit?
There are specific standards (or criteria) set out in the City Code. If you meet the standards, then the City must grant the permit. See City Code section 10-1-4A.
Can I appeal if the permit is denied?
Yes. You must file a written appeal within 5 working days of the decision. See City Code section 10-1-5.
Are there any fees?
There is no permit fee for a parade or a public assembly.
Are there any additional rules for the use of City Plaza, City parks, and City streets?
Yes.
No alcoholic beverages except by written agreement with the City.
No items are to be placed on benches or planters or other permanent fixtures.
No items are to be strung from trees or light poles or other permanent fixtures.
No holes are to be drilled in bricks or paving.
No semi-permanent or permanent markings are to be made on bricks or pavement.
All cords and wiring must be taped down.
Participants must yield to emergency vehicles.
Only uniformed officers are to provide traffic control at arterial street intersections.
Emergency lanes must remain clear at all times.
In City Plaza amplified sound is prohibited from 8 a.m.-12 p.m. and 1 p.m.-5 p.m., Monday through Friday.
What if I still have more questions or need additional information?
Call the City Manager's office at 356-5010 for questions about the use of City Plaza or City Streets and the Parks & Recreation Dept. at 356-5110 for questions about the use of City parks.
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INSURANCE REQUIREMENTS
Does every parade or public assembly require insurance?
No. If the parade or public assembly is held entirely on the City Plaza, on a the sidewalk, or in a city park and if equipment, cables, objects, structures or similar items are not required, then no insurance will be required.
Can the insurance requirement be waived?
Yes. The insurance requirement may be waived if the applicant demonstrates inability to obtain insurance or to pay the cost of the insurance.
How much insurance is required or what is the minimum coverage limit?
If insurance is required and not waived, the amount of insurance will be based on whether the City's Risk Manager determines that the risk of harm to the City is "low," "moderate," or "high" based on the nature and size of the event. The speech content is not a factor. The dollar amount is as follows:
COVERAGES
LOW
MODERATE
HIGH
HAZARD
General Liability
$300,000
$500,000
$1,000,000
Automobile Liability
The Risk Manager will employ the chart that can be found at the end in Appendix A to assist in determining whether the event is a "low," "moderate," or "high" hazard.
Does serving alcohol change the amount of insurance required?
Yes. Alcohol is only allowed under limited circumstances on City property pursuant to a written agreement with the City. If alcohol is so allowed, insurance is always required and the event will always be categorized as a "high hazard."
What are the General Liability Insurance requirements?
The permittee shall have in force, throughout the event, General Liability Insurance with limits not less than the amounts specified above per occurrence covering Personal Injury, Bodily Injury and Property Damage. No deletion or modification to Host Liquor Liability coverage is allowed. An Umbrella or Excess Liability policy may be used in meeting this requirement. The City requires that the insurance carrier be A rated or better by A.M. Best. All policies shall be written on a per occurrence basis, not a claims-made basis, and in form and amounts and with companies satisfactory to the City of Iowa City.
Is a Certificate of Insurance required?
Yes. A certificate(s) of insurance demonstrating compliance with all insurance requirements shall be submitted to the City prior to commencement of the event.
The City of Iowa City must be included as an "Additional Insured" on any insurance policy.
Certificate Holder is:
City of Iowa City, Iowa
Finance Department
410 E. Washington Street Iowa City, Iowa 52240
Title and date of permit is to be included in "Description of Operations…." Box.
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What if the insurance gets cancelled?
All policies shall include a Cancellation Endorsement providing the City no less than thirty (30) days advance written notification of policy cancellation. Notification shall be sent to:
The City has the right to revoke the permit if the insurance is cancelled.
Is Automobile Liability Insurance required?
Maybe. Automobile liability is not required for events that include no motor vehicles or where event is other than a parade and the motor vehicles used to support this event will not be operated on City property other than public streets and in public parking lots.
If automobile liability insurance is required, the permittee shall have in force, throughout the event, Automobile Liability Insurance with limits not less than those specified above per occurrence combined single limit including coverage for Bodily Injury and Property Damage. If the permittee is a private, public, or nonprofit organization and owns vehicles in the name of the organization, coverage shall include all owned, hired and non-owned vehicles. If no vehicles involved are owned in the name of the organization, coverage shall include only hired and non-owned vehicles. An Umbrella or Excess Liability policy may be used in meeting this requirement. The City requires that the insurance carrier be A rated or better by A.M. Best.
Is Workers Compensation Insurance required?
Maybe. If anyone who participates in coordinating and/or conducting an event receives monetary compensation for such services, the permittee shall have in force during the event Workers Compensation Insurance with an aggregate equal to statutory limits and employers' liability coverage.
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Note: You are required to obtain a City permit for a parade or public assembly only if the event has more than 25 people using City Plaza and/or the streets and/or the sidewalks, or more than 100 people using any City park.
APPENDIX A
“RISK” DETERMINATION CHART
Applicant: To use this chart, you will first need to know “where” the parade or public assembly will occur (left column) and “who and what” will be involved (top row). If only people are involved, the risk is different than if factors such as vehicles, animals, cables, objects, tables, structures and similar items (“people plus”) are also involved in your event.
IF PARADE/PUBLIC ASSEMBLY EVENT
IF PARADE/PUBLIC
ASSEMBLY EVENT
INVOLVES PEOPLE “PLUS”
Location of Parade
INVOLVES ONLY PEOPLE
(“Plus” means vehicles, animals, cables, objects, tables,
or Public Assembly
structures, and similar items)
Family Gatherings
Everything but Family
Cables, Objects,
and
Gatherings and
Vehicles
Animals
Structures or
Block Parties
similar items
>1 Moderate
Moderate
Park
No Insurance
No insurance
<25 Moderate
(Could be High
> 25 High
depending on type
depending on
and number)
amount of items)
<200 No Insurance
<100 Low
Streets
200-399 Low
100-499 Moderate
>400 Moderate
>500 High
City Plaza and/or
Sidewalk
Examples of risk determination:
If you are having a block party on a street and expect 300 people, and the gathering involves only people, the risk is “low”.
If you are planning a parade on City streets involving 18 vehicles and 75 people, the risk is “moderate.” However, if the parade had just 75 people and no vehicles, the risk is “low”.
Filling out the Iowa Public Assembly Permit form is a straightforward process. This form is essential for organizing events that involve a significant number of participants in public spaces. To ensure a smooth application process, follow the steps outlined below carefully.
After completing the form, submit it to the appropriate office based on the event location. If the event will take place in a park, send the application to the Parks/Forestry/CBD Division. For events on streets or in City Plaza, submit it to the City Manager's Office. Keep in mind that additional information may be required, and it’s important to be prepared for any follow-up communication.
The Iowa Public Assembly Permit form is a document that must be completed and submitted to the City Manager's Office or the Parks/Forestry/CBD Division to obtain permission for a parade or public assembly. This permit is required if the event involves more than 25 people on streets, sidewalks, or City Plaza, or more than 100 people in a park.
If your event will take place on the streets, City Plaza, or sidewalks, submit the application to the City Manager's Office located at 410 E. Washington Street. For events solely in a park, send the application to the Parks/Forestry/CBD Division at 2275 S. Gilbert St.
The application requires the following information:
Insurance may be required depending on the nature of the event. If required, the applicant must provide a certificate of insurance to the City by the last working day prior to the event. Specific details regarding insurance requirements can be found in the "Parade and Public Assemblies Information Sheet."
If the City Manager or designee denies the application, the applicant has the right to appeal the decision. The appeal must be filed within five working days by submitting a written notice to the City Clerk. A hearing will be scheduled at the next regularly scheduled City Council meeting.
Any changes to the event route after approval must be resubmitted to the City for review. It is important to ensure that any modifications comply with city regulations and do not disrupt public safety.
If you anticipate needing extra trash receptacles for your event, indicate the number required on the application form. It is essential to plan for adequate waste disposal to maintain cleanliness during and after the event.
For inquiries regarding the application process, you can contact the City Manager's Office at 356-5010 for events on streets or City Plaza. For events in parks, reach out to the Parks/Forestry/CBD Division at 356-5107.
Incomplete Contact Information: Failing to provide a complete phone number or email address can lead to communication issues. Ensure that all contact details are accurate and up-to-date.
Incorrect Event Type: Not specifying the correct type of event (Parade or Public Assembly) can cause confusion. Make sure to circle the appropriate option clearly.
Missing Event Location Details: Omitting specific details about the event location can delay the approval process. Include all necessary maps and descriptions for clarity.
Neglecting Equipment and Vehicle Information: Failing to list mechanical or electronic equipment, as well as vehicles or animals involved, may result in an incomplete application. Be thorough in this section.
Ignoring Cleanup Proposals: Not providing a plan for cleanup can raise concerns for city officials. Clearly outline how cleanup will be managed after the event.
Overlooking Indemnification Agreement: Not acknowledging the indemnification agreement can lead to automatic denial. Ensure that the applicant or representative signs and dates this section properly.
When planning a public assembly or parade in Iowa, several forms and documents may be necessary in addition to the Iowa Public Assembly Permit. Each of these documents serves a specific purpose and helps ensure that the event runs smoothly and safely. Here’s a brief overview of these important forms.
By preparing these documents ahead of time, event organizers can help facilitate a successful public assembly or parade. Proper planning not only ensures compliance with city regulations but also promotes safety and enjoyment for all participants.
The Iowa Public Assembly Permit form shares similarities with the Special Event Permit commonly used in various jurisdictions across the United States. Both documents serve to regulate gatherings that may impact public spaces, ensuring that safety and logistical considerations are addressed. The Special Event Permit typically requires details about the event, such as the expected number of attendees, location, and any special requests like sound equipment or food vendors. Just as with the Iowa form, the Special Event Permit may also require proof of insurance and a cleanup plan, emphasizing the need for responsible event management.
Another document akin to the Iowa Public Assembly Permit is the Street Closure Permit. This permit is often necessary when an event requires the closure of public roads, which can affect traffic flow and safety. Similar to the Iowa form, the Street Closure Permit asks for information about the event's timing, location, and the anticipated impact on the surrounding area. Both documents also involve communication with city officials to ensure that all necessary precautions are taken and that emergency services are informed about the event.
The Temporary Use Permit is also comparable to the Iowa Public Assembly Permit. This type of permit is often needed for short-term events that utilize public or private property in a way that deviates from standard use. Like the Iowa form, the Temporary Use Permit requires applicants to provide details about the event, including its purpose, duration, and any equipment that will be used. Both permits aim to balance the interests of the event organizers with the needs of the community and local authorities.
In addition, the Festival Permit is similar in nature to the Iowa Public Assembly Permit. Festivals often draw large crowds and involve multiple activities, necessitating a comprehensive plan for safety, sanitation, and crowd management. Both permits require organizers to outline their plans for managing attendees, including provisions for trash disposal and monitoring the event. The Festival Permit, like the Iowa form, may also require coordination with local law enforcement to ensure public safety during the event.
The Block Party Permit is another document that shares characteristics with the Iowa Public Assembly Permit. Block parties typically involve the temporary use of public streets for community gatherings, similar to parades or public assemblies. Applicants for both permits must provide information about the event's location, time, and expected number of participants. Additionally, both forms often require a plan for cleanup and may include provisions for obtaining insurance to cover potential liabilities.
The Noise Permit is also relevant when discussing documents similar to the Iowa Public Assembly Permit. Events that involve amplified sound or live music often necessitate a Noise Permit to ensure that local noise ordinances are adhered to. This permit requires organizers to specify the type of sound equipment to be used and its location, mirroring the Iowa form's request for details on mechanical or electronic equipment. Both permits aim to minimize disturbances to the surrounding community while allowing for vibrant public gatherings.
Lastly, the Outdoor Vendor Permit is comparable to the Iowa Public Assembly Permit in that both documents facilitate the use of public spaces for specific activities. Outdoor vendors may set up booths at public assemblies or events, necessitating a permit to ensure compliance with local regulations. Similar to the Iowa form, the Outdoor Vendor Permit requires details about the event location, duration, and the types of goods or services offered. Both permits reflect the need for organized and safe public interactions in shared spaces.
When filling out the Iowa Public Assembly Permit form, it's important to follow specific guidelines to ensure your application is processed smoothly. Here are some essential dos and don'ts:
By adhering to these guidelines, you can help facilitate a successful application process for your public assembly or parade event in Iowa.
In reality, a permit is only necessary if your group has more than 25 people on the streets, City Plaza, or sidewalks, or more than 100 people in a park.
The application must be sent to the correct office: the City Manager's Office for street and plaza events, and the Parks/Forestry/CBD Division for park events.
Applicants must propose a cleanup plan, detailing how they will manage waste and maintain order during the event.
Specific limits exist, with permits required based on the size of the group. This ensures safety and proper management of public spaces.
While some events may not require insurance, non-University of Iowa events typically do. It's essential to check the requirements based on your event type.
The process requires careful completion of the application and may take time for review, especially if there are any issues or appeals.
Any changes to the event route must be resubmitted to the city for review. This ensures that all aspects of the event are properly managed.
Applicants must indicate whether police assistance is needed to maintain order during the event, which is an important aspect of public safety.
A designated contact person must be included in the application. This individual will be responsible for communication and management during the event.
Permits can be denied for various reasons. The City Manager or designee has the authority to approve or deny applications based on specific criteria.
When planning a parade or public assembly in Iowa, understanding the requirements for the Public Assembly Permit is essential. Here are some key takeaways to keep in mind:
By following these guidelines, you can streamline the application process and ensure a successful event.