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General Event Information

So that we may assist you in the planning process for a Special Event and to help ensure that the date requested will be available, please complete this application at least 3 months in advance. Additional information may be needed and requested as the event date approaches. The organization or individual requesting a Special Event Permit must reside in the City of Sachse. No alcohol will be permitted on City property for any event.
Event Name*
Event Location/Address*
City*
State*
Zip*
Purpose of the Event*
Approximate Number of Persons Attending the Event*
Applicant Main Contact Information
First Name*
Last Name*
Address*
City*
State*
Zip*
Phone Number*
Email*
If the event is to be held by or for any person/organization other than the applicant, the applicant shall attach a written statement from that other person/organization showing authority to make this application.
Organization Hosting Event
Organization Name
501c3 Group
1. Yes
1. No
Address
City
State
Zip
Authorized Head of Organization
Phone Number
Email
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Event Details

Permits and Sanitation

Food Permits
If food will be sold or served, event applicant and/or food vendors must obtain the proper food permits as required by the City’s Environmental Health Services. For questions on food permits or to schedule a food service inspection please contact the department at 469.429.4781.
Will you need food permits and a food service inspection for your event?
1. Yes
1. No
Trash/Sanitation/ Portable Restrooms
Explain how sanitation will be handled by this event. If service is contracted, provide the contractor name.
Portable Restroom Contractor
Disposal of trash/dumpsters
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Run/Walk/Parade Event

Is this application for a Run/Walk or Parade?*
1. Yes
1. No
If you checked yes above, please complete this section (a City approved run/walk or parade route can be found at the link below):
Parade Policies
Approved Parade Route and Policies
To assist traffic safety planning, provide start time for each distance proposed:
1 Mile
5K
10K
Other distance
Onsite registration begins at
Onsite preparation and set-up begins at
Assembly location (street location)
Name of company providing registration/marketing/run timing
Event day contact name and phone number
Estimated number of participants/people in the run/parade
Estimated Number of vehicles/floats
Other types of participants (example: animals, etc.)
ALL RUN/WALK/PARADE EVENTS MUST INCLUDE A ROUTE MAP
Attach Route Map
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Notification and Permissions

If any portion of the event will be held on property not owned and maintained by the City of Sachse, (including parking), please provide the following. Applicant shall submit copy of letter from property owner giving written permission for event use
Name of Property Owner
Property Owner Phone Number
Property Owner Address
City
State
Zip
If the event will impact surrounding property owners, notice must be sent to abutting property owners at least two (2) weeks before the event date to alert them of the event and the possible impact. City Staff can assist you in determining what type of notification is necessary based on the event and its’ impact on surrounding property owners.
How will you notify property owners?
By what date will notice be provided to surrounding property owners?
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Charges/Fees/City Services

Staff will determine based on the event and location, the number and type of personnel needed for your event. Additional items, city staff assistance, agreements and/or permits may be needed as determined by the City. When the presence of City staff is determined necessary or requested for special events, the applicant shall be responsible for reimbursing the City for the cost for each assigned person. For example, if off duty officers are determined needed by City Staff, a fee will be assessed per hour per officer as determined by the Police Chief.
The fee or portion of the fee may be waived if it’s determined that the organization is associated with the City of Sachse. Upon merit, as determined by City Staff, fees may be waived. A list of rates can be obtained by contacting Parks & Recreation at 469.429.0275.
Are You Requesting City Services (Check One)?*
1. Yes
1. No
If you Checked “Yes” above, what services are you requesting?
1. Fire
1. Police
1. Public Works
1. Parks
Please explain any services or personnel that you are requesting from each department checked above.
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Insurance

Insurance coverage must be provided for the day of the event. The following shall be listed in the Description of Operation; "The City of Sachse, its’ officers, officials, employees, boards and commissions, agents, and volunteers are to be covered as “additional insured”, as required by contract in respect to: liability arising out of premises owned, occupied or used by the Festival/Event.” The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. Commercial General Liability: $1,000,000 limit per occurrence for bodily injury, personal injury and property damage, $2,000,000 Aggregate. If food is being provided to attendees or participants, Festival/Event must provide Product Liability in the amounts listed above. NOTE: The aggregate loss limit applies to each event. City prefers that insurance be placed with insurers with a Best’s rating of A-:VI or A or better by Standard and Poor.
The Certificate may be sent to City of Sachse, Attn: Special Events, 3815 B Sachse, Rd., Sachse, TX 75048.
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Application Checklist

Please review the following checklist to streamline the application process.
1. Detailed Event Site Plan including equipment, map of streets and pedestrian ways (Required)
2. Certificate of Insurance for event coverage (Required but can be submitted by email at a later date)
3. If this is a Walk/Run a route map must be attached
4. Written permission from property owner for use of private or public property that is not owned or maintained by the City of Sachse (If applicable)
5. A plan for notifying affected property owners (If applicable)
6. Written authorization granting Applicant permission to submit this permit application on behalf of event host (If applicable)
Application submittal does not guarantee permit approval
The applicant will be notified by City Staff if the application has been approved or denied. This process may take several weeks to finalize depending on the requests made or staff determined needed for your event or when special approval is needed for your event. If you need to submit additional documents or ask questions regarding this form email Lance Whitworth at lwhitworth@cityofsachse.com.
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Final Review and Signatures

I hereby confirm that the information stated in this application is true and correct to the best of my knowledge.*
1. Agree
1. Disagree
I agree to indemnify and hold harmless the City of Sachse, its officers, employees, agents, and representatives against all claims of liability and causes of action resulting from injury or damage to persons or property arising out of the special event. *
1. Agree
1. Disagree

Leave This Blank:

1. Receive an email copy of this form.
Email address

This field is not part of the form submission.
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APPLICATION FOR A SPECIAL EVENT PERMIT

Steps

General Event Information

Event Details

Permits and Sanitation

Run/Walk/Parade Event

Notification and Permissions

Charges/Fees/City Services

Insurance

Application Checklist

Final Review and Signatures

Contact

Social Media

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