HomeMy WebLinkAboutEvents Toolkit - FINAL
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City of Iowa City
Parade,
Assembly &
Special Events
Toolkit
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Table of Contents
Organizing a Parade, Public Assembly, or Special Event
Getting Prepared .................................................................................................................................. 3
Applying for Permits ............................................................................................................................ 6
Getting Your Permit Approved ............................................................................................................ 8
Event Planning A to Z .................................................................................................................... 10
Attendance ......................................................................................................................................... 10
Alcohol ............................................................................................................................................... 10
Accessibility ........................................................................................................................................ 10
Animals ............................................................................................................................................... 11
Emergency & Incident Action Plan ..................................................................................................... 11
First Aid .............................................................................................................................................. 11
Fire Access Lane ................................................................................................................................. 11
Fireworks ............................................................................................................................................ 12
Food ................................................................................................................................................... 12
Garbage & Recycling .......................................................................................................................... 13
Insurance ............................................................................................................................................ 14
Lighting ............................................................................................................................................... 15
Parks & Trails ...................................................................................................................................... 15
Parking & Transportation ................................................................................................................... 16
Pedestrian Mall Weatherdance Stage & Fountain ............................................................................ 18
Promotion & Marketing ..................................................................................................................... 19
Public Safety ....................................................................................................................................... 20
Restrooms .......................................................................................................................................... 20
Run/Walk Events ................................................................................................................................ 21
Signage ............................................................................................................................................... 22
Street Closures & Traffic Control ....................................................................................................... 22
Sustainability ...................................................................................................................................... 23
Utilities (Water & Electricity) ............................................................................................................. 23
Vendors .............................................................................................................................................. 24
Contacts ....................................................................................................................................... 25
Event Checklist ............................................................................................................................. 26
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Organizing a Parade, Public Assembly,
or Special Event
Getting Prepared
Start early!
There are many moving parts to special events. Organizers are encouraged to start planning as
early as possible to ensure sufficient time for coordinating event details and City services.
Permit applications for special events must be submitted at least three working days before
the event is held. However, applicants are encouraged to apply at least 30 days before the
proposed event, especially if the event involves street closures or public safety personnel.
Some event permit applications are submitted as early as a year in advance. Applications are
processed on a first-come-first-serve basis – apply early for the best chance to reserve your
desired date, time, and location!
Understand your responsibilities.
The event organizer is responsible for coordinating all event details and amenities. Use this
toolkit as a starting guide for the various factors you need to plan for. The Iowa City
Downtown District has extensive experience with events happening in the downtown area.
They can be a resource for additional information and questions for event organizers.
Choose a location.
Each event is unique and many locations in Iowa City make for a great event space. Some
special considerations for commonly requested event locations include:
• Downtown: Iowa City’s Downtown, pedestrian mall, and northside marketplace serve
as the backdrop for a variety of parades, assemblies, and special events throughout the
year. If you are considering locating your event in the downtown area, connect with the
Iowa City Downtown District for additional insight and advice prior to submitting an
event application to the City. The City maintains final approval authority.
• Public parks or recreation facilities: A city park or rental facility could serve as a great
location for your event. The City’s extensive park networks offers a variety of free (or
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low cost), flexible event space opportunities
with amenities such as shelters, open space,
parking lots, etc.
• Streets and sidewalks: Closures should be
considered thoughtfully as they introduce
additional requirements and resources. The
City receives many requests for street closures
and not all can be accommodated. Event
organizers should consider alternative options
to street closures and review the information
at right before applying for a street or sidewalk
closure. The ‘Street Closures & Traffic Control’
section of this toolkit provides more details.
• University of Iowa: If any portion of your event
will take place on UI property, please contact
Kristy Finger at 319-335-3114 to obtain
required UI permissions.
• Private Property: Event organizers must obtain
permission from private property owners to
hold an event on their property. Event
organizers should be considerate of residents
and businesses surrounding the event location and are encouraged to proactively reach
out to these property owners if they anticipate the event will impact the households or
businesses.
With all locations, event organizers are responsible for cleaning and restoring areas to the
same condition they were found prior to the event.
Business & Community Impacts
The wide variety of festivals and events that take place in Iowa City each year are key to our
community’s vibrancy and desirability. However, the number of events that take place each
year can cause strains on residences and businesses impacted by events. For example, data
has shown that retailers can take significant losses in visitors and revenue sales when an event
Before requesting a street
closure, please consider:
How and when will you close
the streets?
Are you willing to tow
vehicles if they are parked in
the event layout?
Will the street closure impact
parking needs for the event?
Will the street closure make it
difficult or impossible for
non-event attendees to
access nearby homes or
businesses?
Could this event happen in an
area that does not require
street closures, like a park or
pedestrian mall?
Does the closure involve a
highway (i.e. Dodge,
Burlington, Riverside, etc.)?
If yes, permissions must also
be obtained from the State
of Iowa.
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results in a street closure, temporary no-parking, or even placement of a portable restroom in
front of their store. These seemingly one-time impacts can add up when multiple events take
place within a concentrated time period.
Each event is unique with different requirements for success. However, all event organizers
are encouraged to thoughtfully weigh competing stakeholder needs and consider these tips:
• Be mindful of the timing and location of your event. For example, historically June has
been an exceptionally busy time for festivals and events downtown. Due to fatigue and
business strain, an event organizer wanting to plan an event downtown in June may
want to think about the pros/cons of moving the event to another month or location.
This is one example. When choosing a date, event organizers should also consult
community event calendars to be aware of other happenings:
- City of Iowa City Event Calendar
- University of Iowa Events Calendar
- Iowa City Downtown District Events Calendar
- Think Iowa City Events Calendar.
• Consider partnerships. Have an idea for a new event or have an event that has been
stagnant or declining in popularity? Consider what other community events take place
throughout the year that could be a good fit to buddy-up or collaborate with, such as
Iowa Arts Festival, Jazz Fest, Downtown Block Party, Soul & Blues Festival, Latino
Festival, Climate Action Festival, Iowa City Pride, etc.
• Minimize impacts. Logistical and set-up details -- like when and where a street closes --
have impact. Minor tweaks can go a long way in balancing all stakeholder needs. The
City Manager’s Office can provide guidance and contacts for how to meet event goals
while minimizing impacts.
• Do outreach to businesses or households who may be impacted by the event. If events
do require street closures or amplified sound, it is strongly recommended for event
organizers to make contact with impacted and surrounding properties to provide event
details, contact information, and answer any questions they have.
Plan the event layout.
Each event and event organizer will have different layout needs. Some helpful tips to consider
as you plan your event layout:
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• Consider accessibility needs of all attendees, including children in strollers, older adults,
and people with disabilities. ADA access must be maintained throughout all events.
• Fire and emergency access lanes must be maintained at all times.
• Entrances to businesses and residences may not be obstructed.
• Sometimes less is more! A well-attended event will need space for crowds and
potentially lines between vendor tents, activities, and programming. Noise pollution
could be an issue if activities are too close together.
• Wayfinding and informational signage are helpful for event attendees and vendors.
Please note commercial advertisements are not allowed.
• The City permits many temporary and permanent uses of right-of-way throughout the
year, which maintain their rights to use or be present event if an event is permitted in
an area encompassing that space. For example, public art installations or mobile food
cart vendors permitted by the City are NOT required to close or relocate during a
permitted event. If your event requires specific locating needs, please contact the City
Manager’s Office at 319-356-5010 to obtain location information of any other
permitted uses within your proposed event footprint.
Applying for Permits
Does your event need a permit?
Most events will require a Parade & Public Assembly Permit, at a minimum. There is no fee for
a Parade & Public Assembly Permit. Other permits may be required depending on the details
of your event. City permit applications can be found at www.icgov.org/permits.
Parade & Public Assembly Permits
Parade & Public Assembly Permits are required if:
You plan to hold a block party, performance, festival, parade, walk/run, demonstration,
protest, athletic event, or other public assembly
You plan to use a city park, sidewalk, street, right-of-way, or other city grounds
Your event will involve more than 25 people (or more than 100 if entirely in a park)
Other common permits required:
Depending on the details of your event, the City may require additional permits:
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• Amplified Sound Permit: Required for amplified sound in the pedestrian mall, such as
musical street performances (an Amplified Sound Permit is not required if a Parade &
Public Assembly Permit is obtained). City code only allows amplified sound on Saturdays
and Sundays from 10am – 10pm and weekdays from noon to 1pm or 5pm – 10pm.
• Ambulatory Vendor Permit: Required for selling food or goods while moving about the
pedestrian mall.
• Temporary Use of Sidewalk: Required for using the sidewalk for commercial use.
• Reserve a parks facility or shelter by calling 319-356-5100 or visiting
www.icgov.org/eventfacilities.
• Use of University of Iowa Property must be approved separately from the University.
Please contact Kristy Finger at 319-335-3114.
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Getting Your Permit Approved
Tips for Getting Your Permit Application Approved:
• Before applying for a permit, please review all topics that apply to your event in the
“Event Planning A to Z” section of this document. City staff attempt to be proactive and
helpful in ensuring event organizers have all their bases covered, but ultimately the
event organizer is responsible for all logistics. The City reserves the right to deny a
permit application if the applicant is unable to demonstrate they have considered all
aspects and have capacity to execute the event successfully and safely.
• Completely and accurately answer all questions in the application. Lack of detail could
result in denied permit. It is better to reach out to the appropriate City department in
advance of applying to discuss the event, rather than failing to include necessary details.
• Submit your application and all required documentation as early as possible and meet
minimum deadline requirements.
Event Layout Map
A detailed map showing the event layout must be submitted with Parade & Public Assembly
Permit applications:
A screenshot of Google Maps of a general area without details of the layout drawn is
NOT considered acceptable. www.scribblemaps.com is one useful tool.
Maps must show all street/sidewalk closures and sites of event amenities such as
restrooms, vendor tables, etc. Locations of street closure signs must be clear.
Hand-drawn maps must be legible.
Examples of acceptable maps:
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Approval Process
City Code section 10-1-4A outlines the standards that the City will apply to the permit
application. Once an application is submitted, City staff will review and may respond with
additional questions, actions to be taken, documentation requests, contingencies, or
limitations. City response can take up to 5 working days and applicants will be notified of
decision by e-mail. An application may be approved contingent upon additional information or
documentation. Submission of a thorough and detailed application will expedite the approval
process!
Appeals
Appeals for denied permits must filed in written format within 5 working days of the decision.
See City Code Section 10-1-5 for more information.
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Event Planning A to Z
Attendance
An accurate estimate of attendees is important for obtaining City permitting approvals and
will also ensure you are adequately prepared for your event! When calculating attendance
numbers, be sure to include not only guests/audience members but also performers, support
staff/volunteers, media, vendors, sponsors, etc. All these categories of people will need to be
factored into space, food, water, safety, and restroom needs. If your event does not have
restricted attendance (i.e. ticketing, invitation only), below are some suggested guidelines for
calculating an estimated attendance number:
Area of standing space: 1 person for every 5 sq. feet of area
Concentrated Area (chairs only, not fixed): 1 person for every 7 sq. feet of area
Unconcentrated Area (tables and chairs): 1 person for every 15 sq. feet of area
Alcohol
Possession of open containers of alcohol are not allowed on public property, except in parks
with a City-issued permit or by written special exception from the City. The sale, service, or
consumption of alcohol is not allowed in any area not covered by a liquor license. If you wish
to serve alcohol at your event, please contact the City Clerk’s Office at (319-356-5042).
Accessibility
Accessible events mean everyone can attend and take part, regardless of their abilities. Event
organizers should ensure events are set up, conducted, and promoted in an inclusive manner.
Additionally, event organizers shall not discriminate on the basis of disability in conducting
their event. Many free accessible event checklists are available online. Event organizers can
also contact the City’s ADA Coordinator at 319-356-5010 or adacoordinator@iowa-city.org
with questions.
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Animals
Events involving animals must discuss the event and obtain prior approval with Animal
Services at 319-356-5296.
Emergency & Incident Action Plan
Some events may be asked to submit an Emergency Action Plan depending on the complexity
of the event and event details. However, all event organizers are encouraged to prepare for
unexpected incidents and emergencies that address:
o A site map for all volunteers and staff identifying key location such as emergency
access routes, cooling stations, AEDs, etc.
o Identified decision-maker(s) and assign action and/or communication responsibilities
o Event cancellation, postponement, or rain location plan
o Inclement and severe weather plan and shelter areas
o Cash handling protocols
o Crowd control and managing lines
o Public health considerations, such as COVID-19
Many good examples of Emergency Action Plans are available online.
First Aid
Event organizers are encouraged to have a designated first aid location or team with, at
minimum, First Aid and CPR Level C training.
Fire Access Lane
Fire department access shall always be maintained and remain free from any obstruction.
Minimum width for a fire vehicle access lane shall be 20 feet and the height shall be a
minimum of 13’6”. Barricades closing a street shall be easily moveable to allow access for
emergency vehicles. Fire hydrants shall have a three (3) foot clear space maintained around
the circumference of the hydrant. Participants must always yield to emergency vehicles.
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Direct any additional questions to the Iowa City Fire Department Fire Marshal Brian Greer at
319-356-5257 or by email at bgreer@iowa-city.org. For questions on the day of event,
contact the on-duty Battalion Chief at 319-356-5255.
Fireworks
If you plan to include a fireworks display in your event, please contact the Iowa City Fire
Department Fire Marshal at 319-356-5257.
Food
If you plan to serve food at your event or include food-service vendors, an additional permit
may be required by the Johnson County Public Health Department. Please contact Johnson
County Health at 319-356-6040 to inquire.
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Garbage & Recycling
Depending upon availability, the City can provide trash, recycling, and food waste collections
carts for events upon request. Generally, the City drops off the empty carts at a designated
location prior to the event and picks the full carts up at the same designated location after
the event. Event organizers should contact Refuse at 319-356-5466 to coordinate a drop-off
and pick-up location.
Waste Container Guidelines for Events:
If not closely monitored, people will throw trash into recycling and food waste carts - in
which case it all is treated as trash! Don’t let your good intentions be for nothing -- to reduce
contamination (waste items in the wrong carts), event organizers should:
• The City recommends having clusters of containers so there are trash, recycling and
food waste carts placed together.
• Have very clear signage about what is expected to be recycled and composted.
• Have an event staff person or volunteer at each cluster of containers to provide
correct disposal guidance to event attendees.
• Have an event staff person or volunteer monitoring organics carts at all times to
provide correct composting guidance to event attendees reduce contamination
Trash Recycling Organics/Food Waste
What the City can
provide:
Wheeled 65-gallon trash
carts
Wheeled 65-gallon
recycling carts
Successful food waste collection at
events is extremely challenging.
Contact Asst. Refuse
Superintendent (319-356-5466) to
discuss this option. The Iowa City
Landfill & Recycling Center has
zero tolerance for contamination.
Any contaminated carts will be
treated as trash.
# Containers for
< 300 attendees:
Events downtown or in a
city park: existing
containers are sufficient
Other locations: 1 cart per
50 people
Events downtown or in a
city park: existing Big Belly
stations are sufficient
Other locations: 1 cart per
100 people
# Containers for
300+ attendees:
1 cart per 50 people 1 cart per 100 people
Special Notes: Cardboard is NOT allowed
in the trash and must be
recycled
Clear signage and
volunteers to staff the cart
is recommended
Clear signage and volunteers to
staff the carts are essential. It is
helpful to work with vendors in
advance to ensure biodegradable,
compostable items are used for
food service: look for “US
Composting Council-certified” or
“ASTM-D6400” certification labels.
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Please be advised these guidelines are for reference only. It is important to assess the event
and event details based upon much trash may be produced. For example, food-related events
tend to produce a lot more waste and could require more receptables than the guidelines
advise. Talk to the Resource Management Division if you believe your event may have special
needs. Event organizers should also encourage vendors and businesses to provide their own
trash receptables in addition to those provided by the event.
Insurance
Insurance is not required for events that are held entirely in the pedestrian mall, city
sidewalks, or a city park and that will not use equipment, cables, objects, structures, or similar
items. All other events will require insurance as determined by the City’s Risk Manager.
Risk Determination
After submitting your permit application, the City’s Risk Manager will determine whether
your event poses a ‘low,’ ‘medium,’ or ‘high’ risk to the City, based upon the nature and size
of the event. The Risk Determination Chart used for parades, public assemblies, and events is
available online. If alcohol has been authorized for the event by the City, the event will always
require insurance and be categorized as “high risk.”
Minimum Coverage Amounts
Based on the level of risk determined for the event, insurance requirements apply as follows:
Coverage Low Hazard Moderate Hazard High Hazard
General Liability $1,000,000 $1,000,000 $2,000,000
Auto Liability $300,000 $500,000 $1,000,000
The insurance requirement may be waived if the applicant demonstrates an inability to obtain
or pay for insurance.
Liability Insurance Requirements
More information on General and Automobile Liability Insurance requirements can be found
on the City’s website in the Parade & Public Assemblies Fact Sheet. The City must be included
as an “Additional Insured” on your insurance policy. The Certificate Holder for the City is:
City of Iowa City, Iowa | Finance Department | 410 E. Washington Street |Iowa City, IA 52240
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All insurance policies must include a Cancellation Endorsement providing the City no less than
30 days advance written notice of policy cancellation, sent to the address above. The City
retains the right to revoke the event’s permit(s) if the insurance is cancelled.
Proof of Insurance
A Certificate of Insurance complying with all insurance requirements must be submitted to
the City prior to the event. The permit will not receive final approval until this is received.
Questions about insurance may be directed to Risk Manager Melissa Miller: 319-356-5065.
Lighting
General
City light poles, security lights, and decorative lighting cannot be turned off for events.
Lighting brought by the event organizer is allowed but should be attached to light stands
brought by the event organizer. Lighting should not be anchored or attached to any City
infrastructure or private property without prior approval. For more information about specific
electrical outlets and to request permission to use a City electrical outlet, please contact the
Iowa City Streets Division at 319-356-5181.
Electricity Access
Please see the “Utilities” section in this guide for more information.
Weatherdance Stage Canopy Lighting
Please see the “Pedestrian Mall Stage & Fountain” section below for more information on
lighting options at the Weatherdance Stage.
Parks & Trails
A permit may be required for events using all or a portion of a city park or park shelter (see
“Obtaining Permits” section of this guide). Please note that use of a park or trail is subject to
first-come-first-serve basis and that only in rare circumstances can a park or trail be closed to
the public for exclusive use by the event organizer. A list of all parks and park amenities is
available at www.icgov.org/parks. All restroom, waste management, and other applicable
event considerations contained this guide still apply. Please note that no park amenities or
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resources can be altered for an event and the site should be returned to pre-event condition
by the organizers once the event concludes.
Parking & Transportation
Street Use and Parking Impacts
Events involving a street closure or other set-up in parking spaces or impacting parking spaces
must take proactive measures to inform car users. Event organizers should prepare for the
need to reserve parking spaces and/or tow vehicles.
Event organizers must coordinate temporary no parking signage and tow-away zones with
Transportation Services Operations Supervisor Mark Fay, 319-356-5098, mfay@iowa-city.org:
1. Prior to submitting a permit application, contact the City to coordinate details of any
parking closures/impacts, including date, time, location, and signage:
o If your event involves a street closure, contact both Streets and Transportation
Services.
o If your event does not involve a street closure, but does require parking space
reservations, contact Transportation Services only.
o Failure to contact the appropriate departments could mean the City and our
contracted tow company are unable to assist you with removing vehicles in your
event footprint on the day of the closure/event!
2. Event organizers are responsible for posting no parking signage and can pick up no
parking signs and rubber bands from the Tower Place Parking Office (1 S Gilbert St)
with advance notice. The City does not charge for no-parking signage.
3. Notice of “No Parking” signage must be posted the day before the street closure to
ensure drivers have adequate notice of temporary tow-away zones. 24-hours in
advance is a best practice, but some exceptions apply. Please contact the City if you
have questions.
4. On the day of the closure or event, if a tow is needed and the event organizer has
appropriately posted temporary no-parking signage, contact Transportation Customer
Service at 319-356-5151 to request a Parking Enforcement Attendant or officer to
assist with initiating a tow.
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Please note that closures of streets and parking spaces can have an impact on adjacent
businesses and residences. Event organizers are encouraged to be mindful of how many and
how long parking spaces are lost due to the event and mitigate unnecessary closures to the
fullest extent possible.
For general parking inquiries and space reservations, contact Transportation Services
Operations Supervisor Mark Fay, 319-356-5098, mfay@iowa-city.org.
Attendee Parking
Event organizers must consider parking needs based upon expected attendance and plan
ahead. Events hosted in the downtown area benefit from four public parking ramps in the
downtown vicinity which offer first-hour-free parking. More information about City parking
facilities can be found at www.icgov.org/parkingmeters.
Vendor Parking
The City does not encourage street closures for vendor parking. Vendors are encouraged to
use loading/unloading zones near or within the approved event area, but to park personal
and transport vehicles offsite (nearby street, meter, or parking ramp). In limited instances,
the City may allow vendor parking within a street closure if it does not unnecessarily impede
traffic flow or adjacent businesses/residences.
Upon request, the City will attempt to accommodate vendor parking options, such as the
following:
• Designated space in a nearby ramp or lot.
• Accommodations for golf cart pickup, drop-off, and overnight ramp storage.
• Parking meter reservations and meter hoods.
• Accommodations for oversized vehicles.
• QR codes and other parking information for dissemination to visitors and vendors.
• Temporary hang tag permits and ramp or alley temporary parking locations.
Costs for reserving parking spaces are available at www.icgov.org/parking. All special event
parking accommodations are dependent upon availability at the City’s discretion. If you need
assistance developing a parking solution for vendors participating in your event, please
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contact Transportation Services Operations Supervisor Mark Fay, 319-356-5098, mfay@iowa-
city.org.
Transit
Event organizers are responsible for vetting event locations and potential impacts to transit
routes. The City encourages event organizers to limit events and street closures which
impede or displace transit interchanges, routes, or bus stops. The City retains the right to
deny permit applications which unduly burden transit operations. A comprehensive map of
transit routes and facilities is available at: www.icgov.org/transit.
Bike + Pedestrian
The City encourages event organizers to promote alternative transportation methods, such as
riding the bus, walking, or biking to attend events.
• There are many bike racks and facilities throughout the community. Bike Iowa City
provides maps of bike trails & facilities: https://bikeiowacity.com/maps/
• The City maintains a database of sidewalks and curb ramps in Iowa City.
• Transit routes are available at www.icgov.org/transit and real-time trip-planning is
available through the Transit app, found on the Android and Apple app stores.
Pedestrian Mall Weatherdance Stage & Fountain
The pedestrian mall stage area located outside of the Graduate hotel is a treasured event
space in downtown Iowa City. Event organizers should be aware of what features and
amenities are available and are encouraged to take advantage of these offerings and plan
ahead for any special requests:
Weatherdance Stage
The Weatherdance Stage (sometimes referred to as the ‘ped mall stage’) is a 575 SF at-grade
covered performance stage located in the heart of Iowa City’s downtown pedestrian mall.
Event organizers planning to project amplified sound in the pedestrian mall stage area also
need to complete an Amplified Sound Permit application.
Weatherdance Stage Canopy Lighting
The Weatherdance Stage features a canopy with programmable and colored lighting for use
by authorized users. If you wish to program colored lighting on the stage canopy for your
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event, please contact Traffic Engineering at 319-356-5181 at least one week prior. City staff
are not available after-hours/on weekends to change colored stage lighting so event
organizers should make advance contact.
The stage lights will illuminate automatically at dusk with the color currently programmed by
the City. Pole lighting on the stage must be turned on manually. (As of August 2022 – Pole lighting
is currently inoperable, and the City is working to resolve the issue. This guide will be updated to include
information with the issue is resolved.)
Weatherdance Fountain
The fountain is turned on each year in the Spring after the last frost and turned off in the Fall
before the first freeze. Occasionally, the fountain may be down for repair or maintenance.
Events held in the downtown pedestrian mall/Weatherdance Stage area can request to have
the fountain turned off during an event or performance. Requests to have the fountain
turned off must be included in the Parade & Public Assembly Permit application. Although
applicants indicate a preferred date/time for the fountain to be shut-off, the fountain may be
shut-off earlier due to staffing capacity. The fountain will be turned back on at any point
following the event.
If an issue is experienced with the fountain during the event, organizers can contact Facilities
Manager Kumi Morris at 319-356-5082 or Eric Alvarez at 319-356-5072. After-hours and
weekend calls should be directed to 319-356-5100.
Weatherdance Stage Electricity
Please see “Utilities” section of this guide.
Promotion & Marketing
The Iowa City Downtown District publishes a Downtown Events Calendar. Submit your event
for inclusion at https://downtowniowacity.com/submit-an-event/. Events taking place
withing Iowa City Downtown District (ICDD) boundaries can also create a Facebook event and
add the ICDD as a co-host to boost to the organization’s followers.
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The Iowa City and Coralville Area Convention and Visitors Bureau, also known as Think Iowa
City, also publishes a community events calendar. Submit your event to the calendar at
https://thinkiowacity.com/events/community/add/.
Public Safety
Event organizers will be notified upon applying for a permit whether traffic control or security
is required or recommended. The Iowa City Police Department can assist in determining the
appropriate personnel event for an event. Please note:
• The Iowa City Police Department has limited resources and event organizers are
encouraged to seek private companies to provide security and traffic control.
• Properly trained and equipped/outfitted (high-visibility vest, crossing sign, etc.)
volunteers can be used to provide traffic control on low volume streets.
If a police officer is required: the event will be charged a set rate for a minimum of two
hours, regardless of the amount of time an officer is at the event. For more information and
details on the number of police officers that may be required, contact the Iowa City Police
Department’s Field Operations Captain at 319-356-5275.
Restrooms
Event organizers should anticipate and plan ahead for restroom needs during their event.
Under no circumstances should event organizers assume or encourage participants to
access restrooms of businesses or other private property without prior approval.
There are plumbing code standards for the number and type (i.e. accessible) of restrooms
that should be available based upon crowd size* and event details:
# Toilets Required # Handwashing Stations Required
If event involves alcohol: 1 per 40 attendees 1 per 75 attendees
If event does not involve
alcohol: 1 per 75 attendees 1 per 200 attendees
Accessibility: At least 5% of all toilets/handwashing stations provided must
be ADA accessible.
*Please see “Attendance” section for guidance on calculating crowd size.
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Please note these are guidelines only. For example, for some large events downtown, these
guidelines would pose an untenable amount of restroom facilities. Instead, calculations are
based off the occupant load in the food/beverage service area or consider whether an
agreement with downtown businesses for restroom use has been reached. If you have a large
event, adjustments to the calculation may be necessary to provide sufficient facilities while
remaining manageable for the event organizer. In these instances, please contact the Iowa
City Senior Building Inspector at 319-356-5122 or thennes@iowa-city.org.
Please be mindful of where restrooms are placed and avoid blocking business doors, placing
near food vendors or outdoor cafes, and other sensitive uses. Strive to place restrooms in an
area that has a level surface, is easy to deliver the units, and visible by attendees.
Run/Walk Events
Non-profit and charity run/walk organizers should consider the following for a safe and
successful event:
Routes: Organized run/walk events may select from a set of pre-approved route options
throughout the community. These routes have been carefully procured by City staff because
they reduce staffing burden, increase participant safety, stay off the roads and on maintained
trails and sidewalks, and are accessible, enjoyable, and on scenic routes. Run/walk events are
also allowed in public parks. Please note, color runs are only allowed in certain areas of
Kickers Soccer Park – event organizers who wish to host a color run must contact the Adult
Sports Supervisor at 319-354-5034 to obtain approval prior to submitting an application.
Permits: Events taking place in parks (in part or in whole) may need to obtain a city park or
shelter reservation. Events taking place on UI property (in part or in whole) must contact the
University of Iowa to obtain any necessary permits or approvals.
Logistics: Event organizers planning a run/walk event should review the relevant topics and
guidance contained in this guide, including (but not limited to) Obtaining Permits, Garbage &
Recycling, Incident Management and First Aid, Restrooms, Public Safety, Insurance, Permits,
Restrooms, and Vendors.
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Signage
Signage is not typically allowed to be placed in the City right-of-way (ROW). At a minimum,
temporary signage should not be placed in the ROW until the day of the event. All temporary
signage and/or pavement markings must be removed at the conclusion of the event.
Street Closures & Traffic Control
Street Closures & Barricades: Please be mindful that street closures can adversely impact
travel-commuters, transit systems, and public safety. Event organizers are encouraged to
limit these impacts by carefully considering event location and avoiding peak travel times
when planning events.
Events involving approved street closures may obtain barricades and street closure signage
from the City Streets department. Event organizers must contact:
• Streets Division (319-356-5181) to coordinate street closures, barricades, and signage.
Event organizers will need to pick up barricades from the Public Works Facility prior to
their event. Please note barricades can be heavy and require a number of hands to
move. Pick-up will be coordinated when requesting barricades with the Streets
Division.
• Transportation Services (319-356-5098) to coordinate street closures impacting
transit routes and parking spaces. Please see the “Parking & Transportation” section
of this guide for information about coordinating street closures with Transportation
Services.
Please note the City receives many requests for street closures a year, and not all can be
accommodated. Please see the “Organizing a Parade, Public Assembly, and Special Event”
section of this guide for additional considerations before requesting a street closure.
Traffic Guards: Some events may be required to have individuals conducting traffic control,
which is to be coordinated by the event organizer. The City or Iowa City Police Department
does not provide traffic guards unless agreed to prior to the event. Please contact ICPD Field
Operations Captain at 319-356-5440 to discuss traffic control plans and need
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Sustainability
In general, event organizers are encouraged to consider ways to promote the City’s climate
action and adaptation goals through their events. Such actions might include: promoting
alternative transportation to the event, limiting unnecessary waste or being creative about
non-wasteful prizes or giveaways, use of compostable materials, buying local and supporting
local vendors, and limiting emissions or electricity consumption to the extent possible.
Utilities (Water & Electricity)
Electricity
City Outlets: Event organizers who wish to use City electrical outlets, must obtain permission
in advance to determine electrical circuit load limits and request permission. Access to City
electrical outlets is not guaranteed and some outlets may not be in working order. If you plan
to use electricity for your event, it is recommended to ensure outlets are working in advance.
Location Receptacle Contact
Ped Mall - Weatherdance Stage 20A Traffic Engineering
319-356-5181 Ped Mall - Black Hawk Mini Park 30A
Parks/Shelters Varies Rec Supervisor, Jeff Sears
319-356-5034
Temporary Electrical: Temporary electrical panels powered by MidAmerican Energy requires
the events’ licensed electrician obtain an Electrical Permit from Building Inspection Services.
Please contact the City’s Senior Building Inspector for more information: 319-356-5122.
Generators: Generators are permitted but event organizers are advised to select a generator
that is strong enough to support electrical needs while remaining quiet enough for a pleasant
experience for attendees.
Water
Vendors must provide their own potable water. The City may allow use of Pedestrian Mall
and Washington Street irrigation systems for non-potable water. Please contact Engineering
to request access if needed: 319-356-5140.
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Vendors
If sale of food, drinks, merchandise, or other goods are planned in conjunction with the event,
the vendors may need to obtain additional permits or approvals:
Commercial Vendors: Sales of goods and services are prohibited on City property without a
valid Sidewalk Retail Permit.
Ambulatory Vendors: Anyone selling food or other goods throughout the downtown
pedestrian mall must obtain an ambulatory vendor permit.
Mobile Food Trucks: Any mobile food trucks operating in Iowa City must obtain a Mobile
Food Truck Vendor permit.
Mobile Food Card Vendors: The City operates a mobile food cart vendor program in the
pedestrian mall. Mobile food cart vendors are permitted to operate in their designated
location during their permitted hours regardless if such location is within the permitted event
area or if operation occurs during the same time as the permitted event.
Johnson County Food Licensing: Johnson County Public Health may have additional Food
License requirements.
Events held in the downtown and featuring food vendors are encouraged to be mindful of
where vendors are placed and ensure existing businesses also have access to event
pedestrian traffic and business doors are not blocked by fencing or vendor walls. Discussing
the location of vendors with downtown business owners in advance can help curate an event
layout that is successful for all.
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Contacts
Issue Contact
General Permit Inquiries City Clerk’s Office
319-356-5043 | wmayer@iowa-city.org
Street Closures Brock Holub, Streets Superintendent
319-356-5482 | bholub@iowa-city.org
Parking issues including ‘no-parking’
signs, parking options
Mark Fay, Operations Supervisor
319-356-5098 | mfay@iowa-city.org
Transportation, including transit
impacts
Mark Rummel, Associate Director
319-356-5097 | mrummel@iowa-city.org
Parks and Shelter Reservations Jeff Sears, Adult Recreation Supervisor
319-356-5034 | jsears@iowa-city.org
Insurance Melissa Miller, Revenue & Risk Manager
319-356-5065 | mmiller@iowa-city.org
Public safety, police, and security Captain Denise Brotherton, Field Ops.
319-356-5440 | dbrotherton@iowa-city.org
Downtown & Pedestrian Mall, use of
or access to utilities, amenities
Scott Sovers, Assistant City Engineer
319-356-5142 | ssovers@iowa-city.org
Waste Management, garbage, and
recycling
Jennifer Jordan, Resource Management Superintendent
319-887-6160 | jjordan@iowa-city.org
Emergency/Day-Of Contacts
The contact list above should be used for pre-event coordination and planning. The below contacts
are for emergency purposes on the day of the event and outside business hours:
• After-Hours lighting, fountain, or stage issues: 319-356-5100
• Non-emergency law enforcement: 319-356-6800
• Public safety and medical emergencies: 911
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Event Checklist
Preparation
☐ Secure funding and sponsorships
☐ Select a date, location, event layout, and general event plan
☐ Check whether the event layout impacts a transit route: www.icgov.org/transit
☐ Review this document for available resources and consult with needed parties to refine details
(note departmental contact information is provided in the “Contacts” section of this guide):
Parking: Contact Parking if requesting street closures impacting parking or for other
transportation and parking-related needs.
Street Closures: Contact Streets if planning street closures.
Transit: Contact Transit if event impacts a transit route.
Police/Security: Contact Police to determine if security or policing is required.
Resource Management: Contact Resource Management to develop a waste plan.
Iowa City Downtown District: Contact the Iowa City downtown District if the event is
taking place downtown to share information and receive feedback.
ADA: Contact the ADA Coordinator for inquiries about ADA access.
Insurance: Contact the Risk Manager for inquiries about insurance requirements.
Permit & Event Planning
☐ Submit required permit applications (see p. 5)
☐ Conduct any follow-up with appropriate contacts based upon permit application response
☐ Develop promotion and marketing plan, including developing and printing signage
☐ Coordinate with vendors any necessary compliance requirements or other needs, such as ensuring
compostable materials
Event Execution
☐ Install signage in accordance with City ordinance
☐ Designate no parking and tow-away areas in coordination with Transportation Services staff
☐ Install road closure signage and barricades in coordination with Streets staff
☐ Place waste bins in coordination with Resource Management staff
Post-Event
☐ Clean up litter and return area to prior condition
☐ Return road closure signs to drop-off location agreed upon with Streets
☐ Return resource management bins to agreed-upon drop-off location