Digital Special Event Application Submittal

Welcome (Step 1 of 5)

Special Event

If this is your first event in Scottsdale, we are glad to have you. If you have had events here before, welcome back!

Standard applications must be completed and submitted at least sixty (60) days prior to the first day of the event. Simple applications must be completed and submitted at least thirty (30) days prior to the first day of the event. Applications received less than the deadlines stated above are subject to denial, unless the applicant includes a written explanation as part of the narrative demonstrating that compliance with the deadline was impractical or impossible.

Public Information Please note the information you provide becomes public information.

For more information please refer to the following resources

Special Event User Guide (PDF)


Location (Step 2 of 5)

Special Event Information

*=Required
Event Description

Event Location *

Start by typing a street number or name to find the address or intersection
Address
Intersection

Details (Step 3 of 5)

Event Description and Location

Event Name
Event Description
Application Type
Address/Intersection

Event Schedule

*=Required
All fields including date, hours, and attendance, must be entered to add a date to the schedule

Event Setup Details

*=Required

Event Teardown Details

*=Required
For multi-day events, please upload event setup and teardown details.

Applicant Information

*=Required


http://

Please describe your past event experience and ability to successfully plan and execute the proposed event.

Prior Events

*=Required

Yes No

Yes No

Yes No

Event Elements

*=Required

Please select a minimum of one or more of the following elements: *

- Relates to the City, the people who live there, or citizenship
- The beliefs, customs, arts, etc. of a particular society, group, place, or time that are included in the event.
- The knowledge, skill, and/or understanding that someone may receive or provide from attending the event.
- Enjoyment or pleasure that comes from watching a performer, playing a game, etc.
- Something people will attend or participate in to relax, exercise, or find pleasure in through competition or leisure.

Public Property Criteria

*=Required
For special events occurring on public property, the following criteria is considered with the evaluation of the event request. All questions must be answered.

Yes No
*
Yes No

Event Equipment & Vendor Sales

*=Required

Equipment

Select all that apply. Show all equipment on your attached site plan and describe in detail in supplemental documents.


Tents larger than 20'x20' (400 square feet) require additional permits from the Fire Department. Generators 20 kw or greater require a separate permit.

Vendors

Signage Plan

*=Required

If needed, please provide additional sign quantities and sign types in the description box.

Site Plan

A site plan is required for the overall event layout as well as any route maps for moving events such as races, parades, etc.

As a general rule, site plans must include: surrounding street names, stages, speakers, fencing/barriers, bleachers, canopies/tests, cooking areas, generators, vehicles, beer gardens (and separate map required), number and dimension of entrances/exits, start and finish lines, routes with directional arrows, tables, chairs, TVs, temporary restrooms, etc.

Parking Plan

*=Required

Please submit an illustrated map and/or provide a written description below to indicate where the event parking will occur for attendees, staff, volunteers, and vendors. State anticipated parking needs and spaces being provided. This may include on-site parking, off-site parking, shuttles, ride providers, valet, etc. Adequate parking must be available to demonstrate that parking or traffic impacts to adjacent areas are minimized. Any proposed off-site parking on private property requires a written approval from the property owner.

If valet is proposed using public property, a separate temporary valet parking license is required by the valet provider and an application must be submitted to the City’s Tax & License Department.

The event will include the following (check all that apply):

Contact Tax & Licensing at (480) 312-2400 to obtain a VALET PARKING LICENSE APPLICATION if event valet is proposed on public property.

Street Use

*=Required
Special event Use Fees are required for use of public streets, public parking spaces, alleys, and sidewalks. Street fees are measured by the type of street, number of lanes and/or streets occupied, and duration. Please see fees located on the City website at http://www.scottsdaleaz.gov and search ‘special event’.
Street or Alley Use

Yes No
Public Parking Use

Yes No
Sidewalk Use

Yes No

Entertainment - Amplification/Sound Plan

*=Required
Applicant is required to have an event staff member responsible for monitoring sound levels when sound-noise may be audible beyond the event venue to ensure the sound is not disturbing to others. This is important as noise complaints can result in calls for service from the Scottsdale Police Department. A police officer or Code Enforcement inspector may require the volume to be reduced or ceased based on complaints or unreasonable sound levels.

The event will include the following (check all that apply):



Police/Security

*=Required
Applicant is responsible for providing a safe and secure event This includes the event venue, event parking areas, and adjacent areas affected by the event. Applicant must ensure adequate personnel are present to provide general security, maintain order, contain liquor to licensed premises, protect money, provide medical assistance, etc. Depending on the nature of the event, private security personnel and/or off-duty police officers may be required. To hire Scottsdale PD off-duty officers, call 480-312-4385. Any privately hired security must be licensed in the State of Arizona.

The event will include the following (check all that apply):

Security Personnel

Scottsdale Fire Department and Medical Standby Services

*=Required
The Scottsdale Fire Department may require, permits, emergency medical standby, fire apparatus or personnel standbys at events held within the city of Scottsdale. Applicants must ensure adequate personnel are present to provide general safety, provide medical assistance, and fire protection if applicable. Please refer to the City of Scottsdale special events user guide for details Special Event User Guide.
Will your event need fire department required permits?
Yes No
Permits Page
Will your event provide an emergency medical standby?
Yes No Email Fire Operations
Will your event need a fire department apparatus/personnel standby?
Yes No
Email Fire Operations

Insurance

*=Required

Yes No

Yes No

Upload Documents (Step 4 of 5)

A detailed site plan of your event set up is required and must be uploaded with this application.

If applicable, please upload race route, signage plan, and other necessary documents.

Examples
  • Site Plan
  • H.O.A. Approval Letter
  • Insurance
  • Parking Map
  • Barricade Plan
  • Race Route

Instructions

  1. Click on "Select File To Upload ..." to select a file on your computer.
  2. Repeat for additional files.
  3. Only files ending in DWF, PDF, DOC, DOCX, XLS, XLSX, WPS, TIFF, TTF, JPG, or ZIP will be accepted.
Select File To Upload

Application Review (Step 5 of 5)

Standard applications must be completed and submitted at least sixty (60) days prior to the first day of the event. Simple applications must be completed and submitted at least thirty (30) days prior to the first day of the event. Applications received less than the deadlines stated above are subject to denial, unless the applicant includes a written explanation as part of the narrative demonstrating that compliance with the deadline was impractical or impossible.

Digital Special Event Application Submittal

Event Description

Application Category
Event Name
Event Description
General description of your event for Calendar of Events Listings
Description of the planned activities, performances, retail components, experiences etc. of your event
Description of how your event would benefit nearby businesses, residents, and the community at large
Description of how any negative impacts to nearby businesses and residents would be addressed
Address/Intersection

Event Information

Event Setup Date & Time
Event Teardown Date & Time

Applicant Information

Producer, Business, or Organization Name
Mailing Address
City State Zip
Applicant Contact Name
Title
Phone
Email
On-Site Contact Name
Title
Phone
Email
Organization/Event URL
Applicant Experience

Prior Events

Has this event been produced before?
Is this an annual event?
If yes, Number of years:
Are there any changes from previous years?
Applicable changes:

Event Elements

Describe for selected element(s)as they relate to your event.
Selected elements description

Public Property Criteria

Please state any cross promotions or collaborations with local businesses to encourage sales or visibility
Please state anticipated regional, national, or international attendance and any features or entertainment that brings on a regional, national, or international scale.
Is Scottsdale promoted in the special event marketing
If yes, please state how Scottsdale is promoted in the marketing:
Please state how the community benefits from the event from a civic or cultural perspective
Does your event require a paid fee for participants and/or spectators?

Event Equipment

Select all that apply. Show all equipment on your attached site plan and describe in detail in supplemental documents.

Equipment

Stages?
Qty:
Tables, Chairs, Furniture?
Generators?
Qty: kw Size:
Inflatables
Qty:
Portable Bars?
Qty:
Amplified Sound?
Speakers?
Qty:
Temporary Restrooms?
Qty:
Fencing?
Height: Type:
BBQ Grills or Propane Use?
Lighting?
Tents/Canopies?
10' x 10': 10' x 20': 20' x 20': Larger than 20' x 20':
Tents larger than 20'x20' (400 square feet) require additional permits from the Fire Department. Generators 20 kw or greater require a separate permit.

Vendors

Retail Merchandise?
Qty:
Food and Non-alcoholic Beverages?
Qty:
Food Trucks?
Qty:
Alcohol?
Qty:
Extension of Premises Application?
Special Event Liquor License?
Services?
Qty:
Organization Name
Please list the outside companies/vendors that will be part of the event. A complete list of vendors must be submitted at least 7 days prior to your event.

Signage Plan

On-Site Signs?
Qty: Type:
Off Premises Signs?
Qty: Type:
Signage Plan Description:

Site Plan

A site plan is required for the overall event layout as well as any route maps for moving events such as races, parades, etc.

As a general rule, site plans must include: surrounding street names, stages, speakers, fencing/barriers, bleachers, canopies/tests, cooking areas, generators, vehicles, beer gardens (and separate map required), number and dimension of entrances/exits, start and finish lines, routes with directional arrows, tables, chairs, TVs, temporary restrooms, etc.

Parking Plan

Please submit an illustrated map and/or provide a written description below to indicate where the event parking will occur for attendees, staff, volunteers, and vendors. State anticipated parking needs and spaces being provided. This may include on-site parking, off-site parking, shuttles, ride providers, valet, etc. Adequate parking must be available to demonstrate that parking or traffic impacts to adjacent areas are minimized. Any proposed off-site parking on private property requires a written approval from the property owner.

If valet is proposed using public property, a separate temporary valet parking license is required by the valet provider and an application must be submitted to the City’s Tax & License Department.

City parking lot?
City parking garage?
On-street parking?
On-site parking?
Off-site parking?
Shuttle service from off-site parking areas (attach shuttle plan)?
Provide a written description for the parking spaces being provided to ensure adequate parking for the attendees
Valet service (provide a valet parking plan from the valet company)?
Valet company:
Contact person:
Rider Provider?
Description of parking plan:
Contact Tax & Licensing at (480) 312-2400 to obtain a VALET PARKING LICENSE APPLICATION if event valet is propsed on public property.

Street Use

Special event Use Fees are required for use of public streets, public parking spaces, alleys, and sidewalks. Street fees are measured by the type of street, number of lanes and/or streets occupied, and duration. Please see fees located on the City website at http://www.scottsdaleaz.gov and search ‘special event’.
Street or Alley Use
Does your event require any street, alley or lane closures?
Number of lanes
direction of travel
Street name/location:
Start Date & Time
End Date & Time
Public Parking Use
Does your event require use of public parking spaces either in a public parking lot, garage, or on a street?
Street name/location
Start Date & Time
End Date & Time
Sidewalk Use
Does your event require any sidewalk closures?
Street name/location
Start Date & Time
End Date & Time
Barricade Company
Barricade Contact
Barricade Phone

Entertainment - Amplification/Sound Plan

Applicant is required to have an event staff member responsible for monitoring sound levels when sound-noise may be audible beyond the event venue to ensure the sound is not disturbing others. This is important as noise complaints can result in calls for service from the Scottsdale Police Department. A police officer or Code Enforcement inspector may require the volume to be reduced or ceased based on complaints or unreasonable sound levels.

The event will include the following:

Live Band
Pre-recorded Music
DJ
Speaker, Announcer
Auctioneer
Onsite person responsible for monitoring sound:
Company name:
Phone Number
Time and type of outside sound and include any sound check times if applicable:
The plan for monitoring, containment, and mitigation:

Police/Security

Applicant is responsible for providing a safe and secure event This includes the event venue, event parking areas, and adjacent areas affected by the event. Applicant must ensure adequate personnel are present to provide general security, maintain order, contain liquor to licensed premises, protect money, provide medical assistance, etc. Depending on the nature of the event, private security personnel and/or off-duty police officers may be required. To hire Scottsdale PD off-duty officers, call 480-312-4385. Any privately hired security must be licensed in the State of Arizona.

The event will include the following:

Security Personnel
In-house staff and/or volunteers?
Estimated number
Hired security personnel?
Estimated number
Hired security company name
Contact person
Phone number
Hired off-duty police officers?
Estimated number
Scottsdale Police Dept.
Other Agency?
Other Agency Name
Contact Person
Phone Number

Scottsdale Fire Department and Medical Standby Services

The Scottsdale Fire Department recommends an emergency medical standby when daily attendance exceeds 5,000 people or the nature of the event deems it appropriate. Occupancy loads must adhere to that which is set by the Fire Department. For more information please refer to the Special Event User Guide.

The event will include the following:

Medical Standby
Fire Department Required Permits
Emergency Medical Standby:
Estimated Number:
Contact person:
Fire Apparatus Request:

Insurance

I have a race event and have submitted a copy of the participant waiver that includes waiving liability against the city of Scottsdale and holding the city of Scottsdale harmless.
I have included a copy of the insurance certificate showing appropriate limits and coverages as required and naming City of Scottsdale as additional insured.

Additional Detail

Files Uploaded

Application Authorization

WARRANTY: Applicant warrants that the information provided in this application is true and accurate to the best of Applicant’s knowledge and belief.

INDEMNIFICATION: To the fullest extent allowed by law, the Applicant agrees to defend, indemnify and hold harmless the City, its officers, officials, representatives, agents, employees and volunteers from and against all allegations, demands, proceedings, suits, actions, claims, damages, losses, expenses, including but not limited to, attorney fees, court costs, the cost of appellate proceedings, and all claim adjusting and handling expenses, arising from or related to any acts or omissions of the permit holder or its agents, contractors and subcontractors related to the Special Event.

The Applicant’s signature below authorizes a City representative to inspect a special event on City or private property at any time, including setup.

AUTHORITY: For special events on public property, the Applicant warrants:

  1. I am the permittee or an authorized agent of the permittee with authority to legally bind the permittee (an agent may sign only if the event is on private property) and agree to the conditions of this permit.

Your Application Has Been Successfully Submitted

Your application entries have been temporarily stored and can be retrieved by Tourism and Events. Please write down the application number listed below. Print this page if you want a paper copy. Staff will contact you within 5 working days to deem your application complete or incomplete. If deemed complete, you will be required to pay the $75 review fee in order to process the application for staff review. If deemed incomplete, you will be requested to submit specific required documents or information.

Location Event

Application Number
Event Address


Questions?

City of Scottsdale - Tourism & Events
7506 E. Indian School Road
Scottsdale, AZ 85251
P:480-312-7177
F:480-312-7088