Special Events Information

Street celebrations, fundraisers, celebrations and other special events enhance the community. This seven step guide will help you plan to safely organize the event and safely serve the public. Fire, police, emergency management officials and food safety experts helped develop these steps with the primary goal of protecting the public.

7 Steps for special community events

Safety is Our concern

Steps to plan a safe and fun event

Street celebrations, fundraisers, celebrations and other special events enhance the community. This seven step guide will help you plan to safely organize the event and safely serve the public. Fire, police, emergency management officials and food safety experts helped develop these steps with the primary goal of protecting the public.

1

Obtain complete and proper information for your planning group so these details can be discussed at your first planning meeting.

2

Find a location that is zoned for a special event. Obtain written permission from the property owner. Determine from the Building Official if any permits are needed such as temporary structures, electrical, plumbing etc. Determine if signs must be installed to guide people to your event and will this require a permit? Alcohol will require permits from the TABC. If you provide food or drink to the public you must meet the

If any of these situations apply to your event,
you must contact the City to determine what permits are needed?

  • Blocking or restriction of a street or public area or city owned property
  • Sale of merchandise or providing food or beverages to the public
  • Erection of a tent equal to or greater than two hundred square feet
  • Installation or use of a stage, band-shell, trailer, van, portable building or grandstand or bleachers
  • Placement of portable toilets
  • Placing of temporary no parking signs
  • Amusement rides like carnival rides, bounce houses, climbing walls

Special Events for Mass Gatherings of People

If 500 people are expected to attend and if your event is 5 hours or more:
Then several permits and inspections are required. The agencies/departments that may conduct inspections during your event include: Fire Marshal, Building Official, Health Officer, Law – Enforcement (including the Texas Alcoholic Beverage Commission).
Contact City departments at least 14 days prior to the date of your event to schedule a meeting with your planning team to discuss questions and applicable rules.

3

Have some answers and documents:
Copy of the agreement you and the property owner have signed.
Know the dates and times of your event.
Estimate the maximum number of people that you hope will attend.
Describe on the application the steps you will take to ensure the minimum standards of health, medical, sanitation and safety will be present.

Ingress and Egress (The ins and outs)

4

Detail on the application what steps are taken for traffic control. This includes people and vehicles.
Where will people park and will they be able to leave quickly?
Plan for rain and muddy conditions.

Health and safety of your attendees

5

Have you planned for someone becoming suddenly ill from heat stroke, a heart -attack or choking?
Have you planned for how thousands of people would be safe if a fire breaks out or if an emergency situation happens during the event?
How are you going to maintain orderly control of the crowd?
Detail how the physical safety of all attendees will be controlled.
How will medical and first aid be provided for minor injuries?
injuries?
How will minors be supervised especially if alcoholic beverages are

Design your booth or cook-off team area with safety in mind

6

The ideal booth or cook-off team area will have an over head covering, be entirely enclosed except for the serving area and have only one door or flap for entry. Take into account the weather, the wind, the dust and insects. Separate the smoker, grills or other heat producing equipment at least 10 feet from anything that could be burned or that might create a situation that could start a fire. This separation includes people. From June through October insects are present. If your event involves food then you must either screen, provide proper air curtains, or protect all food and drinks from contamination. This protection applies to all areas where food is mixed, cut, seasoned and/or served. There is not one solution and by communicating with the Environmental Health Department early, problems can be creatively resolved. Remember protecting the food is the goal.

Decide what services you are going to provide

7

Once you know where your event will be located, you must determine if you are going to provide electricity, or require generators. You must know if you have sufficient bathrooms for the anticipated crowd. You must know where water will be obtained and how to collect and dispose of the waste water.
Security is of primary concern when people attend a special event. If a private security firm is not planned, you should secure the services of the police or sheriff’s
department.
Special arrangements for the collection of the trash can be discussed with the Solid Waste Collection department.
If you do not have access to water under pressure or have sanitary sewer connections, call the utilities department and discuss solutions.