Event Permit Regulations

SECTION 1. DEFINITIONS

For purposes of this Regulation, the following definitions shall apply:

A. Special Event

“Special Event” means any temporary gathering, activity, or organized event held on public or private property, including but not limited to festivals, concerts, parades, races, athletic events, public demonstrations, agricultural tourism events, markets, fairs, or similar gatherings, that is open to the public and meets one or more of the following criteria:

1. Is expected to attract more than two hundred fifty attendees in a single day; 
2. Is expected to attract more than five hundred total attendees over the duration of the event; 
3. Requires or is reasonably expected to require traffic control, road closures, public safety coordination, emergency service staging, or similar public safety planning; or 
4. Is otherwise determined by the Hocking County Emergency Management Agency, in consultation with law enforcement, fire, emergency medical services, or other appropriate agencies, to create a potential impact on public safety, traffic flow, emergency access, or public resources. 

B. Public Event

“Public Event” means an event that is advertised, promoted, ticketed, open for public attendance, or otherwise made available to persons beyond invited private guests.

C. Private Event

“Private Event” means an event that is not open to the public, does not involve ticket sales, admission charges, cover charges, vendor sales, or public advertising, limited to invitation -only guests (such as private party or wedding) as long as it does not affect public safety, public welfare or surrounding public property.

D. Permit Holder

“Permit Holder” means the person, organization, business, property owner, or entity responsible for organizing, conducting, promoting, or controlling a Special Event.

SECTION 2. PERMIT REQUIRED

A. General Requirement

No person, organization, business, or entity shall conduct, promote, operate, or allow a Special Event to occur within Hocking County without first obtaining a Special Event Permit from the Hocking County Emergency Management Agency.

B. Exemptions

The following shall be exempt from the permit requirement:

1. Funeral processions;  
2. Events conducted entirely by a governmental entity, unless the governmental entity requests coordination through the permitting process; 
3. Events otherwise exempted by state or federal law. 

SECTION 3. APPLICATION PROCESS

A. Filing Location

Applications for a Special Event Permit shall be filed with the Hocking County Emergency Management Agency or at www.hocking.oh.gov/EMA on forms provided that have been approved by Hocking County entities.

B. Availability of Forms

The Hocking County Emergency Management Agency shall make permit applications and related instructions available at its office in hard copy or electronically through appropriate county resources, such as the Hocking County website,  www.hocking.oh.gov/EMA , when available.

C. Application Deadlines

Applications shall be submitted at least:

1. Ninety (90) days before an event that does not require road closures or traffic control; 
2. Ninety (90) days before an event involving a static road closure, traffic control point, or restricted access area; 
3. Ninety days (90) before a moving event, including but not limited to a parade, race, walk, ride, procession, or similar event using public roads. 

D. Required Information

Each application shall include:

1. Name, address, telephone number, and email address of the applicant; 
2. Name of the event and description of the event; 
3. Date, time, duration, and location of the event; 
4. Estimated number of attendees per day and total estimated attendance; 
5. Site plan showing event layout, parking areas, entrances, exits, emergency access points, vendor areas, stages, tents, temporary structures, and other relevant features; 
6. Traffic control plan, if applicable; 
7. Emergency services plan, if applicable; 
8. Waste management and cleanup plan; 
9. The applicant is responsible for any and all damages caused by or related to the event.  The applicant shall be responsible for carrying the required liability insurance policy with a minimum amount of one million dollars  ($1,000,000) per occurrence with an additional one million dollars ($1,000,000) excess liability.  Certificate of Insurance must be provided with the application.      Hocking County is to be listed as additional insured.
10. Agreement to indemnify and hold harmless Hocking County, its officers, employees, agents, departments, and emergency services from claims arising from the event to the extent permitted by law. (A form for this will be included in the packet); 
11. Identification of any alcohol sales or alcohol possession policies applicable to the event; 
12. Any permits, approvals, or licenses required by the State of Ohio, including any required approval from the Ohio Division of Liquor Control; 
13. Payment of the permit fee. 

E. Permit Fee

The fee for a Special Event Permit shall be fifty dollars ($50.00) in the form of a check only.  Fee is non-refundable unless the event is cancelled. Public safety fees are not included should they be necessary.

The permit fee shall not be waived for nonprofit organizations unless otherwise authorized by the Board of Hocking County Commissioners.

F. Additional Application Materials

The Hocking County Emergency Management Agency may require additional information reasonably necessary to evaluate public safety, traffic, emergency access, fire protection, emergency medical needs, sanitation, or other impacts of the proposed event.

SECTION 4. REVIEW OF APPLICATION

A. Review by Emergency Management Agency

The Hocking County Emergency Management Agency in conjunction with applicable agencies shall review each completed application and may consult with the Hocking County Sheriff’s Office, local fire departments, emergency medical services, township officials, public works and/or road authorities, health officials, or any other agency reasonably necessary to evaluate the event.

B. Approval, Conditional Approval, or Denial

The application may be approved, approved with conditions, or denied based on the information submitted and the anticipated impact of the event 30 days after receiving the permit application.

C. Grounds for Denial

A permit may be denied if:

1. The application is incomplete; 
2. The applicant fails to submit the application within the required timeframe; 
3. The proposed event creates an unreasonable risk to public safety; 
4. Adequate emergency access cannot be maintained; 
5. Adequate traffic control cannot be provided; 
6. The applicant fails to provide required insurance, indemnification, plans, or approvals; 
7. The applicant has previously violated this Ordinance or conditions of a prior permit; 
8. The event would violate state law, federal law, county regulation, or other applicable legal requirements. 

SECTION 5. PERMIT CONDITIONS

The County may impose reasonable conditions upon the issuance of a Special Event Permit (OAC 1301:7-7), including but not limited to conditions necessary to:

1. Protect public safety; 
2. Maintain emergency access; 
3. Minimize traffic congestion; 
4. Require traffic control or parking measures; 
5. Require coordination with law enforcement, fire, emergency medical services, public works, road authorities, or other agencies; 
6. Require first responders, law enforcement, fire personnel, emergency medical services, or traffic control personnel to be stationed at or near the event, at the expense of the Permit Holder, when reasonably necessary based on the size, nature, location, or risk of the event; 
7. Require additional signage, lighting, barriers, fencing, or access controls; 
8. Require sanitation, cleanup, and waste disposal measures; 
9. Require compliance with all applicable local, state, and federal laws. 

SECTION 6. COST RECOVERY FOR PUBLIC SAFETY RESPONSE

A. Planned Public Safety Costs

If, as a condition of approval, the County and/or reviewing agencies determine that law enforcement, fire, emergency medical services, traffic control, or other public safety personnel are required for the event, the Permit Holder will be responsible for the costs associated with such services.      The cost for services and method of payment can be obtained from each first responder department/office/agency upon request.                                                                                                                                                              

B. Unpermitted Events or Events Exceeding Application Estimates

If an event is held without a required permit, materially exceeds the attendance or scope represented in the application, or creates conditions requiring an emergency or public safety response beyond ordinary service levels, the County may seek reimbursement from the event organizer, property owner, promoter, or responsible party for costs incurred by responding agencies to the extent permitted by law.

C. Billing

Any billing for public safety response, emergency services, traffic control, cleanup, or other public costs shall be based upon actual costs incurred or a fee schedule approved by the county responding agency.

SECTION 7. ALCOHOL

Any sale, furnishing, possession, or consumption of alcohol at a Special Event shall comply with all applicable laws of the State of Ohio, including rules and requirements of the Ohio Division of Liquor Control.

Issuance of a Special Event Permit under this Ordinance does not authorize the sale or service of alcohol and does not replace any permit, license, or approval required by the State of Ohio.

A copy of the state issued Liquor Permit must be submitted no later than 10 days prior to the date of the event.

SECTION 8. EMERGENCY OR LATE APPLICATIONS

A. Emergency Applications

The Hocking County Emergency Management Agency may consider an application submitted after the deadlines established in this Ordinance only when the applicant demonstrates good cause for the late filing or when unforeseen circumstances justify expedited review.

B. No Right to Late Approval

Acceptance of a late or emergency application does not guarantee approval.

C. Review

Late submissions or emergency applications may be reviewed by the Hocking County Emergency Management Agency in conjunction with applicable agencies to the feasibility of approval for the submitted permit.

SECTION 9. REVOCATION OR SUSPENSION OF PERMIT

A Special Event Permit may be revoked or suspended if:

1. The Permit Holder violates this Ordinance; 
2. The Permit Holder violates any condition of the permit; 
3. The application contains false, misleading, or incomplete information; 
4. The event creates an immediate threat to public health, safety, or welfare; 
5. Emergency access is obstructed; 
6. The event becomes disorderly, unsafe, unruly, or beyond the control of the Permit Holder; 
7. Continued operation of the event would endanger attendees, residents, first responders, or the public. 

SECTION 10. AUTHORITY TO TERMINATE EVENT

If a Special Event is conducted without a required permit, violates the terms of an issued permit, becomes unruly, obstructs emergency access, or creates a threat to public safety, the Hocking County Sheriff’s Office or other lawful public safety authority may order the event to be suspended, restricted, or terminated to the extent permitted by law.

SECTION 11. ENFORCEMENT AND PENALTIES

A. Violation

No person shall violate any part of this document or any rules or regulations of a Special Event Permit issued under this Regulation.

B. Penalties

A violation of this Permit may result in one or more of the following:

1. Revocation of the permit; 
2. Denial of future permit applications; 
3. Recovery of public safety or emergency response costs; 
4. Civil or criminal enforcement as permitted by law; 
5. Any other remedy available under Ohio law.