Special Events

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All Special Events, such as parades, street closings, special parking privileges, walk/runs on public property, etc. are considered by a group of City staff which is comprised of members from every department.  The McLean County Health Department and Connect Transit are also represented.  All applications must be received at least 30 days prior to the event (60 days if the event is in the downtown area). See procedures and application below.

Special Event Procedures

Any Special Event, excluding Block Parties, which will require that any portion of public right of way be occupied, regulated, obstructed or otherwise modified from its normal use or any other City services requested will require permission from the City. All parties interested in obtaining permission to hold a Special Event must follow the procedure described below:

A. An application can be obtained from the City Clerk’s office at 109 E Olive St. You can also request it by email, cityclerk@cityblm.org or at the City’s website, http://www.cityblm.org/government/departments/city-clerk/special-events.
 
B. This application form should be submitted to the City Clerk a minimum of 30 days prior to the event. If the event is to be held in the downtown area or if special permits, council resolutions or other governmental agencies or special conditions are involved, the application form should be submitted a minimum of 60 days in advance of the event.

All applications pertaining to Special Events will be reviewed by all appropriate City departments. After this review, the event contact person will be notified of the results of this review. For large events, a meeting could be required to discuss the details of the event. This meeting will be attended by representatives of the agency sponsoring the event, City staff, and other agencies as necessary to provide input into the conditions of the event. Through these discussions, all anticipated problems should be resolved to the satisfaction of City staff.

After the Special Events review process has been completed and all anticipated problems have been resolved, the planning of the event should proceed with the following provisions:

1. The City will, within reason, furnish all traffic control devices for events, providing they are available.

2. The City will set up and take down all traffic control devices for the specified event. Installation of traffic control devices shall conform to all standards outlined in the “Illinois Manual on Uniform Traffic Control Devices”: or approved traffic control plan where applicable.

3. The areas of public right of way shall be returned to their original condition after the event unless otherwise specified.

4. All traffic control devices furnished by the City shall be returned to the City in their original condition. The cost of any damage or loss will be the responsibility of the sponsor. An equipment deposit of $150 (via check) is required to borrow City vests and paddles. Equipment deposit will be shredded once equipment is returned and deemed in good order.

5. It is the responsibility of the sponsor or organizer to notify all business owners and residents affected by the event. This notice shall be written unless otherwise agreed upon and should contain the following information:

i. The event name, and sponsor including contact person with phone number and email address.

ii. The date(s) and time(s) of the event.

iii. The nature and scope of the event including anticipated problems or inconveniences to affected parties.

iv. A statement offering to work out any difficulties with affected parties should also be included.

This notice should be delivered to all affected parties a minimum of 14 days prior to the event. A copy of this notice should also be sent to the City Clerk’s office including the name of the person responsible for their delivery and the delivery date.

6. It is the responsibility of the sponsor or organizer to notify, submit, and get permission from any other government agency that their event takes place in.

7. A Certificate of Insurance will be required before final approval is granted*. This certificate should name the City of Bloomington as an additional insured, and have minimum limits of $1,000,000.

*If the event takes place on a Illinois Highway, the Illinois Dept. of Transportation must be listed as an additional insured and the Certificate of Insurance is required at the time of application submission.

Special Events Application & Waiver

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