Special Event Permits

GENERAL INSTRUCTIONS AND SUBMITTAL REQUIREMENTS

Any such resident or business that desires to conduct any type of special event within the City must obtain a permit from the City in order that the City may adequately provide for the potential impacts created by the proposed event. A maximum of four (4) such permits shall be allowed per address or per business in any single calendar year. A special event that includes multiple addresses, for example within a shopping center, shall count as one event for each address captured by the special event permit.

“Special Event” means a temporary meeting, activity, gathering, or group of persons, animals, or vehicles, or a combination thereof (excluding any such event conducted for the primary purpose of First Amendment speech or assembly), having a common purpose, design, or goal that will detrimentally affect or impact the ordinary and normal use by the general public upon any public or private facility, street, sidewalk, alley, public or private area, or building where the event substantially inhibits the usual flow of pedestrian or vehicular traffic, and is not the type approved for, or customarily associated with, the site upon which the event is located. Examples of special events include, but are not limited to block parties, parades, races or walks, athletic events, carnivals, shows, grand opening or promotional events, shopping plaza sidewalk sales, charity fundraisers, farmer’s market, holiday tree and pumpkin patch lots, and other similar temporary uses or events not specifically permitted by the City’s zoning ordinance, but does not include demonstrations. The term “special event” does not include:

A normal business sale event or similar activity for non-residential establishments;
A gathering at a single residential dwelling unit such as a birthday party, a gathering to watch a sporting event, a celebration of life, or similar event;
Garage sales or other outdoor sales in residential zones;
Events taking place within a gated residential community that are subject to homeowners association or property owners association governing documents.

RESTRICTIONS

Any City resident, or any City business holding a current City business tax receipt pursuant to Chapter 22, is eligible to apply for and obtain a special event permit pursuant to this section subject to the following conditions and restrictions:

For non-residential uses outside of the R-1 and R-2 zoning districts, a maximum of four (4)special events permits shall be permitted per address in any single calendar year and each event shall not exceed fourteen (14) consecutive calendar days. However, temporary seasonal sales defined as sales related to a specific period of time recognized in the Westlake community as a basis for a recognition or celebration of a recognized holiday shall not exceed forty-five (45)consecutive days. A special event that includes multiple addresses, for example within a shopping center, shall count as one event for each address captured by the special event permit. No events for a single business shall occur consecutively, unless approved by the City Council.
For non-residential uses located within the R-1 or R-2 zoning districts, a no more than two (2)special events permits shall be allowed per address in any single calendar year and each event shall not exceed seven (7) consecutive calendar days. However, temporary seasonal sales as defined in this section shall not exceed forty-five (45) consecutive days. A special event that includes multiple addresses, for example within a shopping center, shall count as one event for each address captured by the special event permit. No events for a single business shall occur consecutively, except those with City Council approval.
Anchor tenants are permitted four (4) special events per calendar 19 year in addition to the limitation above. The term “anchor tenant” shall be defined as the tenant in any non-neighborhood plaza with the greatest amount of square footage located within the lease hold premises.
Notwithstanding the other limitations in this subsection, when a new non-residential use is opened, within one year of receiving its certificate of occupancy, it may hold one (1) “grand opening” event in addition to the other special events permitted in this subsection but the one (1)grand opening event shall be required to comply with this section and shall not exceed 7 calendar days.

SUBMISSION & FEES

The application submittal deadlines are 45 days prior to the event. Applications are to be submitted in the City View Portal, (Instructions for Submittal below) where the non-refundable permit fee may be paid in the amount of $160.00 or $600.00 per event (200 or more attendees; waivers) 45 days prior to the event to ensure adequate time to process the application. Applications that do not meet the deadline may not be accepted or processed further until the application is complete and application fee is paid in full.

Submitting this application is only a request and events are not confirmed until you have received confirmation from the City. Due to unforeseen circumstances the City reserves the right to deny or cancel any event with a full refund if applicable to the application.

CITY VIEW INSTRUCTIONS

Visit the City View Portal
Under Planning Department, select "Apply for a Planning Permit"
Under Project Type select “Special Event”. Include the Project Descriptive Name and details of event in the Comments.
Under Planning Type, select "Special Events"
Include the address of the location for the Special Event
Enter the correct contact information
Upload all applicable documents for the Special Event Request. List of documents are listed in the application form
To schedule a pre-application meeting, include the preferred time and date.
Review all information for accuracy and Submit

ASSISTANCE