Special Event Policies & Procedures

1.0 RESPONSIBILITY

1.1 The Planning & Zoning Department (the “Department”) in conjunction with the Special Operations Coordinator shall be responsible for the administration of these Policies and Procedures (“Procedures”). There are two components to this process:

A) Department approval under the Sussex County Zoning Code and

B) Public Safety Services coordination. Events that do not require Department approval for the reasons outlined in these Procedures may still require Public Safety Services coordination. In either case, the applicant shall submit the Special Event Application which will lead to a determination if only Public Safety Services coordination is required.

2.1 A Special Event Application shall be filed with Sussex County if: The event is held outdoors or within a temporary structure or at a site and for a purpose different from the permitted use and usual occupancy of the premises or site.

2.2 If the event is for a purpose that is consistent with the permitted use and usual occupancy of the premises or site, a Special Event Application is not required. Examples of such consistent uses include, but are not limited to, events that occur on a property owned and occupied by a volunteer fire company, veteran’s organization, religious organization, charitable organization or fraternal society. Events held on private property for personal enjoyment and not for business or commercial uses (and without admission charges) shall not require a Special Event Application. Events that occur on land owned by the United States of America, the State of Delaware, Sussex County, Municipalities and Schools shall not require a Special Event Application. However, the foregoing uses and locations may still require compliance with the Public Safety Components of these Procedures for the planned use.

2.3 Once an application for a new or modified event is submitted, it will be reviewed by the Department in conjunction with the Special Operations Coordinator and in accordance with the requirements of the Sussex County Zoning Code and these Procedures.

3.1 Special Event Application: Applicants for Special Events (the “Applicant”) shall complete the application form and provide all of the relevant event information specified in the application form. Any additional information deemed necessary by the Applicant or Sussex County should be provided as an addendum to the application.

3.2 Special Event Application (Public Safety Services only): Applicants for Special Events seeking Public Safety Services (EMS and/or EOC) shall complete the application form and provide all of the relevant event information specified in the application form.

3.3 The application process involves the following steps:

Step 1 – Application Submittal: The Applicant completes a Special Event Application and any addenda and submits it for review and processing with the County. The Special Event Application must be submitted a minimum of sixty (60) days prior to the date of the proposed event to allow adequate review time. Events proposed to occur annually shall require new Special Event Applications every year. The Special Event Application shall designate an “Event Coordinator” as the contact person for all communications with Sussex County.

Step 2 – Initial Review: The County shall review applications to determine if all necessary information is provided. Applications seeking Public Safety Services (EMS and/or EOC) will be reviewed using the same application form. The County shall forward the Special Event Application information to the relevant State support agencies for the agencies’ information. It is the Event Coordinator’s responsibility to acquire all necessary State agency approvals.

Step 3 – Review Process: The County shall review the Special Event Application and determine if the event can be accommodated and/or whether the event requires a Special Event Permit or another form of approval, such as a Conditional Use.

Step 4 – Notification to Applicant: The County shall notify an Applicant of the decision in writing a minimum of thirty (30) days prior to the date of the proposed event.

Step 5 – County Council Notification: The Planning & Zoning Department shall notify the County Council of approved events.

Step 6 – Payment of Services: All payment for Public Safety Services shall be due thirty (30) days after the final day of the Special Event. Note that nonpayment for services shall be taken into account when considering Future Special Event Applications by an Applicant or for the same location.

4.1 No fee shall be assessed for the Special Event Application and Permit other than any fee associated with the Public Safety Services.

4.2 The Sussex County Public Safety Departments, including the Emergency Medical Services (Paramedics) and the Emergency Operations Center (911 Dispatchers) will calculate the fees required for their services. An estimate shall be provided to the Event Coordinator within thirty (30) days prior to the event.

4.3 Fees are determined based on a flat fee schedule, depending on the type of event and duration/participation level. There is a two-hour minimum for each Public Safety staffer assigned to the event. The calculation of the fees is based on the following:

4.4 Fees are applied from the time the Public Safety Team reports to the station until the time they complete the Special Event assignment.

4.5 EOC-Mobile Command Unit fees are applied from the time the command unit is activated on-site until it is deactivated.

4.6 In the event the Public Safety Team is unable to attend the event, then all fees will be returned or cancelled. If the event is cancelled prior to the Public Safety Team arrival, all fees will be returned or cancelled, subject to costs incurred by the Public Safety Team for mobilization for the Special Event.

5.1 The Special Operations Coordinator shall review the Special Event Application and discuss the request with the Event Coordinator.

5.2 The Special Operations Coordinator in conjunction with the EOC Director shall:

  1. Determine if the event requires additional SCEMS and/or EOC coverage beyond the on-duty personnel.
  2. Determine the appropriate level of staffing and equipment associated with the coverage.
    1. The Special Operations Coordinator will make the determination based on the following:
      1. Type of event
      2. Anticipated attendance
      3. Duration of the event
      4. Event location
      5. Weather
      6. Available Resources (e.g. vehicle, equipment, staffing)
      7. Proximity to the hospital
      8. History of previous events
      9. Special request of event planner
  3. Determine the appropriate costs associated with the coverage.
    1. The Special Operations Coordinator will make the determination as follows:
      1. Event Purpose
      2. Unpaid Coverage will generally apply when:
        1. There is no charge for the public to attend the event; and
        2. The event is organized by a non-profit organization (defined by the IRS); or
        3. The event is considered a community event or a public education event.
      3. Paid Coverage will generally apply when:
        1. There is a charge for the public to attend the event; or
        2. The event is organized by a for-profit organization; or
        3. Any resulting profit is not going back into the community or the community organization; or
        4. (d)Total anticipated attendance for the entire event is at a level that on-duty personnel cannot adequately cover.
      4. The Special Operations Coordinator and EOC Director (or designee) will determine if a Dispatcher and/or Mobile Command Center coverage is necessary.
      5. The Special Operations Coordinator will determine if the special event coverage requires a contract or memorandum of understanding (MOU).
      6. The Special Operations Coordinator will create a contract and/or MOU and ensure that it is signed by the Event Coordinator fourteen (14) days prior to the event.
      7. Once the contract and/or MOU is signed the Special Operations Coordinator will secure staffing.

5.3 The Special Operations Coordinator shall notify the jurisdictional fire company and ambulance company (if separate) of the Special Event. The jurisdictional fire company and, if separate, the jurisdictional EMS Captain will be encouraged to contact the Event Coordinator to discuss the appropriate level of fire/ambulance coverage, any associated costs, and any other special requests.

6.1 When deciding whether to approve, approve with conditions, or deny a Special Event application, the County shall consider the criteria set forth in the Sussex County Zoning Code in accordance with the following event factors:

  1. Can be shown to function safely.
  2. Allows the County and State to maintain reasonable police and fire protection to all areas of the County.
  3. Causes no irreconcilable interference with previously approved and/or scheduled construction, maintenance, or other activities within the surrounding areas.
  4. Causes no unacceptable impacts to neighboring residents, businesses, and property owners.

Definitions

  • Annual Event: An event recurring each year on approximately the same date which has previously complied with the permit requirements of the County Code.
  • Applicant: The person or group legally responsible for the special event.
  • Conditions: Requirements for event sponsors.
  • Department: The Sussex County Department of Planning and Zoning.
  • Event Participants: People in attendance at an event, including spectators, vendors, event staff, County staff, and all others present for the purpose of the event.
  • Event Coordinator: The authorized agent of the Applicant who is the primary contact for the special event.
  • Public Safety Services: Services provided by Sussex County employees including the Emergency Medical Services (Paramedics) and the Emergency Operations Center (911 Dispatchers).
  • Special Operations Coordinator: The Sussex County Employee responsible for the coordination of the Public Safety Services required or requested for a Special Event.

 

SUBMIT AN APPLICATION Contact the Special Events Team