EVENTS PERMITTING

12 MAY 2015

EVENTS PERMITTING

• City of Cape Town Events By-law, 2009

• Events Permit Office

• Events Permitting Process

CITY OF CAPE TOWN EVENTS BY-LAW, 2009

CITY OF CAPE TOWN EVENTS BY-LAW, 2009

• Published in Provincial Gazette 6630 22 May 2009, Approved by Council 30 March 2009

• To provide for the management and regulation of events within the area of jurisdiction of the City of Cape Town; to provide for the enforcement of this By-law; and to provide for matters incidental thereto.

• “event” means -

(a) any sporting, recreational or entertainment event, including live acts;

(b) any educational, cultural or religious event;

(c) any business event including marketing, public relations and promotional, or exhibition events; or

(d) any charitable event, including any conference, organizational or community event,

or any similar activity hosted at a stadium, venue or along a route or its precinct, that is planned, has a clear programme, control and accountability, but excludes an event hosted by a private person held in his or her private capacity at any venue,

CITY OF CAPE TOWN EVENTS BY-LAW, 2009

• By-Law does not apply to –

(a) events of fewer than 50 persons where there is no amplified sound or no temporary structures to be used; and

(b) small events such as family and community events held on

private property or purpose built venues, subject to any other

legislation.

• Purpose-built venues are excluded from By-law in respect of

events normally held in such venue, provided that -

(a) this exclusion does not apply to events or parts of events

held outside the venue or building, or which by their nature,

size or impact are considered outside the normal use parameters for the venue;

SCHEDULE OF EVENTS APPLICATION TIMEFRAMES

Size Crowd size/no of participants

Minimum time for submission of an application before the date of an event

Minimum time for the city to respond to an application for staging an event

Appeals to be lodged by applicant with city within: (of written notice from the city indicating failure to resolve conflict)

Appeal to be decided by city within: (of receipt of written notice of appeal)

* Small 50 to 2000 15 working days

(3 weeks) 10 working days ( 2 weeks)

24 hours of receipt 24 hours

Medium 2001 – 5000 20 working days (4 weeks)

15 working days (3 weeks)

48 hours of receipt Within 48 hours

Large 5001 – 10 000

25 working days (5 weeks)

20 working days (4 weeks)

48 hours of receipt Within 3 working days

Very Large

10 001 – above

60 working days 3 months (minimum, 6 months ideal)

40 working days (2 months)

48 hours of receipt Within 5 working days

* Appeals sub-delegated to the ED: Compliance & Auxiliary Services;

EVENTS PERMIT OFFICE

EVENTS PERMIT OFFICE – What Do We Do?

Facilitate and co-ordinates event applications & events related

processes.

City Events Policy and By-law - provides guidance)

- also SSRE Act, National legislation, Regulations, etc.

Offer advice and assistance with hosting of events – safety & other

aspects

Conduct follow up meetings, presentations, site visits.

Issue permits with conditions, based on approvals & inputs from City

Service Depts

(Note: - Current delegations are line-based & via Events Operational

Procedures for Events Office.

- Monitor and review events

Maintain an Events Calendar (of applications)

Ensure events occur in safe and orderly manner

NB: Each application considered on own merit.

Do not sponsor/fund events or book venues;

EVENTS PERMIT OFFICE

Comprises: Head: Film & Events Permitting

2 x Snr Events Permit Officers

3 x Events Permit Officers

1 x Admin Clerk Seasonal staff (Oct- April x 3)

Event Permits Issued

Financial Year 2014 -15 2013-14

Month Permits Permits

July 41 35

August 67 61

September 159 128

Q1 267 224

October 159 189

November 130 150

December 211 167

Q2 500 506

January 75 77

February 159 155

March 220 196

Q3 454 428

April 128 126

May 87

June 69

Q4 128 282

1221 1158

Q2

Q3

Q4

Totals

Q1

EVENT PERMITTING PROCESS

EVENT PERMITTING PROCESS

Applying for an Event Permit

• Application forms and information on City of Cape Town website:

http://www.capetown.gov.za/en/ehd/Pages/Eventspermits.aspx

What Do We Need? Application Checklist:

A: Application Requirements:

NB: The forms listed below MUST accompany the initial Event Application submitted to the Events Permit Office.

LEGEND: √= Mandatory Submission; W/A = Mandatory Submission Where Applicable

Event Type Event

Application Form

Indemnity Form

Noise Exemption Application

Certificates of Acceptability

For Food Vendors - WA

Solid Waste Management

Plan

Erection of Temporary Structure/s

Appoint of Registered

Person

Population Certificate

Application

Temporary Signage

Application

Fireworks Application (all

events with Fireworks)

(Form 01 /01(a)

(Form 02) (Form 03) (Form 04) (Form 05) (Form 06) (Form 07) (Form 08) (Form 09)

Sports/Action √ √ √ √ √ W/A W/A W/A √ W/A

Concert/Music Festival √ √ √ √ √ W/A W/A W/A √ W/A

Fundraiser/Run/Walk √ √ √ √ √ W/A W/A W/A √ W/A

Carnival √ √ √ √ √ W/A W/A W/A √ W/A

Fetes, School Carnivals etc. √ √ √ √ √ W/A W/A W/A √ W/A

Weddings/ Birthdays, etc. √ √ √ √ √ W/A W/A W/A √ W/A

Ceremonial / Annual Rituals √ √ √ √ √ W/A W/A W/A √ W/A

Awards/Launches/ Exhibitions √ √ √ √ √ W/A W/A W/A √ W/A

Corporate/Private Party √ √ √ √ √ W/A W/A W/A √ W/A

Night Market /Switch on of Festive Lights

√ √ √ √ √ W/A W/A W/A √ W/A

Religious Festivals/ Events √ √ √ √ √ W/A W/A W/A √ W/A

Cultural/Minstrel Events √ √ √ √ √ W/A W/A W/A √ W/A

Fireworks/ Pyrotechnic Displays √ √ √ √ √ W/A W/A W/A √ W/A

Market √ √ √ √ √ W/A W/A W/A √ W/A

What Do We Need - cont?

B: Event Plans – NB:

1. The comprehensive Event Plan, comprising the following individual plans, may be submitted for scrutiny along with the initial Application or

immediately after the event has been logged by the Events Permit Office.

2. Once an event has been assigned an unique event log number, all event plan submission must reflect the unique event number (e.g. EO 15-

0123)

3. The table below is list of the plans that may be required – depending on the nature, size, impact and risk associated with any event, the

applicant may be required to additional requirements/plans, or a few of the plans listed. The Event Permit Office will advise the Applicant

which plans are required.

4. In terms of the Events Bylaw, events are categorized and managed in terms of the following categories:

NB: The Events Permit Office may, in the interests of public safety, issue directives

in respect of specific or special application processes/ requirements for a specific

or special event.

MATRIX OF EVENT PLANS/APPROVALS REQUIRED:

Event Type Event Size Emergency Plan

Lay

ou

t P

lan

Tra

nsp

ort

Ma

na

ge

me

nt

Pla

n (

Ro

ad

s C

losu

res,

etc

.)

Tra

ffic

Ma

na

ge

me

nt

Pla

n

(Tra

ffic

Se

rvic

es)

Wa

ste

Ma

na

ge

me

nt

Pla

n

Environmental

Health Plan

Temporary Structures

& Fire Safety

Co

mm

un

ica

tio

ns

Pla

n

En

vir

on

me

nta

l P

rote

ctio

n

Pla

n

SA

PS E

ve

nt

Sa

fety

Gra

din

g C

ert

ific

ate

Ap

po

intm

en

t o

f Sa

fety

Off

ice

r

No of

Participants/

Spectators

Me

dic

al Pla

n

Se

cu

rity

Pla

n

Ev

ac

ua

tio

n

Pla

n

Ab

lutio

ns

Ve

nd

ing

Pla

n

Ce

rtific

ate

o

f

Ac

ce

pta

bili

ty

BD

M -

(Te

mp

Str

uc

ture

s)

Re

gis

tere

d

Pe

rso

n A

pp

t

Po

pu

latio

n

Ce

rtific

ate

LP G

as

Pla

n

ALL Event Types

Small 50 – 2000 √ √ W/A W/A W/A W/A √ √ W/A W/A W/A W/A W/A W/A W/A W/A tbc tbc

Medium 2001 – 5000 √ √ √ √ W/A W/A √ √ W/A W/A W/A W/A W/A W/A W/A W/A √ √

Large 5001 – 10 000 √ √ √ √ √ √ √ √ √ √ W/A W/A W/A W/A √ W/A √ √

Very large 10 001 + √ √ √ √ √ √ √ √ √ √ W/A W/A W/A W/A √ W/A √ √

Legend: √ = Mandatory Submission

W/A = Mandatory Submission Where Applicable (e.g. if temporary structures are erected/fireworks are planned)

tbc = May be required depending on the nature, size, impact and risk associated with an event

Event Size No of Participants/Spectators

Small 50 – 2000

Medium 2001 – 5000

Large 5001 – 10 000

Very Large 10 001 + above

STEP

E

V

E

N

T

S

P

E

R

M

I

T

O

F

F

I

C

E

No

Yes

E

V

E

N

T

S

C

O No

O

R

D

Yes

C

O

M

M

12 1

No of

DaysEvents - Small, Medium Low ImpactSTEP

9 1

10 1

11

1

13

1

1

1 1

2 1

3, 4,5 1

6 1 to 4

7 1 to 4

8 1

5 to 10

1 to 5

12

7 5 to 10

8

9 1

110

111

1

2

3, 4,5

6

No of

Days

1

5 to 10

1

1

Events - Major/Complex/High Risk/High Profile

Business Process - Events Permitting

Receive Application

Log application

Event Organiser:Acknowledge receipt

Distribute applicationto EP Officer

Distribute application to Services

Process Application

Comment, Approval, conditions

Comment, Approval, conditions

Distribute application to Services

EPO:Approve/

Reject

Event Permitted

Event Permitted

Site MeetingsRevise Plans

Site MeetingsRevise Plans

Priority Meetings

Inform EO, Services, SAPS

Services Internal processes

Services Internal processes

Monitoring of Compliance

Debriefing/Report backto ECC

Inform EO, Services, SAPS

Process Application

Events Co-ord Committee

• Interaction between EO/EPO/ Services

• Site meetings • Additional

requirements

• Priority Meeting

• Finalise Event Plans & Sign Off

Comment, Approval Conditions

•EPO •Services

•SAPS

•Cllrs

•Residents

Inform Role-

players

•EPO •Services

•SAPS

Approve/

Reject

•EPO •EO

•Services

•SAPS

• National Legislation,

• Regulations,

• By-laws • SANS

• Public Safety & Security

• City Operations

• Concurrent Activities/ Events

Process Application/

Plans

•EPO •Services

•SAPS

•Email

•fax •Hard copy

•Log No

•Events Calendar

•Assign EPO •EO receipt

•Services

•SAPS •Ratepayers/

Cllrs – as requested

Event Application

Event Permit Office

Distribute Application/Plans

* Services

•Fire

•DRM •Health

•Traffic

•Roads & Stormwtr

•Transport

•BDM

•Solid Waste •Water • Electricity

• Sports, Rec & Amen

•Parks

•Event Mgmt •Land Use

•Prop Mgmt

*SAPS

*Ratepayers/

Cllrs – Request

17- 31

Events Co-ordination

Committee

•EO •EPO

•Services •SAPS

• EO Presentation

• National Legislation,

• Regulations,

• By-laws

• SANS • Public Safety &

Security

• City Operations

• Concurrent Activities/ Events

1 1 5-10 1 1 1 1

Issue Permit/

Reject Letter

•EPO

1-5 5-10

Event Process –Major, Complex, High Impact/Risk, High Profile Events

The Event Coordination Committee - Core Services

Challenges

Industry:

Late applications

Incomplete applications/plans

Services’ mandate – not regarded/appreciated by Industry

Services’ expertise – not utilised/appreciated

Late submission of plans = late/no approval

Event safety compromised by budgetary constraints

Non/under-delivery in terms of event plans

Unapproved additions/changes to event plans

Challenges

City:

Efficient/Effective Distribution of Applications

Services – often no events specific procedures/staff

Under-delivery in terms of services to events - events often perceived as non-

core business

Services timelines for submission/approvals often not in sync with Events Bylaw

Silo operations

Thank You