Special Events Checklist Procedures

For the City of Belen

In order to have an event within the City Limits of Belen, the city has devised a checklist.  This is for organizations and groups, profit or non-profit to hold community events and present themselves in control of liability.

Procedures to follow are in order for the city public safety departments to be readily available with sufficient task force in case of unforeseen emergency.

· The activity dates must be presented to the City of Belen Risk Manager 30 (thirty) days before the event.

· When using city property, a certificate of insurance naming The City of Belen as additional insurer, with a minimum of $100,000. Must be presented before the event begins.

· Each department contacted must sign their acknowledgment to your activity.

The Checklist will ask for the following information:

1. The name of the organization and event

2. Mailing address

3. Phone number

4. Who is the contact person and phone number

5. Date of event

6. Time of event

7. Why is the event being held? (i.e. benefit, fundraising, community service etc.)

8. Location of the event

9. Barricades put up and take down time

10. Notify City of Belen Police Department 966-2680

· Request welfare checks or extra patrol.

· Prepare for the employee overtime charge when requesting extra patrol.

· If a road closure will be needed.

· May hire additional event security if needed. Need name of company.

11. Notify City of Belen Fire Department 966-2714

· If a road is closed, they need to know an alternative route for emergencies.

12.  Notify City of Belen Emergency Management Office   966-2720

· Overall public safety.    If possible, the amount of attendees.

13. Notify City of Belen Street Department 307-9296

· If a road is closed they need to prepare for extra barricades with set up and take down times and personal (prepare for the employee overtime charge.)

14. Notify City of Belen City Manager 966-2733

· If City property will be used.

· When City property is used it must be cleaned after each use.                    

15. Notify City of Belen Planning and Zoning   966-2746,

· Request necessary permits as may be required by City of Belen ordinances. If  alcohol beverages will be served. Must comply with the state and local laws concerning alcoholic beverages served and consumed.

16. Notify surrounding neighbors if applicable.

17. A copy of your checklist will be given to each department before the event as a means of communication and cross-referencing.

Complete and Print this Special Events Form. Sign and return to the City of Belen Risk Manager.