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CHAPTER
9
- REGULATIONS FOR AIRPORT SPECIAL
EVENTS
Sec.
9-1
DEFINITION
9-1-1
Airport Authority shall mean the Airport Authority, its officers,
agents, employees and representatives.
9-1-2
Airport Property shall mean all property and facilities on the
Airport property, not including property and facilities on the Golf Parcel
and Commercial Parcel as defined in the Airport Authority Zoning
Ordinance.
9-1-3
Executive Director shall mean the person appointed by the Airport
Authority or its designee to manage and supervise the operation of the
Airport.
9-1-4
Extraordinary Services shall mean
include, but are not limited to, those involving the closing of
runways, taxiways, ramps, roads and airport facilities.
Crowd control and maintenance resulting from a special event are
also considered extraordinary services.
9-1-5
Festival shall mean an activity occurring outdoors where food,
crafts or other goods are sold with or without music, games or carnival
amusements.
9-1-6
March or Demonstration shall mean a group of pedestrians traveling
together across or meeting on Airport Authority-controlled property to
advance a common cause.
9-1-7
Open House/Fly-in shall mean an activity occurring on Airport
Authority property in a publicly or privately owned facility where the
public is invited to fly and/or drive into the Airport to attend.
It may or may not include the utilization of public or private
airport ramps and public or private hangars.
9-1-8
Outdoor Sale shall mean sale of merchandise, beverages or food,
whether on a runway, taxiway, ramp, parking lot or Airport land, where the
public is invited to make purchases.
9-1-9
Parade shall mean a group of pedestrians, animals, vehicles, musical
units and/or floats traveling together across any Airport
Authority-controlled property.
9-1-10
Picnic: An outdoor
gathering where food is cooked and/or served and beverages are consumed
within the boundaries of the Airport property.
9-1-11
Race shall mean a group of pedestrians, cyclists or others in
vehicles traveling along Airport Authority-controlled property in an
organized contest.
9-1-12
Special Event shall mean any activity conducted on Airport property,
including, but not limited to, an outdoor sale, large assembly (25 or more
people) in a private airport business or hangar or any private gathering
on property owned by the DuPage Airport Authority, a carnival or
carnival-style amusement, or any event requiring the assistance of Airport
staff outside the realm of their typical duties, any activity requiring
the use and/or closure of a parking lot, ramp, taxiway or runway and any
event requiring an airspace waiver or the issuance of a NOTAM.
9-2
REGULATIONS
9-2-1
Permit Required. No person shall stage a special event on Airport property
without first having obtained, paid for and having in full force and
effect, a special event permit. The
special event permit is temporary, non-transferable and is revocable at
any time by the Airport Authority. The
issuance of a special event permit by the Airport Authority is completely
discretionary. Applications
for a special event permit shall be made in writing at least one hundred
twenty (120) days in advance of the date of the event.
Event sponsors may be required to meet with Airport Authority staff
regarding requests for services. All
questions in the permit process must be answered before Airport Authority
staff will grant a permit. Applications
shall be made to the Executive Director on a form provided by the Airport
Authority, a copy of which appears at Appendix 9-A.
Applications that may require an airspace waiver or NOTAM should
be submitted six (6) months in advance.
After proper IDOT and FAA approval is obtained, permits for a
special event involving the closure of runways, taxiways, public ramps and
parking lots must be approved by the Airport Authority Board of
Commissioners. Special event
permits for non-aviation related activities must be approved by the
Airport Authority Board of Commissioners. A special event permit may otherwise be issued for a period
of no more than seven (7) days with approval by the Executive Director.
The Executive Director may, under special circumstances, waive the
requirement that an application must be submitted at least 120 days in
advance of the event.
9-2-2
Permit Fee. An administrative fee will be charged by the Airport
Authority for the review of any special event permit.
The full fee is due through a deposit when the permit is turned in
for review. The deposit will
be returned within thirty (30) days of the end of the event. The permit fee structure is based on the number of
anticipated participants in each special event.
Q
A non-refundable $25 fee to be deducted from a $100 deposit for 100
people or less
Q
A non-refundable $100 fee to be deducted from a $250 deposit for
300 people or less
Q
A non-refundable $200 fee to be deducted from a $500 deposit for
500 people or less
Q
A negotiable fee for an event expecting 500 or more people
The Executive Director of the
Airport Authority may waive a permit fee or deposit for an event held in a
private business on Airport property if it is deemed to have a minor
impact on the Airport or tenants. If
more people attend an event than the organizers anticipated on the permit
form, the proper fee will be assessed against the deposit before it is
returned at the end of the event. Event
organizers risk forfeiting their deposit if the location for a special
event is damaged or not cleaned up to the satisfaction of Airport
Authority staff within 24 hours of the end of the event.
9-2-3
Extraordinary Services. The
cost of Airport Authority services not normally provided by Airport
Authority departments but requested by event organizers or required by the
Airport Authority as a condition of a special event permit shall be paid
by the event sponsors. Extraordinary services of the Airport Authority field staff
will be billed at one and one-half (1 1/2) the current per-person hourly
rate. If airport security is
required, it will be filled at the current rate the Airport Authority pays
for hourly security. An estimated cost of
these services must be paid to the Airport Authority at the time the
permit is issued, plus ten percent (10%). Within thirty (30) days of the
end of the event, the Airport Authority will supply the event sponsors
with an itemized bill detailing these costs.
The Airport Authority reserves the right to require fencing and
additional security and traffic control measures at the applicant's
expense. Separate agreements
and fees may have to be arranged by the event organizers with local police
and fire departments. The special event applicant is responsible for locating
utilities before any special event set-up is undertaken.
9-2-4
Insurance. The
organizers of any special event to be held wholly or in part on any
Airport property, runway, taxiway or ramp shall provide the Airport
Authority with a Certificate of Insurance naming the Airport Authority,
its officers, agents, employees and representatives, as additional
insureds. This Certificate
shall cover the entire time for which the permit is issued and shall
include, at a minimum, a liability insurance policy or policies in an
amount of not less than One Million Dollars ($1,000,000) for bodily injury
to any one person or for any one accident.
The Airport Authority reserves the right to require additional or
lesser amounts of insurance depending on the planned activities.
9-2-5
Open House, Fly-in or Hangar Party Permits.
Two (2) weeks prior to any Open House, Fly-In or Hangar Party,
Airport Authority staff will notify all tenants within 500 yards of the
event of the location, date and time of the event.
No amusement rides, automobile shows, air acts, light shows or
anything that might be deemed hazardous to the flying public will be
permitted in conjunction with this type of permit.
9-2-6
Clean-up. Event
sponsors or organizers risk forfeiture of their entire permit deposit if
the site of an event is not cleaned and restored to its pre-event
condition within 24 hours of the end of the activity or longer if arranged
by prior written agreement with the Executive Director of the Airport
Authority.
9-3
RESPONSIBILITIES OF EVENT SPONSORS AND ORGANIZERS
9-3-1 Presubmittal Meeting. Event
sponsors or organizers are urged to meet well in advance of the
application submittal to determine if the Airport Authority is able to
perform any requested or required services and to determine the cost of
these services.
9-3-2 Events in Authority Buildings or On Ramp. In addition to the charge for extraordinary services,
sponsors will be required to pay a One Thousand Dollars ($1,000) usage fee
for any special event held on the premises of an Airport Authority-owned
building or ramp. This $1,000
usage fee is a per-building, per-ramp and per-day cost that does not
include the Flight Center ramp or Flight Center conference room.
Depending upon the scope of the event, the Airport Authority will
consider waiving this fee.
9-3-3 Bond. The Airport
Authority may require a compliance bond to cover the cost of potential
damages resulting from an event or violations of this chapter or permit
granted under same. The bond
amount shall be set by the Airport Authority, in their exclusive judgment,
and the permit shall not be issued until said amount is received.
Should the Airport Authority determine there has been a violation
of this chapter or the permit granted under same, the Airport Authority
may apply any or all of the bond to defray costs incurred by the Airport
Authority. This shall not
limit the Airport Authority's rights or remedies, whether at law or in
equity, and shall not be treated as liquidated damages.
9-3-4
Rules and Regulations. Event
sponsors are required to follow any and all regulations pertaining to the
holding of the event. It is
the responsibility of the special event sponsor to see that all Rules and
Regulations of the Airport Authority are adhered to and that all
participants are fully informed and aware of these Rules and Regulations
by providing them with a printed copy.
Special event sponsors are required to show evidence of compliance
with all local, state and federal regulations pertaining to their planned
activities. Depending upon the scope of the special event, sponsors
may be required to contact the following jurisdictions that could
be impacted by their planned event:
*FAA
*IDOT
(Division of Aeronautics)
*Kane County Police and Fire Protection
Dist.
*City
of West Chicago
*Village of Wayne
*West
Chicago Fire Protection Dist. *Fermilab
*Various
DuPage County Departments *Various
State Agencies
*Various
Kane County Departments
The special event
sponsor shall be responsible for obtaining permits or approval required by
other local, state and federal agencies before a special event permit is
issued by the Airport Authority.
9-3-5
Approval of Route. The
route of any parade, race, march, demonstration or walk must meet with the
approval of Airport Authority staff and approval from any local, state and
federal agencies that hold jurisdiction over the proposed route (See
paragraph 3 above). Approval
by the Airport Authority of a special event permit does not constitute the
approval of any other governmental jurisdiction or property owner.
9-3-6
Sponsor Presence Required. During
the special event, the sponsor of the event must be present at the scene,
either personally or through employees, agents or representatives who have
been designated in the special event permit, throughout the entire course
of the event. At least one
sponsor, employee, agent or representative present at the event must have
in his or her possession a copy of the approved special event permit.
Special events involving aerial activities that are not of a
routine nature for the Airport will require approval by the Executive
Director of an "air boss" designated by the sponsor or organizer
who is experienced in directing and controlling the aerial activities
planned for the event.
9-3-7
Layout Plan. The
special event sponsor must prepare a diagram or plan showing the layout of
the event, including, but not limited to, restrooms, first aid facilities,
emergency vehicle access, tents, barricades, fencing or other temporary
appurtenances. If the event
is a parade, race, march, demonstration or walk, the diagram or plan must
illustrate the entire course of the event.
9-4
VIOLATION/REVOCATION OF PERMIT.
The Executive Director may revoke any permit should any terms and
conditions of the permit be violated or should it be determined by the
Airport Authority that the applicant made a misrepresentation on its
application. The special
event permit shall expire at the earliest of the following times: (1) the
conclusion of the event; (2) the times set forth in the application; or
(3) upon revocation of the special event permit.
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