A special event that has 900 hundred or more known or estimated participants in a defined geographical area shall submit a Large Event Permit Application. This application is comprehensive, and replaces the previously used Emergency Contingency Plan. WHY IS IT IMPORTANT TO HAVE A SPECIAL EVENT EMERGENCY CONTINGENCY PLAN? A Special Event is a unique situation that has the potential to develop into an emergency incident. Therefore, it is prudent for the event organizer to identify conditions that could lead to emergency situations or disasters. To minimize the effects of potential emergency incidents, a plan is required for the following reasons:
This new application will guide you through the thinking process for just about any potential mishap or problem which could ruin your event and cause injury to your participants, or damage to property. This document is self explanatory and easy to use; just fill in the blanks with checks and some text in a few places. Some additional documentation will still be required, such as Food Vendor permits, Porta-John contracts, Police or security contracts, ambulance contracts, building permit, insurance, and a site plan, to name a few. This application was designed to be a one-stop application which fits the needs of most of the departments who review your event. Please fill it out carefully, taking into consideration that this IS your emergency plan, your air quality plan, and your general event planning guide. You can print it out and fill it in at your leisure, or save it and fill it out when you get the time. It is a total of 26 pages, so don't get overwhelmed when you first see it! It is really quite simple to move through. But you will need certain critical elements of information such as numbers of emergency personnel, types of certification of emergency responders, fire safety information, parking locations, emergency exits, alcohol information, and many other items of information that would explain the type of event you are planning. This way the Emergency Management staff can make good recommendations for your event to keep it safe and successful--the ultimate goal of your event!
Whenever you are impacting any county roads with your event, Public Works may require that you provide the following:
· Site map/route map of event including date and time of event.
· Traffic control plan in concurrence with the latest edition of the Manual on Uniform Traffic Control Devices (MUTCD). Include the name and number of the person responsible for the set up and maintenance of traffic control.
· Will need a written traffic control plan and a aerial map showing the setup of traffic control, and where all the signs and cones will be located.
· Proof of insurance.
· Contact information for event emergency contact.
Jim Higgenbotham 520.866.6421
Any time an event is held in Pinal County, either on private land or public land, the public requires protection from harm. The Pinal County Risk Management Department determines the insurance requirements for a special event based on the type of event, activities, location, duration, and whether or not alcohol and fireworks are present. Insurance requirements apply to the sponsor or applicant of the event, who assumes liability for all aspects of the special event. This includes any and all potential hazards which may result in injury or death to the public and damage to property. Two items required from the Insurance Company: (not a summary)
Signed indemnification clause (located on both the large and small event applications)
The Pinal County Risk Manager will determine insurance requirements for a special event following receipt of a special event permit application. Insurance requirements apply to event vendors, amusement ride companies and fireworks producers and well as owners/sponsors. Requirements will depend on hazards associated with the specific event.
Required insurance shall be provided by companies licensed in the State of Arizona with a current AM Best, Inc. rating of A VII or better. Pinal County shall be named additional insured on all insurance policies except workers’ compensation. Coverages shall be primary and non-contributory with respect to any other insurance available to Pinal County and shall include a waiver of rights of recovery or subrogation against the County, its officials and employees for any and all claims, damages, losses, liabilities or expenses relating to, arising from, resulting from, or alleged to have arisen or resulted from, the Event.
Original copies of certificates of insurance and additional insured endorsements must be received by Risk Management at least two weeks prior to the event.
Minimum insurance requirements for any event requiring a special permit are listed below. Insurance requirements of Pinal County do not limit the indemnity provisions of this agreement. Pinal County does not represent that the required insurance is adequate to protect the interests of an event owner/sponsor, producer, vendor or any other person or entity.
Minimum Insurance Requirements
Commercial general liability (occurrence form) including contractual liability: $1,000,000 per occurrence and $2,000,000 annual aggregate
Other liability insurance if applicable:
Small Event: $1,000,000 per occurrence
Large Event: $3,000,000 per occurrence
Very Large Event: $5,000,000 per occurrence
Fireworks Production: $3,000,000 per occurrence
Carnival/Amusement Rides: $3,000,000 per occurrence
Automobile liability covering any automobiles or trucks used for the event: $1,000,000 per occurrence
Workers’ Compensation Insurance: Statutory limits and including Employer’s Liability insurance of $1,000,000 each accident, $1,000,000 each disease and $1,000,000 disease.
In consideration of the approval of a special event permit by Pinal County, the Special Event Owner/Sponsor (“Owner”) shall indemnify, defend, save and hold harmless Pinal County, its officials, agents, employees and volunteers (“County”) without limitation from and against any and all claims, actions, liabilities, damages, losses, or expenses including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation caused, or alleged to have been caused, in whole or in part, by the acts or omissions of Sponsor or any of its owners, directors, employees, agents, contractors or volunteers. It is agreed that Sponsor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. Owner agrees to waive all rights of subrogation against County for losses arising from the Special Event.