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
•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