Use Special Event Permitting

The Special Event Permitting solution delivers a set of capabilities that help local governments collect permit applications and event site maps, coordinate the permit review process, gather feedback during permit review, share approved permits with stakeholders, and promote events occurring in a community.

In this topic, you will learn how to use the solution by assuming the role of a user and performing the following workflows.

Note:

Use your organization's data or configured apps to follow these workflows.

Submit a permit application

Special events start when a private or nonprofit organization request an event permit from the local authorities. The Special Event Permitting solution allows applicants to submit multiple permit requests and helps them track request status.

Submit an application

Permit applicants need to submit permit applications to gain approval. Some applicants may submit many events and want to track progress, and in certain cases, copy existing events as the basis for a new event.

In this workflow, you will assume the role of a permit applicant who needs to submit a permit application to a local government for approval. To submit an application, complete the following steps:

1. In a browser, browse to the Special Event Permits site.

   If you do not have a community account or are not signed in to the Special Events Permit site, the site will ask you to create an account or sign in with an existing account. You cannot apply for a permit without an account.

2. If necessary, create a community account and sign in.
3. Scroll to the Manage Your Permit Applications section.

   Note:

   You must be signed in to see this section.

4. Click the Apply for a Permit button.

   The Special Event Permit Application form opens in a new tab.

5. Expand all sections and fill out all the required fields for the permit.

   Required information is indicated by a red asterisk.

   Note:

   If you do not have all the required information, you can submit the permit as a draft. To submit a draft, scroll to Permit Submission and select Draft.

6. Click Submit.

Track application status

Permit applicants want to know the status of their applications and if they need to make any adjustments to ensure that they are approved. They also need the ability to complete a permit they submitted as a draft.

In this workflow, you will continue the role of a permit applicant who wants to check the status of a submitted permit. To check permit status, complete the following steps:

1. Verify that you are signed in to the Special Event Permits site with your community account and scroll to the Manage Your Permit Applications section.
2. View the My Special Event Permits app.

   Note:

   The list only shows permits requests submitted by the user that is signed. However, if you are an ArcGIS Online administrator, you will see all submissions.

3. On the left, click the event that you submitted in the previous workflow.

   Note:

   The options that you see when you select an event will vary depending on the permit request status. For example, if you submitted the permit as a draft, you have the option to complete the permit. If a site map is required, you can click the link to create a site map. If the event is approved, you will be able to copy all information into a new permit.

Manage permit reviews

Special event coordinators manage the permit request review process and notify other government departments when a special event permit has been submitted.

In this workflow, you will assume the role of special event coordinator who is managing permit requests. To review an application and update its status, complete the following steps:

1. In a browser, browse to the Special Event Permit Manager app.
2. Read the splash screen and click Manage Permits.
3. In the Special Events Permits table, select the event that you created previously, and then review the details of the project in the Information panel.
4. Scroll to the Actions section.

   As a special event coordinator, you can track permit status throughout the review lifecycle. Depending on the status, different actions are presented in the Actions section of the Information panel.

5. Click View Permit

   The application opens in a new tab.

6. Review the permit request.

   You have determined that the applicant must submit a site map for their event.

7. In the Special Event Permit Manager app, click Edit at the bottom of the Information panel change status of the permit.
8. Change the Permit Application Status to Site Map Needed to let the applicant know the review process has started, and they now need to submit a site map.

   Note:

   As a special event coordinator, you can track the permit status throughout the review life cycle and identify when site maps have been created. Depending on the status, different actions are presented in the Actions section of the Information panel.

9. Click Update.
10. In the Information panel, scroll to the Actions section and click Request Applicant Create Site Map.

    An email to the applicant opens. The email includes information about site maps and a link that the applicant can click to create one.

11. Keep the email open for the next workflow.

Prepare site maps

A site map is the foundation of the event that provides a common reference for planning, operating, and promoting an event. A typical site map includes information about the event location, event assets, designated areas, and routes required to conduct the event. For example, a site map for a music festival might show the locations of stages, grandstands, and AEDs, or provide the names and locations of specific vendors or concession booths.

Traditionally, site maps have been hand-drawn or saved as a PDF file, but these site maps are difficult to update and complicated to share. With the Special Event Permitting solution, permit applicants can use the My Special Event Site Map Editor app to create and quickly edit a site map, and special event coordinators can use the Special Event Site Map Editor app to review and update them.

The Special Event Site Map Editor is used by special event coordinators and the My Special Event Site Map Editor used by permit applicants allow for quick editing of these maps for an event.

Ask applicant to create site map

In this workflow, you will assume the role of a permit applicant who wants to create the site map to ensure that resources are allocated appropriately. To create a site map, complete the following steps:

1. Click the hyperlink in the email in the previous workflow to open the My Special Event Site Map Editor app.
2. Click the All drop-down arrow.

   Note:

   Applicants will only see their permits where the status is set to Site Map Needed.

3. Select the event that you want to create a site map for, and then click Edit Map.
4. From the Editor widget, in the Create Site Map panel, click Event Assets , and then click the map to place the asset.

   The Event Assets form appears in the Editor widget.

5. Click the Type drop-down arrow.

   The Type field controls the symbology for the layer.

6. Select the asset type, and them complete any other fields, as necessary.
7. Expand the Details group.

   Each event asset feature includes two automatically populated fields: Event ID and Asset ID. The Event ID field shows the event ID of the event that the asset is associated with, and the Asset ID field generates a unique ID by auto-numbering each created feature by type. For example, the first ATM created receives an asset ID of ATM 1, the second of ATM 2, and so on. The Asset ID field can then be used to assist with addressing and wayfinding in an event with many unique event assets.

8. When editing is complete, click Create.
9. Use the search, and filtering tools on the list widget to focus the list as necessary. To update an event asset, click a record from the list to open the Editor in the Create Site Map panel.

   Features can also be edited by clicking on them from the map.

10. Update the form as necessary and click Update.

    Like the My Event Assets layer, the My Event Areas and My Event Lines layers automatically generate an event ID and a unique ID for each feature. Additionally, each layer has a specific set of fields that automatically populate—such as capacity for area and length and cost per unit for length—depending on the size of the feature size that you draw.

    If at any point the permit application needs to be revisited to see what information was on the permit, click Event Details in the central map panel. Here, you can review your submitted permit. You also have the option to contact the special event coordinator with questions.

11. Click the Back arrow near the top of the Create Site Map panel.
12. Click Event Areas or Event Lines to create area or line features.

Edit a site map

After an applicant submits an event site plan, the special event coordinator may need to update it with information about assets that the local government controls, such as road closures, roadblocks, and detours.

In this workflow, you will assume the role of a special event coordinator who will edit a submitted site map to assess the impact of a planned event and ensure appropriate resources are allocated.

1. In a browser, browse to the Special Event Permit Manager app.
2. In the Special Event Permits table, select the event you created previously (as an applicant) and then review the details of the project in the Information panel.
3. Scroll to the Actions section and click Edit Site Map.

   The Special Event Site Map Editor app opens in a new tab.

4. Click the All drop-down arrow, select the event you want to update the site map for, and click Edit Map.
5. From the Editor widget, in the Create Site Map panel, click Event Assets, and then click the map to place the asset.

   A form appears in the Create Site Map panel.

6. Click the Type drop-down arrow.

   The Type field controls the symbology for the layer.

7. Open the Details group. Within the group there are two automatically calculated fields, Event ID and Asset ID. The Event ID field automatically copies the id of the event to which the asset is associated, and the asset id field is a unique id generated by auto numbering each created feature by type. For example, the first ATM created receives an asset ID of ATM 1, the second of ATM 2, etc. The Asset ID field can then be used to assist with addressing and wayfinding in an event with a large number of unique event assets.
8. When editing is complete, click Create.
9. To view a list of all the map features you have created for the event, look at the Review panel and click between the different types of features to review using the buttons at the top. To view more information about a specific feature in a list, click the Info button.
10. Use the search and filtering tools on the list widget to focus the list as necessary. To update an event asset, click a record from the list to open the Editor in the Create Site Map panel.

    Event assets can also be edited by clicking on them from the map.

11. Update the form as necessary and click Update.

    Like the Event Assets layer, the Event Lines and Event Areas layers have fields that automatically generate an event ID and a unique ID for each feature. Additionally, each layer has a specific set of fields that automatically populate-such as capacity for area and length and cost per unit for length-depending on the size of the feature size that you draw.

    If at any point the permit application needs to be revisited to see what information was on the permit, click Event Details in the central map panel. Here, you can review the permit or contact the permit applicant with questions.

12. Click the Back arrow near the top of the Create Site Map panel.
13. Click Event Areas or Event Lines to create area or line features.

Conduct internal review

Event permit applications are typically reviewed by several different government departments or agencies, and it is critical to incorporate their feedback before the permit is approved.

In the following workflows, you will learn how to review a permit app and offer comments. Then, you will learn how to review a summary of all comments provided during the review process.

Request reviewer comments

Gathering feedback from all impacted departments of an organization can be time-consuming, often resulting in a lengthy paper or email chain. The Special Event Permitting solution helps special event coordinators streamline the process so they can more efficiently get the information they need to determine if an event can be approved or if more information is needed from the applicant.

In this workflow, you will assume the role of the special event coordinator who wants to solicit feedback from internal stakeholders. To solicit feedback, complete the following steps:

1. In a browser, browse to the Special Event Permit Manager app.
2. In the Special Event Permits table, select the event that you created previously (as an applicant), and then review the details of the project in the Information panel.
3. Click Edit.
4. Change the Permit Application Status to Under Review and then click Update.

   Applicants can view the status of their permit on the Special Event Permits site.

5. In the Information panel, scroll to the Actions section and click Notify Permit Reviewers.

   Note:

   You would send this email to the appropriate permit reviewers. The link will open the Special Event Permit Review specific to the event you selected earlier.

6. Keep the email open for the next workflow.
7. In the Special Event Permit Manager app, under More, click Refresh.

   The permit application status updates to Under Review.

Provide feedback on a permit application

Stakeholders need to review permit requests and associated site maps to determine if an event may affect their departments and the work that they do.

You will assume the role of permit reviewer (for example, public works or planning or planning staff) and provide feedback on the permit. To provide feedback on a permit application, complete the following steps:

1. Click the hyperlink in the email from the previous workflow to open the Special Event Permit Review app.
2. In the Comments panel on the right, click the Organization you represent.

Complete the form and click Submit.

Review stakeholder feedback

In this workflow, you will assume the role of a special event coordinator who wants to review stakeholder feedback. To review feedback, complete the following steps:

1. In the Special Event Permit Manager app, above the Special Event Permits table, click the More down arrow and click Refresh.
2. Select the event that you created previously, and then in the Information panel, scroll to Reviewer Comments.

Approve event

After reviewing feedback from internal stakeholders and determining that a permit application can be approved, a special event coordinator can update the permit application status accordingly.

In this workflow, you will assume the role of the special event coordinator who will approve the event and notify the applicant. To approve the event, complete the following steps:

1. In a browser, browse to the Special Event Permit Manager app.
2. In the Special Event Permits table, select the event that you created previously.
3. In the Information panel, click Edit.
4. Change the Permit Application Status to Approved and click Update.
5. Under the Information panel, scroll down to the Actions section and click Generate Report.

   Note:

   A form for generating a report opens in a new tab.

6. If you want, change the report name and then click Generate.

   A PDF version of the permit saves locally to your computer.

7. Close the report form.
8. In the Special Event Permit Manager in the Information panel, scroll to the Actions section and click Send Approval.

   An email to the applicant opens. The email notifies the applicant that their event permit application has been approved. Optionally, you can modify the email text or attach the report that you just generated.

Monitor permit applications

Many organizations are seeing a growing number of events in their community. Carefully monitoring the event permitting process can help special event coordinators and event executives better understand and track the events that occur throughout their community.

In this workflow, you will assume the role of the special event coordinator who needs to ensure service level agreements and key performance metrics are being met. To monitor permit applications, complete the following steps:

1. In a browser, browse to the Special Event Permit Dashboard app.
2. On the left, in the filter panel, adjust the filters to refine the results.

Explore upcoming events

Special events are an important part of any community, and local governments promote these events to attract attendees.

In this workflow, you will assume the role of a member of the public who wants to discover festivals, shows, concerts, and other events occurring in the community. To search for events, complete the following steps:

1. In a browser, browse to the Special Event Calendar app.
2. Use the filters at the top of the app to refine the results.
3. Select an event from the list to view its amenities.

   Note:

   The calendar will only show events that have the Permit Application Status set to Approved, are open to the public, and that are in the future.