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 with private or nonprofit organizations that request an event permit from the local authorities. Typically, this permit request is submitted in hard copy or a fillable form that is received by a special event coordinator. The Special Event Permitting solution allows you to collect, store, and organize these permit applications.

Submit 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.

You will start by assuming the role of a permit applicant who needs to submit a permit app to a local government for approval.

1. In a browser, go to the Special Event Permits site.
2. Scroll to the Manage Your Permit Applications section.

   When a permit applicant does not have a community account or is not signed in to the Special Event Permits site, the site displays buttons to Create an account or Sign In with an existing account. If an applicant is signed in to the Special Event Permits site, the site displays an Apply for a Permit button, which can be used to access the Special Event Permit Application form. In the following steps, an applicant has created an account and is signed in to the Special Event Permits site. The Manage Your Permit Applications section only appears when signed in.

3. Click the Apply for a Permit button.

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

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

   Note:

   Note in the last section, under Permit Submission, you can submit the permit as a Draft if you do not have all information required.

5. Click Submit.

Track application status

Permit applicants will 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 assume the role of a permit applicant who wants to understand the status of a submitted permit and update their permit applications when necessary.

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

   Note:

   The list will only show permits submitted by the user that is signed in unless you are an ArcGIS Online administrator, then you will see all submissions.

3. In the list on the left, click the event you submitted from the previous workflow.

   Note:

   Depending on the status of the permit, you will see different options available when you select an event. If you submitted the permit as Draft, you will see an option here to complete the permit. If a site map is needed, there will be a link to create a site map. If the event is approved, you will have the ability to copy all information into a new permit.

Manage permit reviews

Once permits are submitted, special event coordinators are asked to coordinate the review process and notify other government departments when a special event permit has been submitted. You will review the permit app and update the status of the permit.

In this workflow, you will assume the role of special event coordinator who needs to manage the status of permits.

1. In a browser, go to the Special Event Permit Manager app.
2. Read the splash screen and click Manage Permits.
3. Select the event you created in the Special Event Permit Application by checking the box to the left of the row.
4. Under the Information, scroll down and review all details of the event.
5. Under the Information panel in the Actions section, click View Permit to begin review of the permit.
6. In the Special Event Permit Manager app, click Edit to change status of the permit.
7. Change the Permit Application Status to Site Map Required 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.

8. Click Update.
9. Under the Information panel, scroll down and click Request Applicant Create Site Map.

   Note:

   You would send this email to the applicant, so they have information needed to create a site map as discussed in the next step.

10. Close the email.

Prepare site maps

The event site map is the foundation of the event. It provides a common reference for planning, operating, and promoting each event. It can include the event location, event assets, designated areas, and routes required to conduct the event. For example, the event map could show the locations of stages, grandstands, AEDs, or the names and locations of specific vendors or concession booths. 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 most cases a permit applicant would submit a PDF or hand drawn plan of the event site. By enabling the applicant to create a site map, it allows them to take control of making a detailed map that is beneficial to them and the host organization for planning purposes.

In this workflow, you will assume the role of an permit applicant who will create the site map to ensure appropriate resources are allocated.

1. Click the hyperlink from the email in the previous step to open the My Special Event Site Map Editor app.
2. Select the event from the drop-down list that you want to update the site map for, then click Edit Map.

   Note:

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

3. From the editor widget, under Create Site Map panel, click Event Assets, then click on the map to place the location.

   An Event Assets form appears in the Editor widget.

4. Select a value from the Type field. This field controls the symbology for the layer. Complete any other optional fields as necessary.
5. 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.
6. When editing is complete, click Create.
7. 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.
8. 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.

9. When edits to the asset are complete, click Update.

   Like the Event Assets layer, the Event Lines and Event Areas layers have fields that automatically calculate the event id and a unique id for each feature. Additionally, these layers have their own automatically calculated fields that are specific to each layer. In the Event Lines form, if an event type of fencing is selected four new fields appear that can assist you with projecting the number of fencing units (and approximate cost) required based on the length of the fencing line drawn.

   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 the permit applicant can review the permit they submitted or contact the special event coordinator with questions.

Edit site map

The special event coordinator may need to alter key details about the event. When event planning is complete by the applicant, the special event coordinator may need to add additional detail that their organization controls. The special event coordinator has more editing options, such as the ability to create road closures, road blocks, and detours.

In this workflow, you will assume the role of a special event coordinator who will edit the site map an applicant made 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. Select the event you created in the Special Event Permit Application by checking the box to the left of the row.
3. Under the Information panel, scroll down and click Edit Site Map.

   Note:

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

4. Select the event from the drop down list that you want to update the site map for, then click Edit Map.
5. From the editor widget, under the Create Site Map panel, click Event Assets, then click on the map to place the location.

   An Event Assets form appears in the Editor widget.

6. Select a value from the Type field. This field controls the symbology for the layer. Complete any other optional fields as necessary.
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. When edits to the asset are complete, click Update.

    Like the Event Assets layer, the Event Lines and Event Areas layers have fields that automatically calculate the event id and a unique id for each feature. Additionally, these layers have their own automatically calculated fields that are specific to each layer. In the Event Lines form, if an event type of fencing is selected four new fields appear that can assist you with projecting the number of fencing units (and approximate cost) required based on the length of the fencing line drawn.

    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 the special event coordinator can review the permit or contact the permit applicant with questions.

Conduct internal review

Event permits are typically reviewed by several different government departments or agencies. Incorporating feedback from the internal stakeholders before the permit is approved is critical. In this workflow, you will learn how to review a permit app and offer comments. You will also 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 and often times a paper or email workflow. By associating all comments from reviewers to the permit, the coordinator can better determine the next step in whether an event should be approved or more information is needed from the applicant.

In this workflow, you will first assume the role of the special event coordinator who wants to solicit feedback from internal stakeholders so you can process permits in a timely manner.

1. In a browser, browse to the Special Event Permit Manager app.
2. Select the event you created in the Special Event Permit Application by checking the box to the left of the row.
3. Click Edit.
4. If necessary, change the Permit Application Status to Under Review to let the applicant know the review process has started.
5. Click Update.
6. Under the Information panel, scroll down 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.

7. In the Special Event Permit Manager app, under More, click Refresh.
8. Select the event you used earlier if necessary.
9. Scroll down and examine the comments under Reviewer Comments.

   Note:

   You will not see comments until the reviewers provide feedback as outlined in the next step.

Provide reviewer comments

Reviewers need a simple way to view the permit and associated site map to see what is impacting their department. For example, public works will want to look at proposed road closures, trash and use of other facilities where the event will take place.

You will assume the role of permit reviewer (for example, public works or planning or planning staff) and provide feedback on the permit.

1. From the link in the email in the previous step, open the Special Event Permit Review.
2. On the right under Comments, select the Organization you represent, fill out the remaining details and click Submit.

Approve event

Once the special event coordinator has gathered comments from all internal stakeholders and conducted their own review, they can either request more information or set the final status of the permit to approved or denied. If approved, often times a pdf generated of the approved permit is requested to be sent to the applicant.

In this workflow, you will assume the role of the special event coordinator who will approve the event and notify the applicant.

1. In a browser, browse to the Special Event Permit Manager app.
2. Select the event you created in the Special Event Permit Application by checking the box to the left of the row.
3. Click Edit.
4. If necessary, change the Permit Application Status to Approved to let the applicant know the review process has started.
5. Click Update.
6. Under the Information panel, scroll down and click Generate Report.

   Note:

   A new window appears that asks you to generate a report.

7. Specify a new Report Name if desired and click Generate.

   Note:

   A new pdf format of the permit gets saved locally to your computer. A template word doc is included with the solution which can be branded with your organization details and modified to add or remove questions.

8. Close the window after generating the report.
9. In the Special Event Permit Manager under the Information panel, scroll down and click Send Approval.
10. Modify the email as needed and send the approval email to the applicant so they can have a successful event. You may optionally attach the pdf report you generated previously.

Monitor permit applications

Many organizations are seeing a growing number of events in their community. As a result, special event coordinators and event executives need to monitor the status of the event permit process and understand which events are occurring throughout the 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.

1. In a browser, browse to the Special Event Permit Dashboard app.
2. In the left panel, select an option under Permit Status to filter.
3. Click the Start Date tab and click a column to filter events by date.
4. Review the list of permits and other indicators.

Explore upcoming events

Special events have become an important factor in local economies by attracting participants and spectators from outside the community to events such as 5k fun runs, marathons, outdoor concerts, and arts and crafts festivals. In some cases, local governments hosting similar special events are competing with each other for event participants that help support the local economy. Therefore, promoting and marketing local events is important.

In this workflow, you will assume the role of a member of the public wants to discover festivals, shows, concerts, and other events occurring in the community.

1. In a browser, browse to the Special Event Calendar app.
2. Select an event from the list.

   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.

3. Explore the various Amenities associated with the event.
4. Click the Date filter and filter the events by a date of your choice.