Special Event Standards & Miscellaneous Code Requirement
Is your business hosting an event in Lenexa that requires a Special Event Permit? Here are the standards and code requirements you must follow.
Frequency
The maximum frequency of a special event on the same property is four per calendar year for individual businesses and three per calendar year for shopping centers.
Approval
Upon approval of a Special Event Permit, the applicant must adhere to the following applicable standards and requirements. Additional Public Safety requirements may be stipulated following a review of the Special Event application. Approval for the Special Event Permit may be subject to passing a Community Standards inspection. This inspection will be looking for exterior compliance with current codes, including, but not limited to, trash containers, delivery vehicle parking or parking lot surface conditions. Staff will schedule an inspection at least one week in advance of event, if required.
Supervision and control
Special events must be conducted in compliance with current codes, including, but not limited to, excessive noise and traffic, trash or uncontrollable crowds. Directly following the approved event period, temporary structures and other general amenities used for the event must be removed. The area must be cleaned of all trash and related debris. Any damage to existing landscape and other site improvements must be properly repaired.
Insurance
Proof of liability and bodily injury insurance coverage at a minimum amount of $500,000 combined single limit per occurrence with a minimum aggregate limit of $1,000,000 required for all events. Requests for Type 1 events to be held on private property, within vehicular use areas, and for Type 2 events, held entirely on private property, must be accompanied by a Certificate of Insurance identifying the City of Lenexa as a "Certificate Holder." Type 1 and Type 2 events held on public property and all events assisted by the City of Lenexa must be accompanied by a Certificate of Insurance identifying the City as "Additional Insured." (A Certificate of Insurance is not required for a registration.)
Outdoor electrical
Electrical cords should not be located where they are subject to pedestrian or vehicular traffic. Electrical work shall comply with all National Electrical Code requirements for outdoor locations, and be performed by an electrical contractor licensed by both the City of Lenexa and Johnson County. The contractor should call the Building Inspection Division at 913.477.7725 for details regarding permits and inspection requirements.
Parking lot sales
No drives or maneuvering areas may be used unless they are directly adjacent to the approved display or demonstration area, not required for emergency access, and not needed to provide proper circulation through the lot.
Sidewalk sales
Displays located on the sidewalk must be placed so as to provide adequate space for pedestrian traffic on the sidewalk. Please ensure that the event is properly monitored to keep pedestrian traffic off the access drive adjacent to the sidewalk.
Area of parking lot dedicated to special and seasonal sales
No more than 20% of the parking stalls required for the business requesting the special event permit — not to exceed 30 stalls — shall be permitted for the display and demonstration of special, and seasonal (live goods only) sales items. No drives or maneuvering areas may be used unless they are directly adjacent to the approved display or demonstration area, not required for emergency access, and not needed to provide proper circulation through the lot.
Balloons
A roof or ground-mounted balloon is permitted for a maximum of three days per permit. The balloon shall not exceed 30 feet in height, cannot be illuminated, and must be deflated and secured at the end of each work day. If steady wind speeds exceed 10 mph, the balloon should be deflated and secured.
Air-supported and inflated structures
The design and construction of the fabric envelope, the method of anchoring, and inflation systems for air-supported and air-inflated structures shall be in accordance with the Building Code and the 2018 International Fire Code.
Signs
Signs used in conjunction with a Special Event will be reviewed with reference to size, type, area and location regulations as described in Section 4-1-E-13 of the of the Unified Development Code titled Permitted Miscellaneous Temporary Signs.
- Façade signs: One façade sign no larger than 5% of the total area of the façade upon which it is placed. Average letter height shall not exceed 1/8 of the height, and logos shall not exceed 1/4 of the height, of the façade upon which they are placed. A letter size of 18 inches is permitted regardless of building height, and no letter or logo may exceed a total height of 6 feet. The sign must be attached securely to the building so as not to allow movement by the wind.
- Free-standing signs: One non-illuminated free-standing sign on any property with 200 or more feet of public street frontage, of up to 32 square feet in area and 8 feet in height.
- Nonprofit signs: One non-illuminated free-standing sign of up to 32 square feet in area and 8 feet in height. The organization responsible for erecting the sign shall be responsible for its removal.
Public Safety Requirements
Traffic safety
Special events shall not cause undue traffic congestion or accident potential given anticipated attendance, and the design of adjacent streets, intersections, and traffic controls. All participants must obey pedestrian and vehicular traffic laws. An unobstructed width of not less than 20 feet wide, and an unobstructed vertical clearance of not less than 13 feet 6 inches access roadway shall be maintained for emergency vehicle access at all times.
- No parking on streets within 100 feet of all intersections.
- Additional access requirements may be stipulated based upon the location of the event in conjunction with surrounding buildings, etc.
- Handicapped parking spaces and access aisles need to be clear at all times with a minimum width of 96 inches.
- All exit pathways from the building are to be clear of all obstructions, with a minimum width of 44 inches.
Tents
Shall comply with Chapter 31 of the 2018 International Fire Code. Sections of Chapter 31 shall apply at the determination of the fire code official.
No smoking
Smoking shall not be permitted in temporary membrane structures, tents and canopies or in adjacent areas where combustible materials are stored or used. "No smoking" signs shall be conspicuously posted.
Open flames
Fireworks, open flames or any devices capable of creating ignition or lighting combustible materials shall not be used in or adjacent to a temporary membrane structure, tent or canopy, unless otherwise approved.
Portable heaters
Contact the Fire Department Prevention Division at 913.477.7990 if portable heaters are to be used.