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Hold An Event In West Columbia

events@westcolumbiasc.gov

Interested in hosting an event in the City of West Columbia?

Special Events held in the City of West Columbia require the coordination of a variety of city personnel, event staff, and resources for a successful event. Whether the event is held in a location such as the Wyman “Mac” Rish Riverwalk and Amphitheater, on a road in the city, or on a private lot, each event has very specific requirements which are best considered and weighed before the day of the event.
The following policy is established to facilitate the planning process with the city. When planning a special event in the City of West Columbia, the policy below must be reviewed well in advance of the planned event date to determine the requirements for a successful event. The City of West Columbia is committed to ensuring that all events within the City limits are appropriately governed by rules, regulations, and ordinances, and do not violate federal or state laws or regulations. It is the responsibility of the organizer to ensure these guidelines are followed.

This policy contains information regarding:
1- The city’s definition of a “special event”.
2- Fees, deposits, and special conditions that could be applied to each event.
3- Application timelines and required documentation and information.
4- Grounds for application denial.

Click below to apply online. It will bring up a login/register screen.

APPLY ONLINE

WHAT IS AN EVENT?

Any organized activity involving the use of, or having an impact upon, public property, public facilities, parks, sidewalks, or public roadways in a manner that varies from its current land and use. It is the City’s goal to assist event organizers in planning clean, safe, and successful events that cause a minimal impact on the community surrounding the event.

Events can include, but are not limited to:

·         Festivals ·         Parades, Processions, or Marches
·         Bike or Wheeled Races ·         Foot Races or Walks
·         Commercial Filming or Photographic Activities ·         Private Events

BUSINESS LICENSES

The City of West Columbia, by Ordinance, requires every person engaging in business within the city limits to obtain a business license.
Penalties will be assessed for any business that operates without a license. Applications can be picked up from City Hall at 200 N. 12th Street, West Columbia, SC 29169, by calling the Business Licensing Department, or on the city’s website at https://westcolumbiasc.gov/business-licensing/.
Food and beverage are required to obtain insurance before their business license will be approved.
Food Trucks: Fill out the Business License Application and West Columbia Zoning Ordinance for Food Trucks. The forms must be submitted to the Business License Department. Once approved, contact the Fire Marshal. Once the Fire Marshal has inspected and cleared the food truck, submit the clearance form to the Business License Department along with payment. This process must be completed two (2) weeks before the event.
Event vendors and the organizer will be given a citation if found to be operating at the event without meeting the proper requirements.

CITY STAFF ROLES

Events Coordinator – (803) 791-1880 ext. *279 The Events Coordinator is the main point of contact regarding the events process, amphitheater rental, invoicing, and MOU execution. Contact the Events Coordinator before completing the Special Event Application to rent the West Columbia Riverwalk Amphitheater to ensure facility availability.

Police and Chief – (803) 936-6280 Determines the amount of security required, handles temporary road closures, and traffic control plan. Works with the Event Organizer on alcohol sales and consumption, and the Police Chief signs off on the ABL-900 Temporary License from the SC Department of Revenue Alcoholic Beverage Licensing Division.

City Clerk – (803) 791-1880 ext. *608 Assists with Council requirements.

Business License Coordinator – (803) 791-1880 ext. *285 Assists event organizers and vendors with business licenses required by city ordinance. Insurance requirements must be met before the licensing process can begin.

Fire Marshal and Chief – (803) 791-4440 The Fire Marshal must inspect all food trucks and carts before a business license can be approved. They are also required to inspect and ensure the event site meets the City of West Columbia Fire Code requirements. A final inspection and approval of the event area must be completed on the event day. The Fire Chief determines if a river event requires a swift water rescue team to be on-site on the event day.

Public Works/Parks Department/Sanitation – (803) 791-1880 option 2 Public Works assists with event set up and clean up for an additional fee, temporary road closures, event day sanitation, and parks.

Zoning Department – (803) 791-1880 ext. *186 Zoning approves food truck applications, event site layout, a structure, if built or placed at the event site, and signage.

 Please refer to these phone numbers as directed throughout the policy and procedure manual.

CITY OF WEST COLUMBIA ALCOHOL AND NOISE ORDINANCE

Sec. 9-2-8 Drinking in public places

  (a)  No person shall drink any alcoholic beverages, including beer and wine on the streets, road rights-of-way, sidewalks, parks, or other public places in the municipality. This prohibition includes private property not attended by the owner and instances in which the owner has not given approval for the activity. (b) Violators of this provision shall be fined not more than five hundred dollars ($500.00) or imprisoned for not more than thirty (30) days. A separate offense shall be deemed committed on each day that a violation occurs or continues. (Ord. of 7/17/95)

Sec. 9-2-6 Noise

(a)  The creation of any unreasonably loud, excessive and disturbing noises in the city is hereby prohibited. It shall be unlawful for any person to make, continue, or cause to be continued any loud, excessive, or disturbing noise, or any noise which either annoys, disturbs, injures or endangers the comfort, repose, health, peace or safety of others within the city.

  (b)  The following acts, among others, are declared to be loud, disturbing and excessive noises in violation of this section; provided, however, that such enumeration shall not be construed to be exclusive of other noises:

   (2)  The playing or operation of any radio, television, phonograph, stereo, computer, CD player, cassette player, loudspeaker or similar sound-producing or sound-emitting device or any musical instrument in such a manner, or with such volume, particularly during the hours between 9:00 p.m. and 7:00 a.m., as to unreasonably disturb any person in the vicinity thereof;

   (12)  The use of any drum, loudspeaker or other instrument or device for the purpose of attracting attention by creation of noise to any performance, show or sale of merchandise;

  (13)  The use of loudspeakers or amplifiers on trucks or other vehicles.

  (c)  An unreasonably loud, excessive or disturbing noise is defined as any sound regulated by this section, which is plainly audible at a distance of fifty (50) feet from its source.

  (d)  Noises audible in public streets or public places which violate the standards of this article are hereby declared to be public nuisances which may be abated by any law officer.

   (3)  Noise resulting from events of an entertainment or recreational nature which are held in the city, parks, public buildings or elsewhere such as to broadcast programs of music, speeches or general entertainment as a part and in recognition of the community celebration of national, state or city events, public festivals or outstanding events to the extent allowed under the terms of the permit issued by the city administrator or his/her designee; and

  (4)  Noise resulting from parades to the extent allowed under the terms of the permit issued by the city administrator or his/her designee.

To view the entire ordinance please visit www.westcolumbiasc.gov.

NOISE PERMIT APPLICATION

IS THIS THE APPLICATION TO RENT THE WEST COLUMBIA AMPHITHEATER?

Contact events@westcolumbiasc.gov to confirm the availability of the date before filling out the online application.

APPLICATION PROCESS

The application process begins when a completed Special Event Application is submitted online at www.westcolumbiasc.gov/events. The receipt of your application in no way is a final approval or confirmation of the request. The first point of contact for a special event will be the City’s Events Coordinator. Each West Columbia department will reach out to the contact on the event application if the event requires any additional permits, licenses, approvals, or certificates.

The event contact will be required to submit a site plan as well as a traffic control plan with the application. Once the application is submitted, the request goes through preliminary approvals. After the preliminary approvals, additional documentation or insurance could be required. All requested documents and preliminary approvals must be received before issuing the final approval of the Special Event Application. Delays in providing the information requested, delay the ability to finish the review process and approve the application promptly. Due to the many changing components of an event, the timeline for the application approval process varies.

EVENTS ON PRIVATE PROPERTY

Events on private property must follow the City of West Columbia Code of Ordinances. Violations of the Code of Ordinances will be handled on a case-by-case basis. The Special Event Application approval is not required for events held on private property unless it involves the closing of streets or the need for city services. However, there may be a requirement for other permits such as tent permits (cooking tents and other tents over 200 square feet), zoning compliance, sign permits, etc. Please contact the Planning and Zoning Department for more information at (803) 791-1880 ext. *186.

APPLICATION TIMELINE FOR ALCOHOL EVENTS AND SIGNIFICANT ROAD CLOSURES

This timeline provides a basic understanding of the application process. The approval times will vary based on event components and response times. Please make sure to respond to each West Columbia department’s request as soon as possible.
1) Application Request Submitted 60 days prior to event. Annual Events require the application be submitted 4 months in advance.
2) Week 2 – Event contact receives a call from each department within two weeks of submitting the application. Please respond as soon as possible to keep the application process on track. Contact the Business License Coordinator to begin the licensing process if applicable. The event contact is responsible for informing the event vendors of the West Columbia licensing and H-Tax requirements.
3) Week 3 – 4 – Each West Columbia department has reported to the City Events Coordinator with anticipated costs from their department as well as with preliminary approvals. The Events Coordinator will create a Memorandum of Understanding (MOU) for each department and a quote for the cost of the City services for the event. If the quote exceeds $500, a 50% deposit will be due when the MOUs are signed. The payment is required before the event can be placed on Council’s agenda for final approval.
4) Week 4 – 5 – All West Columbia departments must sign off on the event before it can be placed on Council’s agenda for final approval. By week 5, the City Clerk will contact the event organizer to be placed on Council’s agenda. The event organizer or a designee must be present at the Council meeting to receive approval for the event.
5) Week 6 – 8 – Council meeting for final approval of the event. Final South Carolina Department of Transportation approval will be received. Event vendors should have the final approval from the West Columbia Fire Marshal by week 6 to participate in the event.
6) Event Day – Inspection by West Columbia Fire Marshal
7) Week following event – Departments submit final fees to the City Events Coordinator and a final invoice is sent to the event organizer. The invoice must be paid upon receipt.

HOLDING AN ANNUAL EVENT?

We can create a template in our system for the event to minimize the time it takes to input your information. Contact Joel Mathwig at, jmathwig@westcolumbiasc.gov, to create the template. (YOU MUST FOLLOW THE GUIDELINES IN THE SPECIAL EVENTS POLICY AND PROCEDURES)

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