Special Events

The following list offers information for Event Coordinators to consider in their planning. If the requirements are not adhered to, the City may remit a bill for unauthorized use, repair, or replacement of City property. 

1. All events must have a local sponsor, or at the very least a local contact who is integrally involved in the event planning. 
2. Closure of streets on a CyRide route requires City Council approval. Allow additional lead time for events requiring City Council approval.
3. If your event is located in Downtown Ames, please contact Ames Main Street at 515-233-3472. 
4. No tape, glue, or any other type of sticky substance may be used on parking meters.
5. Nothing may be attached to light/power poles. Learn more about applying for a banner permit: Banner Permits. 
6. When marking the streets, only duct tape (which comes in a wide variety of colors) may be used. Immediately after the event is over, the Event Coordinator must remove the duct tape.
7. No stakes or other objects may be driven into street surfaces. Locates are required for stakes or other objects driven into the grassy right-of-way areas.  
8. All refuse and material brought into the street or parking lot areas during the event shall be removed at the conclusion of the event.
9. If food or alcohol is to be served or sold during the event, all applicable state and local regulations must be followed.
10. A certificate of insurance in the amount of $500,000 combined single limit, naming the City of Ames as an additional insured, is required for all non-City-sponsored events.
11. Written permission is required prior to tapping into City water hydrants. Testing shall be completed and a meter attached prior to use. Fees may apply.
12. Written permission is required prior to plugging into City power receptacles. Extension cords, if used, shall be rated for external use. Fees may apply.

If barricades or delineators are required for your event, the sponsor may be required to provide them. Barricades can be obtained through private traffic control companies; however, the City Public Works Department Traffic Division (515-239-5541) can provide up to 20 barricades and 25 traffic cones, depending on availability. The cost of delivery of these materials will be charged if delivery and pickup is necessary outside of normal working hours (7:00 a.m. to 3:30 p.m., Monday-Friday). Full replacement cost will be charged for materials lost or broken.

Barricade Guidelines

It is extremely important that barricades be manned by responsible adults at all times. It is preferred that each barricade be manned by two people; this is required for heavily traveled or major intersections. Please review the following guidelines with your barricade volunteers:

• Volunteers must be willing to miss out on the “action”. This means that if there is a parade or other event going on, they will likely not see it or participate in it. (Hint: the more volunteers, the better. People can work in shifts to allow everyone a chance to have some fun during the event. If this method is used, please ensure that there are no gaps between barricade coverages!)
• Once a street is closed, it is CLOSED. Motorists will often try to convince a volunteer to move a barricade to let them through. This is why it is extremely important that heavily traveled or major intersections are manned by strong-willed people. Do not move a barricade during a closure unless it is an emergency situation or if special arrangements have been made for a specific business or parking lot (see next bullet).
• Sometimes special arrangements will need to be made to allow motorists access and egress to/from a business or parking lot. It is important to establish a plan with City staff ahead of time, and to review the plan with the barricade volunteers. The safety of the volunteers, motorists, and event participants is paramount.
• Volunteers are required to wear safety vests while manning a barricade. There are 48 vests available upon request through the Public Works Department. Event organizers are responsible for providing any additional vests.
• Event organizers shall maintain a list of volunteers that includes cell phone numbers and intersection assignments. This list must be made available to the Special Events Committee to review if requested. Depending on the scale of the event, volunteers may also be asked to attend a meeting to review guidelines, arrival times, etc.
• Make sure that each volunteer has the cell phone number of at least one of the event coordinators, and vice versa. Volunteers should be confident that they can get in touch with someone during the event if they need to.
• Coordinate with Public Works and the Special Events Committee to determine a plan for barricade drop-off/pickup. Make sure volunteers know what to do with their barricade once the event is over.

Cooking Vendor Requirements

• LP gas cylinders shall be limited to those required for the cooking device and one spare. Maximum cylinder size is 100 pounds.
• All compressed gas cylinders are required to be nested or restrained to prevent tip over.
• LP cylinders must be kept 15’ from building openings. Stored cylinders need kept in a ventilated area.
• Open flame cooking operations, including charcoal grills, must be kept 10' away from combustible construction.
• All cooking operations are required to have multipurpose ABC extinguisher with a minimum rating of 2A 10BC.
• Cooking operations that deep fry using oil are required to have a class K extinguisher.
• All extinguishers are required to be readily accessible to the operator, and have a current annual service tag.
• Power cords must be in good condition, be kept dry and not create a tripping hazard.
• Refueling of gasoline powered equipment, such as generators is prohibited.

Any questions can be directed to the City of Ames Fire Prevention Office: 515-239-5156.