TO: Committee of the Whole - Parks and Environmental Sustainability
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
|
Parks |
Loreen Hamilton |
425-556-2336 |
DEPARTMENT STAFF:
|
Parks |
Alex Clark |
Special Event Program Assistant |
|
Parks |
Lindsey Tusing |
Events and Marketing Supervisor |
|
Parks |
Brittany Pratt |
Parks Manager |
|
Parks |
Zach Houvener |
Deputy Director |
TITLE:
title
Special Event Permit Improvements for 2025
OVERVIEW STATEMENT:
recommendation
Improvements to the 2025 special event permitting process focused on creating a more accessible and streamlined application process. These changes were informed through feedback from internal and external stakeholders.
body
☒ Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
☒ Receive Information ☐ Provide Direction ☐ Approve
REQUEST RATIONALE:
• Relevant Plans/Policies:
Redmond 2050, Cost of Service, PARCC Plan
• Required:
N/A
• Council Request:
N/A
• Other Key Facts:
N/A
OUTCOMES:
• Created online application via DocuSign to replace 17-page fillable PDF
o Walks applicants through the questions and provides instant feedback.
o Greater accessibility and translation capabilities.
o Application can easily be completed on a mobile device.
• Streamlining application processes and invoices for additional permits
o Master Event Business License can be obtained with the single Special Event Permit application, removing a redundant application process.
• Transformed PDF “event guide” into web page content for Special Event and Miscellaneous Park Use.
o Allows for more visible callouts, alerts, important “can’t miss” info in each section.
o Streamlines permit movement through 14 committee members representing departments across the city.
• Facilitated robust feedback opportunities for event producers.
o Increases transparency of the process (more details in Community Outreach section)
o Shifts process design focus to the end-user’s satisfaction
COMMUNITY/STAKEHOLDER OUTREACH AND INVOLVEMENT:
• Timeline (previous or planned):
• Required post-event wrap-up questionnaire and meetings for event producers and event committee
• End-of-season questionnaire for event producers, and debrief meetings with permit committee
• Year-round dedicated email and q-alert ticketing for questions and inquiries
• Monthly open office hours starting May 2025
• Outreach Methods and Results:
• Require digital post-event questionnaire for event producer
• Virtual/in-person meetings for event producers and open-house at close of event season
• Let’s Connect Questionnaire for event producers, Q-Alert and dedicated email for inquiries and questions throughout permitting process
• Website section added to create transparency on all feedback and contact opportunities
• Feedback Summary:
• Event producers have stated the new process is faster and easier to understand.
• Event producers appreciate having the Master Business License application combined.
BUDGET IMPACT:
Total Cost:
N/A
Approved in current biennial budget: ☒ Yes ☐ No ☐ N/A
Budget Offer Number:
0000308 - Arts & Community Events
Budget Priority:
Vibrant and Connected
Other budget impacts or additional costs: ☐ Yes ☐ No ☒ N/A
If yes, explain:
N/A
Funding source(s):
013 Events Fund
Budget/Funding Constraints:
N/A
☐ Additional budget details attached
COUNCIL REVIEW:
Previous Contact(s)
|
Date |
Meeting |
Requested Action |
|
Click and select a date, or click and press delete if none. |
Item has not been presented to Council |
N/A |
Proposed Upcoming Contact(s)
|
Date |
Meeting |
Requested Action |
|
5/27/2025 |
Committee of the Whole - Parks and Environmental Sustainability |
Receive Information |
Time Constraints:
N/A
ANTICIPATED RESULT IF NOT APPROVED:
N/A
ATTACHMENTS:
Attachment A: Special Event Permit Improvements