Why Eproval is your only choice for special event permitting

Industry News

A review of special event office needs shows that Eproval is the permitting solution of choice

Over the last 10 months, the Permitting Dispatch has spoken with members of event offices across the country and explored their unique needs and challenges. On our quest to find the ideal solution, we listened to key concerns of special event organizers, event office staff, external agencies and city administrators. Finally, after an exhaustive search we have identified the top ten issues and the solution that best addresses these concerns.

Why Eproval is your only choice for special event permitting

MUST SAVE TIME FOR APPLICANTS, REVIEWERS AND APPROVERS
In many cases, event offices are still tracking down paper applications, scanning hardcopies and incurring unnecessary costs. Eproval was found to save applicants time by pre-populating fields for recurring events, adding instructions to guide form completion and dynamically expanding necessary fields with smart forms. Properly completed applications and workflows ease the burden of the review process which reduces time spent in meetings. Eproval manages costs by automating paper processes which saves money on printing costs, eliminates unnecessary time spent chasing approvals, streamlines fee collection and reduces waste (clean city initiatives).

MUST ENSURE DATA ACCURACY
One of the drawbacks of paper-based systems is applications are often incomplete or contain errors. Dynamic fields in Eproval extend depending upon an applicant’s response and present instructions to reduce errors and improve application data. A survey of Eproval clients showed that by using Eproval they were able to reduce data errors by 80%.

MUST IMPROVE VISIBILITY IN THE PERMITTING PROCESS FOR APPLICANTS, REVIEWERS AND APPROVERS
Special event offices spend precious time responding to applicants who are wondering where their applications are in the permitting process. Internal reviewers complain they cannot access all event information in a central location. In short, neither applicant nor approver have adequate visibility. Eproval creates transparency for applicants, reviewers and approvers. Applicants can easily check their application status and reviewers and approvers can see what steps are needed to close the application. Internal notes, memos and alerts help approvers understand what has previously been discussed.

MUST FACILITATE ENGAGEMENT FOR APPLICANTS, REVIEWERS AND APPROVERS
Engagement is at the heart of every special event permit. When engagement is missing the process breaks down, takes longer or results in ill-informed decisions. Eproval’s automated platform facilitates collaboration between special event offices, internal departments and external agencies such as police, fire, engineering and sanitation. According to a customer survey, prior to implementing Eproval, 65% of applications had gaps in communication with other departments and agencies. With Eproval, real-time visibility into application status and tools for collaboration drive engagement for applicants, reviewers and approvers.

MUST BE CAPABLE OF QUICK CHANGES AND SCALING-UP AS PERMITTING NEEDS CHANGE
Applicants often complain about the length of forms or that some questions do not apply to them. Reviewers and approvers constantly change. Permitting is not a static process and requires quick and easy modifications to extend forms, add or change reviewers and scale up to accommodate applicants. Eproval is capable of scaling to the needs of cities in ways not possible with paper or large eGov platforms. Whether additional functionality is needed, the platform is required for other permitting uses, or even just modifications to the current form, Eproval is flexible and extendable. In addition to special events, Eproval has been used for races, block parties, film permits, grants and many more applications.

MUST ENSURE APPLICANTS ARE MADE AWARE OF THEIR RESPONSIBILITIES
Holding special events can be risky if organizers do not follow city codes and responsibilities. Eproval helps ensure event organizers are made aware of their responsibilities. Smart forms extend so that applicants complete the correct fields and have read and understood the necessary codes, policies and responsibilities. Paper applications cannot ensure the correct codes are being presented or draw attention to various responsibilities concerning alcohol, road closures, zoning, public works, health, fire, police, parks, environmental standards and zero waste.

MUST FEATURE A CENTRAL ARCHIVE FOR LEGAL AND AUDIT PURPOSES
Event offices are required to retain records for several years. Eproval acts as a centralized archive to save time searching for files. All records are preserved if needed later for legal disputes, audits or public records requests. A centralized archive allows organizers and city staff to access records onsite, on-the-fly, or as needed.

MUST BE EASY TO IMPLEMENT AND OFFER PROFESSIONAL GUIDANCE
Event offices expressed concern over the time and effort required to migrate to an automated system. Eproval takes 2-3 months guided by experts knowledgeable in workflow design who can assist in streamlining processes. Using a proven formula, Eproval can migrate any process regardless of order, complexity or number of steps. Eproval is easy to use, easy to learn, and comes with ample training. A client success team works with accounts to setup new forms to alleviate the burden on clients during the implementation phase.

MUST ADDRESS EVENT COMPLEXITY
Holding large scale events is a complex undertaking. In some cases, it is like assembling a whole city in one day and then taking it down just as soon as the event is over. Large scale events drive economic activity but these gains can quickly be erased if public safety is ignored. Eproval ensures that codes and responsibilities are well explained to applicants and needs are well communicated to city departments. Eproval clients have realized a 100% improvement in departmental communication and collaboration – this helps avoid any unwanted surprises later.

MUST BE DEVELOPED IN RESPONSE TO THE NEEDS OF SPECIAL EVENT OFFICES
While other e-permitting platforms may offer some level of automation, Eproval is the ideal solution because it was developed in response to the specific needs of special event offices. Other large eGov workarounds struggle to deliver the same level of collaboration. The Eproval team has worked closely with cities to understand the permitting process and have developed a unique solution in direct response to city needs. There is no other purpose-built solution that offers the same flexibility, ease of use and rapid implementation. Many cities are sole-sourcing Eproval as the special event permitting platform of choice.

Click HERE for a demo to learn how Eproval can help address your permitting challenges.

Does your special event permitting platform tick all the boxes? If not, it may be time to take another look at Eproval.

  • Saves time for applicants, department reviewers and approvers
  • Ensures data accuracy
  • Improves visibility for applicants, reviewers and approvers
  • Drives engagement for applicants, reviewers and approvers
  • Scales as permitting needs change
  • Ensures permitting compliance
  • Acts as a central archive for legal and audit purposes
  • Is easy to implement and offers professional guidance
  • Addresses event complexity
  • Developed in response to the specific needs of special event offices

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