Enhancing event permitting transparency through targeted workflows
Part II: A look at how automated platforms with powerful tools for information-sharing, drive enhanced transparency in the latter stages of the special event permitting-lifecycle
In this series on transparency, we explore the crucial role of special event permits in managing public safety and discuss how automated platforms can drive enhanced special event permitting transparency throughout the entire permitting lifecycle. In the first article, we looked at public safety, resource coordination, and how automated platforms can be used to inform event organizers of their risks and obligations. In this follow-up article, we delve into processes that can enhance transparency in specific stages of the permitting lifecycle such as resource planning, site inspections, code compliance, and post-event surveys.
Timeline: post-submission workflows provide much-needed transparency for processes that are required after an applicant submits their application. In the timeline above, these typically begin at the review process.
The first step in moving towards proactive communication
By automating manual processes, it is possible to transition from last-minute chasing information to a place of proactive communication. This ensures that all stakeholders receive the necessary information they need when they need it. Automated platforms like Eproval offer powerful tools to facilitate information-sharing in the latter stages of the permitting lifecycle.
Post-submission workflows and their Importance
The permitting lifecycle extends well beyond the point at which a permit is issued. Essential processes begin the moment an applicant hits “submit” and sends in their application. In many cases, these processes continue until well after the event has ended. We call these post-submission workflows. These powerful processes include law enforcement staffing, site safety, police and fire inspections, compliance with codes and ordinances, and surveys. Each of these workflows serves a critical purpose and contributes to an event’s safety and success. Automating these processes into the permit lifecycle not only enhances transparency but also saves valuable time, energy, and resources.
Aligning the timing of information needs
Post-submission workflows are driven by the specific information that is needed, who requires it, and when it is required. For instance, safety information is vital during the departmental review when law enforcement personnel are planning what additional resources will be needed to support an event. Therefore, this information is needed even before the event permit is issued. Inspections that ensure compliance with fire codes are needed before an event can proceed, and post-event surveys gather valuable feedback for improvement. The key to understanding the power of post-submission workflows is understanding what information is needed and when. The following examples are post-submission workflows offered on the Eproval platform.
Examples of Eproval’s Post-Submission Workflows:
Public Safety Requirements
During the review process, police departments gather information to determine the necessary law enforcement personnel, vehicles and equipment required to support an event. Costs for additional staff may be borne by the police department, the event organizers or a combination of the two. Public safety workflows are informed by the details included in the special event permit application and are reviewed by a law enforcement representative who makes determinations about what resources will be required and who will be responsible for the additional costs. It is important to note that a public safety workflow is typically completed before a special event permit is issued.
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Inspection reports
Inspection reports play a vital role in ensuring compliance with safety regulations. For example, a Fire Department inspection may be conducted after a special event permit has been issued but before an event is cleared to open. The inspection will assess factors such as fencing, seating, cooking arrangements, open flame, propane usage, and electric generators. By integrating the inspection report right into the review process allows Fire Departments to address any safety issues and allows stakeholders to see whether organizers complied with fire codes and whether they should be issued a permit in the future.
Post-Event Safety Review
After an event, a safety review can be conducted to evaluate whether event organizers complied with rules, codes, and ordinances. Conducted by the police department, this review examines factors like event setup, tear-down times, property damage, street closures, race-related issues, waterway activity, electrical distribution, amplified sound impacts, alcohol usage, and overall event success. The safety review is used to improve site safety and avoid future violations.
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Surveys
Post-submission workflows can also include surveys that are used to gather feedback on the application process, event attendance, calculate economic impact and other metrics such as room/nights or vendor billings. Similarly, film permit surveys help film offices improve their services, gauge future filming interest, and gather valuable feedback.
Transparency in special event permitting is crucial for public safety and effective resource management. Automated platforms, such as Eproval, streamline post-submission workflows and drive transparency in the latter stages of the permitting lifecycle. By embracing proactive transparency and leveraging powerful tools, cities, event organizers, and public agencies can collaborate effectively, ensuring safe and successful events.
See firsthand how Eproval enhances transparency, click the blue button below to schedule a demo.
ABOUT EPROVAL
Eproval’s cloud-based platform simplifies the complexity of Special Event Permitting or any multi-applicant/reviewer process including grant applications, film permits and more. Eproval’s Customer Success team partners with cities to ensure best practices, rapid implementation and projects are on-time and within-budget. Flexible and customizable workflows are easily updated in real-time freeing IT departments to focus on other critical infrastructure.
Contact:
Jonathan Thompson,
Managing Director
1-877-787-2228
jonathan @ eproval.com
Checklist
Your special event permitting platform should:
- Enhance transparency throughout the entire special event permitting lifecycle
- Align information needs of stakeholders particularly with respect to when they need it
- Drive proactive communication and avoid chasing reactive last-minute information
- Allow the flexibility to develop a variety of post-submission workflows
- Feature workflows for public safety requirements
- Feature workflows for inspection reports (e.g. police and fire)
- Feature workflows for post-event safety reviews
- Allow the flexibility for post event surveys
- Allow transparency for all reviewers to view inspection reports
- Allow transparency for all reviewers to see safety reviews