NEIGHBORHOOD COMMUNICATION

Throughout the year, all of Seattle's neighborhoods host multiple events from art festivals and concerts to sporting activities and runs/walks. The impacts of events on residents and businesses in these neighborhoods are real.  Neighbors need to be aware of the event, need to plan for alternate access, might not be able to use their normal parking spots, and can have their schedules thrown off by the activity.  Clear and broad advance organizer communication and good work will ensure success for the event and for the neighborhood.

Extensive and timely neighborhood notification is required to mitigate issues, minimize impacts, and ensure affected neighbors and businesses are aware of the event activity. The Department of Neighborhoods and Special Events Office will work with you to determine what outreach is required. At minimum, you are required to complete the following:

DUE 60 DAYS IN ADVANCE OF THE EVENT:

Submit copies of notification and media materials, notification area, methods of delivery, and plan for review

Notify affected neighbors in writing (See ADDENDUM J Sample Notification Letter)

Obtain sign-offs from neighbors and businesses along street closures (See ADDENDUM K Acknowledgement of Notification Form)

DUE 30 DAYS IN ADVANCE OF THE EVENT:

Complete second round of written neighbor notification

Submit sign-offs (See ADDENDUM K Acknowledgement of Notification Form)

If the required notification is not performed, your Special Event Permit may be revoked or canceled.

Notification Letter

You are encouraged to use ADDENDUM J Sample Notification Letter. Personalize it with information about your event. If you create your own notification letter and collateral, the following information must be included:

• Details about parking and traffic impacts, including hours
• Details of amplified sound, highlighting any off-hours amplified sound
• Map of the event footprint, be as detailed as possible
• Name, email, and cell number for day-of contact personnel

The more detail, the better! Here are some details that help neighbors/businesses understand how your event will impact them:

• Traffic and Pedestrian Impacts
  • "No Parking" barricades delivery and removal times
  • Timing of street closures and traffic revisions
  • Plans and timing for all work done in advance of and after the event
  • Impacts to transit service, including temporary relocation of bus zones
  • Sidewalk or pedestrian impacts in and around the event (it is assumed sidewalks will be open to pedestrians unless specifically stated otherwise)
• Noise, Litter, and Sanitation Issues
  • Location of outdoor use of freezer compressors, generators, and other devices generating mechanical noise before and during the event
  • Your plan to control litter during the event and clean up afterward
  • Location of porta-potties and/or any other accommodations

Who Needs to Know?

• All residential and business neighbors within a minimum of a one block radius of your event. If broader notification is required, you'll be informed by the Special Events Office.
• Neighborhood business and residential associations, chambers, and community stakeholders
• For run/walk/ride events, door to door delivery of written notification must be made to all businesses and residents along the route and one block in each direction along the route.

Resources

The Seattle Special Events Office and Department of Neighborhoods are prepared to assist you throughout the notification planning and coordination process.  Both offices work together to ensure all parties are communicating and following the notification timeline.

Once you have submitted your application to the Special Events Office, please contact the Community Engagement Coordinator for the neighborhood(s) where your event is taking place. Find the appropriate Community Engagement Coordinator on the Department of Neighborhoods website.