The City of Alamo Heights Community Development Services Department memo considers a request from Aiola Stoja of the Greehey Children's Cancer Research Institute to hold a first time 5K walk event for pediatric cancer research awareness. The event would take place along an approved 5K route and require permission from the Alamo Heights Pool. Current city regulations require City Council approval for events sponsored by non-Alamo Heights organizations. The proposed inaugural event would be held on a date still to be determined and include around 100 participants, a setup at 7am, and end at 10am. The application materials are attached for review.

1. CITY OF ALAMO HEIGHTS
COMMUNITY DEVELOPMENT SERVICES DEPARTMENT
CITY COUNCIL AGENDA MEMORANDUM
TO: Mayor and City Council Members
FROM: Lety Hernandez, Director of Community Development Services
SUBJECT: Consider a request of Aiola Stoja, representing Greehey Children’s Cancer
Research Institute – UT Health Science, to hold a first time “Special Event” (5K
Walk for Pediatric Cancer Research Awareness) to be held on a date to be
determined.
DATE: August 14, 2023
SUMMARY
The applicant, Aiola Stoja, representing Greehey Children’s Cancer Research Institute, has
applied for a Special Event permit to be able to hold a 5K Walk for Pediatric Cancer Research
Awareness.
The applicant is still in the planning phases but are seeking approval to be able to finalize dates
and any public announcements for the “Strides Against Kids Cancer” inaugural event. The event
will take place along the 5K Option 2 city approved route and will require approval by the AH
Pool to be able to use the property the day of the event.

2. POLICY ANALYSIS
Chapter 16 – Streets and Sidewalks, Article VII
Section 16-150: Special events sponsored by non-Alamo Heights-based organizations using city
right-of-way.
(a) Businesses or organizations whose primary address is not located within Alamo Heights are
not eligible to hold special events (i.e., parades, races, runs, walks and other organized
activities) utilizing city right-of-way in Alamo Heights, unless the event was previously
authorized by a valid special event permit issued prior to the adoption of this section.
(b) Applications for events sponsored by non-Alamo Heights-based organizations which were
authorized before adoption of this section will be reviewed by staff based on the following
criteria to determine whether such event qualifies for another year:
*Whether the applicant is a non-profit or for-profit entity;
*The impact on the neighborhood regarding traffic, trash, parking, number of
participants, noise and other relevant factors; and
*Whether the sponsoring organization is in good standing with federal and state entity
requirements.
(c) The applicant shall follow all local, state and federal laws.
(d) The fee for the Alamo Heights Chamber of Commerce Holiday Parade shall be one hundred
dollars ($100.00) and such event shall be exempt from the limitations in [subsections] (a) and
(b) above.
(e) A report will be furnished by staff to city council about the status of non-Alamo Heights-
based events.
(f) If an eligible non-Alamo Heights-based event is refused a permit for a subsequent year, the
sponsoring entity may appeal the administrative decision to city council.
The applying organization is not based in the City of Alamo Heights and would require City
Council approval, under current regulations, prior to their event.
The proposed inaugural event would begin at 8am and end at 10am with a proposed setup of
7am. An estimated one-hundred (100) participants are expected with a crew of fifteen (15). This
will be an annual event that will include blocking of City streets, use of amplified sound (small
PA system), and distribution of food (prepacked breakfast bars and water).
The application will require review and approval by the Police, Fire, and Public Works
Departments, and the AH Pool, prior to issuance of a permit.
FISCAL IMPACT
There is no projected fiscal impact on the City.
ATTACHMENTS
Attachment A – Special Event Application
Lety Hernandez
Director
Buddy Kuhn
City Manager

3. City of Alamo Heights
(Revised 12-23-2013) Page 1 of 7
EVENT PERMIT REQUIREMENTS
Temporary Certificate of Occupancy
--- A ---
Qualified Neighborhood
Event
--- B ---
Special Event
--- C ---
Miscellaneous Event
(anything other than Aor B)
Applicant
initials if
provided
City of Alamo Heights
Resident/Business/Non-Profit
Required Required Required
Use of City Right-of-Way
Residential block parties,
4th
of July Parade only
Permitted Not permitted
Use of amplified sounds 8 a.m. to 8 p.m. only 8 a.m. to 8 p.m. only 8 a.m. to 8 p.m. only
Food or Alcohol served for sale Not permitted
Permitted
(By Temporary License Only) Not permitted
Application and Packet Req’d 10 days prior to event 30 days prior to event 20 days prior to event
Notice of Intent Req’d - 45 days prior to event -
Permit application Req’d Yes Yes Yes
Liability Release Statement
Req’d Yes Yes Yes
Cert. of Liability Insurance Req’d
w/ Endorsement Form included - Yes1
-
Tent Fire Retardant Certificate Yes, if > 200 square feet Yes, if > 200 square feet Yes, if > 200 square feet
Route / Event location map
Req’d Yes2
Yes2
Yes2
Event layout Req’d - Yes Yes
Parking plan Req’d - Yes (if applicable) Yes (if applicable)
Electrical/Lighting plan Req’d - Yes (if applicable) Yes (if applicable)
Inspections Required - P&DS and Fire Dept. P&DS and Fire Dept.
Length of Event Permitted 1 day Unlimited 1 day
Event Fee $0 $100/$5003
$100
Clean-Up Deposit (Refundable;
separate check made out to ‘City of
Alamo Heights’)
$300 $300 $300
Alamo Heights PD officers Req’d -
Case by Case basis
Hourly rate applies
Case by Case basis
Hourly rate applies
Fire Dept. Event Coverage4
-
1 per 250 guests
(Any event w/ greater than 500
participants)
1 per 250 guests
(Any event w/ greater than
500 participants)
Fire Dept. & Police Equip.
Rental Req’d -
Case by Case basis
$75 per hr (Min. 2 hrs)
Case by Case basis
$75 per hr (Min. 2 hrs)
Restrooms Req’d - Yes (per table below) Yes (per table below)
Barricades Req’d Case by Case basis Case by Case basis Case by Case basis
1
For events utilizing city streets, alleys, facilities, or properties, a Certificate of Liability Insurance must be provided which indicates the City of Alamo Heights as
an additional insured and must include the State of Texas required endorsement form.
2
Route/event location maps must include the intended location of the start, finish, parking, restrooms, electrical supply if applicable, staff/volunteer tables along
the route, and locations of proposed blocking of streets.
3
$500 event application fee required for previously approved, non-Alamo Heights-based organizations for walks, runs or parades.
4
$30 per hr (Min. 3 hrs)
Portable Restroom Requirements
People Attending 1 hr 2 hrs 3 hrs 4 hrs 5 hrs 6 hrs 7 hrs 8 hrs 9 hrs 10 hrs
1-50 1 1 1 1 2 2 2 2 2 2
50-100 2 2 2 2 2 3 3 3 3 3
100-250 3 3 3 3 4 4 4 6 6 6
250-500 4 4 4 4 6 6 8 8 8 8
500-2000 4 5 6 7 7 8 8 8 9 9
2000 6 10 12 13 14 14 14 15 15 15
3000 9 14 17 19 20 21 21 21 21 22
4000 12 19 23 25 28 28 28 30 30 30
5000 15 23 32 32 34 36 36 36 36 36
Attachment A

4. City of Alamo Heights
(Revised 12-23-2013) Page 2 of 7
For events held at the Alamo Heights Pool or at the Jack Judson Nature Trail parking lot, the following approval is
required:
The request Special Event poses a conflict with scheduling and a revised date is requested:
AH Pool: Rick Shaw (210) 829-7488: YES NO Comments:
Rick Shaw – AH Pool Signature Date
Notice of Intent
[Special Events Only]
COMMUNITY DEVELOPMENT SERVICES DEPARTMENT
6116 Broadway, San Antonio, Texas 78209
v: (210) 826-0516 f: (210) 822-8197
I understand that this Notice must be submitted at least 45 days prior to the actual event date and hereby announce
our intention to make application for a Special Event.
Applicant’s Name: Aiola Stoja
Applicant’s Organization: Greehey Children’s Cancer Research Institute – UT Health San Antonio
Applicant’s Organization Address: 8403 Floyd Curl Dr, San Antonio, TX 78229
Applicant’s Phone Number: 540-842-2743 Email: stoja@uthscsa.edu
Is the applicant organization a 501c3 non-profit? Yes/No If so, please attach IRS verification form
Description of Special Event: 5k Walk for Pediatric Cancer Research Awareness
Is this an Annual event? Yes X No How many years (including this year)?1
Location of Special Event: Alamo Heights Pool, 250 Viesca St, San Antonio, TX 78209
Preliminary Date of Special Event: September 30th, 2023
Anticipated Event Time: Set-up Start 7 am PM/AM Event Start 8 am PM/AM Event End 10 am PM/AM
The anticipated attendance for the event is: 0-100 X 101-500 501-1000 1000+
***Additional Alamo Heights Public Works/Police/Fire/EMS personnel and/or equipment may be required for the
proposed event. Rental fees may apply***
The event will include the intent to sell, handle or distribute as follows: (Check all that apply)
A. Beer on premises off premises
B. Liquor on premises off premises
C. Wine on premises off premises
D. X Food prepared X pre-package (by manufacturer or licensed food establishment)
E. Other sale or distribution: T-shirts
I will sell and distribute food and/or beverages as are now or may hereafter be permitted by the laws of the United States, the State of
Texas and applicable local ordinances. Temporary Food and Alcohol licenses may be required from the City of Alamo Heights, Bexar
County, and/or the State of Texas.
I acknowledge that no permit will be issued until all city requirements have been met or provided. I have completed the above application
Attachment A

5. City of Alamo Heights
(Revised 12-23-2013) Page 3 of 7
and have read, understand, and agree to the above guidelines and conditions.
Applicant Signature Date
Attachment A

6. City of Alamo Heights
(Revised 12-23-2013) Page 4 of 7
Event Permits Application
Temporary Certificate of Occupancy
PLANNING AND DEVELOPMENT SERVICES DEPARTMENT
6116 Broadway, San Antonio, Texas 78209
v: (210) 826-0516 f: (210) 822-5181
PLEASE NOTE: This application for events must be submitted, at least 10 days prior to the event. (20 days for Tent Events, 30 days for a
Special Event) Applications submitted without required documents and/or any required fees will NOT be accepted.
Alamo Heights Pool 250 Viesca St
San Antonio, TX 78209
Address Where Event will be Held
Greehey Children’s Cancer Research Institute
– UT Health San Antonio
Rick Shaw
Company or Organization Hosting Event Name of Property Owner
Aiola Stoja
Contact Person for Event
8403 Floyd Curl, MC 7784
Owner’s Contact Person
Contact Person’s Street Address
San Antonio TX 78229 TX
City State ZIP City State ZIP
Email: Stoja@uthscsa.edu
Phone # 540-842-2743 FAX # Phone # 5052888648 FAX #
Date(s) of the Event: From 09 / 30 / 2023 To 09 / 30 / 2023
MONTH DAY YEAR MONTH DAY YEAR
Set up times for events may not be any earlier than 6 a.m.: Time this Event will occur:
From 7 am PM/ AM To 11 am PM/ AM EACH DAY
Is this an Annual event? Yes No X How many years (including this year)?
COMPLETELY DESCRIBE THIS EVENT 5K walk promoting pediatric cancer research, expected size 50-100 participants
Food will consist of breakfast bar and water/pre-packaged beverages
TRAFFIC & SECURITY:
Will any City Streets be blocked? YES X NO
Will amplified sound be used? YES X NO Please describe: Small PA system
Number of people estimated that are likely to attend: Guests 100 Crew 15
Number of parking spaces available:(ON SITE) (OFF SITE) (Designate location and number of accessible
parking spaces on site plan.)
FOOD & ALCOHOL:
Will food be prepared on site? YES NO X If yes, then show food preparation equipment and facilities on the site plan.
Will food be served on site? YES X NO If yes, Please list: pre-packaged breakfast bars and water
Will alcoholic beverages be sold for consumption on the site? YES NO X
TENTS: Will a tent(s) be erected on the site? YES X
Qualified Neighborhood Event ($0 app., $300 refundable deposit)
Tent Event Only (Min. $100 app., $300 refundable deposit) Special Event ($100 or $500*** app., $300 refundable deposit)
Attachment A

7. City of Alamo Heights
(Revised 12-23-2013) Page 5 of 7
NO If yes, the specify the size L
10 ft
W 10 ft
Printed Name Signature Date / /
***$500 event application fee required for previously approved, non-Alamo Heights-based organizations for walks, runs or parades.
Attachment A

8. (Revised 12-23-2013) Page 6 of 7
Liability Release Statement
Event address or location: Alamo Heights
Proposed Event Date:
September 30th, 2023
I, , as the applicant for the above referenced special
event, hereby agree as a condition of permit application and/or issuance, to protect, defend, indemnify
and hold harmless to the extent authorized by the Constitution and the laws of the State of Texas, the City of
Alamo Heights, it’s officers, agents and employees, from all liability, that the City of Alamo Heights, it’s
officers, agents and employees may incur by reason of the special event, and all acts taken by the
City of Alamo Heights relating to the activities described in the permit documents, including but not
limited to permit(s) review, issuance of permit(s), inspections, approval of the event and any issuance
of licenses or certificate of occupancy.
I, , as the applicant for the above referenced special
event, hereby state that each participant involved within the proposed special event shall be required
to sign a liability release statement for the event. Said statement must include the city in the waiver of
liability for the proposed event.
I acknowledge that the City of Alamo Heights will rely upon the execution of this indemnity as a
condition precedent to the issuance of any event permit and would not issue the permit but for the
execution of this indemnity.
Signature of applicant Signature of applicant
Contact Address Contact Address
Phone Phone
Date Date
Attachment A

9. (Revised 12-23-2013) Page 7 of 7
Attachment A

10. Attachment A

11. Attachment A

12. Attachment A

13. Attachment A

14. Attachment A

15. Attachment A

16. Attachment A

17. Attachment A
START/FINISH
@ AH POOL

18. Attachment A