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application, either 1) approve the permit application, or 2) Make initial <br /> contact with the event organizer. <br /> Department staff will respond to the event organizer directly regarding all <br /> follow-up inquiries within two business days of receipt of the inquiry. <br /> 7.0 Communication with Event Organizer <br /> 7.1 Event Organizer Questions. Department staff will communicate <br /> directly with the event organizer when responding to questions. <br /> 7.2 Requests for Additional Information. Department staff will <br /> contact the event organizer directly if additional information is needed to <br /> approve the application. <br /> 7.3 In Person meetings or Conference Calls. In the event that <br /> significant changes to the original event plan are needed, Cultural Arts <br /> staff will organize an in-person meeting or conference call with the event <br /> organizer to discuss and resolve outstanding issues. All impacted <br /> departments will participate in the meeting. All changes will be <br /> communicated to the City Clerk's Office and documented in Praxis. <br /> 8.0 Approval Process/Documentation <br /> 8.1 Praxis. Praxis software will be used to track departmental <br /> approvals and document communications between departments and <br /> event organizers. <br /> 8.2 Application Entry. Upon receipt of a Special Events Application, <br /> the City Clerk's Office will input the application into Praxis and send a <br /> group email notifying departments that an application is pending. The <br /> City Clerk will also send notification to Administration and City Council <br /> that an application has been received. <br /> 8.3 Central Point of Collaboration. Praxis will serve as the central <br /> archive point of collaboration for all communications relating to Special <br /> Events applications. Department staff will use the Comment tab to <br /> document communications with event organizers, upload u load emails and <br /> any additional documents received or sent relating to the event to the <br /> Letters tab. Documents must be in pdf format to upload to Praxis. The <br /> Clerk's Office will provide instruction as needed. <br /> 8.4 Application Review and Approval Process. Department staff will <br /> access the application in Praxis. <br /> A. If there is no impact on the department, the department staff <br /> will enter "N/A" under the comments section and approve the application. <br /> Page 26 of 27 <br />