City of San Marcos 1 Civic Center Drive San Marcos, CA 92069

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City of San Marcos 1 Civic Center Drive San Marcos, CA 92069 SPECIAL EVENT APPLICATION PROCEDURES About This Permit This permit is to be used for any Special Events that do not require a Conditional

1 City of San Marcos 1 Civic Center Drive San Marcos, CA SPECIAL EVENT APPLICATION PROCEDURES About This Permit This permit is to be used for any Special Events that do not require a Conditional Use Permit. Some of the typical events that fall under this category are: Bike- A-Thon, Walk-A-Thon, 5K-10K Run, business promotional event, street fair, fund raising events on public property There is a fee for processing this permit: San Marcos Non-Profit*: $75.00 Other Non-Profit*: $ All Others: $ *Applicant must provide I.R.S. nonprofit status letter Please Note: Applications submitted with less than ten business days remaining for processing will incur a $200 expediting fee. If your event requires supplemental law enforcement services (i.e. traffic coordination/ control) there may be a charge for such services. Applicant is responsible for coordinating such services directly with the Sheriff s Department and paying any costs deemed appropriate. Please contact the San Marcos Sheriff s Department directly at (760) to coordinate any necessary services and establish costs for services. Processing Procedures Establish the date and time for event, complete the application & submit it to the City Manager s Office at San Marcos City Hall. Be sure to plan early we need to receive your application at least 30 days prior to the scheduled event. Please note that any event that includes a request for road closure(s) requires your application be submitted at least 60 days prior to the scheduled event. Upon receipt of the completed application, we review the information provided and route it to appropriate departments, commissions and agencies for their review, comment and applicable conditions. Walk-A- Thons, Bike-A-Thons and 5K-10K Runs are forwarded to the Traffic Safety Commission for review who meet once per month-it is important that we receive your application as early as possible. You will be advised in writing of the permit approval along with specific conditions that may be required. Due to the nature of some special events (i.e. road closure requests), the review and approval process could take up to 60 days. Liability Insurance If your event includes the use of any public property, including sidewalks, streets, parks, or other public areas, you will need to submit a copy of your general liability insurance certificate naming the City of San Marcos and its officers, officials, employees and agents as additional insured in the amount of $1 million. Keep Your Event Beautiful Please furnish trash & recycling receptacles and adequate clean-up after event. Secondary containment is required of all portable sanitary containers and non-compliance could result in fines up to $1,000 per day. Should the City have to provide emergency call-outs and/or clean up, applicant will be responsible for costs incurred. Signage Any proposed event signs need to be reviewed and approved by the City. The Temporary Sign Regulations are attached. Please contact the city s planning division for questions and information about the Temporary Sign Permit. Traffic Control If the special event impacts or restricts the public s normal or typical use of city streets, bike lanes, sidewalks, and public right-of-way, the Applicant shall submit a traffic control plan, see attached Traffic Control Permit Requirements. The traffic control plan shall be prepared by a licensed engineer or licensed traffic control contractor with experience in preparing plans for special events. Call City Manager s Office at (760) , ext. 3184, Monday Friday, 7:30 am 5:30 pm for more information. City Hall is closed on alternate Fridays. City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 1

2 City of San Marcos 1 Civic Center Drive San Marcos, CA SPECIAL EVENT APPLICATION Submit this application at least 30 days prior to the date of your event (60 days prior to the date of your event if road closure(s) are being requested). 1. Applicant/Group: Address: City: Zip: Responsible person to be contacted concerning event: Phone: Is this a profit making or non-profit group? Profit Non-profit 2. Event Type: Bike-A-Thon, Walk-A-Thon, 5K or 10K Runs, Business Promotion, etc. 3. Will alcoholic beverages be served? Yes No Type: If alcohol is present at the event, a permit from the California Department of Alcoholic Beverage Control is required. Contact ABC at to get more information. 4. Is this a fund-raising event? If so, name of organization: 5. Event Schedule: Date(s): Setup Begins: Event Begins: Event Ends: Departure: 6. Estimated Attendance: 7. Location of Event: (Provide street name(s)). 8. Attach a diagram of your proposed event depicting layout of booths, parking, restroom facilities, special event areas, location of dumpsters for trash, road closed signage, etc. Include any areas to be roped or cordoned off. If this is a Walk-A-Thon, Bike-A-Thon or 5K-10K Run, please provide the specific route your group intends to use. Include starting point, time of departure, termination point and time. City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 2

3 City of San Marcos 1 Civic Center Drive San Marcos, CA Hold Harmless Agreement: Applicant agrees: The City, its agents, officers and employees, shall not be, nor be held liable for any claims, liabilities, penalties, fines or for any damage to any goods, properties or effects or any personal injuries to or death of any person, whether caused by or resulting from any acts or omission of owner or permittee, or his or her agents, employees or representatives, or for dangerous or defective conditions of the property of owner or permittee or any way caused pursuant to this permit; owner or permittee further agrees to indemnify and save free and harmless and defend in any lawsuit the City, its agents, officers, and employees against any of the foregoing liabilities and of any and all costs and expenses incurred by the City, its agents, officers or employees on account of any claims therefore. 10. Insurance Requirement: If your event is to be held on public property, a copy of applicant s liability policy naming the City of San Marcos as additional insured must be attached. I have read the Hold Harmless Agreement and I agree to comply with the requirements stated therein. I also agree to comply with any conditions of approval set forth as a result of this application. Signature of Applicant: Date: This Special Event Permit is not valid until such time as the authorized City representative affixes his/ her signature below and provides the applicant with a copy of this signed application. THIS SECTION FOR CITY USE ONLY City Approval: I hereby affix my signature to this document indicating approval of the Special Event Permit as outlined in the information submitted by the applicant. Said approval includes compliance with all conditions as outlined on the attached. Jack Griffin, City Manager Date Application processing fee: $ Date Paid: Other fees that may apply: Field use fee: hrs. x $ /hr. = $ Date Paid: Park shelter fee: hrs. x $ /hr.= $ Date Paid: Restroom janitorial/trash removal: hrs. x $ /hr.= $ Insurance fee: $ Date Paid: Date Paid: City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 3

10 City of San Marcos 1 Civic Center Drive San Marcos, CA TRAFFIC CONTROL PERMIT REQUIREMENTS SPECIAL EVENT 01/25/12 1. If the special event impacts or restricts the publics normal or typical use of city streets, bike lanes, sidewalks, and public right-of-way, the Applicant shall submit a traffic control plan (TCP) in accordance with the San Diego Regional Standard Drawings (Traffic Control), latest edition, or California Manual of Uniform Traffic Control Device (MUTCD), latest edition. The TCP shall be prepared by a licensed engineer or licensed traffic control contractor with experience in preparing plans for special events. 2. The TCP plans are preferred in standard 8 ½ x 11 or 11 x 17 formatting. Plans shall be submitted for plan check to the Traffic Engineering section no less than 45 days in advance of the scheduled event. 3. The TCP must indicate: a) A detailed outline of the event venue including pertinent landmarks and parks b) Street names and intersections clearly marked. c) All detours and alternate circulation routes and all proposed street, intersection and/or lane closures. d) All barricades, cones, delineators, fencing, and any other traffic control devices required. e) All regulatory, warning, guide signs. f) All dimensions, sizes, and spacing of traffic control devices. g) The location and description of all off-site signs (including signs 4 x 4 or larger). h) The number and location of persons proposed or required to monitor or facilitate the event, or to provide spectator and/or traffic control (include all positions for uniformed law enforcement, private security, and event volunteers. i) Special Notes applicable to the special event 4. If applicant is contracting with a private company to provide and setup traffic control devices, applicant will need to provide company name and contact person with phone numbers of the private company. Please include a time and date schedule of when and where they will be setting up the devices. The contractor must provide proof of insurance with separate insured endorsement. Based on the magnitude and complexity of the required traffic control, the City may require a certified licensed traffic control company to set up traffic control devices for the special event. The event will not be started until all traffic control devices and personnel are in place; failure to have the devices placed and personnel stationed in compliance with the approved TCP constitutes a hazardous condition and shall be corrected before the event commences. 5. Only properly trained or certificated personnel are to hand the traffic control responsibilities. Traffic controllers shall wear orange vests and utilize a STOP/SLOW paddle. All event staff City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 1

11 City of San Marcos 1 Civic Center Drive San Marcos, CA performing traffic control duties including setting up traffic control materials shall be a minimum of 18 years of age, wear appropriate clothing, reflective safety vests and have certified traffic control training. 6. Provide proof (copy of contract or correspondence) that the San Diego County Sheriff, California Highway Patrol (CHP), or other qualified persons that will control traffic during the event at the locations identified requiring police traffic control. Please provide contact name and phone number of the person who will be supervising the traffic control. 7. Applicant may need to contract with the City for inspection services of the installed traffic control devices prior to the special event to ensure compliance with the approved TCP based on the magnitude and complexity of the required traffic control. Fees may be assessed to the applicant. 8. Applicant shall mail or hand deliver notices to businesses and residents in the area along and adjacent to the event area that they may experience delays or may need to take alternative routes during the times of traffic control during the event within one week of the planned event. Proof shall be provided to the City that this has been accomplished prior to issuance of the permit. 9. The applicant is the expert on event conditions. It is the applicant s responsibility to inspect the entire roadway impacted by the event and take corrective action either to remove hazards (sand, mud, or debris) or to mark them with barricades or traffic cones so that participants can avoid them. 10. If the event involves road closures, applicant is required to provide and post notification signs two weeks prior to the event. Such signs will indicate the name of the event, date, time and location of closure. 11. Traffic control signs/devices will not be supplied by the City of San Marcos. Traffic control/directional signs may not be posted more than (4) hours prior to and after the event. 12. For athletic events on City streets, the applicant will instruct all participants that the course is an OPEN ROAD with everyday vehicle traffic to be aware of around them; and that participants will comply with all the RULES OF THE ROAD and regulations defined in the California Vehicle Code (includes all athletes, support personnel, volunteers, and their vehicles). No follow vehicles are allowed to travel immediately behind a participant or bicyclists. All vehicles must maintain typical safe speeds for the local road and traffic conditions, park out of any traffic lane or paved area of the roadway, and must remain clear of the roadway so as not impede regular traffic. City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 2

12 City of San Marcos 1 Civic Center Drive San Marcos, CA Traffic controllers will avoid delays or back up of traffic onto City roadways such that gridlock does not happen, wait times will not exceed two minutes, and adjacent driveways to neighboring businesses and residents will not be blocked. The applicant is required to use barricades and event materials such that emergency vehicles and personnel will be able to have unimpeded access to the area. 14. Any law enforcement agency or other agency that participated in the review and approval of this permit has the authority to modify, cancel and/or revoke the permit should it be determined that a violation has occurred which could affect the health and safety of the public. City of San Marcos, California 1 Civic Center Drive San Marcos, CA (760) p. 3

CITY OF ROCHESTER SPECIAL EVENT APPLICATION & CRITERIA

CITY OF ROCHESTER SPECIAL EVENT APPLICATION & CRITERIA The purpose of the Special Event Application process is to ensure events that take place in the City of Rochester are as safe and well organized as