-ate! -_. ;~.::}/.\:. SPECIAL EVENT PERMIT INFORMATION and APPLICATION

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1 , City f El Centr -ate! - ct ;~.::}/.\:. SPECIAL EVENT PERMIT INFORMATION and APPLICATION A guide fr meeting City f EI Centr requirements fr planning a special event, blck party, r cmmunity event

2 The fllwing pages include the City f EI Centr's Special Event Permit Applicatin and instructins t guide yu thrugh the permit prcess. After yu cmplete the Special Event Permit Applicatin please return the applicatin pages t the City Manager's ffice in City Hall at 1275 Main Street, EI Centr. Several departments within the City wrk tgether t make this applicatin prcess simple and cmplete. Hwever, there may still be instances where yu need t cntact ther agencies and departments individually. WHEN TO SUBMIT YOUR PERMIT APPLICA110N Permit applicatins must be received by the City f EI Centr n later than thirty (30) days prir t the actual date f yur event. EVENTS THAT REQUIRE A PERMIT Any rganized activity invlving the use f, r having impact upn, public prperty, public facilities, parks, sidewalks, and street areas requires a permit. PERMIT PROCESS The permit applicatin prcess begins when yu submit t the City f EI Centr a cmpleted Special Event Permit Applicatin. Keep in mind that acceptance f yur applicatin shuld in n way be cnstrued as final apprval r cnfirmatin f yur request. Upn receipt f yur applicatin, a cpy f yur applicatin is frwarded t each f the members f the Special Events Permit Review Cmmittee. The Special Events Permit Review Cmmittee Thrughut the review prcess yu will be ntified if yur event requires any additinal. infrmatin, permits, licenses r certificates. During ur initial applicatin screening prcess yu will be allwed time t prvide us with all pending dcuments (e.g. certificatef insurance, etc.). We must receive these items befre issuing a SpecialEvent Permit. 2

3 The Planning Department is lcated at EI Centr City Hall, 1275 Main Street. Their telephne number is IF YOU ARE SERVING ALCOHOL The cnsumptin f alchlic beverages in public areasand parks is prhibited withut a Special Event Permit in accrdance with City Cde Sectins and 19-48, respectively. The Cmmittee will make a recmmendatin t the City Manager fr apprval r denial within five days after yur applicatin is filed and deemed cmplete. The City Manager will either apprve r deny the special event permit within five days after referral by the Cmmittee. PARK AND/OR PUBLIC EVENTS If yu plan t hld yur event at a city park, it is yur respnsibility t cntact the Parks & Recre atin Department in rder t crdinate the scheduling f yur event. The Parks and Recreatin Department is l cated at 375 S. First street, EI Centr. Their SPORTS AND/OR SEASONAL EVENTS If yu are planning t hld a parade, circus, carnival, rde, sprts event, utdr art and craft sales, shws and exhibit, Christmas tree sales lts, Hallween pumpkin sales, and ther hliday sales yu must btain a Temprary Use Permit frm the Planning Department. If yu are planning t serve alchl at yur event, cntact the City f EI Centr Plice Department at r 150 N. 11th Street, EI Centr. They will prvide yu with the letter that is required when yu cntact the Department falchlic Beverage Cntrl fr yur permit. The ffice fr Imperial Valley is lcated in Ranch Mirage. ABC issues licenses and authrizatins fr special events Bb Hpe Dr., Suite 317 Ranch Mirage, CA (760) RHM.Direct@abc.ca.gv FOOD Guidelines fr fd facilities are prvided by the Cunty f Imperial Department f Envirnmental Health. They are lcated at 935 Bradway, EI Centr. Their telephne number is These guidelines shuld assist yu in develping plans fr fd handling, preparatin and distributin in the mst respnsible and legal manner. Yu must file yur temprary use permit with the Planning Directr wh may apprve r disapprve the permit and may als require ther cnditins. Depending upn the type f event yu are planning, yu may als be required t pay a refundable cleaning depsit. 3

4 .' Yu may be required t apply fr a health permit if fd r beverages are sld r given away during yur special event. Different permits, plicies and prcedures depend n yur classificatin and the number f days f yur event. MUSIC/SOUND Please nte insurance requirements depend upn the risk level f the event. Ifyur event will include alchl, liqur liability cverage must be included n yur certifi cate f insurance. Disturbing, excessive r ffensive nise is defined by City Cde as any sund r nise which cnstitutes a nuisance invlving discmfrt r annyance t persns f nrmal sensitivity residing in the area r that sund/nise that des nt adadhere t the criteria listed in City Cde Chapter 18, Article V. An applicatin fr a variance can be btained frm the EI Centr Plice Department, lcated at 150 N. 11th Street, EI Centr. The cst is $25. TRAFFIC CONTROL Yu must prvide a Traffic Cntrl Plan with yur applicatin. It shuld shw that yu have an adequate number f lighted barricades t cntrl traffic and attendees. Yu must have barricades acceptable t the City, and they must be placed t ensure safety f participants. Yu may als be required t prvide ther traffic cntrl devices. The Cmmittee will review yur Traffic Cntrl Plan and apprve it r let yu knw what else is needed. Barricades, cnes and ther safety equipment are available fr rent frm equipment rental cmpanies. INSURANCE Befre final permit ap prval, yu will need cmmercial general liability insurance that names as Additinal Insured, the "City f EI Centr, its fficers, emplyees, and agents." Insurance must be prvided by a cmpany that is an admitted carrier in the state f califrnia and with an A.M. Best rating f A r better. Insurance cverage must be maintained fr the duratin f the event including setup and dismantle dates. T determine the necessary amunt f cverage required, please cntact Risk Management at r by fax at The Risk Department f the City f EI Centr is able t accept applicatins fr insurance thrugh "Participating Public Entities and their tenant users, f the Driver Alliant Insurance services Special Event Liability Prgram" if desired. An riginal Certificate f Insurance must be received by the City f EI Centr prir t the issuance f yur Special Event Permit. Trame Plan All applicatins must als include a hld harmless agreement t be apprved by the City Attrney. A frm hld harmless agreement is attached. 4

5 TRASH AND RECYCLABLES As an event rganizer, yu must prperly dispse f waste and garbage thrughut the term f yur event and immediately upn cnclusin f the event the area must be returned t a clean cnditin. Shuld yu fail t perfrm adequate cleanup r damage ccurs t city prperty and facilities due t yur event, yu will be billed at full cst recvery rates plus verhead fr cleanup and repair. In additin, such failure may result in denial f future apprval fr a Special Event Permit. Imperial Valley Waste Management Task Frce at SECURITY Security, as apprved by the Plice Department, is required based upn the number f peple in attendance and the type f event yu have planned. Sme security services are available frm the EI Centr Plice Department fr a fee. Yu may als want t cntact a private security cmpany licensed by the state f Califrnia. EI Centr Plice Department has final authrity t determine yur event security requirements. The EI Centr Plice Department is lcated at 150 N. 11th street, EI Centr. Their telephne number is PORTABLE REST ROOMS At least ne three-yard trash cntainer and ne ninety galln recycling receptacle shuld be prvided fr every 50 persns in attendance. Imperial Cunty Health Department recmmends ne (1) chemical r prtable tilet fr every 250 peple, r prtin theref wh attend yur event. This figure is based upn the maximum number f attendees at yur event during peak time.the City f EI Centr has the final determinatin f the number f restrms needed fr yur event. Fr infrmatin abut acquiring additinal trash cntainers, cntact Valley Envirnmental Services at The city des nt prvide street sweeping services fr special events, s please plan accrdingly. state law requires residents f EI Centr t recycle 50% f the waste they generate. T reach these gals, everyne must participate. Yu can help by planning recycling strategies fr the waste generated at yur event. Fr mre infrmatin r assistance, please cntact the 5

6 -CITY-OF-a CEN-'fR6- SPECIAL EVENT IN THE COMMUNITY APPLICATION AND PERMIT Type f Event: check ne Cmmunity/Prmtinal Event n public prperty D Cmmunity/Prmtinal Event In the public right-f-way Blck Party D Private Event Public Event D Applicatin date:, Date f event:, Time f event: Frm. T Set up tlme:, Clean up time end: Lcatin:, Descriptin f the prpsed event: (purpse, number f peple expected, type and nature f any vehicles, equipment r ther apparatus t be used in cnnectin with the event, any special r unusual requirements that may be created by the prpsed event) Spnsr f the event: Business license number: (if spnsr is a business r cmmercial enterprise) Applicant wh will be at the site fr the duratin f the event and wh will be the cntact persn fr City fficials if necessary: (this persn must be 18 years r lder) Name: Phne: Cell/ Pager: Address: Name(s) and phne numbers f ther(s) that will be available: Agreement t cmpensate City: The applicant agrees t cmpensate the City f EI Centr fr any lss r damage t public prperly as a result f this event. Als, the applicant will prvide the City with a depsit fr the City's estimated csts n later than ten (10) days prir t the event. The applicant agrees that if the actual csts exceed the depsit, the applicant will pay the City the difference within fifteen (15) days f the date f the bill frm the City. A refund will be issued by the City within fifteen (15) days if the depsit exceeds the csts. Applicant agrees t clean and restre site within 24 hurs after event. I declare under penalty f perjury under the laws f the State f Califrnia that the freging is true and crrect. Applicant's name (Respnsible Party) -:- (please print r type) Applicant's signature Date: Applicant's address Phne number 1

7 I r! t I! REVIEW COMMllTEE: Apprved ; Denied ; Revked ; Date ~ Reasn(s) fr denial/revcatin Check list cmplete? Yes; N Missing items:, Submitted 30 days prir t event? (If nt, City Manager r designee's apprval -J) Special requirements: E~timate $, Depsited n Receipt N., Actual csts $, Billed $. n Paid? Refunded $, n Cleaning Depsit $, Depsited n Receipt N. Refunded $, n SEPR Chair 2

8 ehl!eltl;;rs-'ffor-speeial-even-l~in-"fhe COMMUNITY This check list is t be filled-ut by the applicant and attached t the applicatin Event date:, Event lcatin:--:":"'~~~:':'"-~--~-"""":"'"-:::::-:-":":"""":'::-"="":"""----~ (Attach a sketch r diagram indicating the site r rute, number and lcatin favailable parking spaces and handicapped parking spaces, number and lcatin fsanitatin facilities, number, lcatin and amplifying range f any sund amplifying systems, lcatin fall traffic and pedestrian cntrl devices t be used) Attached? Dated CmmunitylPrmtinal event n public prperty Adequate ptable water Adequate tilet facilities Adequate trash and recycling receptacles Securityplan prvided First aidprvisins Certificate finsurance CmmunitylPrmtinal Event in the public right-t-way Prpsed Traffic Cntrl Plan attached Adequate ptable water Adequate tilet facilities Adequate trash andrecycling receptacles Securityplan prvided Adequate traffic barricades and signing First aid prvisins Certificate finsurance Blck Party Petitin signed by residents Music and/r sund variance ifrequired Ughted barricades Adult supervisin available Securiy ifrequiredt DO NOT WRITE BELOW THIS UNE All applicable cnditins met? Hld harmless agreement: Applicable? Prepared? Ntes: 3

9 - --CtTY-OF-eL-CeN-TRO- CLOSURE Of PUBLIC RIGHT-Of-WAY D PETITION OF RESIDENTS D PRIVATE EVENT D BUSINESS NOTIFICATION D PUBLIC EVENT Instructins t Applicant: A majrity f residentslbusinesses affected by clsure f street(s) fr a public/private event must apprve it by signing this petitin. Submit petitin with applicatin fr clsure f street(s). We the undersigned, d hereby agree t the clsure f [Name f Street(s)] in EI Centr, CA fr the purpse f a private/public event t be held n (Date f Event) frm a.m/p.m. t p.m. We understand that access t ur hmeslbusinesses may be blcked as a result f the nted event. We will cperate with ther area residentslbusinesses and the City f EI Centr t ensure the safety f all the residents, businesses, pedestrians, and vehicles in the area. We, the undersigned, d certify that we are D residents D businesses (check ne) at the addresses nted belw and may be reached at the indicated telephne numbers Address Telephne N. Signature 4

10 RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE This Hld Harmless Agreement, entered int this day f -1 -,I is by and between -1 ("Applicant"), and the City f EI Centr, a municipal crpratin f the State f Califrnia ("City''). RECITALS WHEREAS, the City has adpted a Special Event in the Cmmunity Plicy Statement t prvide a unifnn prcedure fr prcessing requests fr Cmmunity Events, Private Blck Parties, and Prmtinal Events lcated in the City's public right-f-way ("Special Events"); and WHEREAS, Applicant has requested t utilize public right-f-way, n [date], fr prperty lcated at ---J, fr the purpse f at n cst t the City; and WHEREAS, ne f the cnditins f Applicant's Special Event Pennit is that Applicant enter int this Release, Hld Harmless and Agreement Nt t Sue; and WHEREAS, it is in the best interest fthe City t execute this Agreement. NOW, THEREFORE, IT IS MUTUALLY AGREED BETWEEN THE APPLICANT AND CITY AS FOLLOWS: The Applicant agrees t cmply with all requirements and cnditins fr apprval, established in the City f EI Centr's Plicy Statement fr Special Events in the Cmmunity. The Applicant assumes respnsibility and liability fr spnsring the Special Event, and Applicant agrees t indemnify and hld harmless and defend City and any and all f its fficers, agents, servants, r emplyees against any and all claims lss, damage, charge f expenses, including attrney's fees and csts, whether direct r indirect, t which City r such fficers, agents, servants, r emplyees may be put r subject, by reasn f any damage, lss r injury t prperty caused by r resulting frm r in cnnectin with the Special Event. Prir t issuance fthe Special Events Permit, Applicant agrees t prvide a certificate f insurance, with the cverages and limits described in the Special Event in the Cmmunity Plicy Statement, naming the City fei Centr, its fficials, emplyees and agents as additinal insureds in an amunt n less than $1,000, and by an insurer that is an admitted carrier in the State f Califrnia and with an A.M. Best rating fa- r better; and

11 The Applicant hereby releases, discharges and agrees nt t sue City, its fficers, agents, emplyees r students fr any injury, death r damage r lss fpersnal prperty arising ut 0 f, r in cnnectin with, City's apprval f Applicant's Special Event Permit, frm whatever cause, including the active r passive negligence fthe City, its fficers, agents, servants and emplyees. APPLICANT HAS CAREFULLY READ THIS RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE AND FULLY UNDERSTANDS ITS CONTENTS. APPLICANT IS AWARE THAT IT IS A FULL RELEASE OF ALL LIABILITY AND SIGNS IT ON ITS OWN FREE WILL. IN WITNESS WHEREOF, the parties have executed this agreement n the day and year first written abve. APPUCANT: Date: By: