Special Event Permit Application

Transcription

1 Special Event Permit Applicatin City f San Luis Obisp Special Event Definitin Any rganized activity f 300 r mre persns at any public park r City right f way that is t gather fr a cmmn purpse under directin and cntrl f a respnsible persn r agency must have a permit. These events may include weddings, festivals, athletic events, fundraisers, cncerts, public assemblies r any rganized frmatin, parade, prcessin r assembly cnsisting f persns, animals, vehicles r any cmbinatin theref, traveling in unisn with a cmmn purpse n a public street, highway, alley, sidewalk r public way which des nt cmply with nrmal and usual traffic regulatins r cntrls. Other rganized activities r set f activities that are cnducted by an individual, grup, r entity fr a cmmn r cllective use r benefit and which invlves the use f public facilities and the pssible r necessary prvisin f city services. Submittal Anyne desiring t cnduct a nn-exempt lcal special event, parade r free speech event must submit a cmpleted Special Event Applicatin Frm (with any required attachments) with the City n less than ninety (90) calendar days prir t the scheduled date f the event. All infrmatin requested n the frm must be prvided befre the applicatin can be cnsidered fr apprval. Exceptins fr Regular Events A nncmmercial event, typically less than 300 peple, held exclusively at a City facility r park which des nt impact significantly City resurces utside f established requirements r prcedures d nt need a special events permit. Hwever, Regular Events are required t reserve nline r in persn at the Facilities Desk ( ) fr grups larger than 30 peple. Applicant Infrmatin Applicant: Cmpany/Organizatin: Address: City, State: Zip: Wrk Phne: Mbile Phne: On-Site Persn Respnsible fr Event Operatins: On-Site Persn Mbile Phne: On-Site Persn Nn-Prfit IRS# (if applicable): Event Infrmatin Event Name: Event Date(s): Set-Up Time: Event Hurs: Break Dwn Time: Anticipated number f Participants (per day): Spectatrs (per day): Maximum Number at any ne time: Event Descriptin: Page 1 f 8

2 Cncert (amplified sund) Fair Wedding Nn-Amplified Event Parade Street Clsures Amplified Event Free Speech Event Type (Check ALL that apply) Event Lcatin Festival Outdr Mvie Fundraiser Sprting Event Memrial Use f side-walk (nn-clsure) Dinner/BBQ Other Missin Plaza Lcated in the center f dwntwn, between Brad and Chrr streets, the jewel f dwntwn is Missin Plaza. N cking is allwed in the plaza. The City f San Luis Obisp requires signatures frm the Dwntwn Assciatin, Chamber f Cmmerce and the Missin Church fr inquiries f events utilizing the Missin Plaza. Special Event applicatins will nt be accepted withut btaining signatures. Allwed Events: Cncerts, Festivals, Fairs, Outdr Mvies, Weddings, Fundraisers, Amplified Events, Dinners Will the event utilize the Dg-Leg Sectin f Brad and Mnterey adjacent t Missin Plaza? Yes N Laguna Lake Park Meadw Park Lcated entrance at the crner f Madnna Rad and Dalidi, surrunds Laguna Lake and a hme t many waterfwl, the park features several unique recreatin areas and pprtunities fr special events. Special permissin frm Madnna prperties may be required. Use f Open Space is prhibited. Allwed Events: Sprting Events, Festivals, Fairs, Fundraisers, Nn Amplified/Amplified Events Lcated n the crner f Meadw and Suth Street, this park features a variety f recreatin areas ranging frm sand vlleyball curts t walking paths. Allwed Events: Sprting Events, Festivals, Fairs, Fundraisers, Nn Amplified/Amplified Events Mitchell Park Santa Rsa Park Lcated between Santa Rsa and Oss street, Mitchell Park is crssed with diagnal paths which lead t several amenities and the SLO Senir Center. N amplified sund n Saturdays, amplified sund frm 9 am -5 pm Sunday thrugh Friday. Allwed Events: Sprting Events, Fairs, Fundraisers, Nn Amplified/Amplified Events, Dinners Lcated n Santa Rsa and Oak Streets ff Highway 1, Santa Rsa Park has a wide variety f fferings, including picnic areas, multiuse curts, fields and mre. Bunce huses are allwed. Allwed Events: Fairs, Fundraisers, Festivals, Amplified Events Sinsheimer Park Lcated at the end f Suthwd Drive and Laurel Lane, Sinsheimer Park features many facilities fr the lcal athlete. Bunce huses are allwed. Allwed Events: Sprting Events, Fairs, Fundraisers, Festivals, Nn Amplified/Amplified Events Right-f-Way Special events held in the City f San Luis Obisp, but nt utilizing any city facility are required t submit an applicatin. A traffic cntrl plan will be required if any street clsures r diversins are planned. Allwed Events: Sprting Events, Fundraisers, Memrials, Parades Jack Huse Gardens The Histric Jack Huse and its Victrian gardens ffer a tranquil setting fr cmmunity gatherings. This ppular site, nestled in the heart f dwntwn, is ideal fr weddings and special events. Allwed Events: Weddings, Fundraisers, Small Festivals, Dinners Other (Please Specify) Page 2 f 8

3 Will a prtin f the event take place n private prperty? PRIVATE PROPERTY OWNER S AUTHORIZATION (if yu are using any private prperty related t the event): I authrize the applicant, fllwing lcatin: t cnduct the special event described abve and belw n my prperty at the Prperty Owner s Name: Address: City, State: Zip: Wrk Phne: Mbile Phne: Prperty Owner s Signature: Will this event require electricity? What will electricity be used fr? Event Details Des the event permitee have its wn liability insurance? Permittee shall maintain cmmercial general liability insurance with cverage at least as brad as Insurance Services Office frm CG 00 01, in an amunt nt less than $1,000,000 per ccurrence, $2,000,000 general aggregate, fr bdily injury, persnal injury, and prperty damage, including withut limitatin, blanket cntractual liability. If alchl is sld during the permitted activity, cverage must include full liqur liability in the amunt f $1,000,000 per ccurrence, $2,000,000 general aggregate. Agency, its fficers, fficials, agents, and emplyees shall be included as insureds n the plicy Separate Additinally Insured Endrsement - CG r equivalent, blanket endrsement r sectin f the plicy. Endrsement shall cver the City f San Luis Obisp, its fficers, agents, emplyees and vlunteers as additinal insured A Certificate f Insurance shwing Prperty Damage and General Liability in the amunt f $1,000,000 must be purchase thrugh the City f San Luis Obisp s Parks and Recreatin Department. If alchl is sld during the permitted activity, cverage will include full liqur liability. Will the permitee be charging admissin t the event? If s, please prvide details: Will this event be prmted? Check all that apply: Radi TV Newspaper Scial Media Page 3 f 8 Psters Website Other Please Specify:

4 Will event set-up cmmence the day prir, r tear-dwn cntinue the day after? Will the event permitee be serving alchl? An vernight security guard is required thrughut the night between set-up and the event date. Event duratin, including set-up/tear-dwn, must be requested in the permit applicatin t prevent cnflicts with anther event. Alchl use at the prpsed lcatin will need t be apprved by the City s Parks and Rec department Event permitee must btain an Alchl Beverage License via ABC applicatin prvided by the Parks & Recreatin department. ABC permit cpy must be frwarded t the Parks & Recreatin department n later than ne week prir t the event. Permitee must btain Liqur Liability Insurance in additin t Prperty Damage and General Liability Insurance Site map must include utlined designated area where alchl is served/cnsumed Designated alchl area must be fenced, have psted signs that identify the area and prvide a minimum f six (6) security persnnel t ensure that all alchlic beverages remain inside designated area. Will the event have vendrs r cncessinaires? Will the event have any pen flame cking? (If, all bths shall be subject t an inspectin by the Fire Department prir t the event) Check all that apply: Burners BBQ Wk Other Please Specify: Deep Fat Fryer Will the event permitee have amplified sund? Will the event set-up include tents and/r EZ-ups? If yes, please specify type and size f tents: Event permitee must sign a vendr plicy which establishes the cllectin f fees fr the vendrs participating in the city-wide special events. Yu can chse either 10% f the grss sales f each vendr r a $20 per bth ptin. Vendrs wh have purchased a current City f San Luis Obisp Business License are exempt frm the vendr fees if a cpy f the license is prvided. One week prir t the event, the spnsr is required t submit a list f all participating vendrs. All vendr fees must be submitted n later than ne mnth after the event date. Event payment must be ne single check made payable t the City f San Luis Obisp. All vendrs and bths shall be subject t an inspectin by the Fire Department prir t the event. Vendrs must have a cmpleted Fire Department Special Event Permit in their pssessin during the inspectin. The State f Califrnia Health and Safety Cde has specific regulatins fr fd service and fd vendrs. Event permitee must cntact SLO Cunty Public Health t btain requirements fr temprary fd facilities and any necessary permits. Amplified sund will need t be apprved by the City s Parks and Rec department Per City Ordinance , sund levels must remain within the permitted decibel level (70 decibels) during the event. If nise levels are excessive, and cmplaints are received frm nearby merchants and/r residents, the event permitee may be requested t reduce r eliminate the amplified sund fr the remainder f the event. Amplified sund may be segmented t designated areas depending n the rented facility r park Based n an agreement with Mitchell Park residents, n amplified sund is permitted n Saturdays, and nly during the hurs f 9 AM t 5 PM, Sunday thrugh Friday. All vendrs and bths shall be subject t an inspectin by the Fire Department prir t the event. Vendrs must have a cmpleted Fire Department Special Event Permit in their pssessin during the inspectin. Page 4 f 8

5 Will the event bring in a tent in excess f 200 square feet r a canpy r ther temprary structures that is in excess f 400 square feet? Fr parades, will there be vehicles in the parade? Will animals be a part f this event? Please prvide a list f hw many and breed types: Will inflatables (i.e. bunce huses) be used at the event? Will the event require the use f City wned streets r sidewalks r right-f-way? Will the event require any City wned street clsures r sidewalks? Structures must be apprved by the City s Risk Manager. All vendrs and bths shall be subject t an inspectin by the Fire Department prir t the event. Vendrs must have a cmpleted Fire Department Special Event Permit in their pssessin during the inspectin. Prtective measures must be taken t mitigate ptential damages t City parks and facilities. Anchr penetratin int City parks, cement and streets is prhibited. The use f abve grund anchrs (i.e. water barrels) is recmmended. The event spnsr will be respnsible fr any repairs r damages t any park infrastructure and/r park features. The park must be returned t its riginal cnditin 2 days pst event. Please prvide a list f type and number f vehicles participating in the event. It is the requirement f the San Luis Obisp City Fire Department and the Califrnia Fire Cde, Sectin and 1104, that all parade flats must btain a fire permit and inspectin befre entering the parade rute. All parade entries and entrants shall cmply with the fllwing regulatins: A, 2A10B:C fire extinguisher, shall be readily available n a flat r within the vehicle. Absence f a fire extinguisher will mean disqualificatin. N pen flames r smking shall be permitted as part f any flats. Cstumes made f any flammable-type materials shall be flame prfed fr the prtectin f the wearer. Decrative material n parade flats shall be nn-cmbustible r flame retardant. Baled r lse hay r straw; paper and wd frame walls r partitins; Styrfam; excelsir; and parachutes shall all be treated with flame retardant material. There shall be n black r clear plastic sheeting. Generatrs are required as the City des nt prvide electricity. An up-t-date cpy f the bunce huse cmpany s insurance must be n file with the Parks and Recreatin Department Facilities Prgram Specialist. Anchr penetratin int City parks, cement and streets is prhibited. The use f abve grund anchrs (i.e. water barrels) is recmmended. The fllwing city parks allw bunce huses nly: Santa Rsa Park Sinsheimer Park Meadw Park Jhnsn Park Missin Plaza A rute map and street by street directins utlining the selected rute with estimated start and finish times and estimated participant numbers is required. A traffic cntrl applicatin must be submitted with the initial special event applicatin. Any changes t this plan must be vetted and apprved by the City Traffic Engineer. A rute map with street clsures must be submitted fr event apprval. A 20-ft fire lane must be maintained at all times t allw fr emergency vehicle use. Spnsr must prvide a minimum f ne mnitr fr each barricaded intersectin during the duratin f the event. Spnsr must prvide a map f vlunteer statins t Traffic Safety fficer prir t the event. SLO PD may prvide traffic cntrl assistance if arranged. Any traffic cntrl cst will be billed separately. Event permitee must crdinate with City Transit regarding impacts t bus rutes alng the event rute. Apprved N Parking signs must be psted at least 48 hurs in advance. Upn cmpletin f psting, spnsr is required t cntact the SLO PD t reprt the lcatin f all psted signs. Plice must verify that the signs are psted as required if twing vehicles is requested. After the event, these signs must be remved within 24 hurs. Signs must be psted with rubber bands nly. All psted signs shuld be checked 2-3 hurs prir t the event in case they have been remved and need t be replaced. Any directinal signs/markings psted alng the rute must be remved immediately after the event Page 5 f 8

6 Will the event require exclusive use f a public parking lt? Will the event be clsing metered parking spts? Is there an pprtunity fr event materials t enter a strm drain r t be washed ff site during a future rain event? Will this event require the pening f park gates? Will vlunteers and/r security be present at the event? Events expecting high number f attendees may be required t reserve a parking lt at r near the facility. Parking Lts may be used fr the event by permissin f the Parking Manager. An adult mnitr is required t be statined at the entrance t the parking lt t ensure the safety f pedestrians and event attendees while vehicles are driving in and ut. The cst fr the use f a lt varies by lcatin and billed separately thrugh the Parking Divisin. Parking stalls marked with N Parking signs are nt t be used as event parking r reserved parking fr event staff/vlunteers they are fr event staging nly. City apprved N-Parking signs are required and must be psted with rubber bands n ALL parking meters at least 25 hurs in advance. DO T cver the tp f the meters and DO T use tape. Upn cmpletin f pstings, spnsr is required t cntact the SLO PD t reprt the lcatin f all psted signs. Plice must verify that the signs are psted as required if twing vehicles is requested. After the event, these signs must be remved within 24 hurs. All psted signs shuld be checked 2-3 hurs prir t the event in case they have been remved and need t be replaced. The cst fr the clsure f metered spts is $20 per meter per day and is billed separately thrugh the Parking Divisin. A detailed pllutin preventin plan must be submitted fr apprval by the city. The plan shuld include a list f all ptential materials and hw they will be prperly handled, stred, and dispsed. Spill clean-up materials must be available n site. Prpsed clean-up methds invlving pressure washing must be apprved by the city r cnducted by a city apprved cntractr wh has received training and is in gd standing. Please cntact the City s Envirnmental Cmpliance Sectin (Utilities Department) fr questins related t this sectin. Please indicate the gates that must be pened n the submitted site/rute map. Vlunteers Please describe yur prcedures fr security and crwd cntrl and identify (if any) the name f the security cmpany yu intend t use: Are n-site restrm facilities adequate fr this event? Security Required: One urinal and ne water clset fr every 200 males and ne water clset fr every 100 females. At least ne restrm fr each gender must be ADA-accessible If prtable tilets are required, please prvide supplier infrmatin: Page 6 f 8

7 Special Event Apprval Once the Special Event Applicatin has been submitted and the nn-refundable applicatin fee ($100-$160) has been received, the applicatin will be reviewed within ten (10) business days f receipt f the applicatin. Thrughut the Permit Applicatin yu will be ntified if yur event requires any additinal infrmatin, clarificatins, permits, etc. Delays in prviding the requested items culd delay the ability t cmplete the Permit Applicatin Prcess and apprve a permit in a timely manner and culd result in denial f the applicatin. Cmpleted Special Event Permit Applicatins must be received n later than 60 days prir t the event start date and may be submitted as early as twelve (12) mnths prir t the event start date. After a cmpleted applicatin is received, a final apprval packet will be sent via (mail available upn request) days prir t yur event. A cmpleted special event applicatin des nt mean the permit fr the event has been issued. Event permitee must attend a site meeting with Park Maintenance at least three (3) weeks prir t the event. The permit will nt be issued until the site meeting has cmmenced. Advertising an event prir t receiving a permit is at the spnsr s wn risk. Events held withut required permits are subject t clsure. Cancellatin Plicy: Shuld yu, fr any reasn, need t cancel yur event, yu must first ntify the Special Events Supervisr. Written ntice f cancellatin must be received n later than ten (10) calendar days prir t the start f the event. Verbal cancellatins will nt be accepted. The Special Event Permit Applicatin fee and permit prcessing fee are nn-refundable. It is als pssible that fees related t ther City services (i.e. Streets, Plice, Fire, etc.) will still be incurred. Hld Harmless Agreement The applicant shall indemnify, prtect, defend and hld harmless and indemnify the City f San Luis Obisp, its elected r appinted fficials, fficers, emplyees, agents and vlunteers frm and against any and all claims, demands, damages, csts,( including but nt limited t all administrative r ther csts incurred by City in reviewing r reslving claims r appeals), expenses, attrneys fees, lss r liability f any kind r nature whatsever arising ut f, relating t r resulting frm, the alleged acts r missins f applicant, its fficers, agents, r emplyees, representatives, cntractrs r vlunteers, r in cnnectin with the permitted event r activity r use f public prperty. The applicant shall, at applicant's wn cst, risk and expense, defend, with cunsel acceptable t City, any and all claims and all legal actins r prceedings that may be threatened, cmmenced r filed against the City, its elected fficials, fficers, agents, emplyees, r vlunteers, and the applicant shall pay any settlement entered int and shall satisfy any judgment that may be rendered against the City, its elected fficials, fficers, agents, emplyees, r vlunteers as a result f the alleged acts r missins r applicant r applicant's fficers, agents, r emplyees in cnnectin with the uses, events, r activities under the permit. Signature Required Date Page 7 f 8

8 MISSION PLAZA EVENTS ONLY Required Ntice Verificatin The City f San Luis Obisp requires signatures frm the Dwntwn Assciatin, Chamber f Cmmerce and the Missin Church fr inquiries f events utilizing the Missin Plaza. SPECIAL EVENT APPLICATIONS FOR MISSION PLAZA EVENTS WILL T BE ACCEPTED WITHOUT VERIFICATION SIGNATURES. SLO Dwntwn Assciatin: Cntact # (805) slda@dwntwnsl.cm Ntes: Verificatin signatures must be received IN PERSON! Date: SLO Chamber f Cmmerce: Cntact # (805) slchamber@slchamber.rg Ntes: Date: Missin Church: Cntact # (805) ffice@ldmissinsl.rg Ntes: Date: N Amplified Sund During: Saturday Sunday Mass Schedule: (check all that apply) TIME: 7:00-8:00 AM 9:00-10:00 AM TIME: 11:00-12:00 12:30-1:30 PM PM 6:00-7:00 PM 7:30-8:30 PM Other: Page 8 f 8