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HomeMy WebLinkAboutCDIP Application with SignaturesSpecial Event Permit Application I City of San Luis Obispo Special Event Definition A special event is any organized activity that Involves an impact upon public property, sidewalks, parks or streets in a manner that varies from Its current land use or requires a permit. These events may Include weddings, festivals, athletic events, fundraisers, concerts, public assemblies or any organized formation, parade, procession or assembly consisting of persons, animals, vehicles or any combination thereof, traveling in unison with a common purpose on a public street, highway, alley, sidewalk or public way which does not comply with normal and usual traffic regulations or controls. Other organized activities or set of activities that are conducted by an individual, group, or entity for a common or collective use or benefit and which involves the use of public facilities and the possible or necessary provision of city services. Submittal Anyone desiring to conduct a non-exempt local special event must submit a completed Special Event Application Form (with any required attachments) with the City no less than ninety (90) calendar days* prior to the scheduled date of the event. All information requested on the form must be provided before the application can be considered for approval. You will be charged $50 to have the process rushed if past 90 days of your date. Exceptions for Regular Events A noncommercial event, typically less than 300 people, held exclusively at a City facility or park which does not Impact significantly City resources outside of established requirements or procedures do not need a special event permit. However, Regular Events are required to reserve online or In person at the Facilities Desk (805-781-7222) for groups larger than 30 people. Accessibility As an event organizer, you are required to comply with all Federal, State, County and City ADA laws applicable to your event per the Americans with Disabilities Act. All event venues, structures and activities shall be accessible to persons with disabilities. If a portion of your event cannot be made accessible, an alternative area must be provided with the same activities that are in the accessible area. The area must include signage indicating that it is an ADA accessible area. You need to consider the following access as you plan your event: first aid, information center, parking, clear paths of travel (to and from, and inside the event), restrooms, seating, signage, drinking fountains, phones, transportation and access to vendors. If all areas are not accessible, directional signage, a map, or program must be provided to attendees Indicating the location of accessible restrooms, parking, drinking fountains, phones, etc. Compliance with the Americans with Disabilities Act and any and all amendments to the act shall be the sole responsibility of the applicant. The applicant agrees to defend and hold the city harmless from any expense or liability arising from the applicant's non- compliance. For more Information about the Americans with Disabilities Act and compliance at events, please visit www.ada.gov. APPLICANT INFORMATION Applicant: Raechelle Bowlay, Company/Organization: Community Action Partner Address: 805A Fiero Lane City, State: San Luis Obispo, CA zip: 93401 Phone: (805) 782-4723 Email: rbowlay-sutton@capslo.org of San Luis Obispo County - Child Care On -Site Person Responsible for the Event Operations: (First and Last Name): Raechelle Bowlay On -Site Person's Mobile Phone: (805) 458-2416 On -Site Person's Email: rbowlay-sufton@capslo.org Non -Profit IRS # (If Applicable): 95-2410253 GENERAL EVENT INFORMATION Event Name: 43rd Annual Children's Day in the Plaza Event Date(s): Saturday, April 10, 2021 Set -Up Time: 6:00 AM Event Hours: 10:00AM - 3:OOPM Break Down Time: 3:00-5:OOPM Anticipated Number of Participants (per day): 3,000 Anticipated Number of Spectators (per day): Anticipated Number of Total People at any one time: 1,000 Event Description: Children's Day in the Plaza is an annual celebration of April as Month of the Child and Child Abuse Prevention Month. The event alms to connect children and families with resources throughout SLO County while embracing creativity, diversity, and individuality. EVENT TYPE (Check all that apply) ❑ Amplified Event ❑ Concert (Amplified Sound) ❑ Dinner/BBQ ❑ Fair K Festival ❑ Free Speech ❑ Fundraiser ❑ Non -Amplified Event ❑ Memorial ❑ Outdoor Movie ❑ Parade ❑ Sporting Event ❑ Street Closure ❑ Use of Side Walk (non -closure) ❑ Wedding ❑ Other EVENT LOCATION X Mission Plaza: Allowed Events: Concerts, Festivals, Fairs, Outdoor Movies, Weddings, Fundraisers, Amplified Events, Dinners. Located in the center of downtown, between Broad and Chorro streets, the jewel of downtown is Mission Plaza. No cooking is allowed in the plaza. The City of San Luis Obispo requires signatures from the Downtown Association, Chamber of Commerce and the Mission Church for inquiries of events utilizing the Mission Plaza. Special Event applications will not be accepted without obtaining signatures. W YES WILL THE EVENT UTILIZE THE "DOG -LEG"— SECTION OF BROAD AND ❑ NO MONTEREY ADJACENT TO MISSION PLAZA? Y]YES WILL THE EVENT UTILIZE THE PUBLIC PARKING LOT 9 ADJACENT TO ❑ NO THE HISTORY CENTER? ❑ Laguna Lake Park: Allowed Events: Sporting Events, Festivals, Fairs, Fundraisers, Non Amplified/Amplified Events Located entrance at the corner of Madonna Road and Dalidio, surrounds Laguna Lake and a home to many waterfowl, the park features several unique recreation areas and opportunities for special events. Special permission from Madonna properties may be required. Use of Open Space is prohibited. ❑ Meadow Park: Allowed Events: Sporting Events, Festivals, Fairs, Fundraisers, Non Amplified/Amplified Events Located on the corner of Meadow and South Street, this park features a variety of recreation areas ranging from sand volleyball courts to walking paths. ❑ Mitchell Park: No amplified sound on Saturdays amplified sound from 9 am -5 pm Sunday through Friday Allowed Events: Sporting Events, Fairs, Fundraisers Non Amplified/Amplified Events Dinners Located between Santa Rosa and Osos street, Mitchell Park is crossed with diagonal paths which lead to several amenities and the SLO Senior Center. ❑ Santa Rosa Park: Allowed Events: Fairs, Fundraisers, Festivals Amplified Events Located on Santa Rosa and Oak Streets off Highway 1, Santa Rosa Park has a wide variety of offerings, Including picnic areas, multiuse courts, fields and more. Bounce houses are allowed. ❑ Sinsheirner Park: Allowed Events: Sporting Events, Fairs Fundraisers Festivals Non Amplified/Amplified Events Located at the end of Southwood Drive and Laurel Lane, Sinshelmer Park features many facilities for the local athlete. Bounce houses are allowed. ❑ Right -of -Way: Allowed Events., Snorting Events, Fundraisers Memorials Parades Special events held in the City of San Luis Obispo, but not utilizing any city facility are required to submit an application. A traffic control plan will be required If any street closures or diversions are planned. ❑ Jack House Gardens: Allowed Events, Weddings, Fundraisers, Small Festivals Dinners The Historic Jack House and its Victorian gardens offer a tranquil setting for community gatherings. This popular site, nestled in the heart of downtown, is ideal for weddings and special events. ❑ OTHER: Please Specify BIKE VALET In accordance with Policy 2.13 of the Bicycle Transportation Plan, all events expecting 300 or more attendees shall provide bike valet services per the following requirements: Space: Provide a space that is enclosed and secured on three sides ("corral'). The fourth side of the corral shall consist of a table for checking in bicycles. The corral shall be placed at an easily accessible and visible location, preferably at the entrance gate to the event, or another location approved by city staff. Hours: Hours of operation of the bike valet must be at least the same hours as the event Advance Promotion: The availability of the bike valet service shall be noticed on all event promotion including print, website, radio, email, and social media. Notice shall consist of the phrase "Free Bike Valet" Bike valet info must be provided whenever any kind of transportation or directional info is advertised for the event. Handling/Care of Bicycles: The bike valet area must be monitored at all times. Valet staff must handle the receiving and returning of bicycles. Valet staff must also have a system in place for keeping track of the owners of bicycles and their contact info (in case the owner does not pick up the bike). Tracking is usually accomplished with a sign -in sheet, numbering system with tickets. A sufficient number of staff must be provided and that number will vary depending on whether attendees arrive all at one time or are staggered over a period of time. Valet staff must record the number of bicycles parked at the event and submit the number within a week following the event to Adam Fukushima, at afukushima(a-slocdv.oro or (805) 781-7590 Theft/Loss: The event sponsor is responsible for any loss or theft to checked bikes. SUSTAINABILITY In accordance with Municipal Code Section 8.07 of the Health and Safety plan, events cannot sell/distribute single -use plastic bottles or cups. Plastic straws may only be served upon request. In accordance with Integrated Waste Management Authority Ordinance 2008-3, events must provide sufficient garbage and recycling services. Garbage/Recycling: At least three weeks prior to the event, complete Special Event Checklist with Parks Maintenance Division Supervisor. You will cover: Sufficient Service: The number and size of cans needed for your event will be determined by the Parks Maintenance Division. Smaller events may be compliant with existing infrastructure. Additional Service: If additional Gans and service are required per the Parks Maintenance Supervisor, contact San Luis Garbage at 805-543-0875. Organic Waste: If food will be served and additional service is required (per Parks Maintenance Supervisor), food waste service must also be arranged for. Waste should not be hauled off -site. Bins should be serviced on -site by San Luis Garbage or the City of San Luis Obispo. It is the event holders responsibility to monitor solid waste practices at this event to prevent contamination of bins. For questions regarding sustainability at your event: Contact the Utilities Department at RecycleRightanslocity.org or 805-781-7213. EVENT SPECIFIC INFORMATION WIII a portion of the event take place on private property? ❑ YES PRIVATE PROPERTY OWNER'S AUTHORIZATION: I authorize the applicant to conduct the special event described above and below on my property atthe following location: Property Owner's Name: Address: City, State: Zip: Phone: Email: Property Owner's Signature K NO Will this event require electricity? 0 YES What will the electricity be used for? ❑ NO amplified music, children's activities, food vendors Does the event permitee have Its own liability insurance? OYES Permittee shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG DO 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily Injury, personal Injury, and property damage, including without limitation, blanket contractual liability. If alcohol is sold during the permitted activity, coverage must Include full liquor liability in the amount of $1,000,000 per occurrence, $2,000,000 general aggregate. Agency, Its officers, officials, agents, and employees shall be Included as Insureds on the policy Separate Additionally Insured Endorsement- CG 2026 or equivalent, blanket endorsement or section of the policy. Endorsement shall cover the City of San Luis Obispo, its officers, agents, employees and volunteers as additional Insured ❑ NO A CertlRcate of Insurance showing Property Damage and General Liability in the amount of$1,000,000 must be purchase through the City of5an Luis Obispos Parks and Recreation Department If alcohol is sold during the permitted activity, coverage will include full liquor liability. Will this event require the opening of park gates? ❑ YES Please Indicate the gates that must be opened on the submitted site/route map. K NO Will volunteers and/or security be present at the event? Q VOLUNTEERS ❑ SECURITY ❑ NONE WIII the permitee be ❑ YES ❑� NO Describe your procedures for security and crowd control and Identify (if any) the name of the security company to Intend to use: Volunteers will support traffic control, first aid, attendee information, security, setup and clean up. SLO City PS and FD will be on -site to provide additional security and first aid services. charging admission to the event? It so, please provide details: Will the event be promoted? Q YES ❑ I If so, please provide details: Radio, Tv, Newspaper, Social Media, Posters, Website Will the event set-up Include tent and/or EZ-ups? Q YES whatslae: All vendors and booths shall be subject to an Inspection by the Fire Department prior to the event. Vendors must have a completed Fire Department Special Event Permit in their possession during the Inspection. ❑ NO Will the event bring In a tent In excess of 200 square feet or a canopy or other temporary structures that Is in excess of 400 square feet? El• Protective measures must be taken to mitigate potential damages to City parks and facilities. Anchor penetration into City YES parks, cement and streets is prohibited. The use of above ground anchors (i.e. water barrels) Is recommended. • The event sponsor will be responsible for any repairs or damages to any park infrastructure and/or park features. ONO • The park must be returned to its original condition 2 days post event. Are the on -site restroom facilities adequate for this event? ❑ YES Required: One urinal and one water closet for every 200 males and one water closet for every 100 females. At least one restroom for each gender must be ADA-accessible H NO If portable tollets are required, please provide supplier lnformathm: 2 Additional ADA compliant portable restrooms and a hand -washing station will be available. Harveys Honey Huts (PO Box 805 Cambria, CA 93428) is there an opportunity for event materials to enter a storm drain or to be washed off site during a future rain event? ❑ YES • A detailed pollution prevention plan must be submitted for approval by the city. The plan should Include a list of all potential materials and how they will be properly handled, stored, and disposed. • Spill clean-up materials must be available on site. ❑� NO • Proposed clean-up methods Involving pressure washing must be approved by the city or conducted by a city approved contractor who has received training and is in good standing. • Please contact the Citys Environmental Compliance Section (Utilities Department) for questions related to this section. Will the event permitee have amplified sound? YES Amplified sound will need to be approved by the ClNs Parks and Rec department • Per City Ordinance 9.12.040, sound levels must remain within the permitted decibel level 120 decibels) during the event. If noise levels are excessive, and complaints are received from nearby merchants and/or residents, the event permiee may be requested to reduce or eliminate ❑ NO the amplified sound for the remainder of the event. • Amplified sound may be segmented to designated areas depending on the rented facility or park • Based on an agreement with Mitchell Park residents, no amplified sound is permitted on Saturdays, and only during the hours of9 AM to 5 PM, Sunday through Friday. Will animals be a part of this event? ❑o YES Please provide a list of how many and breed types: Contained animals will be on display (i.e. lizards, snakes, sea -life aquarium touch tank) ❑ NO Will inflatables (i.e. bounce houses) be used at the event? ❑ YES • Generators are required as the City does not provide electricity. An up-to-date copy ofthe bounce house companys Insurance must be on file with the Parks and Recreation Department Facilities Program Specialist. • Anchor penetration into City parks, cement and streets is prohibited. The use of above ground anchors (i.e. water barrels) Is NO recommended. • The following city parks allow bounce houses: o Santa Rosa Park o Sinsheimer Park o Meadow Park o Johnson Park o Mission PWri For parades, will there be vehicles in the parade? ❑ YES • Please provide a list of type and number of vehicles participating in the event. • It is the requirement of the San Luis Obispo City Fire Department and the California Fire Code, Section 1101.3 and 1104, that all parade floats must obtain a fire permit and inspection before entering the parade route. All parade entries and entrants shall comply with the following regulations: ONO • A, 2A10B:C fire extinguisher, shall be readily avallable on a float or within the vehicle. Absence of a Fire extinguisher will mean disqualification. • No open flames or smoking shall be permitted as part of any floats. • Costumes made of any flammable -type materla is shall be flame proofed for the protection of the wearer. • Decorative material on parade floats shall be non-combustible or flame retardant. Baled or loose hay or straw; paper and wood frame walls or partitions; Styrofoam; excelsior; and parachutes shall all be treated with flame retardant material. There shall be no black or clear plastic sheeting. WIII the event permitee be serving alcohol? ❑ YES Alcohol use at the proposed location will need to be approved by the Clty's Parks and Bee department • Event permitee must obtain an Alcohol Beverage License via ABC application provided by the Parks& Recreation department. • ABC permit copy must be forwarded to the Parks& Recreation ceps rtment no later than one week prior to the event. NO • Permitee must obtain Liquor Liability Insurance In addition to Property Damage and General Llability Insurance • Site map must include outlined designated area where alcohol is served/consumed • Designated alcohol area must be fenced, have posted signs that identify the area and provide a minimum of six )6) security personnel to ensure that all alcoholic beverages remain inside designated area. VENDOR INFORMATION I Lot 9 parking passes are not permitted for vendor use. Will the event have vendors or concessionaires? ❑� YES • Event permitee must sign a vendor policy which establishes the collection of fees for the vendors participating in the city-wide special events. you can choose either 10%of the gross sales of each vendor or a $20 per booth option. • Vendors who have purchased a current City of San Luis Obispo Business License are exempt from the vendor fees if a copy of the license is provided. ❑ NO • One week prior to the event, the sponsor is required to submit a list of all participating vendors. • All vendor fees must be submitted no later than one month after the event date. • Event payment must be one single check made payable to the City of San Luis Obispo. • All vendors and booths shall be subject to an inspection by the Fire Department prior to the event. Vendors must have a completed Fire Department Special Event Permit in their possession during the inspection. • The State of California Health and Safety Code has specific regulations for food service and food vendors. Event permitee must contact SLO County Public Health to obtain requirements for temporary food facilities and any necessary permits. Will the event have any open flame cooking? ❑ YES Check a 11 that apply: ❑ BBQ ❑ Burners ❑ Wok ❑ Deep Fat Fryer ❑ Other Please Specify: 0 NO PARKING INFORMATION Will the event require the use of City owned streets or sidewalks or right-of-way? 0 YES A mute map and street by street directions outlining the selected route with estimated start and finish times and estimated participant numbers is required. ❑ NO Will the event require any City owned street closures or sidewalks? ❑ YES • A traffic control application must be submitted with the Initial special event application. • Any changes to this plan must be vetted and approved by the City Traffic Engineer. route map with street closures must be submitted for event approval. ❑A NO A20fioot fire lane must be maintained at all times to allow for emergency vehicle use. • Sponsor must provide a minimum ofone monitor for each barricaded intersection during the duration of the event. Sponsor must provide a map of vela mer stations to Traffic Safety officer prior to the event. • SLO PD may provide traffic control assistance if arranged. Any traffic control cost will be billed separately. • Event permitee must coordinate with City Transit regarding impacts to bus routes and stops along the event route. • Approved No Parking signs must be posted at least 48 hours in advance. Upon completion of posting, sponsor is required to contact the SLO PD to report the location of all posted signs. Police must verify that the signs are posted as required if towing vehicles is requested. After the event, these signs must be removed within 24 hours. Signs must be Postedwah rubber bands only. • All posted signs should be checked 2-3 hours prior to the event in case they have been removed and need to be replaced. • Any directional signs/markings Posted along the mute must be removed immediately after the event WIII the event require exclusive use of a public parking lot? OYES • Parking Lots may be used for the event by permission of the Parking Services Supervisor. • An adult monitor Is required to be stationed at the entrance to the parking lot to ensure the safety of pedestrians and event attendees ❑ NO while vehicles are driving in and out. The • cost for the use of a lot varies by location and billed separately through the Parking Division. Will the event be closing on -street metered parking spaces? 0 YES Parking stalls marked with No Parking signs are not to be used as event parking or reserved parking for event staff/volunteers— they are for event stagingonly. ❑: NO City approved No -Parking signs are required and must be posted with rubber bands on ALL parking meters at least 25 hours in advance. DO NOTcover the top of the mete" and DO NOT use tape. Upon completion of postings, sponsor is required to contact the SLO PD to report the location of all posted signs. Police must verify that the signs are posted as required if towing vehicles Is requested. After the event, these signs must be removed within 24 hours. • All posted signs should be checked 2-3 hours prior to the event in case they have been removed and need to be replaced. HOLD HARMLESS AGREEMENT The applicant shall indemnify, protect, defend and hold harmless and indemnify the City of San Luis Obispo, its elected or appointed officials, officers, employees, agents and volunteers from and against any and all claims, demands, damages, costs, (Including but not limited to all administrative or other costs incurred by City in reviewing or resolving claims or appeals), expenses, attorneys' fees, loss or liability of any kind or nature whatsoever arising out of, relating to or resulting from, the alleged acts or omissions of applicant, Its officers, agents, or employees, representatives, contractors or volunteers, or in connection with the permitted event or activity or use of public property. The applicant shall, at applicant's own cost, risk and expense, defend, with counsel acceptable to City, any and all claims and all legal actions or proceedings that may be threatened, commenced or filed against the City, its elected officials, officers, agents, employees, or volunteers, and the applicant shall pay any settlement entered into and shall satisfy any judgment that may be rendered against the City, its elected officials, officers, agents, employees, or volunteers as a result of the alleged acts or omissions or applicant or applicant's officers, agents, or employees in connection with the uses, events, or activities under the permit. Signature Required NEXT STEPS... Date q 1. A completed special event application does not mean the permit for the event has been Issued 2. Once the Special Event Application has been submitted and the non-refundable application fee ($100-$160) has been received, the application will be reviewed within ten (10) business days of receipt of the application. 3. Throughout the Permit Application you will be notified if your event requires any additional Information, clarifications, permits, etc. Delays In providing the requested items could delay the ability to complete the Permit Application Process and approve a permit In a timely manner and could result in denial of the application. 4. Completed Special Event Permit Applications must be received no later than 60 days prior to the event start date and may be submitted as early as twelve (12) months prior to the event start date. S. After a completed application Is received, a final approval packet will be sent via emall (mail available upon request) 60-45 days prior to your event. 6. Event permitee must attend a site meeting with Park Maintenance at least three (3) weeks prior to the event. The permit will not be Issued until the site meeting has commenced. 7. Advertising an event prior to receiving a permit is at the sponsor's own risk. S. Events held without required permits are subject to closure. 9. Cancellation Policy: Should you, for any reason, need to cancel your event, you must first notify the Special Events Supervisor. Written notice of cancellation must be received no later than ten (10) calendar days prior to the start of the event. Verbal cancellations will not be accepted. The Special Event Permit Application fee and permit processing fee are non-refundable. It is also possible that fees related to other City services (i.e. Streets, Police, Fire, etc.) will still be incurred. MISSION PLAZA EVENTS ONLY: REQUIRED NOTICE VEIVICATION The Cltyof San Luis ObLvo regglres slootur" from the ooWrtown Assoclatlon, Chamber of Commerce and the Mission church for IRquIdds of ewmts utilizing the Mission Pime. SPECIAL EVENTAPPLICATIONS FOR MISSION PLAZA EVENTS wILL NQl OE ACCEPTOD WNIIOIIT VERIFICATION SIGNATURES. VadRcollon signatures must be received IN PERSON1 Cnntpct N (ee1A186 _ E�mel(:rdechusradawntownalocdm 1135 dllorro Street Ndtds: Cohtadti(805)704-2777 E-mail: ✓XJ\`\� Note: Contact8(90) 791-4220 noamp9nodS 0 odes: E,mell:of0ced?oldmisstonsloora Saturday,_ �M �5 m— Pm 531)Pm— Note: Sunday., gu8chs0lePeak All that siPM _1100gm-BAOaRs _91000m-1P:00em _, 11tOpam.-12100 pm � �1250'P-7:000rd -1Iz-LI2-o 91J7