Fillable CITY OF PALO ALTO SPECIAL EVENT PERMIT APPLICATION

Fill Online, Printable, Fillable, Blank CITY OF PALO ALTO SPECIAL EVENT PERMIT APPLICATION Form

Use Fill to complete blank online OTHERS pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

CITY OF PALO ALTO SPECIAL EVENT PERMIT APPLICATION

On average this form takes 51 minutes to complete

The CITY OF PALO ALTO SPECIAL EVENT PERMIT APPLICATION form is 20 pages long and contains:

  • 0 signatures
  • 94 check-boxes
  • 161 other fields

Country of origin: OTHERS
File type: PDF

BROWSE OTHERS FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
June 2019
1
CITY OF PALO ALTO
SPECIAL EVENT PERMIT APPLICATION INSTRUCTIONS
INTRODUCTION
Welcome to the City of Palo Alto! Thank you for your interest in holding a special event in our City. From
major conventions and international sporting events to community based festivals and parades, the City of Palo
Alto is proud to host numerous events every year. A completed special event permit application may be filed as
early as one year before the event, but must be received no later than 30 days before the actual event date,
and no later than 90 days if the event requires a street closure. Any organized activity involving the use of,
or having an impact upon, public property, facilities, public parks, sidewalks, or street areas requires a special
event permit. Please read all of the following information, then complete and turn in the fill-in portion of this
application to the Special Events Coordinator at the Palo Alto Police Department. Keep in mind we are here to
assist you in completing all of the City’s requirements so you may have a successful event!
Our goal is to assist event organizers in planning safe and successful events that create a minimal impact on the
communities surrounding the event.
PROCEDURE
The permit application process begins when you submit a completed Special Event Permit Application. We
recommend that you first read all of this information then complete the following application in its entirety.
If this application is for a City event or a Co-City sponsored event, you must have pre-approval from the
City’s Departmental Representative (i.e., City Manager’s Office, Community Services Department, etc.).
Have the City Representative sign on the “signature of approval” line PRIOR to submitting the application
to the special events coordinator for processing.
Keep in mind that acceptance of your application should in no way be construed as final approval, confirmation
of your request, or reservation of an area within the city. Upon receipt of your application, a liaison will help
guide you through the permit process. Copies of your permit are forwarded and reviewed by affected city
departments. During the review process you will be notified if your event requires any additional information,
permits, licenses, or certificates. You will be allowed time to provide the Special Events Team all pending
documents. The Special Events Team must receive these documents before issuing you a Special Event Permit
(i.e. certificate of insurance, secondary permits, etc.). Delays in providing these documents often delay the
Special Events Team’s ability to finish the review and approve your application in a timely manner. In some
cases, the Special Event Permits are issued only a few days in advance of the event date.
FEES:
There are a myriad of necessary fees associated with special events. The fees vary depending on the size and
complexity of your event. The following are just a few of the commonly associated fees for the 2015 year,
subject to change.
Special Event Permit Fee:
$230- (Less than 200 attendees)
$250- (201-400 attendees)
$270- (401-600 attendees)
$40 (extra each 200 attendees)
2
June 2019
Noise Exemption Permit Fee:
Film Permit:
Temporary Street Closure Fees:
Temporary Use /Encroachment Permits
(City-property)
Police Service Fees:
Community Service Officers:
Fire Department Inspection Fees:
Fire Department Services Fees:
Printing Fees (No-Parking signs)
Park Reservation Fees
Baylands Open Space Fee:
$1
50 per event
$150
$115 - 1,445 per event plus costs to provide certain services
$168 - $1,009
$120 - $205/hr. 4 hour minimum
$70 - $85/hr.
Contact Fire Department
Contact Fire Department
Varies
Contact Gonzalo Rozo at: gonzalo.rozo@cityofpaloalto.org
$324 - $2,163
There may also be associated costs for refuse services, necessary toilet facilities, ABC alcohol permits, security
services, and an insurance policy. Below is the link to the City of Palo Alto’s 2015 fee schedule (cut and paste):
http://www.cityofpaloalto.org/civicax/filebank/documents/48590
TEMPORARY USE PERMITS/ENCROACHMENT PERMITS
If your event requires that private structures be placed on, under, or over City-controlled property, you will
need to apply for an encroachment permit. If your event requires that private structures be placed under, on, or
over parks or parking lots, you may need to apply for a Temporary Lease permit from the City. If your event/
activity is to be held on private property within the City of Palo Alto, you may need to obtain a Temporary Use
Permit from the City. There are fees associated with these permits. Upon receipt of your application, the
Special Event Coordinator will work with you in determining if special permits are needed and will obtain these
permits for you. The following is a link to the City’s Temporary Use Permit guidelines.
http://www.cityofpaloalto.org/civica/filebank/blobdload.asp?BlobID=6467
PARK EVENTS
If your event is to be held in a City park, it is your responsibility to contact the Recreation Division in the
Community Services Department 650-463-4900 in order to coordinate scheduling of the event. (Note: Special
rules, regulations, and restrictions may apply) Most park areas cannot be reserved for the exclusive use of one
group, and access to the area by the general public must be available at all times. In other words, areas cannot
be roped off or otherwise secured. Here is a link to the Parks regulations (Cut and paste):
http://www.cityofpaloalto.org/civica/filebank/blobdload.asp?BlobID=6048
3
June 2019
EVENT INFORMATION
Depending on the type of your event, for example, a run, a street fair, a walk, a bike tour, a parade, or other,
your event plan may be too complex to describe on this application. If your event is complex, or requiring more
than one day to set up or construct the event, please attach a detailed plan to this application. This plan should
include a timeline of events, a detailed map of the location describing the placement of booths, garbage, toilet
facilities, food, and electrical equipment, including street closures and the times and locations that surrounding
streets will be impacted.
SITE MAP/ROUTE DIAGRAM
You need to complete a Site Diagram for your event and forward it to the Special Event Coordinator with this
application. The Site Diagram should include the placement of all structures, tents, portable toilets, waste
stations, table placement, fencing, barriers, cooking booths, cones, generators, vendor booths, platforms or
stages, vehicle/trailer locations, eating areas, alcoholic beverage areas, first aid locations, routes of
exit/entrance. A sample site map will be forwarded upon request.
When planning a moving route, the Special Operations Sergeant of the Police Department along with a
representative from the Transportation Division, will be available to assist you in planning your route. For Co-
City sponsored and Private events, you may want to consult a private company that specializes in creating a
traffic plan. Those companies can create a plan, submit the plan for approval, and provide the traffic equipment
along the route such as cones, barricades, signage, as applicable. A list of vendors can be provided upon
request.
Consider the following in your planning:
• Impedance of emergency fire, police, or paramedic vehicles
• Conflict with public transportation such as buses, shuttles, and trains
• Interference with people trying to reach hotels, the airport, residences, businesses, places of worship,
and public facilities
If your event involves street closures (an additional permit may be needed), you will be required to obtain
traffic safety equipment. Depending on the type of event, you may need barricades, traffic cones, signs, etc. It
is your responsibility to obtain and properly place this equipment prior to commencing the event. In the event
of street closures, you may be required to retain the services of a Palo Alto Police Officer for traffic control
during your event.
Any application for an event which impacts or requires the closure of a public right-of-way, such as city streets
and sidewalks, will be required to include a plan showing the exact location of impacts and the plan for
handling/detouring traffic around the event. All traffic control plans shall conform to the City’s “Traffic
Control Requirements”, available from the Transportation Division 650-329-2520. In some situations when
sufficient parking is not available, the event organizer may be required to provide a shuttle plan.
You may be required by the Palo Alto Police Department Traffic Division to provide advisory signs (placed a
minimum of two weeks prior to the event) if your event impacts a major use roadway. Advisory signs are
intended to provide advanced notice to the regular users of a roadway of the scheduled closure.
4
June 2019
ACCESSIBILITY PLAN
“Accessible” described a site, building, facility, or portion thereof that can be approached, entered, and used by
persons with disabilities. It is the applicant’s responsibility to comply with all City, County, State, and Federal
Disability access requirements applicable to the event.
All indoor and outdoor sites for special events must be accessible to persons with disabilities. If a portion of the
area is in accessible, and alternate area must be provided with the same activities that are in the inaccessible
areas. It cannot, however, be offered only to patrons with disabilities.
Disabled access may include parking, restrooms, telephones, clear paths of travel, transportation, accessible
vendors and booths. If all areas are NOT accessible, a map or program must be provided to attendees indicating
the accessible restrooms, parking, phones, drinking fountains, etc.
CROWD CONTROL AND INTERNAL SECURITY
Event Organizers are required to provide a safe and secure environment for their event. This is accomplished
through solid preplanning and anticipating potential problems and concerns. The size, type, time of day, and
location of the event as well as overall activities, are all areas that need to be analyzed in depth. Events having
the potential to draw a large crowd, such as street fairs or concerts, are of particular concern. Larger events
require the services of a professional licensed security company. A representative of this company, known as a
security consultant, will work closely with you to review and analyze your proposed event. The consultant will
make recommendations on points of concern and potential problems, then recommend the number of private
security guards needed. The Police Department may require a minimum number of licensed private security
guards and/or police officers to adequately staff the event.
NOTICES OF YOUR EVENT
Your event may impact the neighborhoods and businesses nearby and you may be required to deliver notices of
your event. The City requires that notices be sent out or hand delivered two weeks prior to each special event to
businesses, residences, churches, etc. You may be required or may provide on your own effort, signatures in
support of your event from those affected which will help show cooperation for future events. Notification may
include a notice in a local community newsletter, local press releases, including radio or television. Notices
must reflect the dates, days, times, locations, and types of activities taking place during your event. The notice
must give detour or alternate route information if normal access is affected or of transportation systems are
impacted. Please attach a draft sample of the notice and a proposed list of recipients with your
application.
You may be asked to provide copies of notices that have been approved by the Valley Transportation Agency
and others as appropriate. If your event impacts City leasees, you must provide a signed letter of
acknowledgement from all affected leasees.
FOOD CONCESSIONS OR PREPARATION
Food facilities: the County of Santa Clara Department of Environmental Health provides guidelines. These
should enable you to plan food handling, preparation, and distribution in the most responsible and legal manner.
Visit www.ehinfo.org for more information. The City of Palo Alto practices Zero Waste and requires the
following: no expanded polystyrene containers are allowed, no single use merchandise bags are allowed, and
ask/encourage events not use single serving water bottles.
5
June 2019
Health permits may be required by the County of Santa Clara if food or beverages are sold or given away during
special events. Be sure to include your organization’s IRS 501(c)(3) identification number in order to receive a
“non-profit” classification number by the County Department of Environmental Health. If you plan on having
“cooking booths” at your event, you must have a cooking booth permit from the Palo Alto Fire Department and
inspection of the booth(s) will be required prior to the event. The Special Event Coordinator will obtain this
permit for you with your cooperation. Other permits, policies and procedures depend on your classification and
number of days in your event. Please see the FIRE DEPARTMENT REQUIREMENTS section below.
ALCOHOL
The sale or furnishing of alcoholic beverages by non-profit organizations will require an additional permit from
the State Department of Alcoholic Beverage Control (ABC). The applicant MUST obtain and take a Letter of
Authorization from the Chief of Police to ABC before they will issue an ABC permit (30 day process). For
more information visit www.abc.ca.gov .
In many areas of the City, public consumption of alcohol is illegal. The Special Event Permit from the City will
likely prohibit the consumption of alcohol in the event venue outside of a controlled beer garden. Private
security may be required based on the number of event attendees.
ANIMAL PERMIT
Animal permits may be required if there will be animals shown at your event. Please contact an Animal Control
Officer in Animal Services at 650-496-5972 or visit www.papd.org. If animals are attending your event,
understand that animals may not be present near food preparation/food sales areas. It is your responsibility to
provide a suitable area for animal waste deposit/removal for heavily animal-attended events.
TOILET FACILITIES
The Santa Clara County Department of Health Services recommends one (1) chemical toilet for every 250
people, or portion thereof. The figure is based upon the maximum number at your event during peak time. A
disabled accessible toilet will also be required. For park events, you must consider portable toilet rental in
addition to park toilets to accommodate the usual park traffic as well. Authorized placement locations for
portable toilets and trash receptacles will be determined by the City for each event.
GARBAGE, RECYCLING AND COMPOSTING
You must properly dispose of waste throughout the term of your event and immediately upon conclusion of the
event the area must be returned to a clean condition. You may not use public waste containers for any of your
event’s waste disposal needs. The City does not provide street sweeping services for special events. Should you
fail to perform adequate clean up or damage occurs to City property and facilities, you will be billed at full cost
recovery rates plus overhead for cleanup and repair. In addition, such failure may result in a denial of future
approval for a Special Event Permit or the requirement of a cash deposit or surety bond for future events.
Zero Waste
The City of Palo Alto has the goal of Zero Waste (no waste burned or buried) by 2021. In an effort to achieve
this goal, the City requires that all special events practice waste reduction, reuse, recycling and composting
measures.
6
June 2019
The Zero Waste Event Guidelines were created to help event organizers plan a Zero Waste event and
comply with the City’s Recycling and Composting Ordinance. Violators may be denied approval to hold
subsequent special events within the City. Additional Zero Waste event information can be found at
www.cityofpaloalto.org/zerowaste or by calling Zero Waste Palo Alto at 650-496-5910.
REQUIREMENTS:
Garbage, recycle and compost collection service can be
ordered by contacting GreenWaste of Palo Alto at
650-493-4894.
GreenWaste Environmental Outreach Coordinators (EOCs) are available to assist you, at no additional
cost. Assistance includes:
• Establishing appropriate service levels.
• Zero Waste planning for
special events.
• Education: on-site trainings and meetings, posters and stickers.
• Recycle, compost and garbage containers must be placed directly beside each other.
• Place containers side-by-side in same order for each station (example: blue, green,
black).
• Place waste stations in visible, high traffic areas (i.e., entrances, exits, bathrooms, etc.).
•
Use appropriate signage on all waste station containers.
o Posters are provided by GreenWaste if you order Special Event service. They are also available to
download:
Recycle Poster
Compost Poster
Garbage (Landfill) Poster
Waste Station Guidelines
• Provide recycle, compost and garbage for event.
o Subscribe to waste collection service sufficient to container the waste generated by your event.
o Provide waste stations in convenient locations for recycle, compost, and garbage separation by event
employees, vendors, and attendees.
No stand-alone containers are permitted.
See "Waste Station Guidelines" section of the Zero Waste Guidelines for more details.
o Remove or cover all public litter cans throughout event area so they cannot be used.
• Employ Zero Waste purchasing practices
o Use only reusable, recyclable or compostable containers.
Click here for a detailed list of accepted items
o Use compostable utensils if utensils are necessary.
o Provide condiments (e.g., sugar, ketchup, mustard, salad dressing) in bulk instead of in individual
packages and servings.
o Limit single-use water bottles. Note: these
bottles are prohibited at City sponsored events.
o Do not use:
Plastic bags
Expanded polystyrene (Styrofoam ™) items
Plastic utensils, stir sticks, or straws
Disposable decorations, including balloons
Pre-packaged goodie bags or individually wrapped promotional items
• Ensure that the Zero Waste requirements are followed by all your vendors/display table participants.
7
June 2019
FIRE DEPARTMENT REQUIREMENTS
Before a permit can be issued, the Fire Department must review and approve the following: your plans for first
aid and/or emergency medical services; your route for emergency vehicle access; cooking facilities; the location
of power sources; the availability and location of on-site fire suppression equipment; the occupancy and spacing
of tables or enclosures; the use of tents, air-supported structures, canopies, or fabric shelters. Guidelines for fire
safety considerations can be found at http://www.unidocs.org/fire.html. The Fire Department will require a
permit and may require an inspection at your cost before and/or during the event. For more information,
please contact the Palo Alto Fire Department at 650-617-3184. Please refer to the following Fire
Department Checklist for your event later in this document.
ENTERTAINMENT / ATTRACTIONS/ RELATED EVENT ACTIVITIES
Event organizers must be certain that all event activities comply with the local laws applicable to noise
abatement. Please be aware that loud and unreasonable noise (including music) is a violation of state and local
law. If you plan to have any amplified noise or have noise existing outside normal daytime hours, a noise
exemption permit application is required. Not all noise exemption permit requests will be granted. Even if a
permit is granted, a police officer who determines that the noise from your event is offensive to others, may
require you to stop the noise. Also, the police may order musical entertainment to end if it incites a crowd to
become unruly and risks injury. The special event coordinator will supply you with the proper application as
needed. Banners, pennants, flats, signs, streamers, inflatable displays and similar devices are regulated by local
ordinance. The number and location for these items will be determined by the City. In certain areas and under
certain conditions these items are prohibited. Non-profit organizations may advertise community events at El
Camino Ballpark. The special events coordinator can give you specific applications and additional information
as needed.
INSURANCE REQUIREMENTS
Insurance for your event will be required before your special event permit application will be approved. You
will need commercial general liability insurance that names “the City of Palo Alto, its officers, employees and
agents” as additional insured and any other public entities impacted by this event (i.e. CalTrain, County of Santa
Clara, CALTRANS, etc.) Insurance coverage must be maintained for the duration of the event. Insurance
requirements will be a minimum of $1 million dollars coverage or more depending on the risk level / scope of
the event. Please contact Human Resources Risk Management for details at (650-329-2376). Please email a
copy of the Certificate of Liability Insurance certificate to Sgt. Alex Afanasiev, Special Operations, at
alex.afanasiev@cityofpaloalto.org or mail to Sgt. Alex Afanasiev at Palo Alto Police Department, 275 Forest
Ave. Palo Alto, CA 94301
APPLICANT AND SPONSORING ORGANIZATION INFORMATION
In this application, you will need to include information on both the applicant and sponsoring organization, as
applicable. The Chief Officer of an organization is the person who had the overall authority of the sponsoring
organization. The applicant may be the Chief Officer or another member of the organization. This person
must be available to work closely with the event planning staff throughout the permitting process. The Chief
Officer may contract with a professional event organizer to represent the sponsoring organization. An event
organizer may be authorized to work with the City on the planning process. This person must be available to
work closely with the City. A letter from the organization will be needed authorizing the professional event
organizer as the designated contact for the event must be attached to the Special Event Permit Application. A
person representing the sponsoring organization must be immediately available, on the site on the day of the
8
June 2019
event, with authority over all elements. The contact person must provide the City with a cellular phone
number or other means of contact during the event.
FEES / PROCEEDS / REPORTING
If you are a non-profit organization, you must attach a copy of the IRS 501(c)(3) tax exemption letter to your
application.
An applicant applying for a seller’s permit to sell food or beverages should indicate Palo Alto as the origin of
sales. This will ensure the City receives its share of these taxes.
This concludes the information portion of this application! There are many details that must be
addressed but the Special Events Team is here to help you! The Special Events Team
Coordinator will obtain all City of Palo Alto-required permits for you and schedule all
necessary inspections with your cooperation. Please complete the following fill-in application
in its entirety.
9
June 2019
CITY OF PALO ALTO
SPECIAL EVENT PERMIT APPLICATION
Please complete all applicable areas of the following application, including writing your signature on the
Applicant Affidavit. Return the application to Sgt. Alex Afanasiev, Special Operations, at the Palo Alto Police
Department in person, by mail, or by email (alex.afanasiev@cityofpaloalto.org). Call 650-329-2459 or email
if you have any questions.
APPLICANT / ORGANIZATION INFORMATION
Sponsoring Organization(s): _________________________________________________________________
Check One: Private Event
City Event
Co-City Sponsored Event If so, please indicate which Department?
City Manager’s Office:
Community Services Department :
Other (in
dicate name): _________________________
If the event
is either City or Co-City sponsored, your City Department contact must provide a signature of
pre-approval prior to application submission and processing:
Name (print): ______________________________________ Title: _____________________________
Signature:
_________________________________________ Date: ___________________
Chief Off
icer of Organization (Name): ______________________________________________________
Applicant (Name): ____________________________ Business Phone: (____) ______________________
Address (
City, State, Zip): ________________________________________________________________
Daytime
Phone: (____) __________ Evening: (____) ___________ Cell: (____) _____________________
Email: ________________________________ Fax: (____) _____________________________________
List any P
rofessional Event Organizer or Service Provider authorized to work on your behalf
Name: _____________
__________________________ Phone: (____) _____________________
Address (Ci
ty, State, Zip): _________________________________________________________
Contact “On-S
ite” Person on day(s) of event. MUST be immediately available for duration of event.
Name: _____________
_______________ Cellular Number: (____) _______________________
EVENT INFORMATION
Type of Eve
nt (Please Check):
Run Street Fair B
ike Tour
Walk Triathlon School Fundraiser
Parade
Other:
Event Tit
le: _________________________________________________________________________
Event Dat
e(s): ____________________________ Total Anticipated Attendance: _________________
Month/ Day/ Year (____________ Participants)
(____________ Spectators)
10
June 2019
Location / Staging Area: _______________________________________________________________
Actual Event Hours: __________ till ____________
Setup /Assembly / Construction Date: ___________ Start Time: ___________
Pleas
e describe the scope of your setup / assembly work: ___________________________
_________________________________________________________________________
Disman
tle Date: ____________ Completion Time: ____________
List any street(s) or parking lots requiring closure as a result of this event. Include street name(s), day, date, and time of closing
and reopening: _______________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
List any
parking lots you require exclusive use of (rental) or individual parking spaces needing to the reserved (exact location,
duration, please include diagram as needed: _________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
List what areas of the public right-of-way that will be impacted, blockage of sidewalks, alleys, partial road blockages that will
occur: ______________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
FEES / PROCEEDS / REPORTING
No Yes Is y
our organization a “Tax Exempt, non-profit” organization? If YES, must attach
your IRS 501(c)(3) tax exemption letter with this application.
No Yes Are
admission, entry, vendor, or participant fees required? If YES, please provide the
Amounts: ____________________________________________________________
____________________________________________________________________
$ _________ Est
imated gross receipts including ticket, product and sponsorship sales from this
Event? Please explain the amounts and computation: _________________________
____________________________________________________________________
$ _________ Estimated expensed for this event?
$ _________ What
is the projected amount of revenue that the non-profit organization will receive
as a result of this event?
SITE / ROUTE SPECIFICS
Please provide a detailed description of your PARKING and SHUTTLE plans: ___________________
___________________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Please provide your plan for DISABLED PARKING (if using existing spaces, indicate # and location):
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Please d
escribe your Accessibility Plan for access at your event by individuals with disabilities: _________
______________________________________________________________________________________
______________________________________________________________________________________
AM
AM
AM
11
June 2019
Please describe your procedures for both crowd control and Internal Security: _______________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
Yes No Have you hired any professional security organization to handle security arrangements
for this event? If YES, please list:
Security
Organization: _____________________________________________________
Security Address (City, state, zip): ___________________________________________
_______________________________________________________________________
Security Director Name: _________________________ Bus phone: ________________
Yes No Is this a
night event? If YES, please state how the event and surrounding area will be
illuminated to ensure safety of the participants and spectators: _____________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Please indicate what arrangements you have made for providing FIRST AID STAFFING and
EQUIPMENT?
# __________ Ambulance(s): How provided? _______________________________________________
#___________ Doctors: Names and specialties: ______________________________________________
# __________ Nurses: Names and specialties: ________________________________________________
# __________ Paramedics: How provided? __________________________________________________
# __________ Emergency Medical technicians: How provided? __________________________________
__________ Or will you rely on basic 911?
Please write the number of portable/available toilets at the location:
Number portable toilets: ___________ REQUIRED (One for every 250 people or portion thereof)
Number ADA accessible toilets: __________ REQUIRED (10% of total portable toilets)
__________________________________________________________________________________
Number of waste stations you will provide: __________ (A waste station is a set of three containers where
one is blue and is for recycle, one is green and is for compost, and one is black and is for garbage.)
Describe your Zero Waste plan (waste reduction, reuse, recycling, and composting measures) for this event:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Please describe how food will be served at the event: __________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
____________________________________________________________________________________
If you intend to cook food in the event area, please specify the method (check all applicable):
Food Truck
Gas Electric
Charcoal
_
__
Other (explain):
_________________________________
Yes No Does the eve
nt involve the sale or use of alcoholic beverages?
If “Yes,” check: sale or use
If “Yes,” describe method (bar, beer truck, etc.): ________________________________
June 2019
12
Yes No Will items or
services be sold at the event? How do you report sales tax? Please
describe: ________________________________________________________________
________________________________________________________________________
CA Resale Permit # _______________________
Yes No Are there an
y musical entertainment features to your event or loudspeakers being used?
If YES, please complete the following:
Please describe the sound equipment that will be used for your event: _______________
________________________________________________________________________
Please describ
e how electronic equipment will be powered and quantity (generator, building outlet, etc.):
________________________________________________________________________
Number of stages: _________ Number of bands: __________
Type of Music
: ___________________________________________________________
Yes No Will sound
amplification be used? If YES, please indicate:
Start Time: _______ - Finish Time: _______
Yes No Will so
und checks be conducted prior to the event? If Yes,
Yes No
Start Time: _______ - Finish Time: _______
Any inflatable hot air balloons or similar inflatable devices? If YES, describe: ________
________________________________________________________________________
Yes No Any Fire
works, rockets, or other pyrotechnics? If YES, describe: __________________
________________________________________________________________________
Yes No Any signs, banners, decorations, or special lighting? If YES, describe: ______________
________________________________________________________________________
*PLEASE ATT
ACH YOUR SITE MAP DIAGRAM HERE (include placement of all structures, tents, portable toilet, waste
station placement, tables, chairs, fencing, barriers, cones, generators, vendor booths, display areas, platforms or stages, vehicle
or trailer locations, food eating areas, food cooking/preparation booths, alcoholic beverage sales areas, first aid location, etc.):
*PLEASE ATT
ACH YOUR ROUTE MAP/TRAFFIC MAP HERE (If your event involves a moving route of any kind along
streets, sidewalks, or highways, You must provide a detailed map showing the direction of travel and a written narrative
explaining the route. If you have a fixed venue site, please show a side map of how the surrounding streets will be impacted):
*PLEASE ATTAC
H a written DETAILED DESCRIPTION of your event including any detailed components of your event
such as the use of vehicles, animals, rides, etc.
FIRE DEPARTMENT CHECKLIST- Please respond to all of the following questions:
YES NO Can the event be classified as a carnival or fair?
YES NO Will there b
e any tents or canopies? (Number, H x L x W size, configuration):
________________________________________________________________________
________________________________________________________________________
YES NO Are there any outdoor stages or platforms? (Number, H x L x W size, configuration):
________________________________________________________________________
________________________________________________________________________
YES NO Will th
ere be an assembly area not ordinarily used for assemblies? (# of people) _______
Explain:________________________________________________________________
AM
AM
AM
AM
June 2019
13
YES NO Will there be any fixed audience seating areas? How many seats? __________________
YES NO Will
there be any outdoor eating areas? Number tables/chairs: _____________________
YES NO Are t
here any outdoor cooking areas, stoves, food carts, food trucks, booths, BBQ’s or deep fryers?
Number/type:____________________________________________________________
YES NO Has t
he Santa Clara County been notified about the outdoor cooking?
YES NO Will the
re be any portable generators? (Number/type fuel) ________________________
YES NO Will there be any campfires, bonfires, torches, candles, or pyrotechnics? Explain: ______
________________________________________________________________________
YES NO Will yo
u have any outdoor electrical wiring? Describe plans for wire protection: ______
________________________________________________________________________
YES NO Will there be any hazardous materials on site such as propane, butane, gasoline, diesel
tanks, or helium cylinders? (Type/quantity)____________________________________
YES NO Is t
here a need for stand-by Paramedics, EMT’s, or Fire watch? ____________________
YES NO Will
any roads or sidewalks be closed, barricaded, chained, or blocked? Where: _______
________________________________________________________________________
YES NO Is t
here adequate emergency vehicle access to your event?
YES NO Will
the event create any dead-end fire access routes?
YES NO Will
there be any vehicle parking within 30 feet of your event?
YES NO Is t
here a parade vehicle staging area? Where: _________________________________
YES NO Do y
ou have an adequate exit path for your event with adequate lighting along it?
Describe: _______________________________________________________________
YES NO Is the event likely to block any existing exits from nearby buildings?
YES NO Will
your event occur outside normal business hours for Fire Department Inspections?
YES NO Will
any fire hydrant access be blocked during this event? Where: _________________
YES NO Will there be daycare at this event? Describe exit plan for Daycare personnel: ________
NOTIFICATIONS
Please d
escribe your plans to notify all residents, businesses, churches impacted by the event: _________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
PLEASE ATTACH YOUR LETTER OF NOTICE TO SURROUNDING RESIDENTS TO THE APPLICATION:
(Include what streets, businesses, addresses you are sending this to)
PROMOTION / ADVERTISING / MARKETING
YES NO Will this
event be promoted, advertised, or marketed? If YES, please describe:
_____________________________________________________________________________________
14
June 2019
YES NO Will there be any live media coverage during your event? If YES, explain: __________
_____________________________________________________________________________________
OPTIONAL: T
he applicant acknowledges and agrees to allow the City to publish the contact person and media referral telephone
numbers on the internet in conjunction with the Calendar of Upcoming Events in the City of Palo Alto. If you have a home page and
want us to link with our calendar please provide your internet address for your home page: __________________________________
Signature i
f ok to post on website: _________________________________________________________
Refer all event public inquiries and /or media requests for this event to:
Name: ______________________________________ Phone: ___________________________________
INSURANCE REQUIREMENTS
Insuran
ce for your event will be required before final permit approval (copy must be provided).
Name I
nsurance Agency: _____________________________________ Agent name: _________________
Phone:
___________________________ Policy number : _______________________________________
Address
(city, state, zip): _________________________________________________________________
AFFIDAVIT OF APPLICANT
ADVANCED NOTICE OF CANCELLATION REQUIRED: If this event is canceled, notify the Palo Alto
Police Department Special Operations at alex.afanasiev@cityofpaloalto.org or 650-329-2459. Otherwise, City
personnel and equipment may be needlessly dispatched and approvals of your future permit applications may be
jeopardized.
I certify that the information con
tained in the foregoing application is true and correct to the best of my knowledge and belief. I have
read, understand, and agree to abide by the rules and regulations governing the proposed Special Event under the Palo Alto rules and
regulations for special events. I understand that this application is made subject to the rules and regulations established by City
Council and/or the City Manager or the City Manager’s designee. Permittee agrees to comply with all other requirements of the City,
County, State, Federal Government and any other applicable entity, which may pertain to the use of the virtue of this use permit. I
agree to pay all such possessory interest taxes and the City shall not be liable for the payment of such taxes. I further agree that the
payment of any such taxes shall not reduce any consideration paid to the City pursuant to this use permit. I agree to abide by these
rules, and further certify that I, on behalf of the organization, am also authorized to commit that organization, and therefore agree to be
financially responsible for any cost and fees that may be incurred by or on behalf of the event to the City of Palo Alto.
Name of Applicant (PRINT): _____________________________________________________________
Signature of Applicant: ___________________
____________________ Date: _____________________
June 2019
15
Have yo
u attached the following?
□ Did y
ou get a signature of approval from your City Department contact (if applicable) ?
□ Site Map diagram of event including the placement of all structures.
□ Route
Map / Traffic pattern map
□ Detailed
written description of your event
□ Letter of notice to surrounding residents/businesses
□ Copy of Ce
rtificate of Liability Insurance policy or policies
□ Copy
of County Health Permit(s)
□ Completed Encroachment Permit Application
□ Comple
ted Noise Exception Permit Application
□ Other
Permit Applications (as applicable)
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

CITY OF PALO ALTO SPECIAL EVENT PERMIT APPLICATION

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 30 November 2021

Message

View Audit Log
Print With Audit Log
Duplicate Document