Fillable CITY OF VACAVILLE SPECIAL EVENT AND TEMPORARY USE (City of Carson, California)

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CITY OF VACAVILLE SPECIAL EVENT AND TEMPORARY USE (City of Carson, California)

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CITY OF VACAVILLE
SPECIAL EVENT AND TEMPORARY USE PERMIT APPLICATION
1
Welcome!
We are happy that you have chosen to plan a special event within the City of Vacaville. From community-based
festivals to parades and seasonal celebrations, the City of Vacaville is proud to be the venue for a wide range of
exciting special events each year.
Special Event Permit Process
Special events often involve a number of permits and other requirements to ensure the safety of the event and to
minimize impacts on the surrounding community. To help facilitate the planning of special events within Vacaville,
the City has formed a Special Events Team. The Team’s goal is to assist event organizers in planning safe and
successful events.
The process begins when you submit a completed Special Event Application Packet (attached) to the City’s
Community Services Department. This packet requests the basic information about your event that is used by the
Special Events Team to determine which permits, conditions, or other requirements apply to your event:
A Special Event Permit is required for any event open to the general public and located on City parks, public
streets, city buildings, or other facilities. Such activities include, but are not limited to, craft fairs; festivals,
ceremonies, and other events. Special Event Permits are processed through the Community Services
Department and may require a meeting with the Special Events Team. This provision is not intended to
regulate activities by a lessee of City property, where the activity is specifically authorized by use or
rental contract.
A Temporary Use Permit is required for any short-term commercial or entertainment activity on private property,
whether open to the public or not. Such activities include, but are not limited to, concerts and performances;
exhibits; fundraising events; temporary vehicle sales; trade shows; tent sales; and other temporary uses set
forth in Land Use and Development Code Section 14.09.084.100. Temporary Use Permits are processed
through the Community Development department and may require a meeting with the Project Review
Committee. An application fee may also be required.
A completed application packet must be received no later than 90 days before the actual event. Please
keep in mind that acceptance of your application is the first step, and should not be construed as approval or
confirmation of your special event request. Depending on the size and type of event and its impact on City
services, a meeting with you and all affected departments may be scheduled.
While we have tried to make this process a “one-stop shop”, please be aware that in some cases you may have to
contact other agencies (county, state, or federal) for other relevant permits. See our “Planning Your Event” Guide
for additional information.
Thank You!
On behalf of the City of Vacaville, we thank you for contributing to the spirit and vitality of our community through
the staging of your event. Best wishes for a successful event.
CITY OF VACAVILLE
SPECIAL EVENT AND TEMPORARY USE PERMIT APPLICATION
2
EVENT SUMMARY AND SPONSOR INFORMATION
Event Summary
Event Name: ________________________________________________________________________________
Event Location(s): ____________________________________________________________________________
If your event is being held on private property (e.g. a shopping center parking lot, privately owned lot, etc), please
attach letter from owner giving you permission to use the property.
Event Set-Up Date ____________ time:__________ Event Dismantle Date: _________time:__________
Event Start Date:___________________ Event End Date: ___________________
Hours of Operation: From: __________am/pm To: ___________am/pm
Anticipated Number of Employees/Volunteers: Total _______________ Per Day _____________
Anticipated Attendance: Total ______________ Per Day _____________
Has this event been held in Vacaville before? No: _____ Yes: ______
Description of Event (attach additional pages, advertising information, flyers, if needed):
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Sponsoring Organization (Applicant)
Sponsoring Organization*:______________________________________________
*
Events may be co-sponsored by
more than one organization, but there must be only one organization that serves as the primary sponsor/applicant. The primary
sponsor/applicant is responsible for obtaining necessary permits and insurances, ensuring adherence to permit requirements, and payment of all
applicable fees.
Sponsoring Organization Contact: ______________________________________________________________
Street Address: _____________________________________________________________________________
City: ______________________________________ State:_____________ Zip: ____________
Phone: ____________________ Fax: _________________ E-Mail: ___________________________________
Is the sponsoring organization a tax-exempt nonprofit? Yes_____ No_____ (If yes, please attach a copy of the IRS
501(c) tax exemption letter certifying your current status as tax-exempt nonprofit).
The applicant for the Special Events permit must be authorized by the representative of the organization/business conducting the special event
and must be available to work with the City’s Special Event Team throughout the permitting process.
Name of Event Chairperson (or Professional Organizer*, if applicable):
*
A professional event organizer or other representative
may apply for the special events permit on behalf of the sponsoring organization/business, provided that a letter of authorization from the
sponsor is attached to the application. _______________________________________________________
Phone: __________________________ Fax: ____________________ E-Mail: ___________________________
Name of On-Site Contact during the event: _________________________________________________________
Phone Number for On-Site Contact during the event: ________________________________________________
Signature of Applicant: __________________________________________ Date: ___________
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CITY OF VACAVILLE
SPECIAL EVENT AND TEMPORARY USE PERMIT APPLICATION
3
INFORMATION ABOUT YOUR EVENT
Please mark “yes” or “no” for each statement.
For additional information, please refer to the City’s “Guide to Planning Your Event”.
General Information (If “yes”, you may be requested to meet with the Special Events Team. This process may include additional permit fees.)
The event will be held on City property (includes parks, streets, etc) YES NO
The event will be open to the general public. YES NO
A City of Vacaville Facility Use Agreement has been completed. YES NO
Community Development (If “yes”, you may be requested to meet with the Project Review Committee. This process may include additional permit
fees.)
The event will be held on Private property (includes parking lots, stadiums, etc) YES NO
The event will be open to the general public. YES NO
The event is a commercial event (e.g. Christmas tree, pumpkin or RV sale) YES NO
The event is a “sale” or display of products (e.g. sidewalk or tent sale) YES NO
Signs, banners, decorations, or special lighting will be used. YES NO
Police Department (If “yes”, the Police department will be consulted prior to approval. This process may include additional permit fees.)
Sound amplification will be used. YES NO
Temporary closure of streets and/or public parking areas will be requested. YES NO
A circus, carnival, or amusement rides are part of the event. YES NO
A parade, march, bike ride, or walk/run is part of the event. YES NO
Vehicles will be parked on unpaved areas. YES NO
The event will include private security. YES NO
Animals will be part of the event (e.g. petting zoo, pony rides, part of parade, etc.). YES NO
Alcohol will be sold and/or served at the event. YES NO
Fire Department (If “yes”, the Fire Department will be consulted prior to approval. This process may include additional permit fees.)
Pyrotechnics will be used. YES NO
Tents, canopies, or EZ-Ups will be used. YES NO
Temporary stage(s), grandstands, bleachers, or other temporary structures will be used. YES NO
Propane gas (e.g. BBQs) will be used for cooking/heating YES NO
Open flames (e,g, candles, fire pits) will be used. YES NO
Compressed gas cylinders will be used (helium, etc) YES NO
Fenced or controlled access areas will be used. YES NO
Public Works (including ADA)
Electrical power will be required (temporary electrical wiring or generators) YES NO
Portable restrooms and/or handwashing sinks will be provided. YES NO
Finance and Risk Management (If “yes”, City Admin will be consulted prior to approval. This process may include additional permit fees.)
Merchandise or services will be sold at the event. YES NO
The event will include vendors (# ________ ) YES NO
Activity booths will be set up (e.g., bounce houses, dunk tanks, rock-climbing walls, etc). YES NO
County and State Agencies
(If “yes” YOU will need to consult with the appropriate agency(s) and all required permits must be issued prior to approval.)
Food will be cooked or prepared at the event (including BBQs) YES NO
Food or beverages will be served or sold to the general public. YES NO
Signature of Applicant: ________________________________________________ Date: ____/____/____
CITY OF VACAVILLE
SPECIAL EVENT AND TEMPORARY USE PERMIT APPLICATION
4
SITE PLAN*
A scaled and complete site plan may be submitted with your application. On your site plan, please indicate:
1. An outline of the entire event venue including the names of all streets or areas that are part of the venue.
2. All existing structures, restrooms, and parking areas with the event site.
3. Location of proposed street closures, temporary parking areas, and any temporary fencing, barriers, or
barricades.
4. Location of all temporary structures (stages, bleachers, grandstands, other seating areas, tents, portable
restrooms, booths, trash containers, dumpsters, etc.).
5. Location of cooking and/or food service areas; alcohol service areas; vendor areas; and any other booth
areas.
6. Location of vendors/information booth(s)/entertainment
7. Location of generators and/or source of electricity.
8. Placement of vehicles and trailers.
9. Entrance/exit locations for outdoor events that are fenced, and entrance/exit locations within tents or
temporary structures.
10. Identification of all event components that meet Americans with Disabilities Act accessibility requirements
(including, but not limited to accessible parking, passenger loading/unloading areas, restrooms, seating,
and path of travel) if your event is open to the public.
11. A route map for parades or other moving components to the event.
12. Any staff/Information booths, first aid stations, etc.
*Only for events that are open to the public
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CITY OF VACAVILLE SPECIAL EVENT AND TEMPORARY USE (City of Carson, California)

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Completed 28 July 2021

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