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Special Event Planning Guide And Permit Application 2019.01.22 SPECIAL EVENTS

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SPECIAL EVENT PLANNING GUIDE
AND
PERMIT APPLICATION
City of Encinitas
Parks, Recreation and Cultural Arts Department
505 South Vulcan Avenue
Encinitas, CA 92024
760 633-2740
www.encinitasca.gov
Table of Contents
........................................................................................................................................ 1
LETTER FROM THE DIRECTOR ................................................................................... 1
SPECIAL EVENT PLANNING GUIDE AND PERMIT APPLICATION.............................. 2
SPECIAL EVENT PERMIT PROCESS ....................................................................... 2
APPLICATION SUBMITTAL DEADLINE ..................................................................... 3
APPLICATION FEE ..................................................................................................... 4
ADDITIONAL SPECIAL EVENT PERMIT FEES ......................................................... 4
REFUND POLICY ....................................................................................................... 4
USER CLASSIFICATIONS .......................................................................................... 4
Non-Profit or Tax Exempt Organization ..................................................................... 5
HOST ORGANIZATION .............................................................................................. 5
Authorized Representative ........................................................................................ 5
Primary Contact ......................................................................................................... 5
Billing Information ...................................................................................................... 5
EVENT SUMMARY ..................................................................................................... 6
Admission .................................................................................................................. 6
Attendance ................................................................................................................ 6
Community Benefit .................................................................................................... 6
Event Time Line ........................................................................................................ 6
Event Venues ............................................................................................................ 6
Encinitas Community Park Venue ............................................................................. 7
Private Property Venue.............................................................................................. 8
California State Parks Venue ..................................................................................... 8
Public Notification ...................................................................................................... 8
Site Plan .................................................................................................................... 8
INSURANCE AND INDEMNIFICATION REQUIREMENTS ......................................... 9
Third Party Insurance ................................................................................................ 9
Waivers ................................................................................................................... 10
PUBLIC HEALTH ...................................................................................................... 10
Alcohol Sale or Service ............................................................................................ 10
Amplified Sound ...................................................................................................... 10
Food Permit ............................................................................................................. 10
Pollution Prevention ................................................................................................. 11
Portable Recycling Unit Application ......................................................................... 11
Single-Use Plastic Bags .......................................................................................... 11
Styrofoam Food Containers ..................................................................................... 11
Waste Management Plan ........................................................................................ 12
PUBLIC SAFETY ...................................................................................................... 12
Crowd Managers ..................................................................................................... 12
Fire Prevention Inspection ....................................................................................... 12
Lifeguard Services and Fees ................................................................................... 12
Medical Plan ............................................................................................................ 12
North County Transit District Right-of Way ............................................................ 13
Parking and Shuttle Plans ....................................................................................... 13
Security ................................................................................................................... 13
Sheriff Services ....................................................................................................... 13
Tent and Canopy Permits ........................................................................................ 13
Traffic Control Plans ................................................................................................ 14
SPECIAL EVENT RELATED PERMITS/SIGNAGE ................................................... 14
Temporary Sign/Banner Permit ............................................................................... 14
APPLICATION MUST BE COMPLETE ..................................................................... 14
ATTACHMENT A ...................................................................................................... 16
SPECIAL EVENT APPLICATION ............................................................................ 16
ATTACHMENT A CONTINUED ................................................................................ 17
ATTACHMENT B - SUPPLEMENTAL EVENT INFORMATION CHECKLIST ........... 18
ATTACHMENT C - POLLUTION PREVENTION QUESTIONS ................................. 19
ATTACHMENT D- SPECIAL EVENT APPLICATION CHECKLIST ........................... 20
ATTACHMENT E - SURF CONTEST AREA MAP .................................................... 21
ATTACHMENT F- PUBLIC NOTICE TO OCCUPANT – SPECIAL EVENT ............... 22
Encinitas incorporated in 1986, and subsequently there have been thousands of special
events such as celebrations, community based festivals, fairs, sporting events and other
similar events conducted within the City that enhance the vitality, quality of life, and
economic prosperity of Encinitas.
Encinitas is a coastal beach city located within Southern California and is approximately
25 miles north of San Diego in North County and about 95 miles south of Los Angeles.
Encinitas sits right on the coastline in between the Batiquitos Lagoon and San Elijo
Lagoon. The history of the area goes back much deeper than 1986, much like the rest
of Southern California. Today, the City of Encinitas has a population of over 63,000
people and consists of five communities that take pride in their own distinct
personalities. "Old Encinitas" occupies the Highway 101 corridor that parallels the
beautiful beaches and ocean. "New Encinitas" centers on El Camino Real. "Cardiff-by-
the-Sea" is made up of quaint homes dotting the hillsides overlooking the sea.
"Leucadia" is famous for its eucalyptus trees along the main thoroughfare on Coast
Highway. "Olivenhain" (which means "olive grove" in German) boasts plenty of open
horse country, pastures, and a rural way of life.
The following information has been developed to help guide you through the City’s
Special Event Permit Application Process and to provide guidelines and requirements
associated with special event management in the City of Encinitas.
On behalf of the City of Encinitas, thank you for contributing to the spirit and vitality of
our community through your event.
Director of Parks, Recreation and Cultural Arts
1
City of Encinitas
Special Event Application 2019
LETTER FROM THE DIRECTOR
2
City of Encinitas
Special Event Application 2019
This Special Event Planning Guide is designed to assist event organizers and serve as
a guideline for developing event plans that comply with local, state, and federal codes,
laws, policies and regulations governing activities associated with the production and
management of special events.
Event organizers have the responsibility to assess the venue, environment, anticipated
attendees and event components of the proposed event in order to develop and
implement management strategies that ensure the safety of the participants, citizens,
and the surrounding environment affected by the event.
Special event permit applicants and/or their representatives agree to have sole
responsibility, knowledge, understanding and the ability to meet or exceed all city,
county, state and federal codes, laws, policies and regulations associated with the
proposed event. Applicants and their representatives also agree to accept the venue in
an as-is condition, inspect all areas within the event venue and immediate surrounding
areas for hazards and take any reasonably necessary actions to protect event
participants and attendees.
The special event permit process is managed by the Parks, Recreation and Cultural
Arts Department (PRCAD). City departments and divisions along with other public
agencies, that may be affected by or have regulatory authority related to elements found
in an event application, participate in the review process. The special event permit
process provides a coordinated approach to the planning, review, and on-site
management of events.
The permit process begins with submittal of the permit application to the PRCAD. All
attachments and supporting documentation should be submitted with the original
application. Acceptance of the permit application or the initiation of the review process
does not deem the permit application to be complete, nor should submission of a permit
application be construed as final approval of the application.
Throughout the permit review process, additional information or documents may be
requested by the PRCAD for clarification. Delays in providing the additional required
information may affect the ability to complete the permit application review in a timely
manner.
The City of Encinitas staff endeavors to keep applicants apprised of any issues
regarding the permit application throughout the review process. For Major and Moderate
events, a Citywide pre-event planning meeting and post-event evaluation may be
required. The purpose of these meetings is to discuss the special needs or issues
SPECIAL EVENT PLANNING GUIDE AND
PERMIT APPLICATION
SPECIAL EVENT PERMIT PROCESS
3
City of Encinitas
Special Event Application 2019
unique to the event or community. Meetings provide event organizers with valuable
feedback regarding events.
Encinitas Municipal Code Chapter 6.11 requires permit applications to be submitted as
follows:
Major special events have 2,000 or more total participants and/or spectators, vendors,
coaches, judges, etc. Special event applications must be submitted annually to the
PRCAD no later than March 15 for events taking place the following calendar year. If
March 15 is a non-working day, the deadline is extended to the following business day.
Council will review application requests in May of each year and select the major events
to be held for the following calendar year. Upon Council authorization, permits will be
processed and issued by the PRCAD.
Moderate special events have between 500 and 1,999 total participants and/or
spectators, vendors, coaches, judges, etc. Special event applications must be submitted
to the PRCAD between ninety-days (90) and twelve (12) months prior to the event
date. Reoccurring event applications must be submitted between thirty-days (30) and
twelve (12) months prior to the event date. Council approved major special events will
take precedence over moderate special event dates. Events held at Moonlight Beach
during the high impact summer months will be limited. Permits will be processed and
issued by the PRCAD.
Minor special events have between 25 and 499 total participants and/or spectators,
coaches, judges, etc. Special event applications must be submitted to the PRCAD
between twenty-five (25) days and twelve (12) months prior to the scheduled
event. Major special events will take precedence over minor special event dates and
minor events are booked following the scheduling of major special events. Permits will
be processed and issued by the PRCAD. Private events with 25 to 499 total
participants are required to obtain a facility use permit processed by the PRCAD.
Facility Use Applications are available at www.encinitasca.gov.
At the sole discretion of the City of Encinitas, applicants may be authorized to submit
written amendments to the initial permit application due to unique or changing
circumstances related to the event. Amendments to the permit application must be
submitted to the PRCAD. Information requested by a designated reviewing authority
that clarifies information already provided in the permit application may be submitted
directly to the requesting agency.
APPLICATION SUBMITTAL DEADLINE
4
City of Encinitas
Special Event Application 2019
The daily permit application fee is due upon submittal of the special event application.
PRIORITY
TYPE OF GROUP
DAILY FEE
1
Municipal Corporation
No Charge
2
Resident: Youth and Senior Groups
$100
Resident: Service, Educational, Recreational, Non-Profit or Private
Party
$150
3
Resident: For Profit or Commercial Business
$200
4
Non-Resident: Private Party, or Non-Profit Organization
$300
5
Non-Resident: Private Party for profit or Commercial Business
$300
Payment of the permit application fee does not guarantee the special event permit
application is complete nor does it guarantee any or all aspects of the application will be
approved.
In addition to the permit application fee additional charges may apply including, but not
limited to, cleaning/damage deposits, insurance costs, staffing costs, trash and
restroom service, and other cost recovery fees.
The permit application fee is non-refundable once a permit is approved and issued.
Additional service fees are due two-weeks prior to the event date and may be refunded
if no services are incurred and the event is cancelled seven business days prior to the
event date.
Outdoor facilities shall be available for use by the public for recreational, educational,
civic and commercial purposes. Users are classified into groups for, the purpose of,
assessing fees and determining priority of use as described below.
PRIORITY
TYPE OF GROUP
EXAMPLE
1
Municipal Corporation
City of Encinitas
2
Resident: Recreational, Private Party,
or Non-Profit
Resident Individual, Private Group, Political Group
or Tax Exempt Group (located in 92024 or 92007
3
Resident: Private Party for profit or
Commercial Business
Individual sponsored Craft Fair, Shop, Bank,
Realtor or Dealership located in 92024 or 92007
4
Non-Resident: Private Party, or Non-
Profit Organization
Non-Resident Individual, Private Group, Political
Group or Tax Exempt Group residing outside
92024 or 92007
5
Non-Resident: Commercial Business
Individual sponsored Craft Fair, Shop, Bank,
Realtor or Dealership located outside 92024 or
92007
APPLICATION FEE
ADDITIONAL SPECIAL EVENT PERMIT FEES
REFUND POLICY
USER CLASSIFICATIONS
5
City of Encinitas
Special Event Application 2019
Non-Profit or Tax Exempt Organization
To qualify as a non-profit organization under the provisions of the Special Events
Ordinance, an organization must be recognized as non-profit or tax-exempt by the
Internal Revenue Service (IRS) and be in good standing with the IRS. If the Applicant or
Host Organization is a non-profit or tax-exempt organization, a copy of the IRS tax
exemption letter certifying its current non-profit or tax-exempt status is required.
The following information has been assembled to assist in the development of the
proposed event plans and in completing the special event application.
The Host Organization is legally and financially responsible for the overall organization,
management, and implementation of an event and its related activities. A Host
Organization may be a non-profit tax-exempt organization or commercial business and
is referred to as the Permit Holder in EMC Chapter 6.11.
Authorized Representative
An Authorized Representative designated to bind the Host Organization must be
identified on the permit application and sign the permit application. The Authorized
Representative declares that he/she is a designated representative and has the
authorization to apply for this permit on behalf of the Host Organization.
Primary Contact
A Primary Contact may be listed in addition to the Authorized Representative. If the
Primary Contact is not the same as the Authorized Representative, the Authorized
Representative’s signature on the permit application authorizes the Primary Contact to
sign city permits and other documents as well as make financial and operational
commitments on behalf of the Host Organization.
The Primary Contact works closely with the PRCAD throughout the permitting process
and must have authority to make planning, operational, and financial decisions on
behalf of the Host Organization. Correspondence directly related to operational planning
issues may be directed to the Primary Contact.
Billing Information
The Applicant or Host Organization is legally responsible and financially liable to the
City of Encinitas for all city fees and costs associated with the overall organization,
management, and implementation of the event and its related activities. The Applicant
or Host Organization maintains ultimate liability for payment of all fees and costs
assessed by the City and the San Diego County Sheriff.
HOST ORGANIZATION
6
City of Encinitas
Special Event Application 2019
This section of the permit application is intended to provide City staff with an overview of
the special event.
Admission
Include all admission/registration/participant fee information related to the event.
Examples of fee information include:
Free to the public
Ticket and price structure (e.g. list by age, activity, etc.)
Discounts for children, seniors, early ticket purchase
Entry/participant fee schedule
Donation/pledge
Parking/shuttle Fee
Entry to age 21 and up only
Private event/invitation only
Attendance
Providing the estimated attendance for an event helps in the review of the event plans
with emphasis on public safety, venue occupancy, staffing, and impact to the
surrounding neighborhood. Estimated attendance should include the total number of
people anticipated to attend, participate, provide support services and/or watch the
event. Examples include the total number of people coming and going at a festival,
watching a parade, or in the general area of the event.
Community Benefit
Major and moderate special event applications must include a brief description of the
benefit to the community provided by the proposed special event.
Event Time Line
Include a detailed timeline of the event. Include setup, takedown and all activity times
when completing your permit application. The time line may be attached as a separate
document. The time denoted on the final permit is determined by the times provided.
Set-up and cleanup must be completed by the time indicated on the permit and
insurance documents must cover the entire length of the event.
For efficient and effective event management, the City may require separate permit
applications for events with plans that vary significantly from day-to-day or have multiple
distinct event types (e.g. a parade with a separate festival).
Event Venues
Applicants must contact the PRCAD to ensure availability of the proposed venue prior to
application submittal for events held on a city street, public right-of-way and park or
beach facility. Special event permit applications will not be considered complete without
authorization from the PRCAD for use of the requested venue. Events held at Moonlight
EVENT SUMMARY
7
City of Encinitas
Special Event Application 2019
State Beach and in the downtown areas may be limited during the peak summer
season, Memorial Day through Labor Day.
All applications are reviewed on a case-by-case basis to determine if the proposed
event is suitable to the requested venue and the historical use of the venue. In addition,
certain venues contain permit restrictions on the specific location where events may be
held and lifeguard staff may place restrictions on aquatic events based on the day’s
ocean conditions.
Encinitas Community Park Venue
Encinitas Community Park is a 44-acre multi-use park that encompasses a skate plaza,
dedicated dog park, passive play areas, playground, walking trail, and athletic fields.
General park hours of operation are 5:00am to 10:00pm, seven days a week. The skate
plaza, athletic fields, and dog park hours of operation are 8:00am to sunset seven days
a week. The following conditions apply to events held at Encinitas Community Park.
Events are limited to daylight hours, and organized activity cannot occur prior to
8:00am. Setup may begin no earlier than 8am and event applicants must complete
takedown and vacate the premises by sunset.
Events determined to have a parking demand in excess of the 419 parking spaces,
will require off-site parking, shuttle service, and a traffic management plan. Routine
public use of the parking lot and event parking will be considered in evaluating the
parking demand. When required, event applicants are responsible for the cost of
these services and prices may start at a few thousand dollars. Traffic control plans
and shuttle information must be submitted to the PRCAD three weeks prior to the
event for review and approval.
Amplified sound must not exceed 50 dBA at the nearest residential property line.
Events that have amplified sound require the event organizer to obtain a specific
acoustical noise study prepared by a qualified acoustical consultant that verifies the
amplified sound conditions. Organizers are responsible for the cost of the study and
prices may start at a few thousand dollars. Applicants are required to comply with
the approved acoustical study results during the event. The sound study results
must be submitted to the PRCAD thirty-days (30) prior to the event for review and
approval. Events also require compliance with the City Noise Ordinance EMC
9.32.414.
Portable lights are not allowed.
Concession Facility Use
o Weekend use of the concession facility is available for the Sports Coalition on
Recreation Excellence (SCORE) groups, or
o Only SCORE members may request use of the concession facility during the
application process.
8
City of Encinitas
Special Event Application 2019
o No permanent storage is allowed in the concession facility. Once the event
has ended all supplies must be removed immediately.
o Concession facility may not be sublet.
o Applicant use of the concession facility shall comply with all federal, state,
county and local laws, and any other applicable regulations, orders or
restrictions related to the use of the facility.
o Applicant shall not have the right to make alterations and improvements to the
concession facility.
o Fire extinguisher must be present during cooking operations. Minimum fire
extinguisher rating is 2A10BC.
o Electrical cords must be size properly for outlet boxes.
o Barbeques shall be a minimum of 10 feet from combustible construction and
combustible materials, including building overhangs.
o Barbeques shall be a minimum of 5 feet away from building openings and
building exits.
Vendors, food trucks, and the sale of merchandise may be permitted during Special
Events only.
Private Property Venue
Special events that utilize private commercial property for any portion of the event are
required to submit a letter authorizing use the property from the property owner or
property manager.
Private events taking place on private residential property are not included in the special
event permit process and need to comply with the existing City of Encinitas zoning
requirements for residential property.
California State Parks Venue
Events held on California State Parks property require a permit from California State
Parks. Events closing access to State Parks parking lots are required to pay a cost
recovery fee for lost parking revenue. For a State Parks permit, please call
619-688-3385.
Public Notification
Major special events require a public notification to residents/occupants within a
minimum of 500 feet from the site of the event. Notification shall be sent fourteen days
prior to the event date. Minor and moderate events may require public notification
depending on the event and event venue. Please complete Attachment F, Special Event
Notice. Events affecting parking or requiring street closures or street modifications in
downtown areas on a weekend may require special notification to religious
establishments in the event area.
Site Plan
Include a detailed map/site plan with the application illustrating the proposed event and
include the following: location and description of structures, placement and number of
any refuse and recyclable containers, portable restrooms, fences, barricades, sound
9
City of Encinitas
Special Event Application 2019
system, canopies/tents (including dimensions), staging, parking areas, location of all
street closures and detours, etc. For runs or cycling events, show routes to be followed
and location of staging area from which participants will exit, information/aide booths,
check points, route monitor locations, spectator areas, etc.
Applicants and Event Organizers must provide proof of liability insurance that names
the City of Encinitas as an additional insured on the Certificate of Insurance and
provide a separate Additional Insured Endorsement page at least 25 days prior to the
event. The required endorsement amounts for moderate and major events are:
General Liability Insurance: Events closing arterial and major collector
roads: $2,000,000/occurrence for bodily injury and property damage,
$1,000,000/occurrence for personal and injury, $4,000,000 aggregate for
products and completed operations and $4,000,000 general aggregate.
Liquor Liability Insurance: $1,000,000/occurrence for bodily injury and
property damage with $2,000,000 aggregate.
Auto Liability Insurance: $1,000,000/accident for bodily injury and property
damage, OR personal auto liability with limits of liability not less than
$100,000/person and $300,000/accident for bodily injury and
$50,000/accident for property damage.
Workers’ Compensation: Required under the CA labor code (only required
if vendor has employees)
Employers’ Liability: $1,000,000/accident, $1,000,000 disease/employee
and $1,000,000 disease policy limit (only required vendor has employees)
The required endorsement amounts for events are:
General Liability Insurance: $1 million
Each Occurrence: $1 million
The policy shall also contain the statement that the City will be notified thirty (30)
calendar days prior to termination, reduction, cancellation, suspension, or expiration of
the policy. Applicants and Event Organizers must agree to hold the City harmless and
to indemnify the City. Approved events will require the authorized applicant or event
organizer to sign a Hold Harmless Statement on the permit itself. Events with vendors
or active participants require a vendor and or participant waiver that indemnifies the
City. Please include a copy of the waiver for City review and approval.
Third Party Insurance
Food trucks located on City property are required to provide the City with a Certificate of
Insurance and Additional Insured Endorsement in the amounts stated above. This is in
addition to the event organizer’s insurance.
INSURANCE AND INDEMNIFICATION REQUIREMENTS
10
City of Encinitas
Special Event Application 2019
Shuttle providers using City property are required to provide the City with a Certificate of
Insurance and Additional Insured Endorsement in the amounts stated above. This is in
addition to the event organizer’s insurance.
Waivers
Events waivers must include an indemnification clause that holds the City of Encinitas
and the event organizer harmless. Waivers are required to be signed by active
participants (e.g. runners), vendors/exhibitors, performers (e.g. musicians, dancers),
and volunteers.
Alcohol Sale or Service
If the sale of alcohol or public service of alcohol is included in a special event,
authorization from the State of California Department of Alcohol Beverage Control
(ABC) is required and a copy of the ABC License must be provided to the PRCAD prior
to the issuance of a permit. City departments may place restrictions on the way in
which alcohol is managed at a proposed event. Additional information about Alcohol
Beverage Control licensing and permit requirements can be found at
http://www.abc.ca.gov/Forms/PDFSpc.html
.
Encinitas Municipal Code 9.43 requires all alcohol servers to comply with the
Responsible Beverage Service and Sales training prior to the day of the event.
Amplified Sound
Amplified sound (Public Address system for announcements, etc.) is allowed between
the hours of 8:00 AM and 7:00 PM only. Amplified music is allowed between the hours
of 10:00 AM and 5:00 PM only. Events must comply with the City Noise Ordinance EMC
30.40.
Food Permit
In accordance with the Health and Safety Code, Section 114381.1, an Organizer Permit
is required of the person or organization responsible for facilities that are shared by two
or more Temporary Food Facilities (TFF).
The California Health and Safety Code, Sec. 114387 requires a Temporary Food
Facility (TFF) Permit of any person or organization that is providing food at a public
event. All food vendors, including existing restaurants, are required to apply for a
Temporary Food Facility Permit when participating in a temporary event. Additional
information may be obtained at http://www.co.san-diego.ca.us/deh/doing_business/forms.html.
A copy of the TFF permit application must be submitted to the City.
PUBLIC HEALTH
11
City of Encinitas
Special Event Application 2019
Pollution Prevention
Storm drains are not connected to the City’s sewer system. All pollutants entering the
storm drain system flow directly to our beaches, ocean, lagoons and other waterways
without being treated. The City of Encinitas is required by the San Diego Regional
Water Quality Control Board to report on pollution prevention measures taken at special
events held throughout the City.
Portable Recycling Unit Application
The City of Encinitas is happy to loan ClearStream recycling containers to your
organization to assist with event recycling. Complete an application as far in advance
of your event as possible and e-mail to recycling@encinitasca.gov so your
organization can be placed on the schedule to ensure that portable ClearStream
recycling units can be reserved for your event (please PRINT all information except
signature). Loans are on a first come-first served basis. Maximum loan period is one
week (exceptions will need to be pre-approved).
An authorized representative of the receiving organization will need to sign for
the containers. You are responsible for the containers until their return. If
containers are broken or missing parts upon return, the borrowing organization will be
responsible for the replacement cost, which is currently $50.00 each.
The borrowing organization is responsible for setting up the containers. You are also
responsible for removing bags from the frames, cleaning the frames and lids, and
recycling the collected materials.
Applications are available online at:
http://www.encinitasca.gov/Resident/Encinitas-Environment/Trash-and-Recycling.
Contact AshleeStratakis at (760) 633-2859 or recycling@encinitasca.gov if you
have any questions or need additional information.
Single-Use Plastic Bags
Encinitas Municipal Code 11.26.020 Prohibition on the Distribution of Single-Use
Plastic Carryout Bags states:
C. No person shall distribute a single-use plastic carryout bag at any City facility, City-
managed concession, City-sponsored event, or City-permitted event except as
otherwise else permitted under EMC 11.26.
Styrofoam Food Containers
Encinitas Municipal Code 11.27 Prohibition on the use of Polystyrene Disposable Food
Service Ware. Food providers are prohibited from providing prepared food in
disposable food service ware made of expanded polystyrene.
12
City of Encinitas
Special Event Application 2019
Waste Management Plan
A division of designated recyclables from the waste stream is required within the City of
Encinitas. Designated recyclables include plastic, glass, metal, paper and cardboard.
Event organizers are responsible for arranging for recycling of these items.
Organizers must provide a one-to-one ratio of recycling and waste containers. Recycling
containers must be clearly labeled. The location(s) of containers must be shown on the
event site plan. The City has a zero waste plan for special events and additional
information may be found at http://www.encinitasca.gov/Resident/Encinitas-Environment/Trash-
and-Recycling.
Crowd Managers
Trained crowd managers can potentially be the difference between a successful event
and disaster. Trained employees equipped with a comprehensive emergency plan can
assist in successful evacuation and provide a safe entertainment venue. Crowd
managers may be required for Major and Moderate events in compliance with the
California Fire Code Section 403.3.
Fire Prevention Inspection
For events that require street closures, the assembly of 50 or more people, cooking,
open burning, electricity or temporary membrane structures (tents or canopies), a
separate plan or permit may be required from the Encinitas Fire Department. As part of
the permit requirements, onsite stand-by and inspection services may be required due
to the size, complexity and/or unique safety issues regarding the activities associated
with the proposed event. Inspection fees may apply.
Please contact Encinitas Fire Prevention at (760) 633-2820 for more information.
Lifeguard Services and Fees
Events held on City beaches may require City Lifeguard services. All aquatic events
require City lifeguard services and a pre-event walk through. Lifeguard fees are
determined based on staff numbers and hours needed, and payment will be required
fourteen (14) days in advance of the event. Surf contests must be held in the
designated location as described in Attachment E.
Medical Plan
During the review process, it may be determined that a special event is required to
provide a medical plan for the safety of event participants. The medical plan may
include requirements to provide Emergency Medical Technicians, an onsite
ambulance(s), first responders, and other safety measures based on the size and event
details.
PUBLIC SAFETY
13
City of Encinitas
Special Event Application 2019
North County Transit District Right-of Way
Events that enter or affect to the North County Transit District (NCTD) right-of-way may
require a permit from NCTD. The PRCAD may forward a copy of the special event
application to NCTD for review. Additional information may be obtained by contacting
NCTD at 760-967-2851.
Parking and Shuttle Plans
Should an event pose a significant impact to public or neighborhood parking, a parking
and shuttle plan will be required. Parking plans include use agreements for alternative
parking lots, shuttle service, and other alternative methods of transportation. Shuttle
plans include the location of shuttle lot, agreement or permission for use of an
alternative lot, shuttle route and drop off location. Shuttle lot location signs will be
posted 72-hours prior to the event.
Security
City staff or law enforcement may deem an activity warrants the presence of one or
more security personnel and the cost of such service shall be borne by the applicant.
Security personnel must be licensed, in uniform and are subject to approval by the City.
Proof of obtaining the required security personnel must be provided to the PRCAD no
later than two (2) weeks prior to the event. After proof of security is provided to the City,
and the said security is not present at the event, the City representative in charge may
revoke the permit and the permit holder will be required to leave.
All events serving alcohol will require security personnel and no alcohol will be served to
anyone under the age of 21 years. All personnel serving alcohol must complete
Responsible Beverage Service and Sales Training (RBSS) conducted by the California
Department of Alcoholic Beverage Control or by a certified RBSS Training Provider
(EMC 9.43.010). The number of security personnel will be determined during the review
process.
Sheriff Services
Special events requiring Sheriff Services will be negotiated under a separate written
contract with the San Diego County Sheriff’s Department. Applicants are directly
responsible for the cost of Sheriff Services and unpaid services will result in rejection of
future applications.
Tent and Canopy Permits
An operational permit is required for air-supported temporary membrane structure or a
tent having an area in excess of 400 square feet. California Fire Code (CFC) 105.7.16.
An application must be submitted prior to erecting a tent or canopy.
For events that require street closures, the assembly of 50 or more people, cooking,
open burning, electricity or temporary membrane structures (tents or canopies), a
separate plan or permit may be required from the Encinitas Fire Department. Inspection
fees may apply.
14
City of Encinitas
Special Event Application 2019
Applications must be submitted online through the Customer Self Service portal.
Additional information regarding a Tent/Canopy Permit is located on the City’s
website under Fire Prevention – Public Safety: Tent or Canopy Permit Application
(
CSS) or you may contact the Fire Prevention Department at
fireprevention@encinitasca.gov or (760) 633-2820.
Traffic Control Plans
Events requiring street closure, traffic modification, or events that pose a
significant impact to vehicular traffic must submit a traffic control plan. A traffic
control specialist such as TCS, Allied Barricades or CO’s Traffic Control must
provide a traffic control plan. All traffic plans are subject to final approval by the
City’s Traffic Engineer and San Diego County Sheriff’s Department. Events taking
place in a portion of a parking lot that remains open, are subject to traffic control
plans by a traffic control specialist and final approval by the City’s Traffic Engineer,
PRCAD and Sheriff’s Department.
Events may require or include different types of signage. Please include a signage
and or traffic control plan for events including parking signs, detour signs, or other
traffic signs.
Temporary Sign/Banner Permit
Events including promotional signs/banners and other signage items shall not be
placed on City facilities or premises without prior written approval from the City and
must include a temporary sign/banner permit and site plan.
Applications must be submitted online through the Customer Self Service portal.
Additional information regarding a Temporary Sign Permit is located on the City’s
website under Planning: Temporary Sign/Banner Application
(CSS) or you may
contact the Planning and Building Department at planning@encinitasca.gov or (760)
633-2710.
It is important to provide all required information and documentation in a timely
and complete manner throughout the permit review process. For an application
to be considered complete, applicants must submit the following minimum
information in sufficient detail:
Signed Special Event Application
Supplemental Event Information Checklist
Application Fee
Detailed Event Description
Event Site Plan
SPECIAL EVENT RELATED PERMITS/SIGNAGE
APPLICATION MUST BE COMPLETE
15
City of Encinitas
Special Event Application 2019
o Location and Size of Tents and Canopies
o Location of Recycling/Waste Containers
o Location of Stage and Amplified Sound
o Location and Source of Power Supply
o Location, Number and Size of Vendor Canopies
o Location and Fuel Source of Cooking
o Location of Food Trucks
o Location, Size, Fencing, Entrance and Exits for Alcohol Service Area(s)
Daily Event Time Line
Include the date and times for each of the following:
o Posting of Shuttle Lot Location Signs
o Posting of Temporary No Parking Signs
o Load In
o Setup Time
o Activity Times (e.g. start of race/heat times)
o Shuttle Hours
o Load Out
o Clean Up
Pollution Prevention Plan
Traffic Control Plan (if applicable)
Required if streets are closed or modified
Must be designed by a Traffic Control company
Parking/Shuttle Plan (if applicable)
Location of Shuttle Lot(s) and Event Drop Off Location(s)
Permission Letters
Shuttle Sign and Locations
Public Notification (if applicable)
Temporary Banner Permit (if applicable)
Submit this application and fee to the Planning and Building Department
Portable Recycling Unit Application (if applicable)
Fire Department Tent/Canopy Permit Application (if applicable)
Submit this application and fee to the Fire Prevention Department
Applicants are required to obtain any permits, authorization and/or exemptions required
by other agencies with jurisdiction for certain element of the event (e.g. Alcohol
Beverage Control Permits, Health Permits, etc.).
16
City of Encinitas
Special Event Application 2019
$
OFFICE USE ONLY
DATE REC’D_
REC’D BY:
NO.
ATTACHMENT A
CITY OF ENCINITAS
SPECIAL EVENT APPLICATION
To be completed by applicant (Please type or use black ink)
EVENT TITLE/TYPE:
EVENT LOCATION:
EVENT DESCRIPTION: (Please include a detailed description of the event)
ANTICIPATED ATTENDANCE:
(e.g. all participants, spectators, coaches, judges, etc.) EVENT DATE(S):
EVENT TIME(S):
(Include both event time and preparation and cleanup times) ADMISSION or PARTICIPANT FEE
COMMUNITY BENEFIT: (Please describe the Community Benefit from this major or moderate event.)
HOST ORGANIZATION:
HOST CONTACT:
ADDRESS:
EMAIL: TELEPHONE:
EVENT ORGANIZER:
PRIMARY CONTACT NAME:
ADDRESS:
EMAIL: TELEPHONE:
EVENT DAY CONTACT NAME:
EMAIL: TELEPHONE:
OFFICE USE ONLY
DATE RECEIVED:
RECEIVED BY:
PERMIT NO.
CITY OF ENCINITAS
SPECIAL EVENT APPLICATION
17
City of Encinitas
Special Event Application 2019
Signature
The person signing below declares that he/she is a designated representative of the
applicant and has the authorization to apply for this permit on behalf of the applicant.
My signature below signifies that I have read and understand the Special Event rules
and understand the definitions and policies stated in the Special Event Application.
I agree to pay the City of Encinitas all costs the City may incur resulting in failure to fully
comply with all these conditions and for the cost for law enforcement services (San
Diego County Sheriff).
I agree that photographs or audio/videos taken during special event hours may be used
for future City of Encinitas promotional purposes. I also understand that no employee or
agent is authorized to modify this waiver. I agree to release the City from any and all
legal claims a third party or I may have arising from the use of photographs and or
audio/video recording.
I understand the Encinitas Sheriff Department may be informed of this event. I agree to
pay the Sheriff Department all costs that may be incurred in the event that a Sheriff
response is required.
I agree to indemnify and hold harmless the City of Encinitas, its officers, agents,
employees, and volunteers from and against any injury, damage, claims, actions or
suits arising out of the rental or use of Encinitas property and I further agree to defend
and indemnify the City of Encinitas from and against any injury, damage, claims, actions
or lawsuits.
The undersigned declares under the penalty of perjury that the information presented in
the application, including attachments, is true and correct.
Printed Name Title
Signature
Date
ATTACHMENT A CONTINUED
Thi
s form is to be completed by the applicant and submitted with the application. Please answer each question. Unanswered
question may render the application incomplete and the application may be returned to the applicant for completion.
1. Has
the event been held in Encinitas before? YES NO
2. Wi
ll the event be open to the public? YES NO
3. Does the event applicant/host organization have a non-profit status? YES NO
If yes, provide proof of nonprofit status.
4. Hav
e insurance documents been obtained? YES NO
5. Wi
ll alcohol be on event premises? YES NO
If so, sold free
6. If
alcohol service is provided, has an ABC Permit been obtained? YES NO
7. Wi
ll there be amplified sound, music or a P.A. System? YES NO
8. Will the event impact parking? YES NO
9. Will a
ny streets or parking lots be closed or modified? YES NO
If so, attach a traffic control plan.
10. Is
a shuttle lot being used? YES NO
If so, include a map of the shuttle lot location and route.
11. Will t
he event require traffic control? YES NO
12. Will p
re-event signage be used? YES NO
13. Has a temporary sign permit application been submitted to the Planning Department?
YES NO
14. Is
a signage plan completed and attached? YES NO
15. Wi
ll there be cooking or food warming at the event? YES NO
16. Wi
ll there be any temporary membrane structures (tents or canopies)? YES NO
If so, include the structure(s) details on the site plan.
17. Will there be any platforms or stages? YES NO
18. Wi
ll there be seating for 50 or more people? YES NO
19. Wi
ll electrical power be used? YES NO
If so, provide the power source.
20. Has
this event utilized Sheriff’s services in prior year(s)? YES NO
If
so, have past services been paid in full? YES NO
18
City of Encinitas
Special Event Application 2019
ATTACHMENT B - SUPPLEMENTAL EVENT INFORMATION CHECKLIST
Please answer the following questions and describe methods of pollution prevention
that will be implemented at the proposed event.
1. Describe how recycling, waste and debris will be managed (e.g. extra bins,
temporary fencing, etc.) ClearStream recycling units are available to assist with
event recycling. Please contact the Public Works Department at (760) 633-2846
for more information.
2. If the event includes food production, describe how excess oil and grease will be
disposed, as these materials cannot be dumped into the streets or storm drain
system.
3. Please identify any other pollutant generating activities that may take place (e.g.
portable toilets).
For questions, please call the City’s Clean Water Program at (760) 633-2787.
19
City of Encinitas
Special Event Application 2019
ATTACHMENT C - POLLUTION PREVENTION QUESTIONS
20
City of Encinitas
Special Event Application 2019
A complete application must include the relevant information below.
Permit Fees (pg. 4)
Site Plan (pg. 9 & 14)
Event Time Line (pg. 6 & 14)
Waste Management Plan (pg. 12)
Public Notice (pg. 8 & 22)
Application (pg.16-22)
Insurance and Indemnification
Event Insurance and Limits (pg. 9)
•
General Liability
• Liquor Liability
• Auto Liability
•
Workers’ Compensation
• Employers’ Liability
Third Party Insurance on City property (pg. 10)
•
Food Trucks
•
Shuttle Providers
Waivers (pg. 10):
•
Musician/Performer/Artist
• Participants
•
Vendor/Exhibitor
• Volunteers
CA State Parks and Private Commercial Property
Permission Letter from Private Property Owner or Property Manager for events that include
the use of private commercial property (pg. 8)
California State Parks Permit. Separate fees for closing parking lots and a permit may be
required if an event uses California State Parks property. (pg. 8)
Public Safety and Health
California State Department of Alcohol Beverage Control license required for alcohol service.
www.abc.ca.gov (pg. 10)
Alcohol servers must be Responsible Beverage Service and Sales (R.B.S.S.) trained and must
carry R.B.S.S. card the day of the event (Ordinance No. 2009-13). Encinitas Municipal Code
Chapter 9.43 (pg. 10)
Temporary Food Service Permit www.sdcounty.ca.gov or 858-505-6900 (pg. 10)
Medical Plan (pg. 12)
North County Transit District Right of Way (pg. 13)
Security/Sheriff Services (pg. 13)
Tent Canopy Permit (pg. 13)
Traffic Control, Parking /Shuttle Plan (pg. 13 & 14)
Temporary Sign/Banner Permit (pg. 14)
ATTACHMENT D- SPECIAL EVENT APPLICATION CHECKLIST
21
City of Encinitas
Special Event Application 2019
ATTACHMENT E - SURF CONTEST AREA MAP
:
Dear Resident,
WHAT YOU NEED TO KNOW:
Respectfully,
22
City of Encinitas
Special Event Application 2019
ATTACHMENT F- PUBLIC NOTICE TO OCCUPANT – SPECIAL EVENT
Event Name, Location, Date and Time:
Date:
Traffic and/or Neighborhood Impacts:
Event Organizer and Contact Information:
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Special Event Planning Guide And Permit Application 2019.01.22 SPECIAL EVENTS

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Completed 12 July 2020

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