CC Resolution 11263RESOLUTION NO. 11263
A RESOLUTION OF THE CITY OF CAMPBELL CITY COUNCIL ADOPTING THE
DOWNTOWN SPECIAL EVENTS AND FEE WAIVER POLICIES AS AMENDED
WHEREAS, the City of Campbell encourages downtown special events that
support local business and the community at large; and
WHEREAS, policies are necessary to regulate the use of public facilities, City
street closures, traffic control, and the service of alcohol to protect the public safety and
preserve public facilities and infrastructure; and
WHEREAS, a significant amount of staff time and resources are spent managing
the permit process and helping to coordinate these special events requiring a fee
structure to reasonably recover these costs, while also providing policy for cost relief of
events that benefit the community.
NOW, THEREFORE, BE IT RESOLVED, that the City of Campbell City Council
adopts the Downtown Special Event Policy and the Fee Waiver Policy in substantially
the form shown in Exhibits A and B.
PASSED AND ADOPTED, this 1st day of March, 2011 by the following roll call
vote:
AYES: Councilmembers
NOES: Councilmembers
ABSTAIN: Councilmembers
ABSENT: Councilmembers
Waterman, Low, Cristina, Kotowski, Baker
None
None
None
ATTEST:
Anne Bybee, City Clerk
APPROVED: 1 "-'-
Ja n .Baker, Mayor
EXHIBIT A
-~.'~~ • CAM~~
u r
0 0
~ ~
ti ~
~. `.
•~RCHA~~•
Downtown Special Event Policy
Application Packet
FOR THE
CITY OF CAMPBELL
70 N FIRST STREET
CAMPBELL, CA 95008
TELEPHONE: (408) 866-2192
FAX: (408) 379-2572
WEB SITE: www.cityofcampbell.com
Office Hours
8:00 a.m. - 5:00 p.m. Monday -Friday
Revised & Adopted 3/1/11
TABLE OF CONTENTS
I. EASY REFERENCE GUIDE ........................................................................3
II. REQUIRED TIMELINE ................................................................................4
III. APPLICATION PROCESS ............................
General Policy Guidelines ..........................
Application Materials .................................
City Council Approval ...............................
Pre-Event Meeting ......................................
Special Event Fees .....................................
Cost Estimate -City Services ....................
Permits & Insurance ...................................
Final Event Authorization ..........................
Billing ........................................................
............................................ 5
............................................ 5
............................................ 5
............................................ 6
............................................ 6
............................................ 6
............................................ 6
............................................ 7
............................................ 7
............................................ 8
IV. GUIDELINES FOR EVENTS ..................................................................... 8
Alcohol .................................................................................................... 8
Crowd Management/Event Security/Traffic Control .............................. 9
Community Impact Measures ................................................................. 9
Street Closure .......................................................................................... 9
Parades/Walks/Runs/Races Guidelines .................................................10
Insurance Requirements ........................................................................10
Amplified Sound ...................................................................................11
Logistics & Cleanup ..............................................................................11
Vendor Conditions & Regulations ........................................................12
Food Permit Requirements ....................................................................12
Food Booth Requirements .....................................................................12
Tent & Canopy Requirements ...............................................................13
Street Banner Requirements ..................................................................14
Electrical Requirements ........................................................................14
Air Jumper Requirements .....................................................................14
V. FORMS & MAPS ..................................................................Back of Packet
Special Event Application
Downtown Campbell Street Map (separate attachment)
2
I. EASY REFERENCE GUIDE
CITY DEPARTMENTS
TELEPHONE
Police Department Administration
Event Security, Traffic Control and Crowd Management ......................866-2710
70 North First Street, Campbell, CA 95008
Community Development
Downtown Gateway Banners .................................................................866-2140
Downtown Special Events ....................................................866-2192
Public works Department
Grounds & Street Maintenance ................................................866-2127
Traffic Engineering ..............................................................866-2154
COUNTY/STATE AGENCIES
TELEPHONE
Alcoholic Beverage Control, State of California ................................................277-1200
100 Paseo de San Antonio, Rm. 119, San Jose, CA 95113
Board of Equalization, State of California .........................................................277-1231
250 S. Second Street, San Jose, CA 95113
Department of Public Health, Santa Clara County .............................................918-3400
1555 Burger Dr. #300, San Jose, CA 95112
Santa Clara County Fire Department
Permits for food booths and electrical use ..............................................378-4010
14700 Winchester Blvd., Los Gatos, CA 95030-1818
If you have any questions on the special event application process, please contact:
CITY OF CAMPBELL
70 N FIRST STREET
Campbell, CA 95008
Tel: (409) 866-2192 Fax: (408) 379-2572
3
II. REQUIRED TIMELINE
WHAT ORGANIZER MUST DO DUE DATE
Submit Special Event Application including site At least 120 days before event and no
map to the City more than 1 year before the event.
Submit Temporary Banner Request to A minimum of 90 days before event
Community Development Department
Attend Pre-event Meeting scheduled by the City New events require meeting 90 days in
advance
Returning events require meeting 60 days
in advance
Receive Authorization Letter from the City Within 60 days after application
Secure and submit Certificate of Insurance to the 14 to 60 days before event
City
Secure required permits from appropriate 14 to 60 days before event
departments or agencies
Cost estimates for City services available from 14 to 30 days before event
the City
Submit copies of all applicable permits to the City 14 to 21 days before event
Submit Electrical Services Worksheets to the City 14 days before event
Provide evidence of portable toilet and trash bin 14 days before event
arrangements
Attend pre-event site walkthrough -arrange with 1 to 2 days before event
the City and Public Works
HOLD EVENT SCHEDULED EVENT DATE
Clear event site of all litter Immediately after event
Remove all event equipment from event site Within 24 hours after event and/or before
(portable toilets, fencing, booths, stage, etc.) start of business the next day. Signs
removed within 24 hours after event.
Post-event site walkthrough -arrange with the 1 to 2 days after event
City
Post-event meeting the City and Public Works 7 to 30 days after event
Receive invoice for City services 30 to 45 days after event
Submit payment in full for City services Within 30 days of invoice date
III. APPLICATION PROCESS
Events held on public property in the Downtown (Campbell Ave. within the loop streets) will be coordinated
by the City of Campbell and authorized by the City Council. It is the intent of the City to allow a limited
number of outdoor public events for the general economic benefit of the City's business community, cultural
enrichment and/or promotion of the City. This policy provides a process for permitting special civic, cultural
and fundraising events using public property including streets, sidewalks, City owned property or other
public rights-of--way.
GENERAL POLICY GUIDELINES
• The event must contribute to the economic enhancement, cultural enrichment and/or promotion of the
City.
• The event must not severely disrupt normal business and residential traffic patterns. Plans must be
developed that mitigate public inconvenience to the greatest extent possible.
• The proposed site must be suitable for the event, with consideration given to adequate space, traffic
flow, parking, electricity, health and safety requirements, and impact on the site.
~ The Organizer must pay for all City services as required by City Council Policy. The alcohol sales will
be by permit only. Permits are subject to approval by the Chief of Police and are subject to the
guidelines established by the Alcoholic Beverage Control Board of the State of California.
APPLICATION MATERIALS
The Special Event Organizer (Organizer) is responsible for submitting a complete Downtown Special Event
Application to the City as early as possible, but no later than 120 days prior to the event. If an
application is submitted less than 120 days before an event, the City may be unable to deliver the required
City services and/or to authorize the event.
The application should be filled out completely and indicate all City services required/requested to support
the event. The following items are required to be submitted with the application:
Event Site Diagram and/or Route Map -must accompany the application, indicating the layout of all
equipment (food & vendor booths, alcoholic beverage sales locations, food & beverage consumption areas,
tent & canopy locations, stages, first aid & lost child facilities, information/headquarters area, trash &
recycle container locations, portable toilets, vendor & public parking areas, fencing, etc.); all street closures
(including number of lanes to be closed) and parking tow zones; the direction of travel of any parade, race,
run or walk; and all other proposed event activities. Blank diagrams for established venues are available
from the City. However, for any event venue, the Organizer may develop a diagram of the site.
Event Description -Two separate descriptions should be submitted with an application. 1) A brief event
description, of 50 words or less should be submitted for possible use in City brochures, websites, or other
publications. 2) A detailed event description should be submitted describing all aspects of the event
including: logistics, schedule of events, changes from previous years events, and any other relevant
information.
Event Financial Report -This should include an itemized expense and revenue report of direct costs from
the previous year's event. If this is the first year for the event, include a plan with an itemized estimate of
5
expenses and revenue to be generated by the event. If the event is a fundraiser, also include the amount of
revenue that will be distributed and to whom (which non-profits).
For an application to be accepted it must be complete and include all the above attachments. Incomplete
applications will be returned to the Organizer. The Organizer will then have five (5) working days to
resubmit a completed application.
CITY COUNCIL APPROVAL
All events that require downtown street closures, have a significant impact on public facilities, or require a
significant amount of City staff support are considered special events. City Staff will inform the Organizer
of the date and time at which the Council will review the application. The Organizer should be present at
this meeting to respond to questions.
PRE-EVENT MEETING
After the City receives a completed application with all required materials apre-event meeting with the
Event Organizer and representatives from City departments will be scheduled a minimum of 60 days before
the event. The Event Organizer must attend this meeting.
At this meeting, the Event Organizer will present the proposed event plan and, with City staff, will finalize
an event plan that meets public health and safety standards, provides for the delivery of City services and
addresses the concerns of the community. The necessary number of portable toilets, waste containers,
medical personnel, security personnel, etc., will be jointly determined and the Organizer will be informed of
all required fees, permits and insurance.
Note: Additional pre-event meetings may be held as necessary. Post-event meetings shall be held with the
City the day after the event to evaluate cleanup and additional meetings may be held to evaluate the
event plan's success.
SPECIAL EVENT FEES
See Attachment A for current schedule of Downtown Special Event fees and charges. Fee schedules are
reviewed annually by staff and the City Council. Any changes are generally approved in May and effective in
July. Events which occur early in the fiscal year and for which fee estimates have already been provided will
not be subject to increased fees, with the exception of staff labor charges, which are billed at actual rates in
effect on the day of the event.
COST ESTIMATE -CITY SERVICES
City departments may provide the following event support services at full cost recovery:
• Tow zone signs for event host's posting and removal
• Minimal access to electrical service
• Street Sweeping, litter pickup, trash removal, power washing of sidewalks and repairs for damage to
public property
• Barricade and cone delivery/installation/removal
6
At the pre-event meeting, City staff will determine which City services are required. Based on the event plan
developed at the pre-event meeting, City departments will submit cost estimates to the City. If City staff
finds it necessary to change the event plan after the pre-event meeting, the City will advise the Event
Organizer of the changes and any related cost increases or decreases. If the Event Organizer requests
changes to the event plan after the pre-event meeting, it is the Event Organizer's responsibility to inform the
City immediately. Revised cost estimates will be prepared based on the current information. All plans are
subject to final acceptance/approval by the City of Campbell.
PERMITS AND INSURANCE
The Organizer is responsible for obtaining all necessary permits required but not limited to those outlined
below. Depending on the event plan, these may include the following:
• Gateway banner approval
• Temporary beer and/or wine permit
• Santa Clara County Fire Department activity permit (for tents, canopies, food booths)
• County Environmental Health Department permit
• Department of Alcoholic Beverage Control (ABC permit
• Certificate of Insurance meeting the City's requirements
The Organizer is also responsible for ensuring that event vendors obtain the following, as required:
• Temporary event food permit
• Temporary seller's permit
• Food vendors must comply with both City and Fire Department requirements including fire retardant
tarps or plywood under all cooking apparatus and covering the floor inside the booth. Vendors must
protect all pavements to ensure prevention of grease soiling and spatter.
The Organizer must submit all of the required permits (above) to the City a minimum of 3 days before the
event and must submit an original copy of the certificate of insurance to the City no later than fourteen (14)
days before the event.
FINAL EVENT AUTHORIZATION
After the event plan has been finalized, the City issues an event authorization letter to the Organizer. The
letter includes specific conditions that must be met by the Organizer in conducting the event, and gives a City
services cost estimate based upon the agreed event plan.
Before any event activity may begin, the Organizer must sign the letter and agree to:
1) Pay the City 50% of the projected costs for City services, plus a $500 refundable damage deposit thirty
(30) days prior to the event commencement,
2) Adhere to the conditions approved by the City as outlined in pre-event the meeting minutes,
3) Reimburse the City for the balance of the actual cost of City services within thirty (30) days from date of
invoice, and
4) Pay for any damage to or loss of City property as a result of the event.
BILLING
After the event, City departments will finalize the amount owed the City covering labor, vehicle and
equipment use, and any other costs incurred in providing event support. The Finance Department will
prepare and mail an invoice to the Organizer within 14 days after the event.
The City of Campbell provides City services on a full cost recovery basis. Departmental billings will
reflect the actual costs of delivering City services for the event, and final billing may be higher or
lower than the cost estimates. All questions about the invoice should be directed to the City. Payment of
the balance due is required within thirty (30) days from date of invoice.
I IV. GUIDELINES FOR EVENTS
ALCOHOL
The sale of alcohol is allowed by permit only. The Organizer must:
• Obtain an authorization letter from the Campbell Police Department (408) 866-2121
• Obtain a permit from the: STATE OF CALIFORNIA
ALCOHOLIC BEVERAGE CONTROL
100 Paseo de San Antonio, Room 119
San Jose, CA 95113
Tel: (408) 277-1200
• The Organizer will be responsible for maintaining controls as specified by the Alcoholic Beverage
Control Board. The following listing may not be current, please verify requirements with ABC to
assure compliance. Organizer must ensure that:
- Servers are at least 21 years of age.
- No person under the age 21 years is served.
- No person is served who appears intoxicated.
- Alcohol is consumed only within designated areas.
- Alcohol quantity per cup/serving is limited to 14oz for beer and 4 oz for wine only.
- Service of alcohol is limited to no more than two cups per customer per purchase.
- No cans or bottles of alcohol are brought into the event area by attendees.
- Alcohol is not to be carried outside or brought inside the designated event area.
• Hours of sale will be determined by the Campbell Police Department. Police may close the sale of
alcohol at any time during the event if they determine that these controls are not being adhered to or in
the interest of public safety. Please note that the ABC may also visit the event site to determine that their
requirements are met.
• The Organizer must provide information at the pre-event meeting on the following:
1) Confirm the quantity of beverage dispensed per serving,
2) the amount to be charged per serving, and
3) if alcoholic beverage sales will be cash, token or both prior to the pre-event meeting,
4) provide a sample of the age identification mechanism (after their age has been verified) of (i.e. wrist
band or other such I.D to be issued to each individual consuming alcohol (a sample must also be
included in the permit package submitted to the City).
• Signs must be posted on barricades at all entrances that "Dogs are NOT Allowed"; and
• Signs must be posted at all exits that "Alcohol is NOT Allowed Beyond this Point".
s
CROWD MANAGEMENT/EVENT SECURITY/TRAFFIC CONTROL
The organizer must develop an event security plan in cooperation with the Police Department. The plan
should incorporate Organizer's on-site private security plan for final Police Department approval. The plan
should also include how vehicular and pedestrian traffic will be directed, whether there will be shuttle buses
and location of pick up and drop off areas, location of loading zones, how the site will be evacuated in the
event of an emergency, and how participants will be notified. The Campbell Police Department may require
the event Organizer to retain uniformed police personnel as needed for traffic, alcohol and animal control and
event security.
COMMUNITY IMPACT MEASURES
Without appropriate planning, events can have significant negative impacts on the community (ex.: excessive
traffic, illegal parking, litter, & graffiti). Therefore, the City requires that Organizers take specific measures
to mitigate anticipated negative impacts, including but not limited to:
• Distribute flyers giving advance notice to nearby neighborhoods and residents and downtown
businesses of event dates, street closures, traffic detours, etc.
• Develop and implement parking and traffic control plans for residential areas.
• Arrange for advance signs on surface streets notifying motorists of street closures, etc.
• Prohibit the posting and/or distribution (before and during the event) of stickers, coupons, or flyers any
where within Campbell. The Organizer shall be subject to fines imposed by the City to cover costs for
clean-up should any of the above occur.
• All COG signs are prohibited.
STREET CLOSURE
If the public normally parks vehicles within the closed area, a tow zone must be established. The Organizer
must specify the location of the tow zone and the number of parking spaces within the zone. The City will
determine the number of tow zone signs required to adequately post the zone. The Organizer is responsible
for filling out and posting the No Parking signs. Signs are provided by the City's Public Works Department
at a nominal cost. Signs should be posted on barricades. The Organizer must specify the times street closures
are desired and the number of lanes involved. Dates and times for posting of signs will be noted in the
approval transmittal. These dates and times must be strictly adhered to.
Any closure of public streets will require uniformed police officers on site to ensure public safety. Any
closure of public streets will require physical barriers (cones, barricades, delineators) to ensure public safety.
The number and placement of street barriers will be determined by the City and the Department of Public
Works (DPW) will supply and distribute the necessary cones and barricades. Rental fees for the barriers will
be charged. The event Organizer is responsible for stacking the barricades in the designated locations for
pick-up per the time specified by DPW.
The event Organizer must specify the times and locations of all proposed lane closures and develop a traffic
control plan that will ensure an adequate level of service on the public streets that remain open.
Closure of downtown streets will be considered on a case-by-case basis.
The Organizer must meet the following conditions for street closure:
• Street must be posted 72 hours in advance.
9
• Only approved "No Parking" signs can be posted; signs may be obtained from the Public Works
Department at a nominal cost.
• During closure, event security personnel must be maintained at each street closure location to assist the
public in traversing the area and to assist emergency personnel should the need arise.
• The number of barricades to be used for each street closure location will be determined by PW and PD.
PARADE/WALK/RUN/RACE GUIDLINES
• Parades, walks, runs or races may be held with Police Department approval only. All proposed routes
will be reviewed by the Police Department and the City to determine the impact on public safety and
others' rights based on rationale established by these departments. Any route, which would severely
impact public safety or others' rights, will not be approved.
• In order to prevent gaps between parade units, the parade staging area must be designed to allow parade
units to enter the parade in a timely fashion.
• Arun, walk, race or parade's staging area and route must be kept separate from a festival site during
concurrent use.
• The duration of any parade, walk, run or race should not exceed two hours.
• Parades should be kept free ofnon-decorated, purely commercial units.
• Quiet zones may be established by the City, within which no amplified sound, band music and/or
percussion, sounding of vehicle horn siren, etc. may occur.
• The Organizer will be required to provide sufficient monitors to control the staging area, direct orderly
parade unit entry from the staging area, ensure continuous forward motion of parade units along parade
route, enforce quiet zones and direct parade unit dispersal.
• An adequate number of trash receptacles as determined by the City must line the parade, walk, run or
race route. Streets will remain closed for an additional half hour to permit cleanup.
• All parades must be held downtown on Campbell Avenue between Harrison and Third Streets.
INSURANCE REQUIREMENTS
Before event setup or any other event site activity begins, the Organizer shall furnish the City with a
Certificate of Insurance and Endorsements that meet with the City Risk Manager's approval. The cost of
such insurance shall be the responsibility of the Organizer.
The Organizer shall obtain and maintain for the duration of the event (including setup and dismantling times)
insurance against claims for injuries to persons or damages to property which may arise from or be in
connection with the event and related work performed by the Organizer, its agents, representatives,
employees, volunteers, or subcontractors; products and completed operations of the Organizer; premises
owned, leased or used by the Organizer; or automobiles owned, leased, hired or borrowed by the Organizer.
The following insurance requirements are standard for special events:
The Organizer shall furnish the Risk Manager a Certificate of Insurance showing there is in force the
following valid Policy naming the Organizer as insured and showing:
• Commercial General Liability: minimum $1,000,000 combined single limit per occurrence for
bodily injury and property damage including products and completed operations;
10
• Automobile Liability: (required for parades and car shows) minimum $1,000,000 combined single
limit per accident for bodily injury and property damage for all owned, hired or non-owned vehicles.
• Liquor Liability (if alcohol is being served or sold): minimum $1,000,000 limit per occurrence.
• Workers' Compensation and Employers' Liability: limit of not less than $100,000 per accident as
required by the Labor Code of the State of California. (This is needed to cover all employees and
volunteers)
Required Endorsements
Commercial General Liability Certificate must be accompanied by the following endorsements:
• The City of Campbell and the Campbell Redevelopment Agency, its officers, employees, agents and
contractors must be named as additional insured.
• Ten (10) day written notice of cancellation or changes in coverage shall be provided to the City of
Campbell.
• The insurance is primary insurance as respects the City, its officials, employees, agents and contractors.
Any other insurance the City may have shall be considered excess insurance only.
• Coverage shall state that the Organizer's insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the limits of the insurer's liability.
• The Organizer shall include all subcontractors as insured under its policies or shall obtain separate
Certificates of Insurance and Endorsements for each subcontractor.
AMPLIFIED SOUND
Amplified sound is any sound that is enhanced by mechanical or electronic means. Amplified sound is not
permitted in residential areas. The City may place a restriction on the decibel output or on the hours allowed
for any amplified sound request.
LOGISTICS & CLEANUP
Portable Toilets -Organizer shall be responsible to provide portable toilets and indicate their location on the
site diagram. The number of portable toilets will be based on a minimum of an 8th of 1 % of the anticipated
number of participants expected with a minimum of four (4) portable toilets (2 unisex and 2 accessible).
This formula will be used unless applicant can substantiate the availability of both accessible and non-
accessible facilities in the area of the event.
Ten percent (10%) of the total number of toilets shall be accessible. Location/layout shall indicate that all
portable toilets are located on level sites (no more than a 2% slope) with appropriate clear path-of-travel (a
minimum of 48" wide) to the toilet entrance. The goal is to have at least one wheelchair accessible toilet in
each grouping of portable restrooms.
Cleanup -The Organizer must submit an event cleanup plan. The plan must indicate: 1) sufficient staff to
handle cleanup throughout the day and after the event; and 2) sufficient equipment placed in effective
locations (dumpsters, toters, trash receptacles, hot coal barrels, and grease barrels). If necessary, City staff
will provide post-event cleanup at the expense of the event organizer.
• Vendors must extinguish all coals before dumping them in a designated receptacle.
• Booths, stages and other equipment must be removed immediately following the event to permit trash
and garbage cleanup.
• In the case of a street event, streets will remain closed to allow adequate cleanup efforts. Cleanup
should be completed by 6 AM the following day, with private properties given top priority.
11
• Litter and trash control shall include the event site and a one (1) block radius around the event site.
• Event Organizer to provide copies of rental agreements for commercial dumpsters and designate
location(s).
VENDOR CONDITIONS & REGULATIONS
• Vending activity will be limited to the area within the event site approved by the City. Vending activity
must not block or impede pedestrian movement, access to business or residential properties, cause
congestion or create any public hazard.
• All vending equipment must be easily moved and self-supporting. No equipment or advertising sign
shall be fastened to, or posted on any hydrant, light pole, street fixture, or other permanent structure.
• Each vendor must clean his/her area of operation and remove all goods and equipment at the close of
the event.
• Vendors of taxable goods or services must meet State Board of Equalization permit requirements.
Sellers can obtain the Application for Temporary Seller's Permit (Form #BT-400-MT) from the State
Board of Equalization, Special Events Coordinator, 250 S Second Street, San Jose, CA 95113 (408) 277-1231.
• The Organizer is responsible to obtain evidence that sellers hold a valid seller's permit or that they are
not offering for sale any items subject to sales tax. Sellers with permits may verify their permits by
giving you their sales tax numbers.
• If the seller is not offering for sale items that are subject to sales tax, they must complete Form #BOE-
410-D obtained from the local Board of Equalization Office.
• Prior to the event, the Organizer must deliver to the local Board of Equalization office the sales tax
numbers of all sellers who have temporary or permanent seller's permits, and copies of Form #BOE-
410-D from sellers who are selling non-taxable items.
FOOD PERMIT REQUIREMENTS
Event Organizer is responsible to provide evidence of at least one each: 1) dish washing, 2) waste, and 3)
grease station per separate food booth location. Temporary food booth operators must comply with Santa
Clara County Fire Department regulations and Santa Clara County Environmental Health Services
regulations for operation of food booth(s). Santa Clara County Fire Department inspects food booths for
compliance with public safety requirements, and Environmental Health Services regulates food preparation
and handling as well as food booth construction. The Organizer is responsible for submitting food booth
operators' application and fees to Environmental Health Services no later than fourteen (14) days prior to the
event. Forms may be obtained from the County of Santa Clara, Environmental Health Services, and
Office of Consumer Protection. The Organizer must also complete a permit application for Special
Events from Santa Clara County Fire Department, 14700 Winchester Boulevard, Los Gatos 95030-1818
tel. (408) 378-4010 FAX (408) 378-9342. Forms may be obtained from Santa Clara County Fire
Department.
FOOD BOOTH REQUIREMENTS
Booth Construction: located a minimum of 20 feet from any permanent structure; cooking booths
separated from non-food booths by 10 feet; all fabric or pliable canopy covers, must be fire resistive
material and labeled as such, exit openings shall be a minimum of 3 feet wide and 6 feet 8 inches
high; vehicles shall be parked a minimum of 20 feet from the booth. Access to the back of the food
booths must be blocked by temporary fencing.
12
2. Cooking Equipment: See Santa Clara County Health and Fire Dept. Guidelines for current
regulations. all cooking equipment shall be of an approved type; Coleman stoves of equivalent with
approved fuel only (no gasoline or kerosene, no fueling in booth, no fuel storage in booth); butane or
propane equipment shall conform to: a) maximum size is 5 LPG, b) tanks shall have a shut off valve,
c) stove must have an on/off valves, d) hoses must be of type approved for use with equipment, e)
tank must be far enough away from stove to be shut off in case of fire, f) tank must be protected from
damage and secured in upright position, h) tanks outside booth must have a pressure regulator if in
excess of 5 gallon capacity, I) no storage of extra butane or propane tanks in booth, j) turn off tank
when not in use; all connections must be tested prior to use; a minimum of 18 inches shall be
provided between booth backdrop material and cooking appliances; and a minimum of 16 inches
shall be provided between deep frying appliances and open flame stoves.
3. Fire Extinguishers: each booth must have a minimum 2A-IOBC rated portable fire extinguisher;
deep fat/flame-type cooking may require additional &/or larger units as determined by Fire Marshall;
fire extinguishers shall conform to the following: a) must be mounted or secured so it will not fall
over, b) must be visible and accessible and away from the cooking area, c) must have been serviced
within the past year with a service tag attached.
4. Charcoal BBQ Cooking: is prohibited inside booths; only commercially sold fuel may be used; shall
be performed only in areas away from public access and shall be located a minimum of 10 feet from
any booth and a minimum of 15 feet from any permanent structure, only commercially sold lighter
fluid or fire starters may be used, no storage of starter in booth, coals shall be disposed of only in
metal containers designated for such purpose and approved by the Fire Marshal. Dumping of coals in
trash containers is prohibited!
5. Wood BBQ Cooking: is prohibited inside booths, shall be performed only in areas away from
public access, distances from wood BBQs to permanent structures or festival booths shall be as
approved by the Fire Marshall, fuel shall not be stored inside booths, coals shall be disposed of only
in metal containers designated for that purpose and approved by the Fire Marshal. Dumping of coals
in trash containers is prohibited!
6. Deep Fat Fry/Flame Cooking: shall be located in a separate enclosure where only cooking operations
are performed, these enclosures shall conform to booth construction requirements, but the top of the
enclosure shall be open or shall have metal screening with a minimum height of 7 feet. Floor covering
of fire retardant tarps or plywood is required under all cooking equipment (grills, fryers, BBQ's, etc.)
and must extend a minimum of 2 feet beyond the cooking equipment on all sides to prevent grease
from accumulating on the street or sidewalk surface. The stacking of supplies and/or equipment
against any buildings, news rack or structure is prohibited.
7. Housekeeping: use non-combustible materials when possible in cooking areas, remove trash
accumulations regularly, clean cooking surfaces regularly to prevent grease build-up.
8. Fire Safety Tips: know where the fire extinguisher is and how to use it, don't leave food cooking
unattended, don't wear loose-fitting clothing when cooking, keep combustibles away from heat
sources.
TENT & CANOPY REQUIREMENTS
Article 32 of the State Fire code requires that permits be obtained for the rental, use, or installation of:
Tents over 200 square feet in size; and
Canopies over 400 square feet in size.
13
When more than one tent or canopy is installed at the same location, adjacent to one another, the total
square footage shall be computed for the purpose of enforcing the need for a permit.
The code was written to provide assurance that the fabric is of anon-flammable material, the unit is properly
installed and anchored to the ground, and exits are clearly marked and readily accessible in the event of an
emergency.
The Santa Clara County Fire Department is the governing body for the City of Campbell. They will
generally only issue the permits to the vendor who owns and sets up the tents and canopies.
To obtain a permit, or obtain further information, contact:
Santa Clara County Fire Department (408) 378-4010 Chris Veargason, Office of Fire Prevention 14700
Winchester Blvd., Los Gatos, CA 95030
When erecting a tent or canopy no stakes shall be placed into the ground (to prevent damage to the irrigation
system). Weights, sand bags, or barrels of water are suggested alternatives.
BANNER REQUIREMENTS
Gateway banners are allowed in connection with downtown events only. The Organizer may request to post
gateway banners at both ends of downtown under the gateway arches. Postings of banners are limited to City
of Campbell co-sponsored or approved events only. The Organizer is responsible for supplying and
installing the banners. Event organizers shall not remove a banner belonging to another group/organization.
All banners must meet City specifications. Request for banner placement are reviewed by the Community
Development Department (CDD). Banners must meet the following requirements:
• Can be posted for a maximum of 21 days prior to the event and must be removed within 24 hours after
conclusion of the event. If not removed within seventy-two hours after the event, City staff shall
remove them and the cost will be deducted from the Security Deposit.
• Gateway banners shall be a maximum of 80" x 28" (This is the largest size that will fit under the arch.
• No signs, flyers, or any other type of signage shall be taped or attached to street trees, lamp posts, utility
poles, utility boxes, news racks, or any window or building exterior. COG signs are prohibited within
Campbell City limits. Signs attached to metal frames for inserting into the ground are also prohibited.
ELECTRICAL REQUIREMENTS
Electrical power is limited by location and the amount of power needed. The City will not be able to provide
power in many locations, and in those cases the Organizer will need to use whisper quiet generators for
power. If City staff is required to assist with electrical setup, the Organizer will be billed for labor, vehicle
and material costs of providing electrical service. There is a three-hour minimum labor charge. There will
be no charge for actual power used.
AIR JUMPER REQUIREMENTS
Only City approved air jumpers are allowed to provide services. For a current list of approved air jumper
rental companies, please call (408) 866-2105. All approved air jumper companies must provide the City of
Campbell liability insurance with required limits dictated by the city.
14
V. APPLICATION FORM
City of Campbell
Downtown Special Events Application
Event Title:
Type of Event: ^ Festival ^ Other (Specify Below)
Specify:
Event Date/Times:
Setup Start Day/Date
Event Start Day/Date
Event End Day/Date
Cleanup End Day/Date
Estimated Attendance
Alcoholic Beverages Served? ^ Yes ^ No
Facility Requested/Event Location: (Please list street names where the event will be held)
organizer Contact Information: ("phis information will be used by City staff to contact you.)
ORGANIZATION NAME
CONTACT PERSON
MAILING ADDRESS _
CITY/STATE/ZIP
Start Time
AM/PM
Start Time AM/PM
End Time AM/PM
End Time AM/PM
Admission Charged? ^ Yes ^ No
If Yes List the Types:
ALTERNATE CONTACT
NON PROFIT ID#
DAY PHONE #
EVE. PHONE #
EMAIL
DAY PHONE #
EVE. PHONE #
Public Contact Information: (This will be the information posted for the public to obtain event information.)
PHONE #
WEBSITE ADDRESS
EMAIL
LIABILITY RELEASE
NOTICE: THIS IS A LEGAL DOCUMENT WHICH LIMITS OUR LIABILITY. PLEASE READ
CAREFULLY! BY SIGNING THIS DOCUMENT YOU STATE THAT: 1) YOU ASSUME ALL RISK OF
INJURIES FROM PARTICIPATION IN THIS ACTIVITY; AND 2) YOU RELEASE THE CITY OF
CAMPBELL, ITS OFFICERS, EMPLOYEES, AND AGENTS FROM ALL LIABILITY
PARTICIPATION IN THIS ACTIVITY.
ARISING OUT OF
I. ASSUMPTION OF RISK: As representative of the organization indicated above, we expressly assume the risk of
all liability for accidents, injury, loss and/or damage to persons or property that may arise from the use of the above
named facility. We agree that the City of Campbell does not guarantee the construction, condition, or safety of the
facilities or equipment, nor the supervision of the activity by its officers, employees, and agents.
15
II. RELEASE OF LIABILITY: In consideration for the opportunity to make use of this facility and the service
provided by the City of Campbell, we (on behalf of ourselves, our heirs, assigns and legal representatives) release the
City of Campbell, the Campbell Redevelopment Agency, their officers, employees, and agents from any liability
whatsoever arising out of our participation in or presence at the above described activity. We expressly absolve the City
of Campbell, the Campbell Redevelopment Agency, their officers, employees and agents of liability for any negligence
on their part, unless they are the sole negligent parties.
Signature of Applicant Date Approval Signature Date
REQUIRED CITY SERVICES AND PERMITS
Check the box for the servtce or Dermrt requested or reautred. rollow the correspondme tnstructtons.
SERVICE/PERMIT INSTRUCTIONS SEE PAGE
^ Alcohol Obtain letter from Police Dept. & permit 8
from State ABC Office
^ Police/security To be determined at pre-event meeting 9
^ Street closure Submit diagram of all streets to be closed 9
^ Insurance Submit certificate of insurance to City 10
(Required for all special events)
^ Sales vendors Obtain permit from State Board of Eq. 12
^ Food sales/service Obtain permit/inspection from County 12
Health Services
^ Safety inspection Review Santa Clara County Fire Department requirements 13
(Required for food booths, cooking,
generators, tents, canopies)
^ Electrical power Submit electrical worksheets to RDA 14
MANDATORY ATTACHMENTS
xr.~uixr,u for au special events. rrepare as aescr~bed. Applications without necessary attachments will not be accepted. _
^ SITE DIAGRAM or ROUTE MAP
A detailed drawing depicting the proposed activity's layout, including the number and location of any booths, tables, stages, fences, waste
receptacles, signage, portable toilets and all other event equipment. For parades, runs, walks, and races: a detailed map showing the proposed
activity's complete route, staging area, start and finish points, direction of movement and proposed street closures. For street closures, indicate
the specific lane(s) requiring closure.
^ EVENT DESCRIPTION
Two separate descriptions should be submitted with application. 1) A brief event description, of 50 words or less should be submitted for
possible use in brochures, websites, or other publications. 2) A detailed event description should be submitted describing all aspects of the
event including: logistics, schedule of events, changes from previous years events, and any other relevant information.
^ EVENT FINANCIAL REPORT
I ms snoula Incluae an Itemlzea expense and revenue report from the previous year's event. If the event is a
fundraiser also identify what the revenue is going towards. If this is the first year of the event include an
itemized estimate of expenses and revenue to be generated by the event.
DECLARATION
AS AN AUTHORIZED REPRESENTATIVE OF THE ORGANIZATION CONDUCTING THIS EVENT, I HEREBY DECLARE
THAT:
1. I have received the Special Event Application & Information Packet;
2. I have included all the mandatory attachments with this application;
3. The information contained in this application and attachment(s) is true and correct to the best of my knowledge.
Signature Date
Print Name
16
EXHIBIT B
OF ~ Cq,~n
u . ~~
0 0
ti ~
F `.
,~RCHARO•
Downtown Special Event
Fee Waiver Policy
.~~,
~-
FOR THE
CITY OF CAMPBELL
70 N FIRST STREET
CAMPBELL, CA 95008
TELEPHONE: (408) 866- 2192
FAX: (408) 379-2572
WEB SITE: www.cityofcampbell.com
Office Hours
8:00 a.m. - 5:00 p.m. Monday -Friday
Revisions Adopted 3/1/11
TABLE OF CONTENTS
PURPOSE .....................................................................2
PROCESS .....................................................................2
APPLICATION REQUIREMENTS ................................... 3
FEE WAIVER REVIEW ..................................................... 3
ORGANIZATIONAL ELIGIBILITY CRITERIA ............... 3
I. CITY OF CAMPBELL FEE WAIVER PROGRAM
The City Council recognizes the importance of providing monetary and other City support for
community festivals, parades and celebrations that are held for the general economic benefit of
the City's business community, cultural enrichment and/or promotion of the City of Campbell. In
order to expand the access of all its residents to a wide range of cultural experiences, the City of
Campbell provides a limited number/amount of Special Event Fee Waivers to local nonprofit
organizations in support of their events.
PURPOSE
Fee waivers to eligible organizations may be considered upon filing a letter of fee waiver request
with a special event/facility use application with the City by the established deadlines. Approval
of fee waiver requests is made by the City Council. Costs for all events, other than those fees
waived by the City Council, shall be borne by the sponsoring community organization and are
due and payable in accordance with the applicable special event or facility use policy.
PROCESS
Only existing events are eligible to apply for a fee waiver (events must be held at least once
before being considered for a fee waiver). Incomplete applications will not be considered and
approval will be determined solely on the information provided on the application. Applicant
organizations must meet the eligibility criteria stated in this policy.
All new applications requesting a fee waiver must be completed and submitted to the City no
later than January 31 for events occurring during the following fiscal year (July 1 S` through June
30`"), so that they can be included in the City's annual budget preparation. All applications not
filed by the due date will be addressed on a case-by-case basis. Any applications received less
than 120 days in advance of the desired event date may not be considered for a waiver of fees.
The level of fee waivers will be established by the City Council bi-annually. The Council will
establish one level of fee waivers for community spirit events (non-fundraising) and a separate
level for fundraising events.
Fee Waiver Level
Existing Community Spirit Events including the Bunnies and Bonnets Parade and Carol of
Lights, which are non-alcoholic and non-fundraising events: 100% of fees waived & 100% of
staff costs waived
Previously Approved Fundraising Events: 25% of fees waived & 25% of staff costs waived.
2
APPLICATION REQUIREMENTS
Each applicant will be required to submit:
1) A completed Special Event Application along with all required attachments.
2) A letter addressed to the City Council requesting a fee waiver. The letter must
indicate the event's dates and times, the local office/headquarters of the organization,
its purpose/mission, the purpose of the event and how the organization benefits the
Campbell community.
3) An itemized financial statement showing direct costs for event expenses and revenue
for which the fee waiver is requested, and a profit or loss sheet for the previous
operating year, comparing the projected budget with the actual budget showing the net
profit or loss. The budget must be detailed and include income from all sources; and
all event expenditures listed by category including City services, permit fees, booth
rentals, sound and production, facility rental, food and beverage, concessions, staff,
etc. Net profit/loss will be determined on a cash basis not including in-kind and
volunteer resource totals. The budget will be used to determine the extent to which an
organization has obtained diversified funding, in-kind contributions and volunteer
resources to leverage the City's fee waiver. In order to be granted a fee waiver, an
organization must have a proposed budget on file, which projects abreak-even or
profitable event, when calculated using the fee waiver requested.
For an application to be accepted it must be complete and include all the above attachments.
Incomplete applications will be returned to the Organizer. The Organizer will then have five (5)
working days to resubmit all required application materials.
FEE WAIVER REVIEW
Once applications are accepted, City staff will review them for completeness. All new fee
waiver applications must be approved by the City Council. City Staff will inform the Organizer
of the date and time at which the Council will review the application. The Organizer should be
present at this meeting to respond to questions.
ELIGIBILITY CRITERIA
1. The City will not grant fee waivers to, or in aid of, any religious sect, church, creed or
sectarian purpose.
2. Only not for profit organizations may conduct events solely or primarily as fund-raisers and
be eligible for fee waivers.
3. To be eligible for a fee waiver the event must have been held the prior year. New events are
required to be held at least once before they will be considered for a fee waiver.
4. Events must generate less than $100,000 in net revenue (based on financial statements from
the prior year's event) to be considered for a fee waiver.
5. Events must be open to the public and free of charge.
3
6. Organizations holding fundraising events must provide a benefit or contribution to Campbell.
The organization raising the funds must primarily serve Campbell residents or businesses or
contribute the majority of the funds raised to City of Campbell programs or services (based
on financial statements from the prior year's event).
Subject to the above stipulations, in order to be eligible for a City fee waiver, the sponsoring
organization must meet the following prerequisites:
a. Must submit a letter of fee waiver request by the deadline.
b. Must submit the event application and all required attachments by the deadline.
c. Must submit proof of non-profit status.
d. Must have been in active service to the public for at least one year prior to the date of
application.
e. Must provide services to the citizens of Campbell.
f. Must have no outstanding debts payable to the City of Campbell.
g. Must demonstrate the ability to produce awell-planned, safe event.
The sponsoring organization must also agree to do the following:
a. Obtain all required permits, clearances, insurance and event authorization in a timely
manner, in cooperation with the City.
b. Acknowledge the support of the City of Campbell where appropriate, and to include
on all printed information and advertising related to the event for which fees were
waived the following:
"This program has been made possible, in part, through assistance from the City of
Campbell"
Preference will be given to organizations that are:
a. Holding an event that is of a citywide nature expected, or demonstrating an ability, to
draw a crowd of at least 500.
b. Planning an event that benefits or enhances the general economic condition of the
City's business community; provides cultural enrichment and/or promotion of the
City of Campbell.
*****