Loading...
HomeMy WebLinkAboutItem 23 - Proposed City of Santa Ana Events Permit Policy Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 23 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 16, 2021 TOPIC: Proposed City of Santa Ana Events Permit Policy AGENDA TITLE: Resolution Approving the Proposed Events Permit Policy RECOMMENDED ACTION Adopt a Resolution approving the Proposed Events Permit Policy, including park facility permits, film permits, land use certificates, and special event permits. DISCUSSION The proposed Events Permit Policy (Exhibit 2) provides an effective framework for the administration of event permits, while providing equitable and reasonable access to the City’s public facilities. The intent of this proposed policy is to provide guidance for use of City facilities by residents, community organizations, businesses, and non-residents for (1) Park Facility Permits, (2) Film Permits, (3) Land Use Certificates, and (4) Special Event Permits. This proposed policy, if approved, will govern all City of Santa Ana properties and their supporting amenities. The development of this proposed Policy included the following process: Incorporation of best practices within the Parks and Recreation profession related to policies and process.  Parks, Recreation and Community Services Commission reviewed and discussed the proposed policy at their regular meeting held on October 28, 2021. Commissioners provided input as follows: ensure online access for customers, how many days in advance is the permit required, happy that neighborhood associations have a path forward for activities and events, and is this a new policy. In addition to the proposed policy, the City of Santa Ana developed an Events Permit Guide (Exhibit 3) that outlines procedures and requirements associated with event permits in the City of Santa Ana. Proposed City of Santa Events Permit Policy November 16, 2021 Page 2 2 2 0 8 Significant areas of this proposed policy include the following: Event Permit Classifications The resident and non-resident event permits define the priority and corresponding fees as follows: Event Permit Priority Description Priority 1 City-sponsored special event serving Santa Ana residents Priority 2 Resident: Non-Profit Organization (Special Events) High School or College Students Resident and Non-Resident (Film) Priority 3 Resident: Private Party or Business Priority 4 Resident: Private Party or Business for Profit Making Priority 5 Non-Resident: Private Party or Business Priority 6 Non-Resident: Private Party or Business for Profit Making Types of Permits The City of Santa Ana has four (4) types of Event permits as follows: 1. PARK FACILITY PERMIT Allows the temporary use of a public park, field and/or facility for conducting certain outdoor and indoor, short-term events which are conducted completely or partially on City-owned or controlled park property pursuant to Santa Ana Municipal Code (SAMC) Sec. 31-3. 2. FILM PERMIT Allows commercial motion picture or electronic video tape in or upon any property owned or controlled by the City of Santa Ana SAMC Sec. 10-2(a). Locations vary and are citywide. 3. LAND USE CERTIFICATE Allows temporary use of private commercial property for conducting certain outdoor, short-term activities, which may be related to the onsite business pursuant to SAMC Sec. 41-195.5. This permit is originated and managed by the Planning and Building Agency (Planning Division) in conjunction with the Police Department and Orange County Fire Authority, depending on the nature of the activity proposed. 4. SPECIAL EVENT PERMIT Allows temporary use of public property for conducting certain outdoor, short-term events conducted completely or partially on City-owned or controlled public property pursuant to SAMC Sec. 10-22. Proposed City of Santa Events Permit Policy November 16, 2021 Page 3 2 2 0 8 Event Permit Process This proposed policy assists event organizers in developing successful 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. The City Manager’s Office or designee manages the event permit process. Various City departments, along with partner agencies may have regulatory authority related to elements in an event application and participate in the review process. This provides a coordinated approach to the planning, review, and on-site management of events. Permit Requirements An event summary is required with the permit application to provide an overview of the requested event and is essential information. Information includes but is not limited to admission, attendance, event timeline, private property venue, public notification, site plan, and business license. Public Health Requirements Public health requirements may include but are not limited to food and beverage distribution, alcohol sale or service, amplified sound and waste management plan. Public Safety Requirements Public safety requirements may include but are not limited to police services, security services, fire prevention inspection, traffic control plan and parking, stage and other temporary structures, and temporary signage permits. Next Steps Next steps to move this proposed policy forward include the following steps: 1. Adopt a resolution (Exhibit 1) to approve the proposed Events Permit Policy. 2. Amend Miscellaneous Fee Schedule. 3. Implement the proposed policy and changes to the Miscellaneous Fee Schedule. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact related to this report. EXHIBIT(S) 1. Resolution to adopt the proposed City of Santa Ana Events Permit Policy 2. Proposed City of Santa Ana Events Permit Policy 3. City of Santa Ana Events Permit Guide Submitted By: Lisa Rudloff, Executive Dir. of Parks, Recreation and Community Services Proposed City of Santa Events Permit Policy November 16, 2021 Page 4 2 2 0 8 Approved By: Kristine Ridge, City Manager Exhibit1 Exhibit1 City Manager’s Authorization City of Santa Ana Events Permit Policy Date November 16, 2021 City of Santa Ana Administrative Policies and Procedures Purpose The purpose of the Policy is to provide an effective framework for the administration of Event permits that provide equitable and reasonable access to City public facilities. The intent of this Policy is to provide guidance for use of City facilities by residents, community organizations, businesses, and nonresidents for 1) Park Facility Permits; 2) Film Permits; 3) Land Use Certificates and 4) Special Event Permits. This Policy governs all City of Santa Ana properties and their supporting amenities. Definition The City Manager’s Office (CMO) or designee, are responsible for managing the City’s Events Permit Process. This Events Permit Policy (Policy) is established to ensure the use of City facilities for events 1) aligns with the City’s core mission, vision, and values; 2) provides equitable and fair access to all users; 3) remains equitably and fairly priced; 4) operates in a fiscally responsible manner; and 5) supports a healthy, safe, vibrant, and sustainable community. Policy 1.0 Policy Establishment and Permit Fees The CMO or designee shall implement and administer the Policy. All fees charged will be pursuant to the City’s Miscellaneous Fee Schedule, as adopted and periodically amended by the City Council. 2.0 USER CLASSIFICATIONS User classifications are for the purposes of assessing fees and determining priority as follows in section 4.1 of this Policy. 2.1 Park and Facility Permits The resident and nonresident permit priorities below define the scheduling priority and corresponding fees. Priority 1 City-sponsored special event serving Santa Ana residents. Priority 2 Resident: Non-Profit Organization (Special Events) High School or College Students Resident and Non-Resident (Film) Priority 3 Resident: Private Party or Business Exhibit ADRAFT Exhibit1 Priority 4 Resident: Private Party or Business for Profit Making Priority 5 Non-Resident: Private Party or Business Priority 6 Non-Resident: Private Party or Business for Profit Making 3.0 TYPES OF PERMITS The City of Santa Ana has four (4) types of Event permits as follows: 3.1 PARK FACILITY PERMIT Allows the temporary use of a public park, field and/or facility for conducting certain outdoor and indoor, short-term events which are conducted completely or partially on City-owned or controlled park property pursuant to SAMC Sec. 31-3. 3.2 FILM PERMIT Allows commercial motion picture or electronic video tape in or upon any property owned or controlled by the City of Santa Ana SAMC Sec. 10 -2(a). Locations vary and are citywide. 3.3 LAND USE CERTIFICATE Allows temporary use of private commercial property for conducting certain outdoor, short-term activities, which may be related to the onsite business pursuant to SAMC Sec. 41-195.5. This permit is originated and managed by the Planning and Building Agency (Planning Division) in conjunction with the Police Department and Orange County Fire Authority, depending on the nature of the activity proposed. 3.4 SPECIAL EVENT PERMIT Allows temporary use of public property for conducting certain outdoor, short - term events conducted completely or partially on City-owned or controlled public property pursuant to SAMC Sec. 10-22. 4.0 EVENT PERMIT PROCESS This Policy assists event organizers in developing successful 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. The CMO or designee manages the event permit process. Various city departments, along with partner agencies may have regula tory authority related to elements in an event application and participate in the review process. This provides a coordinated approach to the planning, review, and on -site management of events. The permit process is as follows: Exhibit A Exhibit1 4.1 Application Submittal Applicant completes an event permit application, site plan, traffic plan and additional supporting documentation for the corresponding department before the required deadline. Submittal of the permit application or initiation of the review process does not deem the permit application approved, nor should an event producer begin to execute their event without final written approval from the reviewing agency. Expected attendance for events includes total participants and/or spectators, vendors, exhibitors, staffing, etc. Major Park Facility events will take precedence over moderate and minor event dates. Table 1 - Park Facility Permit Categories Table 1 - Park Facility Permit Categorie Expected attendance for events includes total participants and/or spectators, vendors, exhibitors, staffing, etc. Major Park Facility events will take precedence over moderate and minor event dates. A permit application shall be submitted no earlier than 180 days for larger scale Special Events that require comprehensive event details and coordination (SMAC 10-22.2) At the sole discretion of the City of Santa Ana, event producers may submit written amendments to the initial permit application due to unique or changing circumstances related to the event. 4.2 Application Review Process Throughout the review process, the City may request additional information and/or documents for clarification. Delays in providing the requested information may affect the ability to complete the permit application review in a timely manner. Once the review process is completed, applicants will receive notification of the status of their application. 4.3 Pre-Event Planning Meeting After the application approval, there is a pre-event planning meeting with the event producer. The purpose of the pre-event meeting is to discuss the event in detail, address any changes, conflicts or concerns, and troubleshoot solutions. Additional PARK FACILITY PERMIT CATEGORY EXPECTED ATTENDANCE APPLICATION SUBMITTAL DEADLINE MAJOR 1,001 and Up Between ninety- (90) business days to one (1) year prior to the event date. MODERATE 100 – 1,000 Between forty-five (45) business days and six (6) months prior to the event date. MINOR Up to 100 Exhibit A Exhibit1 representatives of the city or partner agencies participate in the meetings as appropriate. A Post-Event Meeting may be scheduled at the request of the city or event producer. 4.4 Final Permit Application Approval Final approval of the permit application includes the city receiving all requested documentation and payment prior to the event. Deadlines for requested information and final payment varies for each application. The event applicant is responsible to submit all requested documentation and payment before the agreed upon deadline. 4.5 Right To Appeal The Right to Appeal for Park Facility Permits is pursuant to SAMC Section 31-3.3, Film Permits SAMC Section 10-5, Special Event Permits SAMC Section 10-14, and Land Use Certificates SAMC Section 41-677 provides for an appeal process for denial and revocations. 5.0 PERMIT REQUIREMENTS 5.1 EVENT SUMMARY An event summary provides an overview of the requested event and is essential information that should be included with the permit application. 5.1.1 Admission Includes all admission/registration/participant fee information related to the event. 5.1.2 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. 5.1.3 Event Time Line Detailed timelines are required when completing the permit application and include setup, takedown and all activity times. The time denoted on the final permit is determined by the times provided by the applicant. Set-up and cleanup completion time should correspond with the permit and insurance documents must cover the entire length of the event. 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). 5.1.4 Private Property Venue Exhibit A Exhibit1 Events that utilize private commercial property for any portion of the event are required to include a signature by the private property owner on the application or submit a letter authorizing use of the property from the property owner or property manager. 5.1.5 Private events taking place on private residential property are not included in the event permit process and need to comply with the existing City of Santa Ana zoning requirements for residential property. 5.1.6 Public Notification All Park Facility Permit events require a public notification to local neighborhood associations and businesses adjacent to the park or venue. Major Park Facility Permit events require public notification thirty days prior to the event date. Minor and Moderate Park Facility Permit events notification requires fourteen days prior to the event date. Events that include a street closure requires the event organizer to petition all residences and businesses within the enclosed street closure boundaries wherein pedestrian and vehicular ingress and egress is impacted by the special event and obtain a percentage of signatures that is deemed acceptable by the Police Chief or designee (SAMC 10-22(b)(10)). 5.1.7 Site Plan A detailed map/site plan with the permit application is required illustrating the proposed event and includes the following: location and description of structures, placement and number of any refuse and recyclable containers, portable restrooms, fences, barricades, sound system, canopies/tents, stages, parking areas, location of all street closures and detours, etc. For runs or cycling events, routes to be followed and location of staging area from which participants will exit, information/aide booths, checkpoints, route monitor locations, spectator areas, etc. are required. 5.1.8 Business License The City of Santa Ana requires all persons conducting business within the City to obtain a business license prior to their event. Event producers and any participating, onsite vendors or exhibitors require licenses. Current Santa Ana businesses may show proof of a current business license. Gratuitous Licenses are also available for businesses outside of Santa Ana and are good for up to one year of issuance. 5.2 Public Health 5.2.1 Food and Beverage Distribution In accordance with the California Health and Safety Code, an Organizer permit is required when two or more food vendors are participating at a community event. If the applicant is planning to operate a Temporary Food Facility (TFF) during an event, they a re Exhibit A Exhibit1 required to apply, meet requirements and obtain a TFF permit prior to selling or giving away food or beverage at an event. The California Health and Safety Code requires a TFF Permit of any person or organization providing food at a community event. All food vendors, including permitted restaurants, are required to apply for and obtain a TFF Permit when participating in a community event. 5.2.2 Alcohol Sale or Service If the sale of alcohol or public service of alcohol is included in a Park Facility Permit event, authorization from the State of California Department of Alcohol Beverage Control (ABC) is required prior to the issuance of a permit. The City may place restrictions on the management of alcohol at a proposed event. Santa Ana Municipal Code Sec. 31-2.1 prohibits the consumption or possession of alcoholic beverages in a city park (SAMC 31-2.1) unless permitted through issuance of a permit (SAMC 31-3). In the instance that a City Council approved contract permits the sale and public service of alcohol, the sale and service of alcohol may be discontinued or terminated if it is deemed to be inconsistent with the terms and conditions of permitted use (SAMC 31-2). 5.2.3 Amplified Sound Amplified sound permits are available for events at City parks. Amplified sound means music or speech projected or transmitted by artificial means, including, but not limited to, amplifiers, loudspeakers or any similar devices (SAMC Sec. 31-1.1). Additional restrictions may apply for any events near residential are as and/or business districts. 5.2.4 Waste Management Plan Event organizers must arrange for provision of containers and collection of water, trash and recyclables by contacting the City’s Exclusive Waste Hauler. Recycling containers for the following materials is required for plastic, glass, metal, paper and cardboard. The specifications of the containers, including size, type, location, and pickup/delivery times is required on the event site plan. Clean up of all trash after the event is required in all areas, and if needed, power washing of any grease or food waste contamination will be required. Event area will be subject to inspection post-event. 5.3 PUBLIC SAFETY 5.3.1 Police Services During the pre-event meeting, the SAPD will determine the type of police services needed and number of officers. Applicants are directly responsible for the cost of Police Services, unpaid services will result in rejection of future applications and the City reserves all legal rights to recoup any unpaid fees. Exhibit A Exhibit1 5.3.2 Security Services SAPD 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. Licensed security personnel in uniform are required and subject to approval by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior to the event. 5.3.3 Fire Prevention Inspection Events that require street closures, the assembly of 50 or more people, cooking, open flame, use of pyrotechnics or fireworks, a change of building use (i.e. a warehouse use for an assembly space), electricity or temporary membrane structures (tents or canopies), and a separate permit may be required from the Orange County Fire Authority (OCFA). 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. 5.3.4 Traffic Control Plan and Parking Event producers requiring street closures and traffic modifications that pose a significant impact to vehicular traffic must have an approved traffic control plan created by a licensed and qualified traffic control company. All traffic plans are subject to final approval by the City’s Traffic Engineer and the SAPD. Events taking place in a portion of a parking lot or alley are also subject to traffic control plans by a traffic control specialist and must obtain final approval by the City’s Traffic Engineer and the Santa Ana Police Department. In the event that water filled traffic barriers (k-rails) are required, it is the responsibility of the event producer to obtain the k -rails and a water truck capable of filling the k-rails to ensure the barriers effectiveness. The Public Works Agency requires the use of water filled K-rail when the street or alley being closed or any of the two end of the block streets are classified larger than a residential street, per The City of Santa Ana’s Master Plan of Streets and Highways or whenever Traffic Engineering staff feel there’s the potential for a safety hazard to occur. In the event that water filled K-rail is required, it is the applicant’s responsibility to ensure that the traffic control company is able to provide the water truck service necessary to completely fill all required water filled K-rails. 5.3.5 Stages and Other Temporary Structures Separate building permits may be required for stages and other temporary structures such as platforms and grandstands/bleachers that measure over 5 feet 9 inches in height. Applicants shall submit Exhibit A Exhibit1 the building permit applications and plans no less than one month prior to their event to allow sufficient time for review and issuance of the permit. 5.3.6 Temporary Signage Permits SAMC Sec. 41-814 et seq. and Citywide Design Guidelines contain regulations and specifications of signs that may be located on private property within the City. Event applicants interested in installing temporary signs or banners on private property are required to apply for a temporary sign permit through the Planning Division. 6.0 FEES, PAYMENTS, DEPOSITS, AND INSURANCE 6.1 Fees and Payments The permit fees referenced in this Policy are listed in the City Council approved Miscellaneous Fees Schedule. 6.2 Deposits Applicants must pay a deposit as listed in the City Council approved Miscellaneous Fee Schedule at the time of application. Deposits will be refunded following the event when all conditions set forth in the permit are fulfilled. Reservation deposits are not refunded until after the final reservation and if no damage has been incurred. 6.3 Insurance and Indemnity Provisions The City requires applicants to provide liability insurance for an event and film permit. Insurance requirements are determined based on the City’s risk assessment of the activity/event. . Insurance requirements are no less than $1,000,000 per occurrence for bodily injury and property damage. Insurance requirements vary by the type of event, facility, and number of anticipated guests, and are subject to change without notice. Insurance requirements fulfilled prior to approval of the application and proof of insurance required 30 calendar days or more prior to the event. 7.0 RESERVATION CANCELLATIONS AND PERMIT AMENDMENTS 7.1 Permit Cancellations Permit cancellations and refunds will be processed as follows: All cancellations may incur a cancellation fee for each occurrence as dictated by the Miscellaneous Fee Schedule. Failure by the applicant or authorized event contact person to arrive at a scheduled event, and/or failure to provide written cancellation notice will be considered a “No Show.” Applicants with three or more “No Shows” may lose reservation privileges and remaining reservations will be cancelled for the calendar year. Exhibit A Exhibit1 7.2 Permit Amendments Permit amendments include, but are not limited to the following: date, time and amenities. One change permitted at no charge if requested 5 days or more prior to reservation. A Processing Fee may be charged for each subsequent change. Dependent on when request is submitted, other fees may apply for cancellations or modifications to the original reservation. No refunds or credits will be issued for early departure from an approved permit. 8.0 ADDITIONAL CITY POLICIES AND AGREEMENTS This Policy may be subject to other City Council approved policies and agreements that establish separate user reservation relationships and associated fees for specific programs and/or entities. Exhibit A Exhibit1 City Manager’s Authorization City of Santa Ana Events Permit Policy Date November 16, 2021 City of Santa Ana Administrative Policies and Procedures Purpose The purpose of the Policy is to provide an effective framework for the administration of Event permits that provide equitable and reasonable access to City public facilities. The intent of this Policy is to provide guidance for use of City facilities by residents, community organizations, businesses, and nonresidents for 1) Park Facility Permits; 2) Film Permits; 3) Land Use Certificates and 4) Special Event Permits. This Policy governs all City of Santa Ana properties and their supporting amenities. Definition The City Manager’s Office (CMO) or designee, are responsible for managing the City’s Events Permit Process. This Events Permit Policy (Policy) is established to ensure the use of City facilities for events 1) aligns with the City’s core mission, vision, and values; 2) provides equitable and fair access to all users; 3) remains equitably and fairly priced; 4) operates in a fiscally responsible manner; and 5) supports a healthy, safe, vibrant, and sustainable community. Policy 1.0 Policy Establishment and Permit Fees The CMO or designee shall implement and administer the Policy. All fees charged will be pursuant to the City’s Miscellaneous Fee Schedule, as adopted and periodically amended by the City Council. 2.0 USER CLASSIFICATIONS User classifications are for the purposes of assessing fees and determining priority as follows in section 4.1 of this Policy. 2.1 Park and Facility Permits The resident and nonresident permit priorities below define the scheduling priority and corresponding fees. Priority 1 City-sponsored special event serving Santa Ana residents. Priority 2 Resident: Non-Profit Organization (Special Events) High School or College Students Resident and Non-Resident (Film) Priority 3 Resident: Private Party or Business Exhibit 2 DRAFT 2 Priority 4 Resident: Private Party or Business for Profit Making Priority 5 Non-Resident: Private Party or Business Priority 6 Non-Resident: Private Party or Business for Profit Making 3.0 TYPES OF PERMITS The City of Santa Ana has four (4) types of Event permits as follows: 3.1 PARK FACILITY PERMIT Allows the temporary use of a public park, field and/or facility for conducting certain outdoor and indoor, short-term events which are conducted completely or partially on City-owned or controlled park property pursuant to SAMC Sec. 31-3. 3.2 FILM PERMIT Allows commercial motion picture or electronic video tape in or upon any property owned or controlled by the City of Santa Ana SAMC Sec. 10 -2(a). Locations vary and are citywide. 3.3 LAND USE CERTIFICATE Allows temporary use of private commercial property for conducting certain outdoor, short-term activities, which may be related to the onsite business pursuant to SAMC Sec. 41-195.5. This permit is originated and managed by the Planning and Building Agency (Planning Division) in conjunction with the Police Department and Orange County Fire Authority, depending on the nature of the activity proposed. 3.4 SPECIAL EVENT PERMIT Allows temporary use of public property for conducting certain outdoor, short - term events conducted completely or partially on City-owned or controlled public property pursuant to SAMC Sec. 10-22. 4.0 EVENT PERMIT PROCESS This Policy assists event organizers in developing successful 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. The CMO or designee manages the event permit process. Various city departments, along with partner agencies may have regula tory authority related to elements in an event application and participate in the review process. This provides a coordinated approach to the planning, review, and on -site management of events. The permit process is as follows: Exhibit 2 3 4.1 Application Submittal Applicant completes an event permit application, site plan, traffic plan and additional supporting documentation for the corresponding department before the required deadline. Submittal of the permit application or initiation of the review process does not deem the permit application approved, nor should an event producer begin to execute their event without final written approval from the reviewing agency. Expected attendance for events includes total participants and/or spectators, vendors, exhibitors, staffing, etc. Major Park Facility events will take precedence over moderate and minor event dates. Table 1 - Park Facility Permit Categories Table 1 - Park Facility Permit Categorie Expected attendance for events includes total participants and/or spectators, vendors, exhibitors, staffing, etc. Major Park Facility events will take precedence over moderate and minor event dates. A permit application shall be submitted no earlier than 180 days for larger scale Special Events that require comprehensive event details and coordination (SMAC 10-22.2) At the sole discretion of the City of Santa Ana, event producers may submit written amendments to the initial permit application due to unique or changing circumstances related to the event. 4.2 Application Review Process Throughout the review process, the City may request additional information and/or documents for clarification. Delays in providing the requested information may affect the ability to complete the permit application review in a timely manner. Once the review process is completed, applicants will receive notification of the status of their application. 4.3 Pre-Event Planning Meeting After the application approval, there is a pre-event planning meeting with the event producer. The purpose of the pre-event meeting is to discuss the event in detail, address any changes, conflicts or concerns, and troubleshoot solutions. Additional PARK FACILITY PERMIT CATEGORY EXPECTED ATTENDANCE APPLICATION SUBMITTAL DEADLINE MAJOR 1,001 and Up Between ninety- (90) business days to one (1) year prior to the event date. MODERATE 100 – 1,000 Between forty-five (45) business days and six (6) months prior to the event date. MINOR Up to 100 Exhibit 2 4 representatives of the city or partner agencies participate in the meetings as appropriate. A Post-Event Meeting may be scheduled at the request of the city or event producer. 4.4 Final Permit Application Approval Final approval of the permit application includes the city receiving all requested documentation and payment prior to the event. Deadlines for requested information and final payment varies for each application. The event applicant is responsible to submit all requested documentation and payment before the agreed upon deadline. 4.5 Right To Appeal The Right to Appeal for Park Facility Permits is pursuant to SAMC Section 31-3.3, Film Permits SAMC Section 10-5, Special Event Permits SAMC Section 10-14, and Land Use Certificates SAMC Section 41-677 provides for an appeal process for denial and revocations. 5.0 PERMIT REQUIREMENTS 5.1 EVENT SUMMARY An event summary provides an overview of the requested event and is essential information that should be included with the permit application. 5.1.1 Admission Includes all admission/registration/participant fee information related to the event. 5.1.2 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. 5.1.3 Event Time Line Detailed timelines are required when completing the permit application and include setup, takedown and all activity times. The time denoted on the final permit is determined by the times provided by the applicant. Set-up and cleanup completion time should correspond with the permit and insurance documents must cover the entire length of the event. 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). 5.1.4 Private Property Venue Exhibit 2 5 Events that utilize private commercial property for any portion of the event are required to include a signature by the private property owner on the application or submit a letter authorizing use of the property from the property owner or property manager. 5.1.5 Private events taking place on private residential property are not included in the event permit process and need to comply with the existing City of Santa Ana zoning requirements for residential property. 5.1.6 Public Notification All Park Facility Permit events require a public notification to local neighborhood associations and businesses adjacent to the park or venue. Major Park Facility Permit events require public notification thirty days prior to the event date. Minor and Moderate Park Facility Permit events notification requires fourteen days prior to the event date. Events that include a street closure requires the event organizer to petition all residences and businesses within the enclosed street closure boundaries wherein pedestrian and vehicular ingress and egress is impacted by the special event and obtain a percentage of signatures that is deemed acceptable by the Police Chief or designee (SAMC 10-22(b)(10)). 5.1.7 Site Plan A detailed map/site plan with the permit application is required illustrating the proposed event and includes the following: location and description of structures, placement and number of any refuse and recyclable containers, portable restrooms, fences, barricades, sound system, canopies/tents, stages, parking areas, location of all street closures and detours, etc. For runs or cycling events, routes to be followed and location of staging area from which participants will exit, information/aide booths, checkpoints, route monitor locations, spectator areas, etc. are required. 5.1.8 Business License The City of Santa Ana requires all persons conducting business within the City to obtain a business license prior to their event. Event producers and any participating, onsite vendors or exhibitors require licenses. Current Santa Ana businesses may show proof of a current business license. Gratuitous Licenses are also available for businesses outside of Santa Ana and are good for up to one year of issuance. 5.2 Public Health 5.2.1 Food and Beverage Distribution In accordance with the California Health and Safety Code, an Organizer permit is required when two or more food vendors are participating at a community event. If the applicant is planning to operate a Temporary Food Facility (TFF) during an event, they a re Exhibit 2 6 required to apply, meet requirements and obtain a TFF permit prior to selling or giving away food or beverage at an event. The California Health and Safety Code requires a TFF Permit of any person or organization providing food at a community event. All food vendors, including permitted restaurants, are required to apply for and obtain a TFF Permit when participating in a community event. 5.2.2 Alcohol Sale or Service If the sale of alcohol or public service of alcohol is included in a Park Facility Permit event, authorization from the State of California Department of Alcohol Beverage Control (ABC) is required prior to the issuance of a permit. The City may place restrictions on the management of alcohol at a proposed event. Santa Ana Municipal Code Sec. 31-2.1 prohibits the consumption or possession of alcoholic beverages in a city park (SAMC 31-2.1) unless permitted through issuance of a permit (SAMC 31-3). In the instance that a City Council approved contract permits the sale and public service of alcohol, the sale and service of alcohol may be discontinued or terminated if it is deemed to be inconsistent with the terms and conditions of permitted use (SAMC 31-2). 5.2.3 Amplified Sound Amplified sound permits are available for events at City parks. Amplified sound means music or speech projected or transmitted by artificial means, including, but not limited to, amplifiers, loudspeakers or any similar devices (SAMC Sec. 31-1.1). Additional restrictions may apply for any events near residential are as and/or business districts. 5.2.4 Waste Management Plan Event organizers must arrange for provision of containers and collection of water, trash and recyclables by contacting the City’s Exclusive Waste Hauler. Recycling containers for the following materials is required for plastic, glass, metal, paper and cardboard. The specifications of the containers, including size, type, location, and pickup/delivery times is required on the event site plan. Clean up of all trash after the event is required in all areas, and if needed, power washing of any grease or food waste contamination will be required. Event area will be subject to inspection post-event. 5.3 PUBLIC SAFETY 5.3.1 Police Services During the pre-event meeting, the SAPD will determine the type of police services needed and number of officers. Applicants are directly responsible for the cost of Police Services, unpaid services will result in rejection of future applications and the City reserves all legal rights to recoup any unpaid fees. Exhibit 2 7 5.3.2 Security Services SAPD 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. Licensed security personnel in uniform are required and subject to approval by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior to the event. 5.3.3 Fire Prevention Inspection Events that require street closures, the assembly of 50 or more people, cooking, open flame, use of pyrotechnics or fireworks, a change of building use (i.e. a warehouse use for an assembly space), electricity or temporary membrane structures (tents or canopies), and a separate permit may be required from the Orange County Fire Authority (OCFA). 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. 5.3.4 Traffic Control Plan and Parking Event producers requiring street closures and traffic modifications that pose a significant impact to vehicular traffic must have an approved traffic control plan created by a licensed and qualified traffic control company. All traffic plans are subject to final approval by the City’s Traffic Engineer and the SAPD. Events taking place in a portion of a parking lot or alley are also subject to traffic control plans by a traffic control specialist and must obtain final approval by the City’s Traffic Engineer and the Santa Ana Police Department. In the event that water filled traffic barriers (k-rails) are required, it is the responsibility of the event producer to obtain the k -rails and a water truck capable of filling the k-rails to ensure the barriers effectiveness. The Public Works Agency requires the use of water filled K-rail when the street or alley being closed or any of the two end of the block streets are classified larger than a residential street, per The City of Santa Ana’s Master Plan of Streets and Highways or whenever Traffic Engineering staff feel there’s the potential for a safety hazard to occur. In the event that water filled K-rail is required, it is the applicant’s responsibility to ensure that the traffic control company is able to provide the water truck service necessary to completely fill all required water filled K-rails. 5.3.5 Stages and Other Temporary Structures Separate building permits may be required for stages and other temporary structures such as platforms and grandstands/bleachers that measure over 5 feet 9 inches in height. Applicants shall submit Exhibit 2 8 the building permit applications and plans no less than one month prior to their event to allow sufficient time for review and issuance of the permit. 5.3.6 Temporary Signage Permits SAMC Sec. 41-814 et seq. and Citywide Design Guidelines contain regulations and specifications of signs that may be located on private property within the City. Event applicants interested in installing temporary signs or banners on private property are required to apply for a temporary sign permit through the Planning Division. 6.0 FEES, PAYMENTS, DEPOSITS, AND INSURANCE 6.1 Fees and Payments The permit fees referenced in this Policy are listed in the City Council approved Miscellaneous Fees Schedule. 6.2 Deposits Applicants must pay a deposit as listed in the City Council approved Miscellaneous Fee Schedule at the time of application. Deposits will be refunded following the event when all conditions set forth in the permit are fulfilled. Reservation deposits are not refunded until after the final reservation and if no damage has been incurred. 6.3 Insurance and Indemnity Provisions The City requires applicants to provide liability insurance for an event and film permit. Insurance requirements are determined based on the City’s risk assessment of the activity/event. . Insurance requirements are no less than $1,000,000 per occurrence for bodily injury and property damage. Insurance requirements vary by the type of event, facility, and number of anticipated guests, and are subject to change without notice. Insurance requirements fulfilled prior to approval of the application and proof of insurance required 30 calendar days or more prior to the event. 7.0 RESERVATION CANCELLATIONS AND PERMIT AMENDMENTS 7.1 Permit Cancellations Permit cancellations and refunds will be processed as follows: All cancellations may incur a cancellation fee for each occurrence as dictated by the Miscellaneous Fee Schedule. Failure by the applicant or authorized event contact person to arrive at a scheduled event, and/or failure to provide written cancellation notice will be considered a “No Show.” Applicants with three or more “No Shows” may lose reservation privileges and remaining reservations will be cancelled for the calendar year. Exhibit 2 9 7.2 Permit Amendments Permit amendments include, but are not limited to the following: date, time and amenities. One change permitted at no charge if requested 5 days or more prior to reservation. A Processing Fee may be charged for each subsequent change. Dependent on when request is submitted, other fees may apply for cancellations or modifications to the original reservation. No refunds or credits will be issued for early departure from an approved permit. 8.0 ADDITIONAL CITY POLICIES AND AGREEMENTS This Policy may be subject to other City Council approved policies and agreements that establish separate user reservation relationships and associated fees for specific programs and/or entities. Exhibit 2 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 2 Table of Contents LETTER FROM THE CITY MANAGER ............................................................................................................ 3 EVENT APPLICANT CLASSIFICATIONS ........................................................................................................ 4 EVENT PERMIT CLASSIFICATIONS (Park Facility and Film Permits Only) ............................................ 4 TYPES OF PERMITS .......................................................................................................................................... 5 A. PARK FACILITY PERMIT ...................................................................................................................... 5 B. FILM PERMIT ........................................................................................................................................... 5 C. LAND USE CERTIFICATE ..................................................................................................................... 5 D. SPECIAL EVENT PERMIT ..................................................................................................................... 5 EVENT PERMIT PROCESS ............................................................................................................................... 6 A. Application Submittal ............................................................................................................................... 6 B. Application Review Process ................................................................................................................... 7 C. Pre-Event Planning Meeting................................................................................................................... 7 D. Final Permit Application Approval ......................................................................................................... 7 E. Right To Appeal ................................................................................................................................. 7 PERMIT REQUIREMENTS ................................................................................................................................ 8 A. EVENT SUMMARY ................................................................................................................................. 8 B. PUBLIC HEALTH ..................................................................................................................................... 9 C. PUBLIC SAFETY ................................................................................................................................... 10 FEES, DEPOSITS, AND INSURANCE ........................................................................................................... 13 A. FEES ..................................................................................................................................................... B. DEPOSITS .............................................................................................................................................. RESERVATION CANCELLATIONS ............................................................................................................... 15 AND PERMIT AMENDMENTS ........................................................................................................................ 15 ADDITIONAL CITY POLICIES AND AGREEMENTS ................................................................................... 15 CHECKLIST FOR EVENT PERMIT APPLICATION ...................................................................................... 15 EXHIBIT 1 .......................................................................................................................................................... 16 EVENTS PERMIT POLICY ............................................................................................................................ 16 EXHIBIT 2 .......................................................................................................................................................... 17 EVENT PERMIT APPLICATION ................................................................................................................... 17 EXHIBIT 3 .......................................................................................................................................................... 22 80% APPROVAL PETITION FORM ............................................................................................................. 22 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 3 Thousands of events such as celebrations, community based festivals, fairs, sporting events and other similar events conducted within the City enhance the vitality, quality of life, and economic prosperity of Santa Ana. The intent of this Events Permit Guide (Guide) is to provide guidance for use of City facilities by residents, community organizations, businesses, and nonresidents for 1) Park Facility Permits; 2) Film Permits; 3) Land Use Certificates and 4) Special Event Permits. This Guide corresponds with the Events Policy (Policy) outlining procedures and requirements associated with the management of events, filming, parades, land use and publically owned land permitting in the City of Santa Ana. On behalf of the City of Santa Ana, thank you for contributing to the spirit and vitality of our community through your event. LLLEEETTTTTTEEERRR FFFRRROOOMMM TTTHHHEEE CCCIIITTTYYY MMMAAANNNAAAGGGEEERRR Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 4 Event applicants are classified into the below groups for purposes of assessing fees and determining priority of use as described below. EVENT PERMIT CLASSIFICATIONS (Park Facility and Film Permits Only) The resident and nonresident event permits define the scheduling priority and corresponding fees. Priority 1 City-sponsored special event serving Santa Ana residents. Priority 2 Resident: Non-Profit Organization (Special Events) High School or College Students Resident and Non-Resident (Film) Priority 3 Resident: Private Party or Business Priority 4 Resident: Private Party or Business for Profit Making Priority 5 Non-Resident: Private Party or Business Priority 6 Non-Resident: Private Party or Business for Profit Making EEEVVVEEENNNTTT AAAPPPPPPLLLIIICCCAAANNNTTT CCCLLLAAASSSSSSIIIFFFIIICCCAAATTTIIIOOONNNSSS Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 5 A. PARK FACILITY PERMIT Allows the temporary use of a public park, field and/or facility for conducting certain outdoor and indoor, short-term events which are conducted completely or partially on City-owned or controlled park property pursuant to SAMC Sec. 31-3. B. FILM PERMIT Allows commercial motion picture or electronic video tape in or upon any property owned or controlled by the City of Santa Ana SAMC Sec. 10-2(a). Locations vary and are citywide. C. LAND USE CERTIFICATE Allows temporary use of private commercial property for conducting certain outdoor, short-term activities, which may be related to the onsite business pursuant to SAMC Sec. 41-195.5. This permit is originated and managed by the Planning and Building Agency (Planning Division) in conjunction with the Police Department and Orange County Fire Authority, depending on the nature of the activity proposed. D. SPECIAL EVENT PERMIT Allows temporary use of public property for conducting certain outdoor, short-term events conducted completely or partially on City-owned or controlled public property pursuant to SAMC Sec. 10-22. TTTYYYPPPEEESSS OOOFFF PPPEEERRRMMMIIITTTSSS Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 6 This Guide assists event organizers in developing successful 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. The City Manager’s Office (CMO) or designee (SAMC 10-22) manages the event permit process. Various city departments, along with partner agencies may have regulatory authority related to elements in an event application and participate in the review process. This provides a coordinated approach to the planning, review, and on -site management of events. The permit process is as follows: A. Application Submittal Applicant completes an event permit application, site plan, traffic plan and additional supporting documentation for the corresponding departments no earlier than six (6) months before and no later than 45 business days prior to event. Submittal of the permit application or initiation of the review process does not deem the permit application approved, nor should an event producer begin to advertise or execute their event without final written approval from the reviewing agency. Applications submitted within the 45 business day guidelines may be denied or may be subject to expedited processing fees. Expected attendance for events includes total participants and/or spectators, vendors, exhibitors, staffing, etc. Major special events will take precedence over moderate and minor special event dates. Table 1 - Park Facility Permit Categories A permit application shall be submitted no earlier than 180 days for larger scale Special Events that require comprehensive event details and coordination (SMAC 10-22.2) At the sole discretion of the City of Santa Ana, event producers may submit written amendments to the initial permit application due to unique or changing circumstances related to the event. PARK FACILITY PERMIT CATEGORY EXPECTED ATTENDANCE APPLICATION SUBMITTAL DEADLINE MAJOR 1,001 and Up Between ninety- (90) business days to one (1) year prior to the event date. MODERATE 100 – 1,000 Between forty-five (45) business days and six (6) months prior to the event date. MINOR Up to 100 EEEVVVEEENNNTTT PPPEEERRRMMMIIITTT PPPRRROOOCCCEEESSSSSS Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 7 B. Application Review Process Throughout the review process, the City may request additional information and/or documents for clarification. Delays in providing the requested information may affect the ability to complete the permit application review in a timely manner. Once the review process is completed, applicants will receive notification of the status of their application. C. Pre-Event Planning Meeting After the application approval, a pre-event planning meeting may be scheduled with the event producer. The purpose of the pre-event meeting is to discuss the event in detail, address any changes, conflicts or concerns, and troubleshoot solutions. Additional representatives of the city or partner agencies participate in the meetings as appropriate. A Post-Event Meeting may be scheduled at the request of the city or event producer D. Final Permit Application Approval Final approval of the permit application includes the city receiving all requested documentation and payment prior to the event. Deadlines for requested information and final payment varies for each application. The event applicant is responsible to submit all requested documentation and payment before the agreed upon deadline. E. Right To Appeal The Right to Appeal for Park Facility Permits is pursuant to SAMC Section 31-3.3, Film Permits SAMC Section 10-5, Special Event Permits SAMC Section 10-14, and Land Use Certificates SAMC Section 41-677 provides for an appeal process for denial and revocations. Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 8 A. EVENT SUMMARY An event summary provides an overview of the requested event and is essential information that should be included with the permit application. 1. Admission Includes all admission/registration/participant fee information related to the event. 2. 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. 3. Event Time Line Detailed timelines are required when completing the permit application and include setup, takedown and all activity times. The time denoted on the final permit is determined by the times provided by the applicant. Set-up and cleanup completion time should correspond with the permit and insurance documents must cover the entire length of the event. 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). 4. Private Property Venue Special events that utilize private commercial property for any portion of the event are required to include a signature by the private property owner on the application or submit a letter authorizing use of the property from the property owner or property manager. Private events taking place on private residential property are not included in the event permit process and need to comply with the existing City of Santa Ana zoning requirements for residential property. 5. Public Notification All Park Facility Permit events require a public notification to local neighborhood associations and businesses adjacent to the park or venue. Major special events require public notification thirty days prior to the event PPPEEERRRMMMIIITTT RRREEEQQQUUUIIIRRREEEMMMEEENNNTTTSSS Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 9 date. Minor and Moderate special event notification requires fourteen days prior to the event date. Events that include a street closure requires the event organizer to petition all residences and businesses within the enclosed street closure boundaries wherein pedestrian and vehicular ingress and egress is impacted by the special event and obtain a percentage of signatures that is deemed acceptable by the Police Chief or designee (SAMC 10-22(b)(10)). 6. Site Plan A detailed map/site plan with the permit application is required illustrating the proposed event and includes the following: location and description of structures, placement and number of any refuse and recyclable containers, portable restrooms, fences, barricades, sound system, canopies/tents, stages, parking areas, location of all street closures and detours, etc. For runs or cycling events, routes to be followed and location of staging area from which participants will exit, information/aide booths, checkpoints, route monitor locations, spectator areas, etc. are required. 7. Business License The City of Santa Ana requires all persons conducting business within the City to obtain a business license prior to their event. Event producers and any participating, onsite vendors or exhibitors require licenses. Current Santa Ana businesses may show proof of a current business license. Gratuitous Licenses are also available for businesses outside of Santa Ana and are good for up to one year of issuance. B. PUBLIC HEALTH 1. Food and Beverage Distribution In accordance with the California Health and Safety Code, an Organizer permit is required when two or more food vendors are participating at a community event. If the applicant is planning to operate a Temporary Food Facility (TFF) during an event, they are required to apply, meet requirements and obtain a TFF permit prior to selling or giving away food or beverage at an event. The California Health and Safety Code requires a TFF Permit of any person or organization providing food at a community event. All food vendors, including permitted restaurants, are required to apply for and obtain a TFF Permit when participating in a community event. 2. Alcohol Sale or Service If the sale of alcohol or public service of alcohol is included in a Park Facility Permit event, authorization from the State of California Department of Alcohol Beverage Control (ABC) is required prior to the issuance of a Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 10 permit. The City may place restrictions on the management of alcohol at a proposed event. Santa Ana Municipal Code Sec. 31 -2.1 prohibits the consumption or possession of alcoholic beverages in a city park (SAMC 31-2.1) unless permitted through issuance of a permit (SAMC 31-3). In the instance that a City Council approved contract permits t he sale and public service of alcohol, the sale and service of alcohol may be discontinued or terminated if it is deemed to be inconsistent with the terms and conditions of permitted use (SAMC 31-2). 3. Amplified Sound Amplified sound permits are available for events at City parks. Amplified sound means music or speech projected or transmitted by artificial means, including, but not limited to, amplifiers, loudspeakers or any similar devices (SAMC Sec. 31-1.1). Additional restrictions may apply for any events near residential areas and/or business districts. 4. Waste Management Plan Event organizers must arrange for provision of containers and collection of water, trash and recyclables by contacting the City’s Exclusive Waste Hauler. Recycling containers for the following materials is required for plastic, glass, metal, paper and cardboard. The specifications of the containers, including size, type, location, and pickup/delivery times is required on the event site plan. Clean up of all trash after the event is required in all areas, and if needed, power washing of any grease or food waste contamination will be required. Event area will be subject to inspection post-event. C. PUBLIC SAFETY 1. Police Services During the pre-event meeting, the SAPD will determine the type of police services needed and number of officers. Applicants are directly responsible for the cost of Police Services and unpaid services will result in rejection of future applications. The City reserves all legal rights to recoup any unpaid fees. 2. Security Services SAPD 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. Licensed security personnel in uniform are required and subject to approval by the City. Proof of obtaining security personnel is due to the SAPD two weeks prior to the event. Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 11 3. Fire Prevention Inspection Events that require street closures, the assembly of 50 or more people, cooking, open flame, use of pyrotechnics or fireworks, a change of building use (ex.; a warehouse used for an assembly space), electricity or temporary membrane structures (tents or canopies), and a separate permit may be required from the Orange County Fire Authority (OCFA). 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. 4. Traffic Control Plan and Parking Event producers requiring street closures and traffic modifications that pose a significant impact to vehicular traffic must have an approved traffic control plan created by a licensed and qualified traffic control company. All traffic plans are subject to final approval by the City’s Traffic Engineer and the SAPD. Events taking place in a portion of a parking lot or alley are also subject to traffic control plans by a traffic control specialist and must obtain final approval by the City’s Traffic Engineer and the Santa Ana Police Department. The City of Santa Ana Public Works Agency requires the use of water filled K-rail when the street or alley being closed or any of the two end of the block streets are classified larger than a residential street, per The City of Santa Ana’s Master Plan of Streets and Highways or whenever Traffic Engineering staff feel there’s the potential for a safety hazard to occur. In the event that water filled K-rail is required, it is the applicant’s responsibility to ensure that the traffic control company is able to provide the water truck service necessary to completely fill all required water filled K-rails. Should an event pose a significant impact to public or neighborhoo d parking, a parking and shuttle plan will be required. Parking plans include user agreements for alternative parking lots, shuttle service, and other alternative methods of transportation. Shuttle plans include the location of the shuttle lot, agreement or permission for use of an alternative lot, shuttle route and drop off location. 5. Stages and Other Temporary Structures Separate building permits may be required for stages and other temporary structures such as platforms and grandstands/bleachers that measure over 5 feet 9 inches in height. Applicants shall submit the building permit Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 12 applications and plans no less than one month prior to their event to allow sufficient time for review and issuance of the permit. 6. Temporary Signage Permits Santa Ana Municipal Code Sec. 41-814 et seq. and Citywide Design Guidelines contain regulations and specifications of signs that may be located on private property within the City. Event applicants interested in installing temporary signs or banners on private property are required to apply for a temporary sign permit through the Planning Division. Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 13 A. Fees The reservation fees referenced in this Policy are listed in the City Council approved Miscellaneous Fees Schedule. B. Deposits Applicants must pay a deposit as listed in the City Council approved Miscellaneous Fee Schedule at the time of application. Deposits will be refunded following the event when all conditions set forth in the permit are fulfilled. Reservation deposits are not refunded until after the final reservation and if no damage has been incurred. C. Insurance and Indemnity Provisions i. Commercial General Liability Insurance The Event Producer or PERMITTEE shall maintain commercial general liability insurance naming the City of Santa Ana, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and dam age to property, resulting from any act or occurrence arising out of PERMITEE’S operations in the performance of this Agreement, including, without limitation, acts involving vehicles. Risk Management will review each application and determine the amount of insurance that will be required. Insurance requirements are likely to be in the vicinity of $1,000,000 to $5,000,000 per occurrence. The City reserves the right to modify these requirements based on the nature of the risk, prior events, insurance coverage, or other special circumstances. PERMITTEE shall supply City with a fully executed additional insured policy endorsement. This insurance is primary and non -contributing with any other valid and collectible insurance or self -insurance available to the City. ii. Business Automobile Liability Insurance PERMITTEE shall maintain business automobile liability insurance or an equivalent form with a limit of not less than $1,000,000 each accident. Such insurance shall include coverage for owned, hired and non -owned automobiles. (This coverage is not required if PERMITTEE shall not use or operate automobiles in connection with the permitted event). iii. Worker's Compensation Insurance In accordance with the provisions of California Labor Code Section 3700, if PERMITTEE has any employees, is required to be insured against liability for worker's compensation or to undertake self -insurance. Prior to commencing the performance of the work under this Agreement, PERMITTEE agrees to FFFEEEEEESSS,,, DDDEEEPPPOOOSSSIIITTTSSS,,, AAANNNDDD IIINNNSSSUUURRRAAANNNCCCEEE Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 14 obtain and maintain any employer's liability in surance with limits not less than $1,000,000 per accident. iv. Other Insurance Risk Management will review each application and determine if any additional insurance will be required such as Professional Liability, Errors and Omissions, Sexual Abuse or Molestation (SAM) Liability, Pollution Liability, Cyber Liability, and Aviation Services Including Unmanned Aircraft's (Drones). The event producer or PERMITTEE shall maintain all insurance required above in full force and effect for the entire period covered by their permit. Certificates of insurance shall be furnished to the City fifteen (15) business days before the first event date and will require final approval by the Risk Management Division. Incomplete or incorrect insurance forms may delay or cancel the issuance of a permit. v. Third Party Insurance PERMITTEE shall require and verify that any hired vendors such as food/catering trucks, portable restroom companies, traffic control companies, shuttle providers, security companies working or staging equipment ma intain insurance. vi. Waivers Event waivers must include an indemnification clause that holds the City of Santa Ana 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. Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 15 A. Permit Cancellations Permit cancellations and refunds will be processed as follows: All cancellations may incur a cancellation fee for each occurrence as dictated by the Miscellaneous Fee Schedule. Failure by the applicant or authorized event contact person to arrive at a scheduled event, and/or failure to provide written cancellation notice will be considered a “No Show.” Applicants with three or more “No Shows” may lose reservation privileges and remaining reservations will be cancelled for the calendar year. B. Permit Amendments Permit amendments include, but are not limited to the following: date, time and amenities. One change permitted at no charge if requested 5 days or more prior to reservation. A Processing Fee may be charged for each subsequent change. Dependent on when request is submitted, other fees may apply for cancellations or modifications to the original reservation. No refunds or credits will be issued for early departure from an approved permit. This Policy may be subject to other City Council approved policies and agreements that establish separate user reservation relationships and associated fees for specific programs and/or entities. Please include the following documents with your application:  Insurance Certificate  Additional Insured Endorsement page or Blanket Endorsement  Proof of Identification (i.e. valid driver’s license, valid identification card, lease agreement or mortgage statement, home utility bill, et c.) AAADDDDDDIIITTTIIIOOONNN AAALLL CCCIIITTTYYY PPPOOOLLLIIICCCIIIEEESSS AAANNNDDD AAAGGGRRREEEEEEMMMEEENNNTTTSSS CCCHHHEEECCCKKKLLLIIISSSTTT FFFOOORRR EEEVVVEEENNNTTT PPPEEERRRMMMIIITTT AAAPPPPPPLLLIIICCCAAATTTIIIOOONNN RRREEESSSEEERRRVVVAAATTTIIIOOONNN CCCAAANNNCCCEEELLLLLLAAATTTIIIOOONNNSSS AAANNNDDD PPPEEERRRMMMIIITTT AAAMMMEEENNNDDDMMMEEENNNTTTSSS Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 16 Approved by City Council xx/xx/xxxx EEEXXXHHHIIIBBBIIITTT 111 CCCIIITTTYYY OOOFFF SSSAAANNNTTTAAA AAANNN AAA EEEVVVEEENNNTTTSSS PPPEEERRRMMMIIITTT PPPOOOLLLIIICCCYYY Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 17 https://www.santa-ana.org/parks/event-planning EEEXXXHHHIIIBBBIIITTT 222 CCCIIITTTYYY OOOFFF SSSAAANNNTTTAAA AAANNNAAA EEEVVVEEENNNTTT PPPEEERRRMMMIIITTT AAAPPPPPPLLLIIICCCAAATTTIIIOOONNN Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 18 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 19 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 20 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 21 Exhibit 3 City of Santa Ana Events Permit Guide November 16, 2021 22 EEEXXXHHHIIIBBBIIITTT 333 CCCIIITTTYYY OOOFFF SSSAAANNNTTTAAA AAANNNAAA 888000%%% AAAPPPPPPRRROOOVVVAAALLL PPPEEETTTIIITTTIIIOOONNN FFFOOORRRMMM Exhibit 3 [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 1 Proposed Events Permit Policy City of Santa Ana Events Permit Guide [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 2 WHY A POLICY? •Provides effective framework and Guidance for Use of City Facilities Related to –Park Facility Permits –Film Permits –Land Use Certificates –Special Event Permits •Provide Equitable & Reasonable Access to City Public Facilities •Governs All City Properties & Supporting Amenities [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 3 BENEFITS OF A POLICY •Aligns with City’s Core Mission, Vision & Values •Equitable Pricing & Access •Operates in Fiscally Responsible Manner •Supports a Healthy, Safe & Vibrant Community [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 4 PROPOSED POLICY •User Classifications •Types of Permits •Permit Process And Requirements •Fees & Insurance [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 5 EVENTS PERMIT APPLICATION GUIDE •Corresponds With The Policy •Outlines Permit Procedures and Requirements [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 6 NEXT STEPS •Adopt Proposed Resolution for Events Permit Policy (November 16, 2021) •Amend Miscellaneous Fee Schedule •Implementation of Policy and Fee Schedule (January 1, 2022) [Events Permit Policy] [Parks, Recreation and Community Services] [November 16, 2021] Slide 7 QUESTIONS