SUBMITTAL NOTE CITY OF CAMARILLO Department of Community Development 601 Carmen Drive Camarillo, CA 93010 Phone 805.388.5360 // FAX 805.388.5388 Email: planningdept@ci.camarillo.ca.us City of Camarillo Department of Community Development SPECIAL EVENT PERMIT Application PROJECT City staff use SPECIAL EVENT PERMIT NO. Date Filed: Received by: Fee: $311 $1,840 NON-PROFIT Deposit: HTE No.: (KEEP RECEIPT WITH APPLICATION) A Special Event Permit should be filed with the Department of Community Development at least thirty (30) days prior to the first day of the event. Special Event Permits will not be issued for any activity that conflicts with the City of Camarillo Municipal Code, and no person shall operate, conduct or maintain any business or operation which is in conflict with the Camarillo Municipal Code. (NOTE: Please do not wait for insurance information to turn in this application.) For filming events, please use separate SPECIAL EVENT PERMIT FILMING APPLICATION REQUEST Information provided is public information APPLICANT ADDRESS City State Zip Main Contact Person (please print) Phone ( ) FAX number ( ) Mobile number ( ) E-Mail Additional Contact Person(s) Phone (8 am-5 pm) ( ) FAX number ( ) Mobile number ( ) E-Mail TYPE of Special Event permit being requested (only as permitted in Municipal Code 19.63.020): (i.e. grand opening, sidewalk sale, etc.): Title/Name of event: Purpose of event? LOCATION(S) (including address) SET-UP DATE: CLEANUP DATE: ACTUAL EVENT DATE: ADDITIONAL DATE(s): ADDITIONAL DATE(s): TIME SETUP STARTS: TIME CLEANUP COMPLETE: TIME(s) of ACTUAL EVENT: TIME(s): TIME(s):
SPECIAL EVENT APPLICATION // PAGE 2 OF 7 SUMMARY of proposed event NOTE: As a result of the City Council s adoption of Ordinance 1053 on April 28, 2010, and effective May 28, 2010, smoking is no longer permitted at any public event (including those held on private property) in the City of Camarillo. This new law affects all areas within an event s permitted site, including parking lots, streets and sidewalks, beginning 60 minutes prior to the event s start to 60 minutes after its conclusion. Is this a private event OR Is this a public event? (check one) If this is a fundraiser, who is the charity? Are admission fees required? No Yes Type Number of people anticipated: ; Number of staff/volunteers: Please note: If your event will have 2,000 or more participants, or an admission fee will be charged, a Recycling Data Form will be required to be completed. DESCRIPTION of proposed event (a brief explanation of all activity that will take place at the event): What is the contact name and phone number for the Applicant that can be given to the public? Name: Phone number: ( ) Is there a website with further info? No Yes http:// Do you want this listed on the City / Chamber of Commerce website under Events? No Yes If yes, please give a small blurb describing the event: Phone number to be listed: OTHER AGENCIES (permits are required) Other agency involved Address Other agency involved Address Other agency involved Address Other agency involved Address
SPECIAL EVENT APPLICATION // PAGE 3 OF 7 EVENT PARTICIPANTS: For approval, the applicant/permittee must purchase a blanket business tax license for the event OR furnish the city with the name, address, and phone number of all event/party vendors. Vendors include, but are not limited to, the following: independent contractors, sales and/or beauty consultants, photographers, suppliers, entertainers, caterers, etc. that may conduct seminars, provide services, sell a product, solicit for business with business cards, flyers, and/or supply or lease equipment, tents, tables, equipment, etc. Vendors are required to possess or apply for a valid City of Camarillo Business Tax Certificate (license) no later than ten (10) business days prior to the event and must keep the business tax certificate within his or her possession at the event. Please contact the Business Tax Division for any questions (805.388.5330). MUSIC / SOUND Will there be: music? No Yes Type: Will there be live music: No If no, how will music be played? Yes If yes, name of band: Type of music: What time will the musicians/dj setup? Date: Time: Will there be sound checks? Amplified sound? No Yes Type: Times of the sound: Generator? No Yes Type: Location of generator: Describe noise level: VENDORS Will event have vendors / displays / information booths? No Yes How many? Type: What will the vendors be selling? Will the vendors be donating their profits? No Yes Where will they be setup? What time will the vendors setup? Date: Time: What time will vendor cleanup be complete? Date: Time: PLEASE NOTE: If any food or beverages are provided (even pre-packaged or bottled water) the applicant must contact the County of Ventura Environmental Health at 805.654.2431 for requirements. Will food be provided? No Yes What type? By whom? Will food be cooked on-site? No Yes Open flame? No Yes Deep fryer No Yes Warming device No Yes Will beverages be provided? No Yes What type?
SPECIAL EVENT APPLICATION // PAGE 4 OF 7 ALCOHOL Will alcohol be served? No Yes By whom? If yes, will there be a charge for the alcohol? No Yes (Proof of ABC license required.) How will alcohol sales be regulated? PLEASE NOTE: If alcohol will be served or sold, the event organizer/applicant must be at least 21 years of age. PLEASE NOTE: If the event is taking place on City property, City Council approval will be required. MISCELLANEOUS INFORMATION Will the parking lot be used for event activities? No Yes How many spaces? Will there be canopy(s)? No Yes How many? Size Will there be tent(s)? No Yes How many? Size (Fire Dept. permit may be required for canopies or tents.) Will security be provided? No Yes By whom? Will additional lighting be provided: No Yes What kind? Will there be any temporary construction? No Yes What kind? Will there be any permanent construction? No Yes What kind? Does the event site provide adequate electrical hookups? No Yes Will there be any temporary electrical work? No Will there be any permanent electrical work? No Yes What kind? Yes What kind? Will there be animals? No Yes How many? Type: Who will be the caretaker of the animals? LIST ALL OTHER ACTIVITY Will there be child-specific activities? No Yes If yes, please list: (All activities for children must be supervised by an adult at all times.) List all other types of activities (i.e. Jolly Jump, cake walk, rides)
RESTROOMS SPECIAL EVENT APPLICATION // PAGE 5 OF 7 Will the event participants be permitted to use restrooms onsite? No Yes If not, will portable restrooms be provided? No Yes Company: List all locations: VOLUNTEERS / STAFF Volunteer coordinator: Organizations volunteering: How many volunteers: How many paid staff: PARKING PLAN List all on-site parking locations: Number of vehicles this location will accommodate: List all off-site parking locations: Volunteer parking locations: Number of vehicles this location will accommodate: Number of vehicles this location will accommodate: PLEASE NOTE: Evidence of property owner permission of the off-site locations must be provided to the City before the event. BANNER // OTHER SIGNAGE Banner for event? No Yes - Please indicate the following (must conform with Sign Ord.): Will the banner be up for the day of the event only? No Yes If no, what date will banner be put up: Date to be taken down: DIMENSIONS: AREA sq. ft. (36 sq. ft. max.) Banner colors: Wording: Location of banner: How will it be attached/displayed? Describe any other proposed signage for event: Materials:
SPECIAL EVENT APPLICATION // PAGE 6 OF 7 Will event use City streets? No Yes If yes, please list: Will there be excessive traffic before/during/after the event? No how that will be mitigated. Yes If yes, please explain Will the streets need to be partially closed? NO Yes Will the streets need to be closed? NO Yes (Street closures require City Council approval.) Barricade company No Yes Name: RUN/WALK EVENTS // PARADES Description of how race/run/walk begins and ends. Is this a timed event? No Yes Do groups of participants start at the same time? No Yes If yes, will the participants overflow onto City streets? No Yes If yes, please explain how this will be mitigated: Will there be water/resting stations? No Yes If yes, how many? Will there be first-aid stations? No Yes (please indicate these location on map) PLEASE NOTE: A traffic control plan may be required to be submitted for approval. Police services may also be required. Exact time road closure begins: Exact time road closure ends: Describe route and submit map (list each street affected): On map, indicate assembly areas, procession route, disbanding areas, and procession street intersections. Will there be an expo associated with this event? No Yes If yes, please list all activity association with the expo (please include a separate site plan for expo):
SPECIAL EVENT APPLICATION // PAGE 7 OF 7 SIGNATURES Both required Event Name: APPLICANT: I hereby certify the following: I have read and understand and agree to comply with Sections 10.38.010 through 10.38.030 of the Municipal Code (set forth on the following page). I understand that any violation of any part of the Municipal Code could lead to the closing/cancelling of the event. I understand that any violation of the conditions of approval could lead to the closing/cancelling of the event. I will provide proper insurance (Certificate of Insurance and Endorsement Form). I further certify that the information included herein is accurate. Signature (Print Name Here) Date Title Check here if Applicant is Property Owner Initial here PROPERTY OWNER/MANAGER permission (if other than applicant): (REQUIRED: the application is not considered complete until the City has received the property owner/manager/legal representative s permission for the applicant to use the property. The application may be turned in without this approval, but the approval must be received a maximum of three (3) days after City has received the application. Acceptable forms of permission are a signature below or an email or a fax stating the event and the information below. As legal owner/manager/legal representative of the property, I hereby give my consent and approval of the filing of this Special Event Permit application. Property Owner / Property Manager / Legal Representative: Signature (Print Name) Date Title Company/Entity Name: Email: Phone CITY REVIEW Staff Comments: COMMUNITY DEVELOPMENT DEPARTMENT Review: Approved / Denied Signature Date (F:\Copies for HANDOUTS\Applications and Procedure guides\applications in Word form\special event 8x11 2012)
SPECIAL EVENT REQUIREMENT INFORMATION PAGE PLEASE KEEP THESE INFORMATION PAGES FOR YOUR REFERENCE. CONTACTS For encroachment permits, contact City Public Works: 805.388.5340 For traffic control plan or other city street questions or events, or large events, contact City Traffic Division: 805.388.5346 For police services/questions, contact the traffic sergeant with the Camarillo Police Department: 805.388.5132 For Business Tax requirements, contact the City Business Tax Division: 805.388.5330 For electricity on City-owned property, contact City General Services Department: 805.388.5377 For recycling requirements and information at events, call the City Manager s office at 805.388.5392. For questions regarding food and/or beverages at an event, contact the Ventura County Environmental Health Department at 805.654.2431 Filming: Fill out Filming application. Also contact Fire Prevention for their requirements: 805.947.8535 For filming in the County areas (outside city limits), call 805.654.2406 For information regarding the marquee at Constitution Park, visit the City s website at www.ci.camarillo.ca.us and fill out the form. For use of the Camarillo Library, contact City General Services at 805.383.5633. CARD TOURNAMENTS & GAMBLING CAMARILLO MUNICIPAL CODE Chapter 10.38 GAMBLING 10.38.010 Gambling restrictions. No person shall keep, conduct or maintain within the city any house, room, apartment, office or place used in whole or in part as a gambling house or place where any game not mentioned in Section 330 or 330a of the Penal Code of the state, is played, conducted, dealt or carried on with cards, dice, balls, billiard balls, pool balls, cues, or other device for money, checks, chips, credit, or any other representative of value, or for merchandise or for anything of value. (Ord. 802 2 (part), 1994.) 10.38.020 Use of premises. No person shall permit any house, room, apartment, office, or place owned by him/her, or under his charge or control in the city to be used in whole or in part for playing, operating, conducting, dealing, or carrying on therein any game or device not mentioned in Section 330 or 330a of the Penal Code of the state with cards, dice, balls, billiard balls, pool balls, cues, or any other device for money, checks, chips, credit or any other representative of value, or for any merchandise, or for anything of value. (Ord. 802 2 (part), 1994.) 10.38.030 Playing or betting. No person shall play or bet at or against any game not mentioned in Section 330 or 330a of the Penal Code of the state, which is played, conducted, dealt or carried on with cards, dice, balls, billiard balls, pool balls, cues or other device for money, checks, chips, credit of any other representative of value or for any merchandise or anything of value. (Ord. 802 2 (part), 1994.) 1. The event must have a Certificate of Registration from the Attorney General s Office issued to a non-profit organization pursuant to the Business & Professions Code. 2. The event shall operate in accordance with the Business & Professions Code (Sections 19985 through 19987) which specifically authorizes non-profit organizations to conduct what are referred to as controlled games as fundraisers under specified circumstances. 3. The non-profit organization can hold only this one event of this type this one calendar year. 4. The event cannot last more than 5 consecutive hours; all participants must be 21+; and there cannot be any cash prizes (donated prizes are okay so long as the value of each prize is $500 or less and the total of all prizes is $5,000 or less). 5. Ninety percent (90%) of the revenues of the event must go directly to the non-profit organization which has obtained the Certificate Of Registration for the event.
SAMPLE OF SITE PLAN REQUIRED INFORMATION REQUIRED SPECIAL EVENT MINIMUM REQUIREMENT INFORMATION PAGE ALL APPLICATIONS: Backup material: Plot plan/site plan indicating location of event Property owner s approval Certificate of Insurance Endorsement sheet (samples available) ADDITIONAL MINIMUM REQUIREMENTS FOR CONSTITUTION PARK Deposit for cleanup (refundable per Section 11.2 of the City of Camarillo Administrative Policies and Procedures governing Performing Arts Pavilion/Constitution Park.) ADDITIONAL MINIMUM REQUIREMENTS FOR PARADE/RACE Applicable fee or deposit (i.e. police services) Contact the Fire Protection District at 805.389.9738 Contact the Camarillo Police Department Traffic Division at 805.388.5132 for security requirements; use of firearms or simulated firearms; and/or use of public streets Plot/Site plan and/or map indicating the location of the event and include the following: The plans should be accurately drawn on an 8½ x 11 page format and must be complete before the application can be accepted for consideration. 1. Address and location of site with nearest cross streets 2. All entrances and exits 3. Existing structure(s) 4. Location of recycling and trash containers 5. All temporary buildings, tents, equipment, portable restrooms, public address systems, rides and attractions, generators, and appurtenances which are a part of the event. (Please note that an encroachment permit will be required for any items that will be located in the public right-of-way.) 6. Location of parking areas (including disabled access) Parking Please provide a detailed description and/or diagram indicating the proposed parking plan and/or shuttle plan for the event. Include a description of the parking/shuttle plan for the disabled. If handicapped spaces are being used for the event activities, indicated where these spaces will be temporarily replaced. (if necessary, use additional sheets and attach)
SPECIAL EVENT REQUIREMENT INFORMATION PAGE MINIMUM GENERAL CONDITIONS FOR ALL APPROVALS (PLEASE NOTE: Upon approval, Special Conditions will be included in approval letter/permit pertinent to the particular event.) 1. Applicant/Permittee, or its representative, must sign and return the original permit to the City of Camarillo within three (3) business days from receiving the permit. Failure to do so will be deemed a withdrawal of the Applicant/Permittee s application. 2. Applicant/Permittee agrees to indemnify, defend (at city s request and with counsel satisfactory to city), and hold city harmless from and against any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys fees and disbursements (collectively, Claims ) arising out of or related to Applicant/Permittee s acts, errors or omissions, negligence, or wrongful conduct in connection with this permit. For purposes of this condition city includes the City of Camarillo s elected and appointed officers, officials, employees, agents, representatives, and volunteers. The provisions of this section do not apply to Claims occurring as a result of the city s sole negligence or willful acts or omissions. 3. Insurance requirements: Certificate of Insurance Endorsement sheet (samples available) (Please do not wait for insurance information to turn in application) At all times this permit is effective, Applicant/Permittee must procure and maintain commercial general liability insurance with a minimum coverage limit of $2,000,000 General Aggregate and $1,000,000 per occurrence. Commercial general liability insurance must meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88 (or more recent version). The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage. Liability policies must be endorsed to name the City of Camarillo, it officials, and employees as additional insured under such insurance coverage and to state that such insurance will be deemed primary so that any other insurance that may be carried by city will be excess thereto. Such insurance will be on an occurrence, not a claims made, basis and may not be cancelled or subject to reduction except upon thirty (30) days prior written notice to city. Applicant/Permittee must furnish to city duly authenticated certificates of insurance evidencing maintenance of the insurance required under this permit, all required endorsements, and such other evidence of insurance or copies of policies as may be reasonably required by city from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of A:VII. 4. Should city determine it is necessary to take legal action to enforce any of the provisions of these permit conditions, and such legal action is taken, the Applicant/Permittee will be required to pay any and all costs of such legal action, including reasonable attorney s fees, incurred by city, even if the matter is not prosecuted to a final judgment or is amicably resolved, unless city should otherwise agree to waive or reduce such fees and costs, or the Applicant/Permittee is the prevailing party in such legal action. 5. The applicant will be liable to the City of Camarillo for expenses incurred for extraordinary service to this event. 6. Contact Camarillo Business Tax Division at 805.388.5330 for their requirements. Immediately upon receipt of the approval letter, the Applicant/Permittee for a special event including a charitable or non-profit organization is required to contact the Camarillo Business Tax Division at 805.388.5330. Immediately upon receipt of this approval letter, the applicant/permittee must furnish the city with the name, address, and phone number of all event/party vendors. Vendors include but are not limited to the following: independent contractors, sales and/or beauty consultants, photographers, suppliers, entertainers, caterers, etc. that may conduct seminars, provide services, sell a product, solicit for business with business cards, flyers, and/or supply or lease equipment, tents, tables, equipment, etc. Moreover, the applicant must provide any other information which the Business Tax Division may require. Vendors are required to possess or apply for a valid City of Camarillo Business Tax Certificate (license) no later than ten (10) business days prior to the event and must keep the business tax certificate within his or her possession at the event. In the event not all vendors have submitted applications ten (10) business days prior to the event, the applicant will be liable to the City of Camarillo for a special event business tax certificate. Applicants may apply for a special event business tax certificate. When the business tax certificate is issued to the applicant, individual vendors will be conclusively presumed to be exempt from the requirement of obtaining a separate business tax certificate for the event. If the applicant is a charitable or non-profit organization and the applicant merely sponsors an event, receives only a percentage of the receipts, or receives a specified amount or fee, then each vendor conducting business at the event must obtain a business tax certificate. The applicant may submit an application that exempts vendors from the requirement of obtaining separate business tax certificates. Exemptions: The burden of proof will be upon the organization or person claiming an exemption. 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