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Community Events Frequently Asked Questions Table of Contents What is a Community Event? 2 What kind of events require a Community Event permit? 2 How do I get a permit to hold a Community Event? 2 How far in advance should an application be submitted? 2 What happens after I submit my Community Event application? 2 What are the fees and charges for a Community Event? 3 What are the security deposit requirements for a Community Event? 3 What are my responsibilities as the renter? 3 What permit do I need if my event has temporary structures such as a stage, tents, obstacles, etc.? 3 What is the noise ordinance for live entertainment? 4 Is insurance required for a Community Event? 4 What permits do I need if my event will have food prepared and sold on-site? What kind of permits do food trucks and stalls need? 4 Can I have alcohol at my park event? 4 What happens if I don’t pay my fees on time? 5 What’s the latest I can change my event date? 5 Where do I make my payments? 5 What forms of payment can I use? 5 Troubleshooting 5 Contact Us 5 ---PAGE BREAK--- 2 What is a Community Event? A community event is any activity open to the public taking place in a city park, street, or other City facility. Private events which impede the Public Right of Way may also be subject to a special requirement. Large private events taking place on City property, depending on the nature of the event, require a TUP (temporary use permit) permit or Community event Permit. Types of Events Festivals, fundraising events, public fun runs/walks, car shows, and resource fairs. Large-scale events may be deemed high impact if they close traffic lanes, utilize significant park space, create noise impacts, attract large crowds, or impact businesses, residents, or traffic. What kind of events require a Community Event permit? Events that are open to the public and take place within the public right-of-way or are located within a park. Typically, these events require permits, licenses and approvals from several city and county departments depending on the size and nature of the community event. How do I get a permit to hold a Community Event? To initiate the community event permitting process, please complete the Community Event Application here. Please note that the acceptance of your application should in no way be construed as final approval of your event. How far in advance should an application be submitted? Community Event applications must be submitted in a timely manner based on the size and type of your event: • Small Events: 3 Months Prior (90 Days) – these are events with less than 500 attendees, or that only use a small portion of the park space. • Large Events: 6 Months Prior (180 days) – these are events with more than 500 attendees, that are well-established, or that use a large portion of the park space. Any event that will be serving alcohol or involves street closures must apply no later than 6 months prior (180 days). Timelines pertaining to events can vary depending on size, location, and the history of the event. For all questions and inquiries regarding events and the deadlines listed above, please contact the Community Event staff directly at [EMAIL REDACTED] What happens after I submit my Community Event application? Once the application has been received you will be contacted via phone or email to discuss your event proposal within 10 days of your submission. ---PAGE BREAK--- 3 What are the fees and charges for a Community Event? Fees vary based on the size, the location, and the type of event. More details will be discussed after submitting your application. What are the security deposit requirements for a Community Event? The security deposit can range from $250 to $1,000 baes on the size and scope of the event. Security deposits are fully refundable if there are not any damages, incidents, or any other causes to withhold. The security deposit refund is via check regardless of which method of payment was used and may take 3 to 6 weeks after your event date. What are my responsibilities as the renter? The renter is responsible for: • All permits, payments, and insurance to be submitted by the designated due dates. • All water, electric, and logistic needs. o Provide restrooms (25% must be ADA accessible) and hand-washing areas. o Provide waste receptacles and clean up the area after use Waste Management trash bins and dumpster if necessary). o Equipment required for rental tables, chairs, tents, sound equipment, generators, and structures). • All detailed site maps and structures to be submitted along with their permits for review. • Collecting insurance from each vendor that will be on City property. • Applying for additional permits such as the Los Angeles County Fire Permit, Los Angeles County Health permit and encroachment permits. • Coordinating street closures, parking arrangements, and ADA accessibility. • Providing and coordinating any security as needed. • Ensuring all items and structures at the event are safe and secure. • Adhering to all rules and policies of use of City of Palmdale parks and facilities. What permit do I need if my event has temporary structures such as a stage, tents, obstacles, etc.? Temporary structures can vary in size and shape from small 10x10 tents to large stages. Tent structures are the most common temporary structures used at events. Tents that are less than 120 square feet do not generally require additional permits or approval. It is the renter’s responsibility to make sure that all structures used at their event are safe for use and secured. Temporary structures such as tents larger than 120 square feet or structures such as stages will need to be reviewed and inspected by the City of Palmdale’s Building and Safety department. Definitions: Building and Safety ---PAGE BREAK--- 4 The City of Palmdale Building and Safety department will review site plans for events, providing inspection services for all work requiring building permits, provides interpretation and enforcement of applicable codes and is responsible for issuing permits. Building and Safety can be reached at the following: (661) 267-5353 38250 Sierra Highway Palmdale, CA 93550 Temporary Structures Community event structures, tents, umbrella structures and other membrane structures erected for a period less than 180 days shall also comply with the California Fire Code (3103.1 general CA Temporary structures and uses shall conform to the structural strength, fire safety, means of egress, accessibility, light, ventilation, and sanitary requirements of this code as necessary to ensure public health, safety, and general welfare (3103.1.1 CA Temporary structures that cover an area greater than 120 square feet, including connecting areas or spaces with a common means of egress or entrance that are used or intended to be used for the gathering together of 10 or more persons, shall not be erected, operated, or maintained for any purpose without obtaining a permit from the building official. In addition, construction documents may be required. Constructions documents are written, graphic and pictorial documents prepared or assembled for describing design, location, and physical characteristics of the elements of a project necessary for obtaining a building permit. For more information on this, please contact Building and Safety at (661) 267-5353. What is the noise ordinance for live entertainment? Amplified sound may not be permitted at any City Park. Please ask Community Events staff for amplified sound requirements at your park of choice. Is insurance required for a Community Event? Yes. General liability is required to hold an event on City property. All vendors who participate in the event are also required to provide insurance and obtain a business license. Please review the Certificate of Liability requirements here. What permits do I need if my event will have food prepared and sold on-site? What kind of permits do food trucks and stalls need? The serving of food onsite will require a Los Angeles County Food Permit. This process can take up to 30 days. For more information, please contact your local Los Angeles County Health Department office. Can I have alcohol at my park event? The use of alcohol at any event requires special approval and authorization. To receive approval, the renter must list what type of alcohol they wish to serve or sell, and provide thorough details ---PAGE BREAK--- 5 on the storage, location, and distribution of the alcohol. The renter will be required to submit a Temporary Use Permit and ABC permit along with proof that law enforcement will be onsite for the event. What happens if I don’t pay my fees on time? All fees must be paid no later than 30 days prior to the rental date. Failure to pay all fees constitutes a breach of contract for use of the park space and may result in the immediate cancellation of the rental date. What’s the latest I can change my event date? Your event date may be changed no later than 30 days prior to the scheduled date. To do so, please contact Community Events staff at [EMAIL REDACTED]. Where do I make my payments? Payments can be made over the phone by calling (661) 267-5611, or in person at our office located at 827 East Avenue Q-9 Palmdale, CA 93550. What forms of payment can I use? Check, debit card and credit card are all allowed. American Express is not accepted. Troubleshooting If you are unable to submit your application, please contact Community Events staff at [EMAIL REDACTED]. Contact Us The planning for a community event can be extensive and at times confusing. Please reach out to Community Events staff for further clarification or information. We can be reached at: City of Palmdale Parks and Recreation Department 827 East Avenue Q-9 Palmdale, CA 93550 [PHONE REDACTED] [EMAIL REDACTED]