Park Use and Special Event Permit Policy and Application 201 West Sierra Avenue, Cotati CA 94931 (707)792-4600
Name of Applicant or Organization: Rollin Rosies Car Club Heather Hydfax ID # (if Non-Profit): - 84-1759675
Name of Contact:
Address: 959 Golf Course Dr. #272, Rohnert Park, CA 94928 Street City State Zip Code
Phone Number: 7075477965 [email protected]
Email Address:
05/11/2023 1200-1900 Estimated Attendees: 250
Date of Event: Arrival/Completion Time:
Car Show
Type of Special Event:
PARK REQUESTED:
-
La Plaza Park Kotate Park Sunflower Park
Draper Park Falletti Park Santero Park
Putnam Park Veterans Park Civic Center (Cator) Park
Alcoholic Beverages Sold: Yes NoL Food served: Yes Sold Street Closure Requested: Yes No Park Closure Requested: Yes No None Yes
Animals: Electricity Needed: No
Inflatable Jump House: Yes No Film Production: (if yes, see pg. 10) Yes No As an applicant for a City of Cotati Park Use and Special Event permit, facilities, I hereby agree to assume all risks for loss, damage, liability, injury, cost or any expense that may arise during or be caused in any way by use or occupancy of any area or facility of the City of Cotati. I further agree that in consideration of being permitted to use said facility, I will hold the City of Cotati, its officials and employees free and harmless from any loss, liabilities, damages, and/or injuries to persons and property occurring during applicant's use or public liability insurance as stated in "Park Use and Special Event Permit Policy" with the City of Cotati named as additional insured to be submitted no later than one month prior to the rental date. I have read the rules and regulations of rental carefully and agree to them as written. I understand that applications not submitted thirty (30) days prior to event may not be able to be processed.
I, the undersigned, acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that myself and others attending my event may be exposed to or infected by COVID-19. I agree to having all attendees follow CDC and Sonoma County Department f Public Health recommendations for enhanced health and safety measures related to COVID-19 and follow all posted instruction vhile using City facilities; including requirements for social distancing, wearing of face coverings, participant grouping, types o activities allowed, and potential limits on event size.
Applicant Signature: Heather Hyde Date: 08/28/2023
Date of Application: Date Insurance Received:
Additional Comments/Conditions:
Park Use Fee: Deposit Received: Deposit Returned:
101-00-60702-000000 101-00-35002-000000
Street Closure Fee: Restroom Cleaning Fee:
101-23-64022-000000 101-24-80188-CLEANS
Group Classification: Cotati Resident Non - Resident C ABC License Received 9 Please describe your event in more detail here. Include information such as agenda for the event. For events in La Plaza Park, use the attached map to indicate location of shade tents, tables, etc.
We hosted this event last year at La Plaza Park. It is our club's big fundraising event of the year.
We will be conducting a "Poker Run" type event. The event includes classic car enthusists/owners that drive their cars to the event. Cars will start in the morning at a location in Healdsburg, CA and will cruise to four or five stops before ending at La Plaza Park in Cotati, CA. At La Plaza Park we will have live music, food and vendors. Classic cars will be parked in designated areas for the car show.
We will require these parking areas to be reserved for us by the city. Last year we utilized the area on the map designated as "public parking" for this as well as the small lot on the corner of La Plaza and W. Sierra Ave. We anticipant 150 car participants and another 50-100 spectators.
The event is open and free to the public. There will be a fee for "poker run" and car show participants.
FILM PERMITS ONLY:
Production Type:_ Production Name: Number of Days Filming:
Name of Production Company: _Contact Name and Email:
10 January 30, 2024
Dear City Council,
We are an all female car club based in Sonoma County. We are a 501c Non-Profit supporting mental health and suicide prevention in our community.
This event is our biggest fundraiser of the year. This will be our third year hosting the event and, if approved, the second time at La Plaza Park. Our event has been featured in the Press Democrat and we were recognized by our State Senator, Mike McGuire, for our efforts in supporting this cause.
The event is a "Poker Run" which incorporates 4-5 stops with classic car enthusiasts/owners driving their cars to each stop and ending at our final destination, La Plaza Park. Participants are required to register and sign a liability waiver.
The following is the anticipated timeline for the event:
11:00 - 12:00 Event Registration/1st Card (Healdsburg)
11:00 - 2:00 Stop 2/2nd Card
11:30 - 2:30 Stop 3/3rd Card
12:00 - 3:00 Stop 4/4th Card
2:00 - 6:00 Final Stop/5th Card (La Plaza Park)
Schedule at La Plaza Park:
12:00 - 2:00 - Event Set up / Security staff meeting.
2:00 - 6:00 Open to Public w/ Live Music, Food & Merchandise Vendors and Community Outreach
2:00 - 4:00 Final Card pick up
**All participants must be at the final stop by 4:00pm. Car show participants will be judged between 4:00-5:00.
4:00 - Raffle Prizes
5:00 - Poker Run Winners
5:30 - Car Show Awards
6:00 - End event
6:00 - 8:00 - Breakdown/clean up
Classics cars will all park together in a designated area. We will require this space to be reserved for this purpose by the city. We envision the area designated on the map as "public parking" as well as the small public lot at the corner of La Plaza and W. Sierra Ave. to be used for classic car parking/Car Show. The intersections of La Plaza and Old Redwood Hwy, La Plaza and W. Sierra Ave, will need to be blocked off to public traffic. The entrance for participant cars only will be W. Cotati Ave and La Plaza.
The event is open and free to the public. The public will enjoy live music, a car show, and mental health information and resources at no cost.
This year we anticipate 150 car participants. Last year we had approximately 80 registered cars but due to the weather only 60 attended. Considering the weather, we had a good amount of public involvement and spectators, approximately 100 people. We estimate that the spectator numbers will be higher if we have better weather.
As a non-profit entity hosting an admission-free event, we ask for any allowable fee waivers and discounted fees from City Counsel.
Thank you for your consideration. We look forward to an amazing event within our community! Heather Hyde
President
Rollin' Rosies Car Club