City of Fortuna
Special Event Handbook
Application ................................................................................................................. 0 Philosophy ........................................................................................................................ 1 Point of Contact................................................................................................................. 1 Do you need a permit? ....................................................................................................... 1 Special Events Permit Application Process............................................................................ 2 Event Requirements........................................................................................................... 3 Preliminary Application Review........................................................................................... 4 Helpful Tips....................................................................................................................... 4 Application Timing ............................................................................................................. 7 Special Event Permit Standards........................................................................................... 7 Appeal Process.................................................................................................................. 7 City Contacts..................................................................................................................... 8 Application ATTACHMENT “A”
City of Fortuna
Special Event Handbook
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Philosophy
The City of Fortuna supports and welcomes special events to enhance the quality of life for our residents and to attract visitors. We recognize the many social, cultural, and financial benefits of special events and encourage them as part of life in Fortuna. Some of these benefits include economic growth, increased tourism, recreation, recognition of the arts, charitable aid, and many others that are both tangible and intangible.
The City of Fortuna is also legally charged with the responsibility to protect the safety, health, property, and general welfare of our residents and visitors. Because your event may have an impact on residents and businesses (in the form of crowd control, safety, large assembly logistics, traffic flow interruption, and noise), we must determine the terms and conditions under which an event may be approved and conducted.
The purpose of this Special Events Handbook is to help you accomplish the positive goals of your event, while minimizing any potential negative impacts on the community.
Point of Contact
The City of Fortuna wants to assist you through the permit application process. After you have read this handbook, please complete the application and return it to one of the contacts listed below. The City of Fortuna highly recommends that for special events taking place in any park facility, prior to completing the application, please check availability by calling the Parks and Recreation Office directly at 707-725-7620. The points of contact listed below will be available to facilitate your application and coordinate required permits, licenses, fees and additional facility applications.
Special Event Points of Contact (will be assigned by City after receipt of initial application) Siana Emmons HR/Risk Manager [email protected] 707-725-1409 Ashley Chambers Admin./Risk Mgmt. [email protected] 707-725-1411 Heather Stevens Parks & Recreation [email protected] 707-725-1455 Kaylyn Stainbrook Parks & Recreation [email protected] 707-725-7620 Do you need a permit?
You are required to obtain a Special Event Permit from the City of Fortuna if you plan to conduct your event on public property, and any of the following apply:
Open to the public;
Large crowds are expected (more than 100);
Public transportation or traffic patterns could be affected; There will be amplified sound; or
There will be fireworks or pyrotechnics of any kind.
City of Fortuna
Special Event Handbook
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Livestock or non-domestic animals present i.e. cows, bulls, goats, sheep, camels, etc.
Demonstrations, protests and rallies are allowed without a Special Event Permit on public property under the following conditions:
• Protest remains peaceful;
• Amplified sound is not audible from more than 100 feet away; • Pedestrian/vehicular traffic is not interrupted;
• Streets and sidewalks are not blocked; and
• Building entrances remain open.
If any of the above guidelines are violated, the Fortuna Police Department may ask individuals to leave the premises, or take enforcement actions. For any exception to the above, a Special Event Permit is required.
Special Events Permit Application Process
The steps in the application process illustrated below are designed to inform you of community regulations and policies that will affect the proposed event. Please follow these steps to ensure the ease, safety, and success of your event.
Once all requirements have been satisfied, a permit will be issued for the event by email.
Complete and
Submit
Application
Initial City
Review and
Request for any
additional
documentation
City will assign a
point of contact
for your event
Provide
insurance &
other details
as requested
Upon approval
you will
receive a copy
of your permit
Enjoy Your
Event!
City of Fortuna
Special Event Handbook
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Event Requirements
Special events may impact various Fortuna departments, the public, or even other agencies in the community. The following list provides examples of items that may be required in addition to your Special Event Permit. This list is for your information only based on the typical characteristics of a special event and may not completely address the requirements for your unique event. Any additional requirements will be identified by the Special Event Coordinator.
Street Closures:
Requires permission
from Police, Fire and
Public Works.
Applicants shall notify
affected residents
and businesses along the closure route at
least 15 days before event. Proof of Notice
must be submitted to your point of contact at
least 7 days before the event.
City Parks:
First, call 707-725-
7620 to check space
availability. Events
held in a park also require a facility use
application and fees to be submitted to the
City of Fortuna’s Parks & Rec. Department.
Vendor Booths:
For those events that
will be selling items, a
business license must
be obtained from the
City of Fortuna. In addition, a Temporary
Seller’s Permit is required at least 5 days
before the event is held and can be obtained
from the CA Department of Tax & Fee
Administration.
Concessions: A
Temporary Seller’s
Permit must be
obtained from the CA
Department of Tax &
Fee Administration.
Each booth operator is required to obtain and
display a permit. In addition, food handler
safety certification must be obtained from
Humboldt County Environmental Health.
Alcohol:
A liquor license and
business license may
both required if
alcohol will be
served or sold. You
may apply for a Special Daily License from our
online portal.
Festivals & Large
Events:
Requires Police and
Fire review.
Additional City
services may be
required. Any other requirements will be
determined during the permit review.
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Preliminary Application Review
Before a permit can be issued, various City of Fortuna Departments will review key aspects of your event as explained above. Please be sure to provide as much information as possible regarding the following:
• Route for emergency vehicle access;
• Crowd management and security;
• Parade floats;
• Use of an open flame;
• Fireworks or pyrotechnics;
• Use of electricity or generators;
• Requested use of any City equipment including light and sound equipment, i.e. cords or use of sport field lights;
• Cooking facilities;
• Occupancy and spacing of enclosures;
• Use of tents, air-supported structures (i.e.: bounce houses), canopies, or fabric shelters; and • Washing stations & trash/recycling receptacles.
Helpful Tips
These suggestions will help you plan a safe and successful event. Please review them thoroughly BEFORE completing your permit application to ensure you have considered every important planning detail and provided all necessary information for consideration!! Event Application
The Application is reviewed by your Special Event Point of Contact and others to ensure the event will be properly executed and is compatible with existing city goals and programming.
This review will include an evaluation of the impact on public safety, traffic interruption, and other affected areas. Please provide as much detail as possible about the event, including a layout map, description, schedule, and contact information. By providing this information with your application, you can ensure the process will move as quickly as possible.
Business License for Special Events
Special events where products or food will be served or sold will require a business license in addition to the permit. The Special Event Business License application must be received by the City, fees paid, and vendors identified at least five (5) days prior to the event.
Food
Guidelines are available through the Humboldt County Division of Environment Health to help you meet food handling and preparation requirements. Applicants are responsible for obtaining all necessary County Permits.
Event coordinators and food vendors are required to apply for a Temporary Food Facility (TFF) Permit 30 days prior to an event that has more than one food vendor.
Note: If a vendor has a valid Mobile Food Facility (MFF) or Cottage Food Operations (CFO) permit a TFF permit is not required for the special event. - 5 -
Alcohol
Alcohol licenses are issued by the California Alcoholic Beverage Control (ABC) office. Daily Licenses are required for events that plan to serve alcohol. You may apply for an ABC license through our online portal here.
Applications must be received within 10 days of the event. These permits require the approval from the property owners (City Manager for City property) and the Fortuna Police Department prior to the final approval by ABC.
Portable Toilets
The City of Fortuna calculates the number of portable toilets that will be required based on the maximum projected attendance and hours of operation. Details and how to find out how many portable toilets may be needed for your event can be found in Attachment “A” of this document
Waste and Recycling
Permit holders are responsible for providing detailed information regarding the method of storage, handling, and removal of solid waste and recyclables. Fees may be charged for garbage or waste that is not disposed of after the event. Contact Recology for more information on renting additional trash dumpsters and recycling receptacles.
Building Permits
If temporary electrical wiring or structures will be installed, a building permit may be required.
The Building Department review should be requested at least 90 days prior to the event. If a building permit is required, it could take up to 60 days for approval. Structures include, but are not limited to, bleachers, scaffolding, a grandstand, reviewing stands, stages, and platforms.
Noise Considerations
All amplified sound must end by 10:00 pm unless prior approval is obtained by the City.
Disturbing, excessive, or offensive noises will be controlled and conditions imposed.
Parade Routes
The City of Fortuna Police and Public Works Department must assist you in planning parade routes. Consider the following during the initial planning stage:
• Will the parade route…
o Hinder emergency vehicles such as fire, police or paramedics? o Conflict with public transportation such as the bus routes and stops, access to parking spaces?
o Interfere with the public’s access to any buildings, such as homes, businesses, churches, or hospitals?
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Insurance
The City of Fortuna requires liability insurance for all events on public property.
Coverage must be a minimum of $2 million per occurrence, and must include a separate endorsement that makes the insurance primary and non-contributory. The exact language must specifically state “The City of Fortuna, its officials, officers, employees, and volunteers” as additional insured. Exact wording is required.
NOTE: Lack of insurance will result in cancellation of the event and the Special Event Permit. All insurance documents must be submitted no later than ten (10) days prior to the event. Some event promoters and insurance companies have experienced difficulty with providing timely and accurate insurance documents, so it is best to obtain these early. City of Fortuna staff will gladly assist with a preliminary review of the insurance documents.
The City of Fortuna works with HUB International to provide applicants an alternative to obtain special event insurance. You can contact HUB directly for a quote through their online portal. If you have additional questions or need more information, please contact your Special Event Point of Contact.
Post-Event Clean Up Plan
You may be required to submit a post-event cleanup plan before your Special Event Application can be approved. This plan is required to ensure the material preservation of city facilities, equipment, premises, or streets. Please include information regarding the disposal of solid waste and recyclables.
After your event, the City will inspect all aspects of the facility that was used to asses if there is any damage to City property. If damage occurred during your event, you will be held responsible for any repairs or replacement of damaged City property. - 7 -
Application Timing
The event application should be submitted at least 30 days prior to the event and may be submitted up to one year in advance. No event date is guaranteed or permission granted until a Special Event Permit has been issued. Approval or denial of the application will be provided by the City of Fortuna within 10 days of receipt of the application. 90 days 30 days 10 days
Request
Building Dept.
Review
Obtain
Insurance
Coverage
Apply for Special
Event Permit
Provide Evidence of Insurance
Prepare Post-Event Clean Up Plan
Notify Residents and Businesses of Street
Closures; & Submit proof
Obtain Temporary Food Facility Permit and
other Permits as applicable.
Apply for
Liquor
License
Apply for
Temporary
Seller’s
Permit
Special Event Permit Standards
We encourage you to plan and conduct quality special events in the City of Fortuna. However, there are times when a Special Event Permit may not be issued. Various reasons the City of Fortuna may not issue a permit include but are not limited to:
• A substantial interruption of public transportation or other traffic. Examples include a conflict with development in the right-of-way or closing of a major street during peak commute hours.
• The number of police employees required for your event would prevent police protection to the remainder of the city.
• The number of City employees required by your event would hinder or prevent routine city services.
• Undue interference with emergency vehicles or with another already scheduled event.
• Insufficient traffic controllers, crowd monitors, safety equipment, or insurance coverage.
• Possibility of violent or disorderly conduct.
• Expected violation of health, safety, or noise abatement laws.
Appeal Process
Any person wishing to appeal the denial of a Special Event Permit has the right to submit their request to the City Manager, who has authority to reconsider the application denial. It is recommended that - 8 -
you provide as much information as possible for the appeal. If satisfaction is not reached at the City Manager level, an appeal may be made to the City Council. The City Council shall act upon the appeal at its next regularly scheduled meeting, subject to the appeal being received prior to 5:00 pm the Monday before. In all cases, the City Council’s decision is final.
Contact Information:
Siana L. Emmons, Risk Manager
707-725-1409
P.O. Box 545
Fortuna, CA 95540
[email protected]
City Contacts
We are available to assist you in ensuring your event is a success. If you have questions about event planning or any of the requirements outlined in the application, we encourage you to ask questions before submitting your application. For general information regarding special events, please contact Siana Emmons at 707-725-1409 or [email protected] For questions regarding: Please Contact Phone
Alcohol Requirements California Alcoholic Beverage Control (ABC)
(707) 445-7229
Building Permits Building Department (707) 725-1407
Business Licenses Finance Department (707) 725-7600
City of Fortuna Special Events Risk Manager (707) 725-1409 Fire Safety Fortuna Volunteer Fire Department (707) 725-5021 Fireworks Fortuna Volunteer Fire Department (707) 725-5021 Food & Beverage Sales Humboldt County Division of
Environmental Health
(707) 445-6215
Insurance Requirements Risk Manager (707) 725-1409
Maintenance Requirements Public Works Department (707) 725-1471 Noise Limits Community Development (707) 725-1407
Park Use Permits Parks & Recreation (707) 725-7620
Public Safety & Security Fortuna Police Department (707) 725-7550 Sales Tax Obligations CA Department of Tax & Fee
Administration (CDTFA)
(800)-400-7115
Street Closures Public Works Department (707) 725-1471
Waste Removal Recology (707) 725-5156
Traffic Engineering Public Works Department (707) 725-1471 City of Fortuna
Special Event Permit Application
1 ATTACHMENT “A”
How Many Portable Restrooms Are Needed?
This chart provides a basic breakdown of determining the number of portable restrooms at a special event. Please keep in mind that certain factors might change this breakdown. Below the chart are some other important factors to take into consideration when determining your numbers.
How Many Portable Restrooms Are Needed?
1 2 3 4 5 6 7 8 9 10
50 1 1 1 1 2 2 2 2 2 2
100 2 2 2 2 3 3 3 3 3 3
250 2 2 2 2 2 3 3 3 3 4
500 2 3 4 4 4 4 4 4 4 4
1000 4 6 6 7 7 8 8 8 8 8
2000 6 10 12 13 14 14 14 15 15 15
3000 9 14 17 19 20 21 21 21 21 22
4000 12 19 23 25 28 28 28 30 30 30
5000 15 23 30 32 34 36 36 36 36 36
6000 17 28 34 38 40 42 42 42 44 44
7000 20 32 40 44 46 4/8 50 50 50 50
Number of Hours for Event Per Day (Assumes Servicing per day).
NUMBER
OF
PEOPLE
PER DAY
City of Fortuna
Special Event Permit Application
2 Will alcohol be served?
If alcohol is being served at your event, we recommend adding 15-20% to the total number of portable restrooms needed for your event.
Are you serving food?
Set up portable restrooms and hand washing facilities in designated zones near food service areas, but not immediately adjacent.
Are there any additional permanently built restrooms available on site? Consider any existing on-site or permanently constructed restrooms within the event premises. Evaluate their capacity to the anticipated number of attendees they can accommodate.
Who’s Coming to the Event?
Many people need more accessible restrooms. Remember to order ADA Accessible Restrooms.
Where to wash hands?
Handwashing stations should always accompany portable restrooms and be positioned near them.
Contact: [email protected] or (707) 725-1409 with questions.