APPLICANT AND HOST ORGANIZATION INFORMATION
□ Commercial Entity □ Non Profit (Proof of IRS 501c (3) will be required) □ Private Entity Host Organization/Event Organizer: -------------------------- Event Contact Name: -------------------------------
Street Address: City: _ State: Zip Code: _
Phone:
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Cell Phone:
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Email:
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Website:
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Day of Event Contact Name: Cell Phone: _
EVENT DESCRIPTION
Please provide a detailed description of your event. Include information on use of vehicles, food, animals, rides, or any other pertinent information. You can choose to attach a program or event flyer.
DIAGRAM REQUIREMENTS
ALL MAJOR EVENTS ARE REQUIRED TO CREATE A DIAGRAM OF THE EVENT. PLEASE INCLUDE THE FOLLOWING:
• Show streets and map of the event location.
• Show street route plan for parades, races, & walks.
• Show entry/exit points Including barricades, fences, buildings, tents, stage, booths, bleachers, trailers ticket booths and band location. Note: aisles of at least 44" wide leading to 2 separate exits are required when fencing/barricading are used around in an open area.
• Show all fueled equipment like BBQs, cooking equipment, generators, reefers or heaters. 2
• Show sanitation facilities include restrooms, portable toilets, hand-wash stations, gray water tanks, & dumpsters. A minimum of two portables shall be provided, spaced apart, and placed in separate areas of the event.
• Identify the General Activity Areas, like "game area," "vendor area," "food area," "entertainment," and show dining tables and /or seating arrangements. Show booths/tents/canopies. • Show Parking Plan that identifies the parking areas to be used, including use of street parking, fields, and existing parking lots. Provide a count of spaces that could be used for the event attendees. • Show stage/performance area and Indicate if there are curtains and props (all must be fire retardant), a stage (under 30 inches high or have an approval from the Building Official/Fire Chief), and show seating and aisle widths (aisles to be 44" wide if serving seats on either sides, or 36 inches wide, aisles to lead to each exit and rest rooms), 2 ingress/egress minimum.
CHECK LIST
Please check yes or no to each item that pertains to your event. If you write yes to any item please include a brief explanation. Additional conditions may be entered by City staff. # Event Description/Details Yes/No Standard Conditions and Page Numbers of our Special Event Policy
1. Alcohol Consumption If yes, must apply for a City of Gustine If yes, please provide details: Dance/ Alcohol Permit and determination will be made for Security Services as
Required. Liquor Liability insurance will be
required. Page 9 of the SEP
2. Alcohol Sales If yes, ABC License must be submitted. Must If yes, please provide details: have a Business License and must also receive an ABC license for selling alcohol.
Purchase a Dance/Alcohol Permit and have
Security Services. Page 9 of the SEP
3. Live Band, Concert or Amplified Sound If yes, must apply for a City of Gustine If yes, please provide details: Dance/Alcohol Permit online at www.cityofgustine.com. A determination
will be made by the Police Chief, if
Neighborhood Notification and Security
Services are required Page 7&13 of the SEP
4. Use of City Restrooms Facility If yes, please identify volunteers for cleaning of such facility or if requesting the Public
Works Department additional fees will
apply. Page 11 of the SEP
5. Public Street Use/ Street Closure: If yes, needs Neighborhood Notification Parade/Run/Walk/bike Race: form and 24 hours advance notices posted.
Street Fair and/or Car Show: Traffic Control Map is required. Page 10
6. City barricades and/or traffic signs requested If yes, Public Works needs a 14 day notice Set Up time: AM/PM with an approved Traffic Control Plan.
Pick Up time: AM/PM Page 10 of the SEP
Details:
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7. Vendors If yes, once Special Event is established,
Non-Profit Retail/food Sales each vendor will need a One-day business Or license to cover event. Vendors can go
For Profit Retail/Food Sales on line to apply for the license at www.cityofgustine.com or contact the
Finance Department at 209-854-6471 Page
8 & 14 of the SEP
8. Planning to offer any type of food to the If yes, organizer and all food vendors will public-whether pre-packaged, cooked, need a Merced County Health Department prepared, demonstrated, distributed, Temporary Food Permit. Contact Merced provided by vendors, catered, donated, or County at 209-381-1100 or go to sold-either for purchase or free of charge? www.countyofmerced.com Page 8 of the SEP
9. Stage greater than 30" high or stage lighting: If yes, stage must be inspected by Fire Chief or building official Page 12 & 13 of the SEP
10. Open Flames, deep frying or wood fires If yes, must be approved by the Fire Chief.
11. Power generators or Electrical works If yes, must be shown on diagram and if If yes, please provide details: using City utilities, a separate fee may apply.
Generators must be secure and in safe area.
12. Tent/Canopy If yes, may need a permit. contact Fire Chief.
13. Sports Activity or Event If yes, insurance and waivers are required.
If yes, please provide details: Page 13 of the SEP
14. Use of Public Park or Building: If yes, needs a facility rental from the City If yes, please provide details: website at www.cityofgustine.com click on Recreation and Facility Rentals
Administration fee will apply. Page 5 & 7 of
the SEP
15. Hazardous Materials (Fuels/Chemicals) If yes, may need Hazmat Permit, contact Fire If yes, please provide details: Department/Chief. Page 14 of the SEP
16. Carnival Rides, Fair, Circus: If yes, needs City Council Approval 60 days If yes, please provide details: in advance. Contact City Clerk's office at 209-854-6471. Page 9 of the SEP
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17. Use of Animals If yes, must receive approval. Please If yes, please provide details: describe:
18. Use/need of city potable water: If yes, contact Finance Department at 209- If yes, please provide details: 854-6471. If potable water is not available from a metered water service, fees for a
hydrant meter may apply. Page 14 of the
SEP
19. Need City electrical outlets: If using a City Facility, organizer may be If yes, please provide details: charged for usage based on the rate charged by the city's provider. Page 14 of the SEP
20. News Media If yes, the Gustine Police Department must If yes, please provide details: be notified. Page 14 of the SEP
21. Street Sweeper If yes, organizer must contract their own If yes, please provide details: street sweeper and turn in a copy of contract and supply the City with a
Certificate of Insurance. Page 11 of the SEP
22. Additional Garbage Cans/ Dumpsters If yes, must contact Mid Valley disposal.
If yes, please provide details: Page 11 & 12 of the SEP
23. Does your set up or clean up require you to If yes, all damages caused by this will be drive on grass or other city's property paid for at the organizers expense.
24. Bounce Houses or Temporary Play Structures If yes, vendor will need to supply a If yes, please provide details: Certificate of Insurance naming the City as Additional Insured. Page 7 of the SEP
25. Advertisement for Event and Temporary If yes, advertising prior to event approval is Signage at the organizers own risk. Page 7 of the
If yes, please provide details: SEP
26. Any other information you would like to
provide:
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VENDORS & CONCESSIONAIRES
All food services must follow County of Merced Department of Environmental Health regulations. Contact the County of Merced for requirements - (209) 381-1100 or www.co.merced.ea.us/597 /Environmental-Health All food and beverage vendors must provide the City of Gustine with copies of the following:
• Health Permit - (Temporary Food Facility Permit or Mobile Food Permit) • Gustine Annual Business License or **One-day Special Event Temporary License AII food and beverage vendors must either hold a Merced County Health Permit or provide a letter from the Merced County Environmental Health Department stating a health permit is not required.
If event holder is preparing and serving food or beverages to the public in ANY capacity, they must complete a Merced County Environmental Health Permit Application. If on City property, the City of Gustine must receive copies of all permits one week before the event date.
NON-FOOD
Will non-food items or services be sold at your event? D Yes D No If yes, please list the types of items or services sold (you may turn in a separate sheet):
All non-food vendors must provide the City of Gustine with copies of the following:
•
•
Gustine Annual Business License or
**One-day Special Event Temporary License
** City of Gustine offers a One-day Special Event Temporary License that must be approved by the City Manager. If a One-day Special Event Temporary License is not available the vendor must purchase an Annual Business License. Business Licenses can be purchased at City Hall at 352 5l Street, Gustine, CA 95322. Information and prices can also be found at www.cityofqustine.com.
Please send in a list of booths and items sold on a separate sheet.
Please list the number of booths:
Food & Beverage Booths # _
Display/Information Booths # _
Merchandise Sales Booths # ---------
Tot a I Booths#
------
What is your plan to provide electricity for vendor booths? 6
ALCOHOL
Alcohol beverage service requires permission and approval of City Council and MUST be requested in advance. Alcohol Beverage Consumption (ABC) Permit is required.
Will there be alcohol? D Yes [El No
If yes, what type(s)? [l Beer O Wine [l Other
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Alcohol Beverage Consumption (ABC) Permit must be provided to the City of Gustine. Alcohol is not allowed for events celebrating a minor.
POWER AND LIGHTING
If portable power/generators are used, they must meet Building and Fire Safety regulations and may require grounding and inspection. The City of Gustine may advise event coordinator on placement of power/generators to meet grounding requirements.
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Does your event include the use of generators? □ Yes □ No If yes, for what purpose? _
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Does your event include the use of lighting towers? □ Yes □ No If yes, describe and show location(s) on event map: _
SANITATION
Will you be requesting the following items?
Extra garbage cans/Event Boxes
Street Sweeper
*Garbage Attendant
Restroom Attendant
D Yes [ No Amount: Fee: $
----------- -----
0 Yes [] No Days: Fee:$ _
D Yes D No Days: Fee:$ _
D Yes D No Days: Fee:$ _
*If the applicant requests Public Works services such as checking street sweeping, servicing garbage receptacles, restrooms, or other facilities-at arty time during the event, additional charges will apply in accordance with the City of Gustine's Master Schedule of 7
User and Regulatory Fees, available at www.cityofgustine.com. Provision of such services is subject to the availability of City staff and is not guaranteed. All service requests must be made in advance and approved by the City's Public Works Director.
OTHER SERVICES REQUESTED
Please list any other service request:
Fee:$ _
It will be the responsibility of the event coordinator to arrange and pay for the services using the City of Gustine's contracted Sanitation Company. The company information is provided below for reference:
Mid Valley Disposal,
15300 W. Jensen Avenue,
Kerman, CA. 93630
Phone: (559) 237-9425
INDEMNIFICATION
The undersigned Applicant has applied to the City of Gustine ("City") for permission to occupy and use a public right-of-way or other public property owned or controlled by the City ("the Property") for the purpose of holding an event.
The Applicant understands and acknowledges that such use of the Property for an event may present risks of personal injury, bodily harm, and/or property damage to participants, spectators, and members of the publicrisks that may differ from or exceed those typically associated with the ordinary use of the Property. The Applicant further acknowledges that the City has not inspected the Property for the intended use, makes no representations or warranties regarding its safety or fitness for such use, and does not assume responsibility for supervising the event or protecting persons from potential injury or damage.
In consideration of the City's permission to use the Property for the above-described event, the Applicant hereby agrees to indemnify, defend, hold harmless, and forever release the City of Gustine, the Gustine City Council, and their respective officers, employees, volunteers and agents ( collectively, the "City Parties") from and against any and all claims, demands, actions, liabilities, damages, judgments, losses, costs, and expenses (including attorney's fees) arising out of or related to the event, including without limitation any claims for personal or bodily injury, death, or property damage, whether made by event participants, spectators, or other third parties, except to the extent such claims are caused solely by the willful misconduct of the City.
The Applicant further agrees not to represent, directly or indirectly, that the event is sponsored, endorsed, supervised, or otherwise controlled by the City. Any such misrepresentation shall be grounds for immediate revocation of any permit or authorization granted by the City for the event.
By signing below, the Applicant affirms that they are authorized to execute this Indemnification and Waiver of Liability Agreement on their own behalf or on behalf of the entity or organization they represent. The Applicant also understands and agrees that all application information submitted is public record and that event-related fees are subject to change without notice.
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16. AFFIDAVIT
I certify that I have read and reviewed this application in its entirety and declare that the information provided herein is true, complete, and accurate to the best of my knowledge.
I further certify that I am the property owner, an authorized agent of the property owner, or an individual with a legal right, interest, or entitlement to use the property identified in this application-whether public or privatefor the purpose of holding the proposed event.
I acknowledge that I have read and understand the City of Gustine's Special Event Policy and agree to comply with all applicable laws, ordinances, policies, conditions, and requirements governing the event and use of the property.
I understand that it is the Applicant's sole responsibility to ensure compliance with all relevant federal, state, and local regulations, and that City staff are not responsible for providing legal or regulatory guidance. I further acknowledge that approval of this application by the City, including any associated plans or documents, does not constitute legal authorization to violate any applicable law, regulation, or policy, nor does it preclude the City from enforcing corrective measures or penalties in the event of a violation.
I also understand that the City assumes no liability for any damages, injuries, or losses arising from or related to the event, including those resulting from the Applicant's failure to comply with applicable laws or regulations, whether such failure occurs before, during, or after the event.
Finally, I hereby grant permission for authorized representatives of the City of Gustine to enter the subject property, whether public or private, at reasonable times and for reasonable purposes, including but not limited to pre-event inspections, compliance verification, and post-event assessments.
By signing below, I affirm that I am duly authorized to make this certification and to submit this application on behalf of myself or the organization I represent.
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Send completed application to:
City of Gustine Recreation Department
352 5 Street, Gustine, CA. 95322
OR email Tiffany Vitorino at:
[email protected]
Phone: (209) 854-6471
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OFFICE USE ONLY
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RESOLUTION 2025-XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GUSTINE ESTABLISHING A SPECIAL
EVENTS POLICY AND RELATED APPLICATION FEES
WHEREAS, the City of Gustine is known for its many special community events organized by non-City organizations and groups; and
WHEREAS, staff has realized the multi-departmental impacts special events present, in collaboration with increased enforcement by other governmental agencies for various permits requiring substantial involvement by City staff; and WHEREAS, a formalized Special Events Policy will assist in maintaining consistency of the rules and regulations that need to be abided by with the City, Merced County Environmental Health, Department of Alcohol and Beverage Control and any other agencies; and
WHEREAS, an Ad Hoc Committee was formed in March 2024 to work with staff and local stakeholders in developing a policy that benefitted both City, event organizer, and community interests; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Gustine that the attached Special Events Policy be adopted;
BE IT FURTHER RESOLVED, by the City Council of the City of Gustine that the following Special Events application fees be added to the City's adopted User & Regulatory Fee Schedule as follows:
Section 1. $50 application fee for minor events, as defined in the Policy.
Section 2. $250 initial application fee for major events, as defined in the Policy.
Additional hourly rates, as determined by the Finance Manager, or City Manager will apply if additional meetings, coordination, or preparations are necessary, as defined in the Policy.
THE FOREGOING RESOLUTION of the City Council of the City of Gustine was passed by the City Council at a regular meeting held on the 7i day of October, 2025, the resolution was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
Melanie Correa, Deputy City Clerk
City of Gustine
APPROVED:
Patrick Nagy, Mayor
City of Gustine