POINT ARENA CITY COUNCIL
AGENDA ITEM SUMMARY
AGENDA ITEM: IX A
MEETING DATE: 4/22/2025
TITLE
Special Events Policy
RECOMMENDED ACTION
Review draft policy, provide input, and direct staff or approve policy
BACKGROUND
The City of Point Arena currently does not have a formal special events policy in place.
As the City no longer directly coordinates events such as the Fireworks Festival and HarborFest and with the emergence of independently organized events like the Almost Fringe Festival and Hometown Holidays, there is a recognized need to establish clear and consistent guidelines for private and nonprofit organizations seeking to host community events.
ANALYSIS
The City of Point Arena has a legal responsibility to protect the safety, health, property, and general well-being of its residents and visitors. As special events can affect the community in areas such as crowd management, public safety, logistics for large gatherings, traffic flow, and noise levels, it is essential to establish clear terms and conditions for the approval and oversight of such events.
Such a policy serves several key purposes:
1. Protecting Public Health and Safety
Special events often require coordination with emergency services, traffic control, and public works. Policies help cities manage road closures, crowd control, and emergency access, ensuring that both event attendees and the broader community remain safe.
2. Managing Use of Public Resources
Events that utilize public spaces—such as parks, streets, and sidewalks—can impact city infrastructure and services. Policies ensure that these impacts are assessed and managed appropriately.
3. Supporting Economic and Cultural Vitality
Special events contribute to the local economy and cultural landscape by attracting visitors, promoting tourism, and fostering community engagement.
4. Ensuring Fairness and Transparency
A formal policy provides a clear framework for event organizers, outlining application procedures, evaluation criteria, and compliance requirements. This transparency helps prevent arbitrary decision-making and ensures that all events are assessed fairly.
5. Balancing Community Interests
Policies help cities balance the benefits of special events with potential disruptions to residents and businesses. By setting guidelines on event frequency, duration, and location, cities can prevent event oversaturation and maintain quality of life for residents.
Our risk insurer, the California Intergovernmental Risk Agency (CIRA), provided a draft events policy and application for consideration. City staff collaborated with CIRA representatives to review and refine these documents, resulting in the attached proposed policy and application.
The Special Events Handbook outlines the requirements for community organizations planning to host events, while the Special Event Application serves as the official submission form for such activities. The draft policy is organized by key areas of concern, including street closures, alcohol service, concessions, sanitation, and more.
A primary consideration in developing the events policy is the determination of appropriate fees. The City has not previously implemented a formal events policy.
Currently, the Veterans Building is the only facility that requires a permit for use by public or private organizations, but the associated fees are outdated.
For non-fundraising events, the City would charge a flat fee for the use of City facilities, with the amount varying based on the size and nature of the event. This structure is similar to the one currently in place for the Veterans Building.
For revenue-generating events, two fee models are being considered:
• Percentage Model: A fixed percentage of the event’s total income. • Flat Rate Plus Percentage Model: A base facility fee combined with a percentage of any revenue exceeding the flat rate. This model was previously used for the Flynn Creek Circus.
This policy would apply to the following City facilities and public rights-of-way:
• Downtown Park and Fisherman’s Playground
• Main Street Right-of-Way
• Centennial Plaza, including use of parking lot
• Arena Cove parking lot and adjacent City-owned properties • Arena Cove Park (blufftop)
• “Rock Wall” property
• Veterans Building
• City-owned lot at 24000 South Highway One
Events that include activities on Highway One will require coordination with Caltrans to secure the necessary encroachment permits.
With the adoption of the Special Events Policy, the City will be positioned to initiate discussions with the organizers of the Fireworks Festival, the Seafood Festival, and Hometown Holidays regarding this year’s events.
FISCAL IMPACT
Potential revenue dependent on adopted fee schedule
ATTACHMENTS
1. Draft Special Events Handbook
2. Draft Special Events Application
CITY MANAGER SIGNATURE
_________________________________
Peggy Ducey, Interim City Manager
City of Point Arena
Special Event Handbook
Contents
Philosophy .........................................................................................................1 Event Liaison......................................................................................................1 Do you need a permit? ...................................................................................2 Special Events Permit Application Process....................................................3 Event Requirements .........................................................................................3 Helpful Tips.........................................................................................................5 Application Timing............................................................................................9 Special Event Permit Standards....................................................................10 Appeal Process..................................................Error! Bookmark not defined.
City of Point Arena
Special Event Planner’s Handbook
Philosophy
The City of Point Arena proudly supports and welcomes special events that enrich the quality of life for residents and attract visitors. We recognize the numerous social, cultural, and economic benefits these events bring and encourage their integration into the fabric of our community. These benefits include economic growth, increased tourism, recreational opportunities, promotion of the arts, charitable support, and many more, both tangible and intangible.
At the same time, the City of Point Arena is legally obligated to ensure the safety, health, property, and general well-being of both residents and visitors. Because your event may impact the community in areas such as crowd control, safety, logistics for large gatherings, traffic flow, and noise, it is necessary to establish the appropriate terms and conditions for event approval and management.
This Special Events Handbook is designed to guide you in achieving the positive goals of your event while minimizing any potential disruptions or negative effects on the community.
Event Liaison
The City of Point Arena provides an event coordinator to assist the permit applicant through the process. After you have read this handbook, please contact City Administration to facilitate your application and coordinate required permits, licenses, and fees.
Email: [email protected]
Phone: 707-882-2122
City of Point Arena
PO Box 67
Point Arena, CA 95468
City of Point Arena
Special Event Planner’s Handbook
Do you need a permit?
A Special Event Permit from the City of Point Arena is required if you plan to hold your event on public property and any of the following conditions apply:
• A large crowd is expected;
• Public transportation or traffic patterns could be affected; • Amplified sound will be used; or
• Fireworks or pyrotechnics will be included.
Demonstrations, protests, and rallies on public property may occur without a Special Event Permit, provided the following conditions are met:
• The protest remains peaceful;
• Amplified sound is not audible beyond 100 feet;
• Pedestrian and vehicular traffic are not disrupted;
• Streets and sidewalks remain unobstructed; and
• Building entrances remain accessible.
Additionally, outdoor festivals of 500 or more people have their own requirements per the Point Arena Municipal Code, as do the use of public grounds for camping.
If any of these guidelines are violated, the Sheriff’s Department may ask individuals to leave the premises or take enforcement actions. A Special Event Permit is required for any exception to the above conditions.
City of Point Arena
Special Event Planner’s Handbook
Special Events Permit Application Process
The steps in the application process illustrated below are designed to inform you regarding community regulations and policies that will affect the proposed event. Please follow these steps to ensure the ease, safety, and success of your event.
NOTE: If City of Point Arena services are required, additional fees may apply. A cost estimate will be provided during the Special Event Planning meeting. Once all requirements are satisfied, an event permit will be issued. This permit must be available for inspection throughout the duration of the event. Any remaining balance for city services must be paid within 30 days following the conclusion of the event.
Review
Handbook &
Complete
Application
Request Event
Coordinator
Review
Submit
Application to
Event
Coordinator
Meet with
Special Event
Planning Team
Provide bond
& deposit and
other info as
required
Enjoy Your
Event!
City of Point Arena
Special Event Planner’s Handbook
Event Requirements
Special events may impact various City of Point Arena departments, the public, and other community agencies. The list below provides examples of items that may be required in addition to the Special Event Permit.
Please note that this list is intended for informational purposes only and reflects common requirements for typical special events. It may not include all specific needs related to your event. Any additional requirements will be identified and discussed during the Special Event Planning meeting.
Street Closures:
May require approval
from the Mendocino
County Sheriff's Office
or California Highway Patrol (CHP), Redwood
Coast Fire, and the City of Point Arena Public
Works Department.
City Parks:
Smaller events held in
City parks do not
require a Special Event
Application but do
require a complete Facilities Use Agreement
and applicable fees submitted to City Hall.
Craft Booths:
Events involving the
sale of items must
obtain a City of Point
Arena business license.
Additionally, a Temporary Seller’s Permit must
be secured from the California Department
of Tax and Fee Administration (CDTFA) at
least three days prior to the event.
Concessions:
Each concession booth
operator is required to
obtain and display a
Temporary Seller’s
Permit, available
through the CDTFA. Food vendors must also
have valid food handler safety certification
issued by the Mendocino County
Environmental Health Department.
Alcohol:
If alcohol will be served
or sold, both a City
business license and a
Special Daily License
from the CA Dept. of
Alcoholic Beverage Control are required.
Festivals & Large
Events:
Large-scale events
and festivals require
review and approval
from the Sheriff’s Office and Fire Department.
Additional City services and associated fees
may apply. Specific requirements will be
identified during the permit review process.
City of Point Arena
Special Event Planner’s Handbook
Preliminary Application Review
Before a permit can be issued, the City of Point Arena will review key aspects of your event, as outlined above. To ensure a smooth review process, please provide as much detail as possible regarding the following:
• Route for emergency vehicle access
• Crowd management and security plans
• Parade floats
• Use of open flames
• Fireworks or pyrotechnics
• Handling of vehicle fuel
• Cooking facilities
• Occupancy and spacing of enclosures
• Use of tents, air-supported structures, canopies, or fabric shelters Helpful Tips
These suggestions are intended to help you plan a safe and successful event. Please review them carefully before completing your permit application to ensure you’ve considered all important planning details and provided all necessary information for review.
Event Application
The Event Application will be reviewed by the City of Point Arena and other relevant parties to ensure the event aligns with city goals and programming, and that it will be properly executed. This review will assess the impact on public safety, traffic, and other affected areas. To expedite the process, please provide as much detail as possible, including a layout map, event description, schedule, and contact information. Providing this information upfront will help ensure a faster review.
City of Point Arena
Special Event Planner’s Handbook
Food
Guidelines for food handling and preparation are provided by the Mendocino County Health Department. A food handling safety certification is required and can be obtained through Environmental Health. For more information, visit
https://www.mendocinocounty.gov/departments/publichealth/environmental-health/consumer-protection .
If alcohol is served, a copy of the alcohol license must be submitted at least 10 days prior to the event. Alcohol licenses are issued by the California Department of Alcoholic Beverage Control (ABC). For more information, visit https://www.abc.ca.gov/forms/PDFSpc.html Event coordinators must apply for a Temporary Food Facility (TFF) Permit at least 30 days prior to events with more than one food vendor. Each food vendor is also required to obtain a TFF Permit to vend at the event. For further details, visit:
https://www.mendocinocounty.gov/departments/publichealth/environmental-health/consumer-protection Note: Vendors with a valid Mobile Food Facility (MFF) or Cottage Food Operations (CFO) permit are not required to obtain a TFF Permit for the event.
Alcohol
Alcohol licenses for special events are issued by the California Department of Alcoholic Beverage Control (ABC). A Daily License (Type 31) is required for events where alcohol will be served. The application form can be accessed here: ABC-221 Application.
City of Point Arena
Special Event Planner’s Handbook
Approval from the property owner—such as the City Manager for events held on City property—and the Mendocino County Sheriff's Office is required before ABC can issue final authorization.
Note: Nonprofit organizations are generally limited to a maximum of 12 Daily Licenses per calendar year.
Portable Toilets
Portable toilets are required for all events with an expected attendance exceeding 250 people. The number of units needed is based on the anticipated attendance and the event’s duration. Specific requirements will be determined during the Special Event Planning Team meeting.
Solid Waste/Recycling
Permit holders are responsible for the proper management and removal of all solid waste and recyclables generated during the event. A detailed plan outlining the storage, handling, and disposal methods must be submitted at least 30 days prior to the event. For waste services and support, please contact Redwood Waste Solutions.
Food & Green Waste Coordination
To support sustainable event practices, organizers are encouraged to coordinate with Soil Alliance for food scrap and green waste collection services. Soil Alliance can provide bins for drop-off and arrange for timely pick-up following your event. To schedule service or inquire about availability, please contact Clayton at [email protected] or call (831) 238-3657 or visit soilalliance.com.
Noise Limitations
The City of Point Arena enforces a noise ordinance. Individuals, businesses, or organizations may apply in the Special Events Permit to allow for events City of Point Arena
Special Event Planner’s Handbook
that may exceed standard noise limits under the municipal code. To minimize disruption to the community, the City may impose additional conditions to control excessive or disruptive noise. A copy of the applicable noise ordinance(s) is available upon request from the City Clerk.
Parade Routes
The City of Point Arena and CalTrans (Highway 1) must assist in planning parade routes. During the initial planning stage, please consider the following:
• Will the parade route…
o Block emergency vehicles, such as fire trucks, police, or paramedics?
o Conflict with public transportation routes, such as bus lines? o Restrict access to public transportation options, such as bus stops? o Interfere with public access to buildings, such as homes, businesses, or churches?
Residents and businesses impacted by parades and street closures must be informed 30 days in advance of the event.
Insurance
A liability insurance policy is required to cover any potential bodily injury or property damage during your event. The policy must list the City of Point Arena, its officers, employees, and agents as "Additional Insured." Coverage must be maintained for the full duration of the event. The required insurance amount, typically $1,000,000, will be determined by the City of Point Arena’s Risk Management Department based on established insurance standards. A Certificate of Insurance and Additional Insured Endorsement must be submitted with your Special Event Application.
City of Point Arena
Special Event Planner’s Handbook
If you are unable to meet the insurance requirements, affordable eventspecific insurance may be available. Please contact the Special Event Coordinator for further details.
Post-Event Clean Up Plan
A post-event cleanup plan is required as part of the Special Event Application approval process. This plan ensures the proper care and preservation of City facilities, equipment, public spaces, and streets.
Please include detailed information regarding the collection, disposal, and recycling of solid waste as part of your submission.
Application Submission Timeline
Special Event Applications should be submitted at least 30 days prior to the event date and may be submitted up to one year in advance. Please note that event dates are not confirmed, nor is permission granted, until a Special Event Permit is officially issued. The City of Point Arena will notify applicants of approval or denial within 10 days of receiving a complete application.
60 days 30 days 10 days
Obtain
Insurance
Coverage
Prepare
Post-Event
Clean Up
Plan
Apply for Special
Event Permit
Apply for Liquor
License
Apply for
Temporary Seller’s
Permit
Acquire Food
Handling Permits
Pay Deposits &
Submit Bonds
Provide proof of
liquor license
Provide proof of
Temporary Food
Facility
Provide Post-Event
Clean Up Plan
City of Point Arena
Special Event Planner’s Handbook
Special Event Permit Standards
The City of Point Arena encourages the planning and execution of highquality special events. However, there may be circumstances under which a Special Event Permit cannot be issued. Reasons for denial may include, but are not limited to:
• Significant disruption to public transportation or traffic flow, including conflicts with ongoing construction or right-of-way access during peak commute hours.
• A diversion of law enforcement or fire protection resources that would compromise public safety elsewhere in the city.
• Interference with emergency vehicle access or scheduling conflicts with other approved events.
• Inadequate plans for traffic control, crowd management, safety measures, or insurance coverage.
• A reasonable expectation of violent or disorderly conduct. • Probable violations of health, safety, or noise regulations.
Appeals Process
Applicants who wish to appeal the denial of a Special Event Permit may submit a written request to the City Manager, who has the authority to review and reconsider the decision. It is recommended that the appeal include as much supporting information as possible.
If the issue is not resolved by the City Manager, the applicant may further appeal to the City Council. Appeals must be received by 5:00 p.m. on the Monday prior to the Council’s next regularly scheduled meeting to be considered. The decision of the City Council shall be final. Contact Information:
City Manager
707-882-2122
PO Box 67, Point Arena, CA 95468
[email protected]
City of Point Arena
Special Event Planner’s Handbook
Contacts
We are here to help ensure the success of your event. If you have any questions about event planning or the requirements outlined in the application, we encourage you to reach out before submitting your application. For general inquiries regarding special events, please contact the Special Event Coordinator at 707-882-2122.
For questions: Please Contact: Phone/Website
Alcohol
Requirements
Dept of Alcohol &
Beverage Control
(707) 576-2165
https://www.abc.ca.gov/licensing/
Fire Safety Redwood Coast
Fire District
(707) 882-1833
https://www.rcfpd.net/
Fireworks Redwood Coast
Fire District
(707) 882-1833
https://www.rcfpd.net/
Food & Beverage
Sales
County
Environmental
Health
(707)
https://www.mendocinocounty.gov/eh/
Insurance
Requirements Risk Management (707) 882-2122
Maintenance &
Traffic
Public Works
Department (707) 882-2122
Park Use Permits Event Coordinator (707) 882-2122
Public Safety &
Security
Mendocino
County Sheriff
(707) 463-4411
https://mendocinosheriff.org/
Sales Tax Obligations
CA Dept. of Tax &
Fee Administration
(CDTFA)
800-400-7115
https://www.cdtfa.ca.gov/
Solid Waste Redwood Waste
Solutions
https://candswaste.com/locations./california/mendocinocounty/redwood-waste-solutions/ Street Closures CalTrans (Highway
One only)
(707) 498-0578
https://dot.ca.gov/programs/traffic-operations/ep
1 Special Event Permit Application
1 Thank you for your interest in hosting a special event within the City of Point Arena! The following information has been prepared to assist you in planning a safe and enjoyable event. Please submit a special event application if your event takes place on City/Public property, or if the event interferes with vehicular or pedestrian traffic.
Applicant Requirements
To ensure a complete and timely review of your Special Event Application, please include the following:
• Event Site/Route Map
A clear, detailed map of the event location and any proposed route. • Detailed Event Description
A summary of all planned activities and attractions.
• Alcoholic Beverage List
A comprehensive list of each type of alcoholic beverage that will be served. • Signature Sheet
Required for any event involving sidewalk or street blockages/closures. This must include signatures from affected businesses and/or residents. • Insurance Requirements
o Certificate of Liability Insurance with a minimum coverage of $2,000,000.
o An insurance endorsement naming:
the “City of Point Arena, its officers, officials, employees, and volunteers” as additional insured’s; and verification that the coverage is “primary, and the City’s coverage is non-contributory.” *Exact wording is required.
• Waste Management Plan & Post-Event Report
Outline your plan for managing waste during and after the event.
Special Event Permit Application
2 Insurance Requests
Please inform your insurance carrier that the City will contact them with regards to any additional needed documents, for example; Liquor Liability, Worker’s Comp, or Automotive Liability. When a carrier will not authorize the City to make these requests directly, we will email you the specifics of what is needed and you may request it from them.
Restrooms
Temporary restrooms are necessary and required for events that are held in parks or other areas that do not have adequate restroom facilities.
Submitting an Application
Please make sure that your special event application is filled out in its entirety and attach all of the required documents. Applications that are incomplete or lack supporting documents will not be considered until all documentation has been received.
Once completed, the application can be filled out electronically or handwritten and can be submitted by email as a pdf to [email protected]; mailed; or submitted in person. Please note that the hold harmless agreement and the application must be signed before a permit can be issued.
Contact Information Please contact City Hall if you have any questions or need clarification: 707-882-2122
Conditions for Serving Alcohol in Public Spaces and Streets Alcohol may be served at the following designated public areas: Arena Cove; Downtown Park; Main Street during Independence Parade only.
To ensure safety and compliance, the following conditions must be met:
• Street Closures & Visibility
If alcohol is served in a street closure area, there must be a clear line of sight to where alcohol is being served and consumed.
• Notification of Nearby Businesses
Business owners adjacent to areas where alcohol will be served must be notified in advance of the event.
• Defined Perimeter
A clearly marked perimeter must be established using signage or barricades, with a designated entry point. If barricades are not used, security personnel must actively monitor the area to ensure alcohol remains within the defined boundaries.
Special Event Permit Application
3 • Signage Requirements
Signs stating “No Alcoholic Beverages Beyond This Point” must be posted 10 feet from the perimeter to inform the public.
• Prohibited with Vehicles
Alcohol is not permitted at events that involve vehicles, including cruises, parades, motorcycle runs, or similar activities.
• Types of Alcohol Allowed
Beer, wine, and hard cider are permitted.
Distilled spirits may be served only as part of a specialty cocktail, limited to two offerings per event.
Local breweries, wineries, and distilleries are encouraged to participate and will receive priority during the permitting process.
• Serving Limits
Alcohol service is limited to two drinks per adult (21 years or older), and must be tracked by the server(s).
It is the responsibility of the server to ensure compliance. • Approved Drink Sizes
o Beer and Cider: up to 16 oz.
o Wine: up to 8 oz.
o Spirits: up to 1.5 oz.
• Age Verification & Identification
All individuals consuming alcohol must present proof of age and receive a wristband or other approved identification method prior to purchase. • Reusable Containers
Reusable drink containers may be used with prior approval from the Eureka Police Department (EPD).
• Glass Prohibited
No glass bottles or glass containers are allowed for alcohol consumption. • Security Requirements
Private security must be provided for events serving alcohol. • Authority to Restrict or Deny Alcohol Service
The Police Chief, City Manager, or their designee reserves the right to prohibit alcohol service based on public safety concerns.
• Daily Alcohol Event Limit
The City may limit alcohol-related events to one per calendar day. • ABC License Requirement
A one-day special event license from the California Department of Alcoholic Beverage Control (ABC) is required to serve alcohol.
Special Event Permit Application
4 Please complete this application in full. Be sure to include a site layout diagram, fact sheets, a detailed event description, and any additional information that may assist the City of Eureka in reviewing and approving your event.
Submit your completed application and all supporting documents to:
City of Point Arena
Email: [email protected]
Phone: 707-882-2122
PO Box 67 / 451 School Street
Point Arena, CA 95468
This application is: □ New □ Revised
EVENT INFORMATION
EVENT NAME __________________________________
LOCATION ________________________________________________________________ EVENT DATE ______________________________
SETUP TIME ________ TO ________ TEARDOWN TIME: _______ TO ___________ ESTIMATED # OF ATTENDEES _________________________
PERMIT APPLICANT
ORGANIZATION:
PRIMARY EVENT CONTACT:
EMAIL: PHONE:
ADDRESS:
Please be sure to sign the following page
Special Event Permit Application
5 CERTIFICATION OF APPLICATION
I certify that the information contained in the foregoing application is true and correct to the best of my knowledge and belief. I have read, understand and agree to abide by the rules and regulations governing the proposed Special Activity or Event under the City Municipal Code. I understand that this application is made subject to the rules and regulations established by the City Council and/or the City Manager or the City Manager’s designee. I agree to comply with all other requirements of the City, County, State, Federal Government, and any other applicable entity which may pertain to the use of the event venue and the conduct of the event. I agree to abide by all rules, regulations and permit conditions and further certify that I, on behalf of the Host Organization, am also authorized to commit that organization, and therefore agree to be financially responsible for any cost and fees that may be incurred by or on behalf of the event to the City. Such City Services may include, but are not limited to, Police, Fire, Public Works, Parks and Recreation, Business License and/or other necessary services provided by the City.
Signature: Date: ___
Print Name: _____________________
Organization: ________________________________________________________ Special Event Permit Application
6 INSURANCE INFORMATION
Requirement: Attach to this application a Certificate of Insurance evidencing general liability coverage limits of $2,000,000 and an Additional Insured Endorsement naming “the City of Point Arena, its officers, agents, and employees” and volunteers” as additional insured’s; and verification that the coverage is “primary, and the City’s coverage is non-contributory.” *Exact wording is required.
INSURANCE COMPANY:
CONTACT PERSON:
EMAIL: PHONE:
GENERAL EVENT DESCRIPTION
Use the space below to provide a description of your event and related activities. Items to include: event goals, target audience, schedule, and description of entertainment. Feel free to attach additional pages as needed. In addition, please attach copies of any brochures, flyers, news releases or any other information related to this event that you believe will help the City in considering your event for approval.
Special Event Permit Application
7 EVENT FEATURES
Please check all of the items below that apply to your event. Please indicate each item on a scale diagram of the event layout on the next page. Feel free to attach additional pages as needed. A detailed description of some items will be requested in the following pages.
☐ Entertainment or Stage Location(s)
☐ Temporary / Permanent Structures
☐ Alcohol Concession Stands / Beer
Garden
☐ Exits / Evacuation Route
☐ Non-Alcohol Concession Stands
☐ Live Animals
☐ Food Concession Stands / Food Trucks
☐ General Merch. / Craft / Info Booths
☐ Potentially Impacted Public
Transportation
☐ Inflatable Structures (e.g., Bounce
House)
☐ Parade / Race Route (if applicable)
☐ Activity Booth (e.g., Rock Wall,
Mechanical Bull)
☐ Alternate / Detour Routes (if
applicable)
☐ Tables / Enclosures, etc.
☐ Assembly Area (if applicable)
☐ Street Closures / Barricades
☐ Disbanding Area (if applicable)
☐ Security Personnel Stations
☐ Flaggers / Traffic Control Individuals
☐ First Aid / Emergency Vehicles
☐ Fireworks / Pyrotechnics Site (include
direction of launch)
☐ Event Organizer’s Command Post
☐ Portable Toilets – How many?
__________
☐ Trash Containers – How many?
__________
Special Event Permit Application
8 EVENT DIAGRAM
Please label all event features clearly. Attach additional pages as needed.
Special Event Permit Application
9 STREET CLOSURES
Please provide the following information on all points of street closure being proposed. Attach additional pages if needed.
Closed Street Name Affected Cross
Street(s)
Date(s) Start Time End Time
ENTERTAINMENT
Please provide details regarding any music, sound amplification, or other sources of noise, including the intended hours of operation for these activities. Please note: There is an 8:00 PM curfew for amplified sound within the City. A permit is required if amplification will extend beyond 8:00 PM.
Description
(Live Band, loud
speaker, etc)
Location Amplified?
Y/N
Electricit
y?
Y/N
Start
Time
End
Time
SERVICES REQUESTED FROM THE CITY
☐ Electricity ☐ Other
For
Special Event Permit Application
10 ALCOHOL CONCESSIONS
Approval from the Mendocino County Sheriff is required, and the ABC-221 form must be completed. Please describe the measures that will be implemented to prevent alcohol service to individuals under 21 years of age, such as wristbands, enclosed areas, hand stamps, security personnel, etc.
FOOD AND BEVERAGE
A Temporary Food Facility Coordinator Permit is required from the Mendocino County Environmental Health Department if you plan to have food at the event. Vendor permits are also required.
PERMISSION TO POST ON PERMITTEE’S BEHALF
□ Do you give the City of Point Arena permission to promote your event on the City’s website and social media? (check for yes)
ATTACHMENTS REQUIRED BY ALL APPLICANTS:
□ Attach an Event Diagram/Map of activity, parade, walking routes, parking street closures, etc.
□ Attach a Certificate of Liability Insurance with Endorsement for $2,000,000 minimum coverage.
□ Attach a signature sheet with signatures of affected businesses or residents for sidewalk and street closures.
Special Event Permit Application
11 HOLD HARMLESS AGREEMENT
THE PERMITTEE SHALL INDEMNIFY, DEFEND AND HOLD THE CITY AND ITS
OFFICERS, OFFICIALS, EMPLOYEES, AND VOLUNTEERS FROM AND
AGAINST ALL LIABILITY, LOSS, DAMAGE EXPENSE, COST (INCLUDING
WITHOUT LIMITATION, COSTS AND FEES OF LITIGATION) OF EVERY NATURE ARISING OUT OF OR IN CONNECTION WITH PERMITTEE’S
PERFORMANCE OF THE PERMIT DESCRIBED HEREIN, OR ITS FAILURE TO
COMPLY WITH ANY OF ITS OBLIGATIONS CONTAINED IN THE PERMIT,
EXCEPT SUCH LOSS OR DAMAGE WHICH WAS CAUSED BY THE SOLE NEGLIGENCE FOR WILLFUL MISCONDUCT OF THE CITY.
OTHER THAN THOSE CITY OF POINT ARENA EMPLOYEES WHO ARE
SPECIFICALLY ASSIGNED TO ASSIST IN OR MONITOR THIS EVENT, IT IS
UNDERSTOOD BY THE CITY AND THE PERMITTEE THAT ANY AND ALL EMPLOYEES AND VOLUNTEERS WORKING ON THE PERMITTEE’S EVENT
ARE EMPLOYEES OR VOLUNTEERS OF THE PERMITTEE AND NOT THE CITY OF EUREKA. ANY AND ALL LIABILTY ASSOCIATED WITH ACTIVITIES OF PERMITTEE’S EMPLOYEES AND VOLUNTEERS, INCLUDING WORKERS
COMPENSATION, IS THE SOLE RESPONSIBILTY OF THE PERMITEE AND NOT THE CITY OF POINT ARENA.
Signature: Date:
Special Event Permit Application
12 WASTE MANAGEMENT EXPECTATIONS
☐ Event organizers are responsible for all waste generated during the event, including litter pickup and proper disposal.
☐ Waste diversion is mandatory and must include clearly labeled recycling bins.
When composting service becomes available, compost bins will also be required.
☐ Trash and recycling receptacles must be provided throughout the event area for both attendees and vendors. Receptacles should be monitored and emptied regularly to prevent overflow. Use of private bins belonging to nearby businesses is strictly prohibited.
☐ Small events (fewer than 2,000 attendees per day) may self-haul waste but must store in a secure, enclosed location during the event. Waste must be removed daily—no overnight storage is permitted.
☐ Large events (more than 2,000 attendees per day) are required to use a franchised hauling service through Redwood Waste Solutions and must submit a post-event waste diversion report.
☐ Event organizers must inform all vendors of the waste management plan and ensure compliance throughout the event.
WASTE MANAGEMENT PLAN
Please check if your event is Small or Large, then follow the steps for your event size. □ Small Event: Less than 2,000 attendees per day
Requirements for Small Event:
•Must offer trash and recycling bins throughout the event location for attendees use •May manage waste by self-hauling trash and recycling to a permitted facility or may hire franchise waste hauler (Recology Humboldt)
•Provide storage and removal plan including waste disposal facility •Provide an aerial map designating receptacle and storage locations •Answer waste management logistics questions
□ Large Event: More than 2,000 attendees per day
Requirements for Large Event:
•Must offer trash and recycling bins throughout the event location for attendees use
Special Event Permit Application
13 •Must order trash and recycling bins from Redwood Waste Solutions •Provide storage and removal plan including size and number of Recology bins
•Provide an aerial map designating receptacle and Redwood Waste Solutions bin locations
STORAGE AND REMOVAL PLAN
Small Events (fewer than 2,000 attendees per day):
Please describe your plan for disposing of trash and recycling after the event. Include details on how the waste will be transported and the facility it will be taken to for disposal or processing.
Large Events (more than 2,000 attendees per day):
Please provide the following information:
• The number and size of Recology bins needed
• Scheduled drop-off and pick-up times and dates for the bins • Confirmation that any bins left overnight will be securely locked Important Notes:
• Bins must not obstruct sidewalks or roadways.
• If bins will be placed on public property, their locations must be clearly marked and approved using the aerial map provided in the next step.
WASTE DISPOSAL LOCATIONS
Please attach an aerial map of all waste disposal locations for your event, marking the following:
•Locations of each receptacle, designating if the receptacle is for event attendees or vendors
•Storage locations for trash and recycling once emptied from receptacles •For Small events, mark where waste will be stored until disposed of at the end of the day
•For Large events, please mark where Redwood Waste Solution bins will be located Special Event Permit Application
14 WASTE MANAGEMENT LOGISTICS
Please describe your plan for maintaining receptacles throughout the event to prevent overflow of bins.
Please describe how your waste management plan will be communicated to vendors, volunteers and attendees.
Please describe how you intend to reduce trash, increase recycling, or other waste reduction activities.
WASTE MANAGEMENT TIPS AND TOOLS
The City of Point Arena has an exclusive franchise hauling agreement with Redwood Waste Solutions. No other business is permitted to provide paid waste removal services. To order bins for your event, you can call Redwood Waste Solutions at 707-234-6400 or https://candswaste.com/contact-form/.
Special Event Permit Application
15 IMPACTED BUSINESS/RESIDENT SIGNATURE SHEET
Leave an event flyer with each impacted business/resident and obtain signature of approval/disapproval. Attach additional pages if needed.
Event Name:
Location:
Date(s):
Time(s):
I/we the undersigned have been made aware of the following street closure/ special event. It has been discussed with me/us how the street will be affected.
Contact Name Business Address Signature Approve Disapprove Special Event Permit Application
16 Departmental Review (office use only)
Approved Disapproved Date
Alcohol & Beverage Control
(if alcohol srved)
City of Point Arena Streets & Parks
Mendocino County Sheriff
Mendocino County Env. Health
(food only)
Redwood Coast Fire District
Risk Manager
Mendocino County Env. Health
(food only)