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CITY OF SAN MARINO
SPECIAL EVENT PERMIT AGREEMENT
This Special Event Permit Agreement (“Agreement”) is entered into by and between the San Marino Motor Classic, a 501C3 Organization (“Permittee”) and the City of San Marino (“City”) and is dated and effective as of October 9, 2024.
SECTION I. This Agreement shall govern the issuance of permits to Permittee for the purpose of hosting an annual special event at Lacy Park (the “San Marino Motor Classic” or the “Event”) in San Marino, CA. This Agreement allows for the Event to occur each year during its term, subject to the annual approval pursuant to the City Council’s Lacy Park Closure for Major Events Policy.
SECTION II. In consideration for the Issuance of an annual Special Events Permit, the permittee shall pay to the City the permit fee pursuant to the master fee schedule established by the City Council. Permittee understands that additional permits may be required per City Code, depending upon the various elements of the annual event, including, but not limited to tent permits, open flame permits, business licenses for vendors, building permits for temporary structures, etc.
SECTION III. In addition to any requirements or conditions set forth in any annual permit issued by the City, the Permittee shall be required to employ the following personnel as a condition of the special event within the City of San Marino
2 Firefighter(s) 4 Park Employee (s)
4 Police Officer(s) 0 Other
Fire, Police or Park Department personnel shall be assigned by the respective department head.
The Permittee shall pay the actual costs per hour for Park Personnel, Fire Personnel, and Police Personnel, with a minimum of four (4) hours, for each person required by this permit, plus a twenty-five percent (25%) administrative surcharge.
SECTION IV. In addition to any requirements or conditions set forth in any Special Events Permit issued by the City, the following special conditions are placed upon the Permittee for the right to host the Event within the City of San Marino:
1. All vehicles and equipment shall not be parked below the canopy of trees without the approval of City staff.
2. All trash is to be removed from the premises.
3. The permittee shall provide appropriate remedies as requested by City staff to avoid damage to grass areas.
4. All park rules and regulations apply, which include but are not limited to driving at very low speed, any objects (tables) must be put back in same location that is was removed from, etc.
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5. The permittee shall provide a certificate of general liability insurance in the amount of at least five million dollars ($5,000,000) general aggregate and two million dollars ($2,000,000) per occurrence to cover all activities arising out of this special event including the alcohol being served at the hosted bar for the VIP event. The City of San Marino shall be listed as an additional insured.
6. All tents greater than 10 feet by 10 feet shall obtain a building permit and associated fire inspection.
7. The serving of alcohol shall comply with the requirements of the California Department of Alcoholic Beverage Control (ABC). All consumption of alcohol shall be confined to one location and enclosed with fencing. There shall be no alcoholic beverage outside of this established location and a monitor is required to enforce this condition. The vendor serving the alcohol shall provide evidence of proper approvals from the ABC.
The installation of “No Parking” signs shall be limited to Virginia Road between Euston and Monterey Road. They shall be installed 72 hours in advance and at permittee’s expense of the San Marino Motor Classic.
8. The permittee shall obtain business licenses for all vendors which are conducting or soliciting business for the event.
9. All food vendors shall obtain proper approvals/ permits to handle and serve food in accordance with the rules and regulations of the County of Los Angeles Health Department.
10. There shall be no amplified sound prior to 8:00 a.m.
11. Fire extinguishers shall be required for each displayed vehicle.
12. The permittee is responsible for all clean up and damage to property or equipment within the Park. This includes but is not limited to: oil, trash, damage to irrigation, etc.
Should this not be done to the satisfaction of the City, the City will repair/ clean up as necessary and the expenses are to be reimbursed by the permittee. The City will participate in a pre-event walk through with the permitee to note any existing damage and will notify the permittee of damage within 48 hours of their vacancy from the premises.
13. The permittee shall provide ADA parking in the Virginia parking lot.
14. The permittee shall defend (with counsel reasonably acceptable to City), indemnify and hold harmless the City of San Marino and its agents from and against any and all claims or suits for injury to persons or property, death or other damages arising out of the permittee’s negligent or willful acts or those of its agents, assigns, volunteers or guests.
15. The permittee shall obtain waivers and releases in a form acceptable to the City from each entry for all liability or damages arising from their participation in or attend and at the event. Language for the waivers will be provided to the motor classic on an annual basis.
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16. At its own expense, the permittee shall send out notices of the event to all property owners within five hundred feet (500’) of Lacy Park at least one week prior to the event.
17. A separate application shall be submitted for the use of the Thurner House and/or Old Mill and shall comply with the conditions within this section.
18. The permittee will provide volunteers that will follow an approved plan for traffic control for the arrival and departure of display vehicles.
SECTION V. TERM
This Agreement shall continue from the effective date set forth at the beginning of this Agreement to and through December 31, 2029, unless terminated earlier by either Party. Either Party may terminate this Agreement upon thirty (30) days written notice; provided, however, that Permittee may not terminate this Agreement between the issuance of a Special Events Permit and the holding of the annual Event, unless Permittee cancels the Event.
ACKNOWLEDGED AND ACCEPTED
By Permittee:
Signature Dated
Print Name
For the City of San Marino:
Philippe Eskandar, City Manager Dated