Special Event Permit Overview
June 8, 2026
Economic Development
Meredith Knudsen, Arts and Culture Manager
McKenzie Nelson, Arts and Events Specialist
Policy and Fee History
• Policy 000-09 Event Permits Originated in 1979, last update 2017, amended to provide updated and comprehensive procedures for issuing permits for events and film production; Event Permit Fees added to the fee schedule
• Update with fees coincided with CHS reunification
• Oversight of Courthouse Square event management to Chamber from 2022-2025. Blanket permit for Chamber, City yearly payment of $100,000 for management, waived fees for all Courthouse Square Events
• July 2025 City Arts and Culture team reassumed management of Courthouse Square events and operating under the approved fee schedule
• Hired full time Arts and Events Specialist, McKenzie Nelson, January 2026 • Special Event Permit Guidepublished May 2026, continued updates to application process June 8, 2026
1 Permit Process and Review Team
June 8, 2026
3 Fire
• Emergency access
• Reviews Propane and
Membrane Structures
• Occupancy and Public Safety
• Medical Plan Review and
Approval
Transit & Traffic
• Route Impacts
• Street Closure Review
• Traffic Control Plan Review
and Approval
Parks
• Reviews Event Impacts
• Electrical Usage
PED
• Application intake on Accela
o 30 days in advance for CHS (Civic
Site Permits)
o 60 days in advance for any street
closure
• Confirm date(s)
• Address any initial
concerns, communicate additional
requirements, and expectation
deadlines
• Schedule Pre-Event Meeting
Application Application Review Team
PED
• Insurance
• Vendor information
• Waste Management
Plan/Sanitation Plan
• ABC permit
• Barricades for side streets
• Notification to residents
Police
• Security and potential onsite
staffing
• Amplified Sound Permit
Parking
• Costs associated with street
closures (Meters, Labor, Signs)
All
- 30-minute Pre-Event Meetingfor road closures and over 5,000 attendees
- Review required services and conditions of approval
Permit Issuance
PED
• Process invoice
• Issues permit with event specific
conditions
• Verifies all additional
requirements have been met
• Receives all contracted
services logistics
• Ensures conditions, permits, and
licensing remains valid for
duration of event/event dates
• Follows up post event with any
feedback for improvement or
recommendations for next year
• Post Event inspection to ensure
no deficiencies
• Monitors event compliance with
permit
Current Fees vs Actual Costs
June 8, 2026
4 Application
Current Fee Type Fee Actual
(derived from Staff Time)
Block Party Application $25 $40.56
Block Party Permit FREE $437.30
Block Party Barricades FREE $110.03
Film Permit Application $75 $81.31
Film Permit $175 $605.21
Civic Site Application $50 $81.31
Civic Site Permit $50 $1,503.24
Civic Site Permit CHS w/side streets Range $50 - $700 on attendance $1,679.71 Special Event Application $75 $119.12
Special Event Permit $175 $2373.06
Side Street Closure $25 per street; $50 for East and West $81.13 per street Staff Cost Actuals Breakdown
June 8, 2026
4 Application
Initial Application Review
Block Party $40.56
Film Permit $81.31
Civic Site $81.31
Special Event $119.12
Team Review (15+ Min)
Block Party $214.22
Film Permit $403.93
Civic Site $625.93
Special Event $820.33
Pre-Event Meeting
Block Party $0
Film Permit $88.23
Civic Site $656.09
Special Event $1,155.04
Issuance
Block Party $113.05
Film Permit $113.05
Civic Site $113.05
Special Event $113.05
Barricades
Block Party $110.03
Film Permit $0
Civic Site $176.47
Special Event $176.47
Onsite Support
Block Party $0
Film Permit $0
Civic Site $108.17
Special Event $108.17
• These estimates reflects minimum amount of staff time associated with a routine issuance only. Does not
included items such as fire inspection, additional staff review, post event cleanup/meetings.
Plan, Permit, and Deliver an Event –
Overview
June 8, 2026
5 Timeline
60 Days Prior Application Submission
(30 to 60 days prior minimum requirement)
30 Days Prior Two Weeks Prior
Traffic Control Plan
Event Map Pre-Event Meeting Vendor List - including Propane Permits and Santa Rosa Business Tax Id
Event Schedule
PD Plan for officer(s)
support onsite and
routes contract with
event host
Amplified Sound Permit
Base Medical Plan ABC License
Insurance Public Notification
Sanitation Plan – Waste Removal and Restroom Services Contracted Services Verification Security Plan Process Permit Fees
To successfully permit and deliver an event, organizers must submit key documents on a rolling timeline.
Requirements are tied to event impact, safety, and operations, and must be completed before permit issuance Plan, Permit, and Deliver an Event –
Additional Requirements and External Costs
June 8, 2026
5 Requirement Cost Support
Traffic Control Plan $300 to $1500 per plan
The City of Santa Rosa has several Traffic Control Plans on file and supports by providing plans that have been
approved and implemented in the past at zero cost.
Eligible for Event Support Funding Reimbursement
Traffic Control
Implementation
Small event (1–2 blocks):→ $1,200 – $2,500
Medium event (3–6 blocks / intersections):→ $2,500 – $6,000 Large event (multi-street, staged closures):→ $6,000 – $15,000+ City Staff currently does not have the capacity to
implement external event's Traffic Control Plans.
Eligible for Event Support Funding Reimbursement
Insurance $200 to $2,500 depending on inclusions, size, liquor liability, etc.
Risk Management Office provides resource to
purchase through Gales Creek.
Eligible for Event Support Funding Reimbursement
Propane Permit $83 issuance fee for the year valid 1YR
Santa Rosa Business Tax Id $200 fee required for any business selling goods in Santa Rosa valid 1YR Public Notification (required for
AMP Sound & Rd. Closure) $50 to $800 (mail or hand deliver notice to a 500 ft. Radius around event location) DAO can support with an email blast to downtown
businesses and organizations. City staff provides hosts with addresses associated with requirement.
Eligible for Event Support Funding Reimbursement
Sanitation Services (Waste
Removal, Restrooms)
Small event (50–150)1–3 toilets + basic trash setup→ $400 – $1,000 Medium event (150–500)3–8 toilets + bins or small dumpster→ $1,000 – $3,000 Large event (500+) 8–20+ toilets + multiple dumpsters + servicing→ $3,000 – $10,000+ City Recology contract provides up to 40 events a
calendar year with free services
Eligible for Event Support Funding Reimbursement
Renting CHS - No Side Street Closure
June 8, 2026
5 Courthouse Square permit fees:
o Application cost - $50.00
o Permit cost by attendance:
o Final cost ranges from $100 - $750
Actual permit cost - $1,503.24
(Staff Time)
Renting CHS with Side Street Closure
June 8, 2026
5 Courthouse Square permit fees:
o Application cost - $50.00
o Permit cost by attendance:
o Side street closure - $25.00 per side street
o Final cost ranges from $150 - $800
Actual permit cost - $1,679.71
(Staff Time)
Renting CHS with Side Streets & 4th St. Closure
Courthouse Square permit fees:
o Application cost - $50.00
o Permit cost by attendance:
o Side street closure - $25.00 per side street
o Final cost ranges from $150 - $800
Actual permit cost - $2,373.06
(Staff Time)
June 8, 2026
5 How we are Supporting Events
June 8, 2026
5 The City provides guidance, coordination, and informational support throughout the event process. The City does not directly endorse specific vendors; staff assists organizers in identifying resources and navigating requirements.
Tier Support Provided
Tier 1 Funding for City Services, permits, event logistics, programming Tier 2 Tier 1 + Recology services, event promotion
Tier 3 Tier 1 + 2 + enhanced event planning assistance
Funding Support
• Community Promotions : non-profit events or activities (125k) • SRTBIA: events or activities attracting overnight visitors (100k) In Kind Support
• Onsite walk-through w/ event host
• Coordinated support with additional permits
• Pre-approved traffic control plans
• Insurance assistance
• Feeback and guidance prior to submittal
Moving Forward
June 8, 2026
5 A More Efficient, Accessible, and Sustainable Special Event Program Program Assessment
Evaluate Fees
Benchmark comparable cities
Process Improvement
Application efficiency
Modernize
Event Support
Tiered event support model
Support new events
Our goal is to offer a high level of service to support successful events in Santa Rosa while maintaining accessibility and sustainable cost recovery.