Sebastopol City Council
September 15, 2026

Agenda Item Number 9

CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: September 15, 2026
==================================================================================== To: Honorable Mayor and City Councilmembers
From: Oriana Hart, Public Works Director
Department: Public Works Department
Subject: Consider Approval of Waiver for $750 of Special Event Permit Fees for the 2026 Many Moons Festival, and $5,000 of Special Event Permit Fees for the 2026 Peacetown Concert Series ==================================================================================== RECOMMENDATIONS:

That the City Council consider the waiver of the applicable City Special Event Permit fees for the Many Moons Festival, to be held at Ives Park on Saturday, October 3, 2026, in the amount of $750.00, and the request from Peacetown Summer Concert Series, held at Ives Park from June 3rd, to September 9th, for a $5,000 reduction in fees associated with the 2026 Peacetown Summer Concert Series at Ives Park.

PROCESS OF AGENDA ITEM:
• Presentation by staff
• Council questions and discussion
• Public comment
• Council deliberation and action
EXECUTIVE SUMMARY:

The City Council is being asked to consider a request from the Asian American Pacific Islander Coalition (AAPIC) to waive City fees associated with the 2026 Many Moons Festival at Ives Park. AAPIC has requested consideration of a waiver of applicable City fees to support the continued development of the festival as a community event in Sebastopol.

The City Council is also being asked to consider a request from the Peacetown Summer Concert Series for a $5,000 reduction in fees associated with its 2026 use of Ives Park. Peacetown operates a free public summer concert series at Ives Park on Wednesday evenings from June 3 through September 9, 2026. The series includes two musical performances each Wednesday evening, food trucks, concessions, and the sale of beer and wine.

BACKGROUND:

The Many Moons Festival is organized by AAPIC and celebrates Asian American, Native Hawaiian, and Pacific Islander communities through arts, culture, youth leadership, small business support, immigrant resources, and community connection. The inaugural festival was held at Ives Park in 2025 and welcomed nearly 2,800 attendees. AAPIC is preparing for the second annual Many Moons Festival, scheduled for Saturday, October 3, 2026, at Ives Park. The event organizer has requested a waiver of the applicable City Special Event Permit fees.

The request is intended to allow more of the organization's available resources to be directed toward producing an accessible community event.

The Peacetown Summer Concert Series is a free public concert series held at Ives Park on Wednesday evenings during the summer. The event includes amplified live music, three food trucks, vendors, tables and canopies, portable restrooms, garbage and recycling receptacles, and the sale of beer and wine. The application identifies an anticipated total attendance of approximately 15,000 people over the 15-week series.

DISCUSSION:

The City Council has previously considered and approved fee waivers for community events. The City has also suspended its prior general fee-waiver and sponsorship policy, meaning individual requests are brought to the City Council for consideration. AAPIC's request is limited to waiver of the applicable City permit fees for the Many Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Agenda Item Number 9
Moons Festival. No waiver of City staff time, materials, equipment, or other operational costs is included in this request. The requested waiver would support an event that provides cultural, recreational, and community benefits to Sebastopol and the broader Sonoma County community. The City Council may approve, modify, or deny the requested waiver.

The Peacetown request differs from a request for a full fee waiver. The organization is requesting a $5,000 reduction from the $6,400 billed for the 2026 season. The invoice includes a $150 application fee, a $1,000 security deposit, $3,750 in daily use fees for 15 days, and $1,500 in amplified sound/stage fees. The City Council may approve, modify, or deny the requested waiver.

Table 1 – Many Moons Festival
Fees Amount Fee Waiver Request
Application $150 $150
Amplified Sound $50 $50
Stage Use Fee $50 $50
Daily Use Fee $500 $500
Total Fees $750 $750
Total Fees to be Waived $750 $750
Table 2 – Peacetown Concert Series
Fees Amount Fee Waiver Request
Application $150 $150
Amplified Sound $1500 $1500
Daily Use Fee $3750 $3350
Total Fees $5400 $5000
Total Fees to be Waived $5000 $5000
To date in the current fiscal year, no special events have been approved for fee waivers.

In Fiscal Year 2024–2025, several community events were granted fee waivers by the City Council. A summary of those waivers is provided below.

Fiscal Year Number of Events
with Fee Waivers
Total Fees Waived
FY 2024–2025 Chamber Tree
Lighting
$450
Apple Blossom
Parade/Fair
$14,620
Rotary Centennial
Celebration
$500
Kiwanis Easter Egg
Hunt
$400
Peacetown Summer
Concerts
$1,550
Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Agenda Item Number 9
Many Moons $1,200
July 3rd Fireworks $6,930
Total $25,650
FY 2025–2026 Living Peace Wall
Induction Ceremony
$450
Porch Fest $500
Kiwanis Easter Egg
Hunt
$400
Apple Blossom
Festival
$13,320
Micah’s Hugs $275
Kiwanis July 3rd
Firework Event
$6,263
Total $21,208
Many of the community events that historically occur in Sebastopol are currently in the process of reapplying for their Special Event Permits for the upcoming year. At the time of preparation of this staff report, those events have not yet submitted requests for fee waivers.

STAFF ANALYSIS:

The Many Moons Festival provides a community event at Ives Park that includes cultural, recreational, and educational activities and is intended to support community connection, small businesses, youth leadership, and resources for Asian American, Native Hawaiian, and Pacific Islander communities. The inaugural event in 2025 attracted nearly 2,800 attendees. The Peacetown summer concert series provides a community event at Ives Park. The concert series is a 14-week event that is held every Wednesday from June 3rd to September 9th. This event has occurred annually over the past 12 years and brings the community together every week for free music.

The City Council has previously approved fee waivers for a number of community events. At the same time, the City’s prior general fee waiver and sponsorship policy has been suspended, and individual requests are now brought to the City Council for consideration. Six special events have received fee waivers during the current fiscal year, and additional community events may request waivers as they apply for upcoming Special Event Permits. The requested waiver is limited to the applicable Special Event Permit fees. The request does not include a waiver of City staff time, materials, equipment, or other operational costs associated with the event. If the waiver is approved, the City would forgo collection of the applicable permit fees shown in the fee table above.

In considering these requests, the City Council may also consider the impacts associated with holding a large event in a City park. Events of this size can result in additional use and wear of park facilities, including turf, landscaping, irrigation systems, restrooms, pathways, and other public infrastructure. Depending on event activities and attendance, additional cleanup or maintenance may also be required following the event. Special Event Permit fees provide a means of recovering some of the City's costs associated with permitting and use of public facilities.

CITY COUNCIL GOALS/PRIORTIES/ AND OR GENERAL PLAN CONSISTENCY:

This agenda item represents the City Council goals priorities as follows:
• Goal 1 - Community Vitality: Enhance Sebastopol as a great place to live that values community health and well-being. Preserve Sebastopol’s unique character. - Priority 5: Festive Activities/Holiday Events
This agenda item represents the City Council General Plan consistency:

Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Agenda Item Number 9
• General Plan Policy - Conservation and Open Space
- COS10-9: Continue to support and promote annual festivals and community events that celebrate Sebastopol’s cultural heritage.

PUBLIC COMMENT:

As of the preparation of this staff report, no public comments have been received on this item. Any comments received after distribution of the report will be provided to the City Council as supplemental materials. Public comment will also be accepted during the meeting.

COMMUNITY OUTREACH:

This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date.

FISCAL IMPACT:

Approval of the requested fee waiver would reduce City revenue by $750 for the 2026 Many Moons Festival, and by $5,000 for the Peacetown Concert Series. The waiver would apply only to the applicable Special Event Permit fees. City staff time, materials, equipment, maintenance, cleanup, and other operational costs would not be waived.

RESTATED RECOMMENDATION:

That the City Council consider the request to waive the applicable Special Event Permit fees for the 2026 Many Moons Festival, to be held at Ives Park on Saturday, October 3, 2026, in the amount of $750, and to consider the request to waive the applicable Special Event Permit fees for the Peacetown Concert Series held at Ives Park, from June 3rd, to September 9th, in the amount of $5,000.

CITY COUNCIL OPTIONS:

1. Approve the Many Moons fee waiver in the amount of $750 and the Peacetown fee waiver in the amount of $5,000

2. Deny the Many Moons fee waiver in the amount of $750 and the Peacetown fee waiver in the amount of $5,000.

3. Approve a reduced fee reduction in an amount determined by the City Council.

ATTACHMENT(S):
1 – Special Permit Waiver Requests
2 – Applications
APPROVALS:

Department Head Approval: Approval Date: 9/8/26
CEQA Determination (Planning): Approval Date: NA
The proposed action is not a project under the California Environmental Quality Act (CEQA) General Plan Goal (Planning): Approval Date: N/A
Administrative Services (Financial) Approval Date: 9/8/26 Costs authorized in City Approved Budget: ☐ Yes ☒ No ☐ N/A Account Code (f applicable) _______________________________ City Attorney Approval: Approval Date: N/A
City Manager Approval: Approval Date: 9/8/26
Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Agenda Item Number 9
Dear Mary, Public Works Team, and City of Sebastopol,
On behalf of AAPIC, I'd like to respectfully request consideration of a waiver for any City fees associated with this year's Many Moons Festival at Ives Park on Saturday, October 3.

AAPIC exists to strengthen our community through youth leadership, small business support, immigrant resources, arts and culture, and opportunities for connection across Sonoma County.

Last year's inaugural festival welcomed nearly 2,800 people to Ives Park and became something truly special. It was a joyful day of celebration, belonging, and cultural exchange that highlighted both the deep history of Asian American, Native Hawaiian, and Pacific Islander communities in Sonoma County and the vibrant community of today.

As we prepare for our second year, we're working hard to build a festival that can become a lasting community tradition. As a growing nonprofit, every dollar we save goes directly back into creating a meaningful, accessible event for our community. We'd be incredibly grateful for consideration of any fee waivers the City is able to offer to help us continue building this momentum.

Thank you for your partnership and for all you do to support community events in Sebastopol.

We truly appreciate your consideration and look forward to another wonderful day at Ives Park this October.

With gratitude,
Erin Masako Wilkins
Festival Director, Many Moons Festival
Erin Masako Wilkins
AAPIC Operations & Communications Manager
Many Moons Festival Director
AAPICnorthbay.org
Facebook | Instagram
Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

PEAIET WN
June 17, 2426
To: Sebastopol City Council
Re: Fee reduction for Peacetown Summer Concert Series
Dear Councilmembers:

On behalf of the Peacetown Summer Concei't Series, i would !lke to i"equest a reduction in our fees paid to the City for the use of lves Park. We were billed and have paid $O+OO.OO for use of lves Park. We request a reduction of SSO00.OO for the 2026 season. With this reduction the City of Sebastopol will be featured as a major sponsor of this event. ln the past Community Grants were provided to support this event, which has become a popuiar free event, that provides a wonderful gathering spot for locals and visitors to our town. We have been recognized as the Best Outdoor Music Festival in the County, as we bring two fabulous bands to the park each week for the listening and dancing pleasure of our audiences.

Thank you for your consideration, and I hope you will come out to any or all of these concerts and get the feel of how much your constituents enjoy this weekly activity.

Love & Joy
Surntner Concert Series
"A Beautilul Place to BEtt
PO Box 1218 SebastoPol, CA 95473
www.peacetown.org EIN 84-2467 3 90
(--
Ji Corbett
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

C' IT'Y O P' S E TIAS'TO PO L
Specinl Event Permit Application
"l'o Special Evrnt Pcrmit Applicants:
-Ihe Cit"v t'tl'Scbastopeil is host to nlany varicd spccial cvents throughout thc ycar. 'l'hese cvents are an important part olour community and can add signilicantly to the quality of lil'e for our rcsiclcnts ancl visitors. Dcpcnding on thc naturc oflhc cvcnts, they can enhancc our neighborhoods. highlight producls and scrviccs. providc lnarkcting opportunitics. and add to our cultural cnrichnrent.
'fhis packet is intended to hclp you undcrstand the spccial cvent pernritting proccss and provide hclplul inlbrnration as )'ou plan your cvcnt.

Thc City olScbastopol is comnrittcd to supporting quality cvents that are sal'e and cnjolable. lf you have qucstions rcgarding the ;lcnnitting process. pleasc contact the Public Works Departmcnt al 707-823-5331 or cmail cityprv@cityof'sebastopol.org tbr further information.

On behalf of'tlre CitS' of Sebastopol, rve thank you fbr contributing to the spirit and vitality of our comnrunitl. through the staging ol'1'srr evenl. Best wishes for a successful evcnt.

Application Proccss
t. Contact Public Works Deprartnent to ascertain the availability ol'the location u'herc thc cvent is requested to be held.
2, Cornplete the application packet (and provide any adelitional nratcrials regarding this event).

3. Ensure all blanks are llllcd out and initial the botlom of evcry page. Please use black ink to conrplete the appl ication.

4. Ensure the application has a rvct signature . Electronic signatures will not be accepted.

5. Submit the packet and filing tbes to Public Works Depatlmcnt.

6. Complete and submit the Clity event rcquirements.
7, Pay event fees rvhen the application is submitted for routing. Thc application rvill not be routcd rvithout paynlent o{'fecs in lirll.

8. Ensure appropriate dcpartnrents have been contacled a minintum of I0 days prior to the evcnt.

9. Request rhe Citl' conduct a post-evcnt rvalk-througlr the l'irst working day aftcr the cvent, Note: Please keep in rnind that acceptance ol'your application is the flrst stcp antl should not be construed as approval or confinnation olyour special event request. Depending ott thc size and type oler,ent and its potential irnpact on City services, othcr departmcntal approvals ntay be required. Event applications submitted lcss than 30 days prior to the cvenl mav nol bc rpprovctl lf .vour event requires banners on City poles, you must conrplete a Banncr lnstallation Application and receive approval prior to hanging banners. l"or morc information, plcasc contact the Public Works Department at 707-823-5331.

P6sting ol'flyers. signs, ctc.. on public facilities or cquipnrent (e.9., polver poles) is not permittcd.

Speoal Evenl Permit APPhcallon Page 1 ol 19 Applicant's fn,mfs-M Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Note; (lcrrcralll. tcrlporarv oll-sitc silrrrs, sueh as bnrrners. A-fiarncs. or ttlhgr signage within tlre putrlic riglrt o{'n'ar'. flrc not pcrrrrittcd. (('ontael tlre City Itlanning l)cpartmenl at707-823' 6167 lbr spccilic irrftrrttraliorr orr siglragc.)
Itnrh' .lumps, (llimbing Rock Wntls, etc.
(iroups rcnling parlr'.iurnps. or olher sirnilar activities" nlusl notc this activity on thcir rpplication. ('olnpanics providing thc jurrrp, ctc.. must have liability insurancc as listed belrtw as n'cll ts n currcnt busincss liccnsc. No struclurc lhat rcquires staking into thc grass or ground is pcnnittcd in tlrc parks. Ilcquests rnust bc matlc in advance lbr clectrical servicc by indication on the application.

Park Hours
['it1' ot'Sebasttlpol parks arc ope n scven days a rvcck. year-round front tlawn to dusk. All runrcscrvcd areas rcnrain opcn to tlrc public at alltinres during park hours.

Canccllalion Fee
ll'cancellation is ncccssar,"-. thc City rnust be notified irnrnceliatcly. Ila reservation is cancclled morc than 30 days prior to the evcnt. the cntirc deposit rvill be refunded. lf a reservation is cancellcd less tharr 30 days prior to thc cvcnt" a $25.00 non-retundable cancellation iee rvill bc rvithhcld lionr the deposit.
'l'hc applicant is responsible lbr rcading thc City.'s noisc ordinance, park use orclinance. no snroking ordinance. and alcohol in the park ordinancc,
Insu rance Requiremcnts
As a condition of use of City of Scbastopol lacilities or programs. your organization must provide. at ),our sole expense. each of the lbllorving items as indicated:

Proolof insurancc conrprised of a certitlcate of insurance and original polic;- endorsemcnt of comprehensivc gcncral liability insurance written by one or rnore responsible insurance companies liccnsed to do business in California. l"his coverage requires the fbllorving:
l. 1-he Citv of Scbastopol, its officers, officials, cmployces and volunteers are to be named as additional insured bl,endorsement against liability for ir{ur1'to persons. darnagcs to propert}' and for thc death of a pcrson or pcrsons arising or resulting lronr any' act or omission on the part of 1,our organizatiott. its agents or etnployces.
2, L.iability coveragc is rcquired frrr clainrs nrade hy participants in your evcn/program. You arc adviscd that any and all cxclusions pertaining to athletic or recreational event/programs must bc disclosed in the endorscmcnt. and f'ailure to do so rvill not necessarily insulate 1,our organization liorn individual liability lbr clairns rnade as"a rcsult of the use olthe lacilities and 1'our evcnUprogram.

3. 'lhe insurancc provided must be PRTMARY rvith rcspect to the additional insured narncd abovc. Any other insurancc available to the City of Sebastopol, its oflicers, officials, employees and voluntecrs must be cxcess and noncontributing. A Prinrarl' NonContributory llndorsernent is requirccl.

4. 'l'he cornprehcnsive general liability insurance policy,'lirnits of such insurancc shall not be less than $2,000,000 pcr occurrence for bodily injury, pcrsonal injury and propcrtl' damagc.

I'lcasc notc the City may rcquirc an incrense in policy linrits due to thc nrturc of the cvent.
$pecral Event Permit APPlacalion Page 2 of 19 Applrcant's nrrras.-W * Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

CITY OF STiBAT;TOPOI'
Special Event Permit APPlication
PEITM I'I'TIN(; I}R(X'ESS
Slxcial cvcnts pllcn involvc R nuntbcr ol'pcrmits ancl othcr rcqttircntcnts to cnsure thc saf'cty of' thc evcnt ancl to tninintiz-c impacts on thc surrounding comrnunity' A Special [vcnt l]crtnit is requirecl lbr any evcnt utiliz-irlg City parks. (iity huildings' or olhcr Cinl lac'l't'es. such as City cirnlbrcnce roorns. parking lots. etc. Such activitics include, hul arc not limited to. cra{l fairs. festivals. ccrcmonics' and othcr evcnts.

Ilvents that arc to be concluctcd on City public strccts or sidcrvalks rcquire an llncrcachment Permit lionr tlre C'ity ol'scbastopol Erigirrcering Division. Plcase contact them at 714 Johnson Street or 707-823-21 5 l.

Cllosure ol"strecrs lbr block parlics arc handletJ through the Sebastopol Police Dcparlment' Plcase contact them at 6850 Laguna Park Way or 707-829-4400' l. on behall'of the organization I rcpresent, ccrtify that all forgoing pagcs in this Special.Event permit Application hive been completccl, I attcst that the inl'onnation containcd herein is accuratc. to the best ol'nr1, knorvlcdge and trclief. I attcst that I have read all thc rules, regulations and guidelines spccificcl hcrein and that rvhich is included in this Spccial Event Ilermit Application.
l, acting on bchalf of the organization I represcnt, am authorized to commit that organization to agree tJ abide bl,the rules.iegulations and guidelines specified hcrein, and that I rvill accept all rJsponsibilitics ior any darnagc to City property and/or facilities, and any payments lor rnunicipal services on,l/n, ,..iur"*. as they have been outlined and as they may be utilized by me ancl thc organization rvhom I am representing and the palrons rvho will be served by this event.

Authorized Signature:

Printed Name of Signer:
ifztlzt
Erin M Wilkins
Date:

Specral Evenl Permlt APPlication Page 4 of 19 Applicant's I I
niliats &4J.

Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

a. An1'deducriblc or sclt'-insurcd rctention must trc idcntificd and approved by the City' ln thc cvcrrt rhc rlcductiblc is tlccnrcd to bc ltxr grcat, thc City may requirc you to have your insurcr elintinalc thc dcdtrctiblc or rcducc it.

5. You nrust satisfy,thcsc rcquircrncnfs by lurnishing thc C:ity with certificates of insurance and endorsenrcrrts allbctirrg tlrc rcquircclcoverngc, 'l'he certitlcatcs and cndorscmcnts are to he on lSO-approvcd lirrnrs,
Note: Plcasc inform your insurancc agent that a "Ccrtillcatc of Insurance" on Form Accord 25 by itsclf is not sufficient. A certificatc of endorsemcnt naming thc Cify of Sehastopol' its offrcers, ofliciats, employees and volunteers as additional insured is required.

The City rvill not accept a ccrtificatc of insurance alone as proof of insurance coveragc' "l"hc City rvill rrol accept the worcling listed belorv in the Description of Operations box on the certi licatc of insurance.

The original cndorsentent must spccifically list the following:
"The Cig of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability lbr injury to pcrsons, damages to property and lbr the cleath of a person or persons arising or resulting liom any act or omission on the part of your organization, its agents or employees.

This insurance is primnrl with respect to the ndditional insured narned above. Any other insuralrce available to the Cify of Sebastopol, its officers, officials, employees nnd volunteers shall be excess and noncontributing."

6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.

You are strongly urged to shorv this Notice of Conditions (including the precise wording olthese insurance requirements) to your insurance agenl or broker. Doing so will help you. your agent, and the City process the proper docunrents in a timely tnanner.

You must provide the City with the required endorsements l0 days prior to the start of your event/prograrn. Each endorsement shall be subject to approval by the City of Sebastopol as to fonn and as to insurance company.

Please sign and return this original Notice of Conditions to indicate your rcceipt and understancling of each of the conditions listed above.

Authorized Signature:

Name of Organization:

Date: i /ze lz6
Asian American Pacific lslander Coalition of North Bay
Thank you fbr choosing to plan a special event within the City of Sebastopol. We are prqud to be the venue for a wide range ofspecial events each year.

Speqal Evenl Permil Applicalron Page 3 of 19 Apphcant's Initiatsf.-* Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Plcasc use black ink to complcte this application.

C'TTY OF SEBASTOPOL
Speciat fivent Permit APPlication
Rcturn'Io: Public Works Dcpartment
714 Johnson St.

ScbastoPol. (A 95472
Phonc: 707-823'5131
!.mai I : citypwrZircitl'ofscbastopol.org
Applicant Namc:

Street Addrcs:

City:

Main Phone:

Email:

City:

Erin Wilkins
524 Bryce Canyon Ct
Petaluma
707-318-8s68
cA zipz
707-318-8568
94954 State:

Ccll:
erin @ aapicnorthbay.org
On-site Contact Namc (if different): Joseph Barnwell
Street Addrcss: 8845 Grey St
Graton
707-569-6210
9A zip,
707-569-6210
State:

Cell:
95444
Main Phone:

Bmaih jtbarnwell@gmail,com
Sponsoring Organization Name (if any): Asian American Pacitrc lslander Coalition ol North Bay Street Address: 1136 Baird Rd
City: Santa Rosa state: CA zip. 95409
Phone: 707-328-1285
Website: http s ://aap icno rth bay. org
Is the organization a nonprofit? X Ycs -- No (lf yes, plense provitle s tax-exempt letier to the City.) Event Name: Many Moons Festival
Eveni Short Decription: {'l'his should be promotional in nature and should not exceed 20 rvords.) A celebration of Asian and Pacific lslander Cullures
Event Detsiled Description: (Please provide a nanative and timcline of your event. You ntay atbch pages if needed. A complete Site Plan/Route Map is required rvith vour application.) Please see attached materials
Specral Event Pemil APPlicalion Page 5 of 19 Applrcanl's I Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Evcnt Locgtion: (c.g.. "lvcs ltark lo irre lutlc slagc and llllQ area" or "(iity t lall Conference Room") lves Park: entire park, excepl baseball field, and pool Will you neetl acccss to cleclricity? X Ycs -- No
Event Location Description: (Plcasc clcscribc thc location of your evcnt and provide a detailed nrap ol'activities of youi evcnt in thc location be ing rcquestcd. A map showing the location of I
i
:

I
I
t
t
i
i
t
I
!
i
1 I
:
i
i'
evcnt activitics rnust be sutlmittcd with the applicati We plan to set up in a similar fashion to Apple
on for processing.)
Blossom, with vendor boolhs
surrounding SCA, and various other booths and activites throughout the site.

Entertainment will be on the stage, and we may have a second stage in anolher location Does the event involve thc use of a City park? X Ycs __ No If yes, list name(s) of park(s): lves Park
Event Typc: _ Athletic/Recreation .* Exhibits/Misc.
*- F armers/Ou tdoor Market
-_
Concert/Performance
y' Festival/Celebration
-
Free Speech
Other (please explain):

ParadelProcession/March
Circus/Carnival
Block Party
I
I
Attendance: Anticipated Total Attendun*., 3'50 Anticipated Daily Attenclunr.t 3'!9 ls event open to the public? X Y.t __ No
ls this an annual event? X Y.t
-
No
Ifyes, how many years has the event been held? 2n9
Prior location(s) of event October 4,2025 at lves Park
ocr 1, 2026 Setup: Start Date Start'fime: AM PM
Event: Start Date
End Date:

Cleanup: End Date:

Oct 3, 2026
Oct 3, 2026
I nrr,t _. PM
AMXPM
._ AM I pr'l
X
Start Time
[:nd T'irne:
6 10
Ocl4,2026 End Tirne: 1
Specral Ev€nt Permit Applrcation Page 6 of 19 Applicant's t n,f '.f
r-.144
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Amplifierl Sound: X Yct ,*
'l|'pc of Sound Equipnent:
l,ocation of Anrplificd Sound:

Datc of Amplified Sound:

Start Tinrc: 10
Entertainment
No lf 1'cs. complcte thc lirllorving.

PA syslem with microphones for live music
Slage
Oct 3 2026
x aror .* I,M End Timc: 8 _ AM,I- rrot
Purpose:

Description: *- Sterco y' Banrl/l.ive DJ y' Microphone/PA System Owncr of Arnplifietl Sound Equipment: TBD
|ir:rt Namr l,a"st Namrr
Busincss/Organization Name: TBD
Max Powcr:
-
\\'gus Max Volumc:
-_
I)ccihcls Dist. of Audible Sound: .-* l;eet
Far Sound llehlcle Only: Vchiclc l-icensc Nuntbcr: Vchiclc lvlake:

Vchiclc \/[N: Vchiclc Year:

Security Plan: |, ves
Security Plsn Description: -
No If yes, complete the follorving.

Will have overfilghl secu.lty and day'ot will bo stalioned al pohts o{ entry and ex4s lf using licensed professionals' list company name:

Number of licensed professional staff: TBD
If using volunteers, how manY? 150
TBD
How will volunteers be identified'r Tee shirts
- .
tf event is open ro the public, Americans rvith Disabilities Act (ADA) accessibility requirements are required'{e.g., accessible parking, passenger loadinlunloading areas. restrooms. seating' path ol'travel. etc.).

Food: X Y*t ..- No If yes. complete the follorving
Describe how food will be served and/or prepared: Food Vendors;,all certilied and insured by Health DePartment
On-Site Food preparation Method:f Propane y'Charcoal y'Electric - Other (pleasr'explain):

Caterer(s) and/or food vendor(s) must have a Sonoma County F'ood Industrl'I'lealth Permit and a City of Sebastopol Business License for this special event' Will your evcnt include food vendors? X Y., -_
No If ycs, how mnny? -1L -
$pec*al Evenl Permit APP|ication Page 7 of 19
I
App|cant's lnrtrab rn/.-
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

EVENTDETAIT,S
Alcoholic Bevcragcs: .X Yes
-
No lf yes, cornplete the following,
r' Agc Licensc may be rcquired
Alcohol Distribution Methotl: ----- F'rec-host -:1For Sale (Type:y'-Beery'Win,y'-HardAlcohol) Please contact the Department of ABC and Sonoma County Flealth Department to determine if pennits are required ior yout event. Plcase notil-Y the City of Sebastopol in writing the detcnn inations from these departments.

Parking Plan: X Ycs -_ No If ycs. cornplete the following.

Parking Plan Description: TBD
Portahle Toilets: X Y
Number of Standard Toilets:
es
-
No lf yes, complete the following'
' 24 Number of ADA Accessible Toilets:

Dcscription of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling: X Yes
-
No If yes, complete the following'
Number of garbage cans provicle d, 24
-
Number of recycling cans provide dt 24
Cteanup Plan Description: (Please indicate location of receptacles on your site diagram.) Working with RecologY lor trash, recycling and compost, also we will have dumpster i'
Mitigation of ImPact:

I,lave you notilled or met with the residents, businesses or other entities that may be imPacted bY Your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attach the written notice' *_ Yes X No
Yes X No
please indicate which components rvill be present at the event:
* Open Flame -_ Inflatables/Jump l'louses
I Signs/Banners
y' Stages
y''l'ablcs
y' 'l'entslCanopies
y' Vendors
Specral Event Permil APPIication Page I of 19
)
,' ^J
Apphcant's lnitials y'tf
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

I undcrsland that this is onlv an applicatirrn and nol a guarantcc lhat a pcrmit uill lle issucd.

I agrcc to ussunrc tlrc defcnsc oIancl irrtlernnify and savc hrrntlcss thc ('ity'o{ Schaslopol. its olliccrs. olllcials. cmplolccs nnd voluntccrs lrexn all suits. itctions. clamagcs or clairns to which thc ('it1'rnav trc sulr.icctcd ol'any kind or naturc rvhslstrcvcr resulling fioln. causecl by. arising ortt of or ns n conserlucncc of such activitics perrnittcd in corrneclion therewith. 'l'he ('ity' rer;uircs. as it cortdilion o{'issuance ol'a pcrrnil, that the applicant ohtains insurancc to scrve this end, in such an anr()unl and $'ith such tcrnrs as thc City dctcrmines to bc appropriate unclcr thc circttmstante!. l'his shall be a continuing rclcasc and shall rcnrain in elfcct until rcvokeel in writing.

I certiti'that this application is truc and correct and hcreby accept full responsibility for an;" lrreakage or damagc to property and/or bruilding" and for conduct of thosc attending the function tbr u'hich the tacility is requested. 'l'hc undersigncd, rvho is to be in chargc of the event. is t$'entv-one vears of age or older, 'l'he applicant flgrecs that hclshc will be rcsponsiblc for the use anclcare ol'City propert.v. Applicant I'urther agrees that thc charactcr of entertainrnent at thc abovc-namcd place rvill conforrn to that statccl in tlrc applicatiein. Applicant agrees to indernnify. defend, and holdisave hannless thc City, ol Scbastopol. its ofllcers, officials, crnployccs and volunleers and against any and allclainrs. dcmands and causes of action that may he brought against the City ol'sebastopol, its officers. oflicials, employees and volunteers, caused by. arising oul of or in an1' rvay connectcd rvith the usc by the undersigned of thc City of Scbastopol lacilit,"- or the exercise of the privilege herein granted. except that arising out of the sole negligence of the City. If pcrrnission is granted, I. or my representativc, agrec to be present during the entire use of the lbcility.

My signature belon signilies that I agree to atride by thc conditions of this application, the Special Evcnt Use Policy and of any contract issued bascd on this application.

I agree to pay to the Citl'of Sebastopol all costs the City may incur as a resuh of any failure to cornply u'ith allol'thcse conditions" including damages due to failure to leave the premises in rentable condition.
lunderstandthatallconditionsofapproval forthispermitmustbecompliedrvithnolaterthan l0 days prior to the event. Failure to mcet all conditions may result in permit being deemed null and void.

I }JAVE READ AND ACREE 1'O THIS CON"TRAC'T AND WII,L CONF'ORM WITH THE RULES A'il"ACHED'r0 TH lS AGREEMITNT'.

I agree that I anr to tre responsible for rcimbursing the City of Sebastopol tbr any costs incurred to reparr or replace property which is damaged as a result ofthe Signature:
activity.
i
I)ate: I 1a/ 2V
Please submit this form along *,ith a non-refundable Special Event Pernrit Application Fee to:

Public Works f)epartment
714 Johnson St.

Sebastopol, CA 95472
Phone: 707-823-533 I
Email: c it1'prv@)g llyol'scbast6pol.org
Speoal Event Permtl ApPlicatton Page 9 of 19 Appkcant's tnrtrats&f,V -.

Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

CI'TY OF SEIIASTOPOI,
GUIDI.]I,INRS }'OR AI.,COHOL USE IN CI'TY PARK.S
Belou,are listcd thc guidclincs fbr propcr application of a onc-timc only usc pcrmil fbr Clit,r parks arrd facilities.
l. APPROVAL/DI,I,NIAL -'l'lre application shall be approvccl/dcnicd rvithin ten (10) business da5,s ol'rcccipt o{'a cornplctcd application and filing lee notcd on the application. Thc waiver shall be approved bl,tlre Police Chief or his designce unlcss it is determincd from colrsidcration of the application. or other pcrlincnt information. that any of the fulloiving conditions exist:
:1. 'l-hc actiyify,rvill substantially clisrupt thc usc of a park at a time rvhen it is usually subject to tral'ljc cnngcstion. or potcntially intcrfcre rvith thc operation olcmergency vehicles in the proposed pennit area.
b. 'l-he activity creatcs a substantial risk of injury to persons or property. c. Thc applicant failed to cornplete the application. or information contained in the application is round to be falsc in any material detail' d. 'ttlie psrticular activity rvould violate lbderal, state or local larvs including licenselpermit requirenrenls
e. I'he particular activity rvoulct propose a potential threat tn health, saflety. and welfare eiI lhc park users and/or the City's population'
When the grounds lbr pernrit clenial can be corrected by inrpclsing reasonable pennit conditions, the Police Chief/designee may approve the pcrrnit.

2. pERMIT CONDITIONS -'l'he Police ClriefTdesignee nray condition the issuance of the perrnit by irnposing reasonablc requirements concerning the tirnc. place and ntanner of activities including bul not linrited to the ftrllorving:
,t. Requircrne nts lor the presence of Sebastopol Police, Firc and/or Public Works enployces u'hen required for the particular activity at the applicant's expense. b. Restrictions on hours of activities.
c. Itequirements concerning notice to afl'ected adjacent property owners of the activit}'. d. Restrictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of'anrplilied music and level ol'arnplilication.

3. CHANGE OF ACTMTY DATB - May bc authorizcd upon 72-hour noticc in advance of aclivity an<J be perrnitted without requiring a nerv application or lbes.

4. INDEMNIFICATION AND LIAI}ILITY
a, Applicant must sign agreelrlent lo reimbursc the City lbr any costs incurred to repair or rcplace City property, rvhich is damaged as a result of the activity' b. Applicant shall also deli:nd, indemnify, and hold hartnless thc Citl'of Scbastopol. its ofti..rr. ofljcials, employees and volunteers liom all clairns and liabilitl'of any kind rvhatsocvcr resulting lrorn or arising out ol'the activity or issuancc of thc perrnit, 5, PEITMIT RRSPONSIBII,ITIES
a. t:ach applicant shall cornply rvith alltcrtns and conditions ol'thc permit. Failttrc [o tlo so is grouncls lor inrmcdiatc rcvocation'
b. I,alh applicant shall clean and restore all City propcrtics utilized during the at:tivit)' to thc sarnc con<lition as cxisted pritlr to thc activity'
c. 'l'lre pcrson in charge of the activity shall retain a copl"ol'thc pcrtttit on locatiott.

Speoal Event Permrl Apphcation Page 10 of 19 Applcanl's rn,t,rr. il'4^:l Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Rcquirl'd Sihcn an ljvcnt llas Alcohol in thc I'ark
Dcpartrncnl ol' Alcoholic llcvcragc ('ontrol (AIi(')
l.iccnsc Ir4al' Also llc l{equircd
Date of Applicntion:

Contacl Person: Erin Wilkins
CITY 0F SI.]I}AST'OP{)I, APPI,ICA'II0N
trsE oF At,collot, tN ctrY I'ARK (sMC 9.24.265)
TO I}E FII,LF]D OT]T I}Y APPLICIANI'
1 pa^6 Location Rcqucsted: lves
(l.ibh1. lves. Othcr)
(Must bc 2l years or oldcr)
Address: 524 Bryce Canyon Ct
Phone: 707-318-8568
Cell phone number for person at activity . 707-318-8568 pu1". 10/3/26 Exact hours from: 11am ro: 8Prtl
Fully dcscribc activitv: ('l'ypc of bevcrages being consurned. picnic/birthday/parry) Wine, Beer, Sake, Soju to showcase the Asain lsland culture Anticipatcd number of participant$' 3500

OFFICE USE ONLY
Approved: Yes:
-
No:
-
Date: Reason not approved:

PD tD Number

DISCLAIMBR
T'he undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over.'l'heapplicantagreesthathe/shervill beresponsiblefortheuseandcareofCityproperty.

Applicant further agrees that the characler of the activity at the above-named place rvill cgnform ro that stated in the application. Applicant agrecs to indemnily and hold harmless the City of Sebastopol, its officers, officials. employees and voluntcers. caused by, arising out of or in anyrva,v connected with the use by thc undersigned of thc City of Sebastopol lacilit.v or the exercise of the privilege huein granted. e xcept that arising orrt of the sole negligence ol the City.

I }{AVN READ AND AGREN TO T'IIIS CONTRAC'T AND WII.I, CONI"'ORM WTTII T'II}:

I{UI.ES A]-TACHED TO THIS AGREEMEN'T.

Signatu re of APPlicant: Datc: ! -1L.u
Specral Evenl Permtt APP|icalion Page11ol19 Applicanl's i
lnitrals-- Jf.l:-1.

Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

CITY OF SEBASTOPOL

ZERO WASTE APPLICATION FOR EVENTS
. Events in Sebastopol with food or beVerage vendors or providers must submil a Tero Waste plan as part of the permit application.
o All events in Sebastopol are required to recycle and compost as per state laws nB 341 aad AB 1826 o Events are strongly encouraged to use 100% reusables for food service ware. lf disposables are Vendorpompliance
/ *" recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or composU recycling contamination.

Waste Diversion HierarchY
Failure to comply with the requirements outlined in this applicatton could result in increased fees or denial of future permit applications.

Thank you for helping Sebastopol meet its Zero Waste goals! Attachments to Submit with this Application
Attach to the following documents to this application:
n Signed copies of Qtly*9l-€Cbastopol-Elenl-[qqq*Eglyfpe-VyAle-&eg-Lryglle:t!$ fo!. Veru$rg from each vendor who will be present at your event
tr Leler from Recology showing proof of garbage, recycling, and compost services €RLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
r Events are strongly encouraged to use 100% reusables for food service ware, if disposables a re chose n, they n e ed to co m p ly with (.:"U- ul-l$lftg,, l l,:S-lft-Ltl $l-!g11;g, \LtU l{*q ttire tttclt ts lirr' \rcrrrlot'r
o List the reusable food service ware that will be used at your event {i.e: glass cups, metal cutlery, fabric tablecloths, etc);
a Plastic bottled water sales and distribution is prohibited (no plastic water bottles r,rnder 1 gallon)
Special Event Permit APPlication Page 12 of 19 Applicant's lnitials o{AJ Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

a lt is recommended that event promolers contract with a waler station provider and encourage their attendees to bring personal refillable water bottles. lf cups are provided at the water station, they must be uncoated, compostable paper cups. (See examples in "Resources" seclion).

Describe your plan for drinking water available at the event:

Zero Waste Plan
C -Hire an event greener to make a zero-waste plan that complies with guidelines, or 1!Zl/ Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist conlact:

Ambrosia Thomson (707) 291 -8652, [email protected]) ComposU Recycling/ Garbage stations l"Zero Waste" stationsl At least 2 weeks prior to the event, contact Recology to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers:
f recoloov cornirecoloov-s ailTi:1-tntfl n/evenl-servrcesl A. Each Zero Waste Station must include Compost, Recycle, and Garbage grouped together. These Zero Waste Stations must be placed in convenient locations with clear and identifiable signage: blue for recyclables, green for compost, gray for garbage (landfill).

1. Bonow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Re::oloqv Eyed 9eryl9e-!-*vi-tr-!lte: - tn
B. There should be no stand-alone trash bins. o 4
c, How many composurecycling/ garbage stations will your event have? j. Where will the stations be located? Attach map or give description of locations

2. lf you are ordering large composU recyclel garbage dumpsters from Recology, when and how will material be transported from recyclinglcomposting stations to these dumpsters? (Note:lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there)'
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked afler event is finished.

Srecial Evenl Permit APPlication Page 13 of 19 Applicanl's lnitials QtlP Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Describe your plan to monilor the Zero Wasle Stations to ensure that attendees place items in the conect bin (e.g., volunteers, employees, or event greener employees will staf{ each waste station), lt is recommended that you have a volunteer or employae standing by each waste station at all times to help patrons sorl their wasle:
1, How will you train vendorsijanitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
[. Leftover food and used cooking oil
A. Unserved, leflover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-871 1, ii!ttpn,qlg_q!_l-v1til9F- a:lilB. Post-consumer food scraps can be donated to a local pig farmer instead of going to compost. See "Resources" seclion for lisl of farms.

C. Vendors must remove all cooking grease and oil away from event. See "Resources' section for organizations that pick up cooking oilfor recycling into biodiesel fuel. lll. Other ways your event is working to reduce garbage A. Purchase your event inventory around waste prevention.

1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or compostable?

2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. lf this is an annual event, consider leaving date off of materials so that they can be used again for years to come.

B. Events must include'eco message" in promotional materials. Example: "We are striving for zero waste at the event. Please bring your own reusable waterbottle, cup, and utensillcutlery set".

1. \y'dhat "eco message" will you use?

2. lMere willthis message be displayed (fliers, website, facebook event page, etc)? D
Special Event Permit Application Page 14 of 19 Applicant's lnilials -aw/ Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Resources
Recoloqv
Recology is ihe waste hauler for Sebastopol
Contact Recology Event Services to order trash, composting, and recycling colleclion services, which can include debris boxes, event boxes or containers, :
tecg egy-garircgqlggr:sgLrgr-q:!-1-?llil€ygn!.s eIvrgc{ To bonow a set of Recology's waste station signs, contact Recology Sonoma-Marin Waste Zero Specialist: Ambrosia Thompson [email protected], or download srgns from the BegJqU Ev-ent Services lvgFqr!::
https llww\r' re!:g.lnav_gqp/rqc-elogv-sor.lonla-rnar!n/gve nt:seryrcg! lf you are not hiring an event greener, consult with lhe Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-ll/larin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of composV recycle/ garbage slations, transferring material from stations to large debris boxes, and post-event clean'up. o Green Mary / Mary Munat (707) U8-7582, [email protected], ht!p.// greenmarv.com/
r Right Cyclel Tomer Shapira (310)779-7421 tomer.rightcycle@gmatl com o Clean Vibes / Anna Borofsky (802) 238-9143 . Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can fill their water bottles with filtered water) for events.
lf you provide cups at the water stations you must use compostable paper cups (cups without moisture banier) such as these \,yar-fr-ee Baper aqrc qvps or pEpql Qryre cu.pg .

Rffiss
ru
I
o
Hvdroloqic Water Treatment Services
f6ny Pidtiaro tony@hydrologrcwater. eomcastbiz. net
US Pure Vlater I Michael Levine (415)
net/events---hvdratton
27 2-3288, q v ed q@ q qpw, I et,
httos:l/www -stations html
Reueable Drink and Dlshware.

The following companies offer reusable drink and dishware options for events:

Apprican|s tnriats t-. Special Event Permit APPlication Page 15 of 19 Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Sudbugters, lnc. rvww surltruslr:rs r:onr offers reusable cup and plate rental/ exchange on-Stle at evenls. Contact Michael Siminitus Micha*l(ril$rrrJbr;slcr:; corrr (510) 473-2A87 Green Mary / Mary Munat has an extensive rental library of food service ware (eups, wine glasses, plates, utensils, serving dishes, table clothes, etc) $A7lr 548-7562, m a ry @ g re e n m a ry . co m, lL!!p.. llSt.t-q e: Ulq t y---c_q_q!{ The Rental Place, (Sebastopol) renls food service ware includrng cup$, wine glasses, plates, utensilsicutlery, serving dishes, etc. lrtlpl li![ere1!a!p!4!ie qo!!{ Food Donatlons
e Unserved, leftover food from vendors can be donated to$onoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596'8711, -q.orcFalqgqg1rcls.QIg. Contact prior to event to arrange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Used Cooklnq Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
r Northbay Restaurant Services: (707) 824-9737
https l/northbayresF ohng:pllgec)$ltng/
o Or Green Mary tMary Munat t707) 548-7582, [email protected], fflp'/rgl€Fllmary-e-aty LOCAL LAW THAT APPLIES TO EVENTS:

Se!:aq.!s,pol*Fs*lyctyrsn-s.8.an and*dispo$ab-!e. -tqad *cc-r.J-ie e w-arc -aidinan$-s j si:bae!op-al-miroaGal-a-sd-e-i1$-M-Q1Q-3$.Q,tQ
Municipal Code 8.36
o Polystyrene (styrofoam) food serviceware and sales prohibited: "Food providcrs shall not sell, hand out, give away, rjistribute or otherwise make available for public or custorner use prcparecl food in disposable foocl service watc that contains polystyrene foam." Section

8.:56.030
r Allfood service ware take-out containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "All food i:rovtdcts utilizing any disposable fnod service ware shall use, when such pro<lucts are commercially available, a compostable product that is accepted at localcon]post facilities or recyclablc product." Section 8.36.060 r ,,All food ;-rroviricrs shall only provicie lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section B'J6 060
r Plastic straws banned (paper straws permitted)'
t
I
a
Special Event Permil APP|ication Page 16 of 19 Applicant's lnitials Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Cit5,' o{*sctrastopol Iiverrl l;oocl Service Ware Rccluirements f tlr Vendors $ I)ermil applic*tions rnust havc signcctcopics of this tlocuntcnt liom cach participating vendor ( icrtr:t'ai ( itr irlcl i ttr.'s
o l:r,cnls arc strottgtv cncouragcd lo rtsc 100% re usablc ftxld scrvicc \\ arc.
r All itr.'nrs tttust be reusable. rcc5'clablc, or a fitrer-based cornposlable producl (scc bclorv for allowed itenrs).
o Pramolional materials should encoltragc atlendecs ttt bring tlte ir orvn rcusablc u,atcr boltlc. crrp. platc. antl cullcry.
e Singlc-rtsc plaslics and "cotnpostable" plastics (l'}l,A) are proltitritcd lincluding plastic bollled rvatcr). Iixceptiolt: # I Pl1'flr clear plastic cups.
!\/aslc I )ivcrsiorl I Ii*':trt lil'
i
! r A.. r r:!.rt r t l.itr! |
Si$gle-use rlisnosable frlastic scrvicc ware:
o Single-usc plastic utensils. clanrshells. sidesidrcssing cups' lids
o Disposablc plastic $'ater bottles
r Plastic bags/Plastic rvraP
r Polystylcnc(Styrohram)
r Plaslic Strarvs
r Saucc packets (ketchup. soy sauce' etc)
All #6 PS plastics. including non-fbanr plates arrd
cups (prohibited rnder the Sebastopol polystyrene ortlinance) "Compostnblc" plant/hio-plastic Protlucts/ PLA
nlastics * *
Coated paper food containers (tf it has a shiny surfacc'i tnoisturc barrier. it is likely coated). Exception: paper coffee cups for hot beverages.

Foil for serving food in
r When food is served in foil, patrons often do not separale food scraps from the fbil, resulting in a high
contaninalion ratc in cotnpost rcccptacles.

N{}'r AL[.(]W[.])
Compostahle ltqqrs*:
r lJncoated whitc/natural plant I'iber & paper
ptoducts {straws, borvls. deli boats. etc.)
including bagasse protlucts (sugar cane fiber)
r tJncoatcd rvhite/natural deli paper & parchment
paper
r Papcr napkins/torvels (any color).
e l}t)o/o s'ood or bantboo products (cultery.
chopsticks. stirring sticks. etc.)
Rccychhle ltems:
o Aluminum cans & (clean) fbil
o Glass bottles and jars (enrpty rvith lids on)
o #l PETE clear Plastic cuPs
Paper "hot cups"
Importanl: Coated paper cups are not currently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They nlust go in garbage'
A LL()W tit)
*rAlthough tcchnically compostablc in ccrtain l'ncilitics. conlp()s1 facilitics scn'ing Sonotna Countl'do not cuncntll' nccept lhcsc itcnts:
thcreforc, thcsc protlucts arc not conlpostrtrlc in Sonottta Countl'. rMust lrc lccept*ri in the commcrcinl compost strcum in Sonotna (;ounty. lfan itcrn is not recyclablc or cotnposlable al our local facilirics, it rnust trc sent k) lhc lantlllll as lrash-evcn if it is labclcd "cornpnsratrlc" or supplicrs claim othcnvisc'
I have read the above and agrce rer only use food service ware from the "Allorvcd" column. I also agrec to tnaitttain lnY etwn .,back of house" three-bin separation (conrpost/recyclelgarbage) and enrpty nly soried rvnste itlto the appropriate compost, rccycle, garbage receptacles at the cnd of lltc event' Vendor nam Vendorsignature:- Date:*-
Qnaaiol Erranl Ooraii dnnlicaliaa Paoe rz of 19
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

LOCAL LAW THAT APPLIES TO EVENTS:
ge-ha.ctop-oj-P"s-tygU.rcn-e-tsarr-g-n-d"-di-s-as-s*ab!*e--t9-q..d-e"ejv,is,,,,,,,,,,,,,,,,-9--v/3.r3-qJ-dina!se*; s-e basjBpol rr: u n$jBalse de s l$&fJE J6-L1 !
MunicipalCode 8.36
r polys$rene (s$rofoam) food service ware and sales prohibited: "r'r:otJ providers shall not sell, hand out, give away, distribute or otherwise make available for public or customsr uEe preparr:rj food in drsposable foocl service ware that contains polystyrene foam." Section 8."36 O3O r All food service ware take-out containers musl be recyclable or compostable: (See list of permitted food service ware at end of document): "All focd providcrs utilizing any disposable food Eervice warc shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." section 8.36 05o o "All food providers shallonly provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.O6O
r Plastic straws banned (paper straws permitted).

Spocial Event Permit APPlication Page 18 of 19 Applicant's lnitials Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Activity Description
AjBlication Fee
Up to 50 people
5L-200 people
More than 200 people
Security Dep-o-sit*
Up to 50 people
51-200 people
More than 200 people
' 25% discount available for park use of less lhan 3 hours D.ailv Use Fee
Up to 50 people
51-200 people
More than 200 peoPle
Community
Group Fee
s1s0
ss00
$1,ooo -
$so
Srzs
s2s0
Resident Fee
$o
$1s0
52s0
5150
9soo
$L,ooo
575
Szso
ss00
Non-Resident
Fee
5o
$200
$:so
s1s0
$soo
$1,000
5100
Ssoo
$1,000
$o
100
150
$
s
Amplified Sound/Stase/Eouncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
Sso
$so
s30
$7s
s7s
s40
s100
Sloo
ss0
Other Fees Fee
Parkine Space Fee+*
Residential Area S10
Non-Residential Area S15
.. Oaily per space fee for ule of Clty parking spaces (proof of parking required lor events of more than 200 persons) Classeslvith lnstructors Utilizing Park AreS (oer week)**r SmallGroup (1-15 Persons) S25
Medium GrouP (16-30 Persons) $SO
Large Group (31+ Persons) Stt
'" Per week {ee for classes with monetary component (e'S charge for classes) City Hall Meeting Room $rs
C---;^t F',^^. n^-*;a Arali^rli__ n^-- {n -J 4n
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

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Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

ST
o2
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CITY OF SEBASTOPOL
Special Event Permit Application
To Special Event Permit Applicants:

The City of Sebastopol is host to many varied special events throughout the year. These events are animportant part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature of the events, they can enhance our neighborhoods, highlight products and services, provide marketing opportunities, and add to our cultural enrichment.

This packet is intended to help you understand the special event permitting process and provide helpful information as you plan your event.

The City of Sebastopol is committed to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works Department at707-823-5331 or email [email protected] for further information.

On behalf of the City of Sebastopol, we thank you for contributing to the spirit and vitality of our community through the staging of your event. Best wishes for a successful event.

Application Process

1. Contact the Public Works Department to ascertain the availability of the location where the event is requested to be held.

2. Complete the application packet (and provide any additional materials regarding this event).

3. Ensure all blanks are filled out and initial the bottom of every page.

4. Submit the packet to Public Works Department.

5. Once the packet has been reviewed by the Public Works Department, payment must be paid in full within l0 days of receiving the application.

6. Insurance must be submitted 20 days prior to the start of your event/program.

7. Complete and submit the City event requirements.

8. Contact the Golden Ridge Fire District to determine if a review for the Cooking Booth Inspection is necessary.

9. Ensure appropriate departments have been contacted a minimum of 10 days prior to the event.

10. Request the City conduct a post-event walk-through the first working day after the event.

Note: Please keep in mind that acceptance of your application is the first step and should not be construed as approval or confirmation of your special event request. Depending on the size and type of event and its potential impact on City services, other departmental approvals may be required. Event applications submitted less than 30 days prior to the event may not be approved.

If your event requires banners on City poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more information, please contact the Public Works Department at 107 -823-5 3 3 1 .

Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permitted.

Special Event Permit Application Page 1 of 19 Applicant's C, lnitials Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Department at707-823- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.

Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for electrical service by indication on the application
Park Hours
City of Sebastopol parks are open seven days a week, year-round from dawn to dusk. All unreserved areas remain open to the public at all times during park hours.

Cancellation Fee
If cancellation is necessary, the City must be notified immediately. If a reservation is cancelled more than 30 days prior to the event, the entire deposit will be refunded. If a reservation is cancelled less than 30 days prior to the event, a $25.00 non-refundable cancellation fee will be withheld from the deposit.

Other requirements
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance'
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organizatron must provide, at your sole expense, each of the following items as indicated:

Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in Califomia. This coverage requires the following:

1. The City of Sebastopol, its officers, officials, employees and volunteers are to be named as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.

2. Liability coverage is required for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program.

3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers must be excess and noncontributing. A Primary NonContributory Endorsement is required.

4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and properfy damage.

Please note the City may require an increase in policy limits due to the nature of the event.

C
Special Event Permit ApPlication Page 2 of 19 Applicant's I Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it.

5. You must satisff these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISO-approved forms.

Note: Please inform your insurance agent that a "Certificate of Insurance" on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officials, employees and volunteers as additional insured is required.

The City will not accept a certificate of insurance alone as proof of insurance coverage. The City will not acceptthe wording listed below in the Description of Operations box on the certifi cate of insurance.

The original endorsement must specifically list the following:
"The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.

This insurance is primary with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers shall be excess and noncontributing."

6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.

You are strongly urged to show this Notice of Conditions (including the precise wording of these insurance requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner.

You must provide the City with the required endorsements 20 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Sebastopol as to form and as to insurance company.

Please sign and return this original Notice of Conditions to indicate your receipt and understanding of each of the listed above.
l
Authorized Signature: Date: I / /t /na
Name of Organization:
^L e.C< I0u) n
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the venue for a wide range of special events each year.

Special Event Permit Application Page 3 of 19 Applicant's lnitial C Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

o2
lFo

CITY OF SEBASTOPOL
Speciat Event Permit APPlication

PERMITTING PROCESS
Special events often involve a number of permits and other requirements to ensure the safety of the event and to minimize impacts on the surrounding community.

A Special Event Permit is required for any event utilizing City parks, City buildings, or other City facilities, such as City conference rooms, parking lots, etc. Such activities include, but are not limited to, craft fairs, festivals, ceremonies, and other events.

Events that are to be conducted on City public streets or sidewalks require an Encroachment Permit from the City of Sebastopol Engineering Division. Please contact them at 714 Johnson Street or 7 07 -823 -2151.

Closure of streets for block parties are handled through the Sebastopol Police Department.

Please contact them at 6850 Laguna Park Way or 707-829-4400.

I, on behalf of the organization I represent, certifu that al| forgoing pages in this Special Event Permit Application have been completed. I attest that the information contained herein is accurate, to the best of my knowledge and belief. I attest that I have read all the rules, regulations and guidelines specified herein and that which is included in this Special Event Permit Application.

I, acting on behalf of the organization, am authorizedto commit that organizationto agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property and/or facilities, and any payments for municipal services and/or resources as they have been outlined and as they may be utilized by -. attd th" organization whom I am representing and the patrons who will be served by this event.

Authorized Signature: /r 26
Printed Name of Signer:
-r'f -l *n Co p,AErr
Special Event Permit APPlication Page 4 of 19 Applicant's lnitial Lo Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Please use black ink to complete this application

CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.

Sebastopol, CA95472
Phone: 707-823-5331
Email : [email protected]

APPLICANT TNFORMATION
Applicant Name: Ja. a. CoaBsrr
Street Address:

City:
'1 qql Fl rss€{- Rp
9ABOnoro '
Srate: CA ?s z
Main o Cell:

Email: -rinacor"bt 5261 .o ntcotJ " nc]
On-site Contact Name (if different):

Street Address:

City:

Main Phone:

Email:

State:
-zipz
Cell:

Sponsorin g Organnation Nam e (if any) : ?<rzce*e uPt4 T,nc.

Street Address: a O Aox t>tfr
City:

Phone:

Website:
l* Cfl zip: g5+13
LA 12
Is the organ izationa nonprofit? fV""
-
No (If yesn please provide a tax-exempt letter to the City.) Event Name: ?eor-el ort ut. So n ltcev\ Ca^ee-l Sfrles

EVENT INFORMATION
Event Short Descriptio n: (This should be promotional in nature and should not exceed 20 words.) I v.e LreS 9n" e{l k)e Jne> a U s {- 8"'O ?'vr
Event Detailed Description: (Please provide a narrative and timeline of your event. You may attach pages
e
ifneeded. AJ €U€Q /
complete Site
e
s required with your application.)
gs a eve tat #oo
+, nt e. al e A{, fq
n'l Tve>?u-,< Ir. o, " av carsrt ,,0I (uoJ (oo) -tesetcs CI **e jr6rS-l /'e< d
stJes af fAP e{eer-.
( srr i?TTnc t-t 6 D
Special Event Permit Application
5ef up 1r "le- beglas oj z:oopez
Ooc vut € lgi- - f v.^ f .lX*.r,r. 'l'
e15

t&t
(.

Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

EVENT INFORMATION Contin
Event Location: (e.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room") ge.5 &/ l< aP
Will you need access to electricity? J Yes
-
No
Event Location Description: (Please describe the location of your event and provide a detailed map of activities of your event in the location being requested. A map showing the location of event activities must be submitted with the application for ) Th e c e,;+ u^ J "+{+e q,oeq
"The. vzds+ o{ -fhe a.re< ls {, If*r/ *, f A f /r<. a.uru(re.4cg q+b b, *-' 'fo sc ft flrl C 4( 4.
evl rs e* €eo ,r, -t r il €a'' +6< as I u
*, *1, '*hrer- €to"( "*,n utctzs.

Does the event involve the use of a City park? [ V"t
-
No
If yes, list name(s) of park(s): Tve-J 9a-r, t<.

Event Type: _ Athletic/Recreation _ Exhibits/Misc. _ Parade/Procession/March Farmers/Outdoor Market f, ConcertlPerformance
-
Circus/Carnival
_ Festival/Celebration
Other (please explain):

Free Speech
-
Block Party
Attendance: Anticipated Total Atten dance: 14 oco 1rrticipated Daily Attendance 2 l, 0oA Is event open to the public? [ Yes
-
No
Is this an annual event? f, Yes
-
No
If yes, how many years has the event been held? l3
Prior location(s) of event: Wu^ tllcc< -t +l'r--Ga-\6 * 4u, Setup:

Event: Start Date
End Date:
*L ro. Lt/ln C"v, A
Start Date: vfis 3 ?;0zG Start Time: fl:
tr,.].ovt\
go- fi.Oo AM /( pM
f,: vv * E: va_AM X pM
S,'aa- I : Oo AM PM
June ?, 2dzQ start Time:
6eo1 I "
Zo Lb End Time
Cleanup: End Date: ] 7, 2c zG Endrime 7:oo
-AM
X PN4
C
Special Event Permit Application
5ai

Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

EVENT DETAILS
Amplified Sound: Yes _ No If yes, complete the following. fl s*ea w 6(L 1,€ eshS
0 "'t {- U< s*<q
lrje.f 6es 3' ct 5:Qo.-g:O0
Start Time: ,5: O 0 End Time, I ; PO AM X ptnt
Purpose:

Description:
-
Stereo [=V*nl.;iu"
-
DJ f, Vti..ophone/PA System
Owner of Amplified Sound Equipment: Rab"^f Lvw<ek aJ
Type of Sound Equipment:

Location of Amplified Sound:

Date of Amplified Sound:

Business/Organization Name :

First Name
fi.*he,,t*t c 4 uo/t,
s(
LastName
Max Powe rz 50P0 wutt Max Volu ^", 76 oecibels Dist. of Audible Sound: l5(h..t Numaer: 5 Y9 EF77 velicte
€ f N R L ? B'z 7 i B 07&'7{fenicte
Make: Ha r'1ilu, For Sound Vehicle Only: Yehicle License Vehicle VIN Year: 2oo
Security Plan:
-
Yes / No If yes, complete the following.

Security Plan Description:

If using licensed professionals, list company name:

Number of licensed professional staff:

If using volunteers, how many?
How will volunteers be identified?
If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required (e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).

Food: f,V"t
-
No If yes, complete the following.

Describe how food will be served and/or prepared: S" r! ct<s 3 On-Site Food Preparation Method:f,Propane _ Charcoal _ Electric -
Other (please explain):

Please contact Golden Ridge Fire Department at707 823-8061 to determine if a cooking booth inspection is needed.

Caterer(s) and/or food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this special event.

Will your event include food vendo"r? X Yes
-
No If yes, how many ? 3
C
PM
Special Event Permit Application Page 7 of 19 Appl icant's lnitials Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

EVENT DETAILS Continued
Alcoholic Beveragest X y..
-
No If yes, complete the following.
tinBC License may be required
Alcohol Distribution Method:
-
Free-host X For Sale gype:f'ne., /Win. - Hard Alcohol)
Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notifu the City of Sebastopol in writing the determinations from these departments.

Parking Plan: Yes X *o If yes, complete the following.

Parking Plan Description:

Portable Toilets: f Vr,
-
No If yes, complete the following.

Number of Standard Toilets umber of ADA Accessible Toilets: I Desqiption of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling: X t.,
-
No If yes, complete the following.

Number of garbage cans provided of recycling cans provided: 6 Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) Mitigation of Impact:

Have you notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attac,hthe written notice. 1v", No
/v", No

EVENT COMPONENTS
Please indicate which components will be present at the event:
_ Open Flame
-
Inflatables/Jump Houses
I Signs/Banners
X Stages
/
x
x
Tables
Tents/Canopies
Vendors
Special Event Permit Application Page 8 of 19 Applicant's lnitia I Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

AGREEMENT AND SIGNATURE DISCLAIMER
I understand that this is only an application and not a guarantee that a permit will be issued.

I agree to assume the defense of and indemnifr and save harmless the City of Sebastopol, its officers, officials, employees and volunteers from all suits, actions, damages or claims to which the City may be subjected of any kind or nature whatsoever resulting from, caused by, arising out of or as a consequence of such activities permitted in connection therewith. The City requires, as a condition of issuance of a permit, that the applicant obtains insurance to serve this end, in such an amount and with such terms as the City determines to be appropriate under the circumstances.

This shall be a continuing release and shall remain in effect until revoked in writing.

I certiff that this application is true and correct and hereby accept full responsibility for any breakage or damage to property andlor building, and for conduct of those attending the function for which the facility is requested. The undersigned, who is to be in charge of the event, is twenty-one years of age or older. The applicant agrees that he/she will be responsible for the use and care of City property. Applicant further agrees that the character of entertainment at the above-named place will conform to that stated in the application. Applicant agrees to indemnifu, defend, and hold/save harmless the City of Sebastopol, its officers, officials, employees and volunteers and against any and all claims, demands and causes of action thatmay be brought against the City of Sebastopol, its offrcers, officials, employees and volunteers, caused by, arising out of or in any way connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein grarrted, except that arising out of the sole negligence of the City. If permission is granted, I, or my representative, agree to be present during the entire use of the facility.

My signature below signifies that I agree to abide by the conditions of this application, the Special Event Use Policy and of any contract issued based on this application.

I agree to pay to the City of Sebastopol all costs the City may incur as a result of any failure to comply with all of these conditions, including damages due to failure to leave the premises in rentable condition.

I understand that all conditions of approval for this permit must be complied with no later than 10 days prior to the event. Failure to meet all conditions may result in permit being deemed null and void.

I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.

I agree that I am to be responsible for reimbursing the City of Sebastopol for any costs incuned to repar or City property is damaged as a result of the activity.

Signature: Date: tlJt Ita
Please submit this form along with a non-refundable Special Event Permit Application Fee to:

Public Works Department Phone: 707-823-5331
714 Johnson St. Email: [email protected]
Sebastopol, CA95472
C- Special Event Permit APplication Page 9 of 19 Applicant's lnitial Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

CITY OF SEBASTOPOL

GUIDELINES FOR ALCOHOL USE IN CITY PARKS
Below are listed the guidelines for proper application of a one-time only use permit for City parks and facilities.

1. APPROVAL/DENIAL - The application shall be approved/denied within ten (10) business days of receipt of a completed application and filing fee noted on the application. The waiver shall be approved by the Police Chief or his designee unless it is determined from consideration of the application, or other pertinent information, that any of the following conditions exist:
il. The activity will substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
b. The activity creates a substantial risk of injury to persons or property. c. The applicant failed to complete the application, or information contained in the application is round to be false in any material detail. d. The particular activity would violate federal, state or local laws including license/permit requirements.
e. The particular activity would propose a potential threat to health, safety, and welfare of the park users and/or the City's population'
When the grounds for permit denial can be corrected by imposing reasonable permit conditions, the Police Chief/designee may approve the permit.

2. PERMIT CONDITIONS - The Police Chief/designee may condition the issuance ofthe permit by imposing reasonable requirements concerning the time, place and manner of activities including but not limited to the following:
^. Requirements for the presence of Sebastopol Police, Fire andlor Public Works employees when required for the particular activity at the applicant's expense. b. Restrictions on hours of activities.
c. Requirements concerning notice to affected adjacent property owners of the activity. d. Restrictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of amplified music and level of amplification.

3. CHANGE OF ACTMTY DATE - May be authorized upon72-hour notice in advance of activity and be permitted without requiring a new application or fees.

4. INDEMNIFICATION AND LIABILITY
a. Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace City property, which is damaged as a result of the activity. b. Applicant shall also defend, indemni$, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers from all claims and liability of any kind whatsoever resulting from or arising out of the activity or issuance of the permit.

5. PERMIT RESPONSIBILITIES
r. Each applicant shall comply with all terms and conditions of the permit. Failure to do so is grounds for immediate revocation.
b. Each applicant shall clean and restore all City properties utilized during the activity to the same condition as existed prior to the activity.
c. The person in charge of the activity shall retain a copy of the permit on location.

Special Event Permit ApPlication Page 10 of 19 Applicant's I (,
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Required When an Event Has Alcohol in the Park
Department of Alcoholic Beverage Control (ABC)
License May Also Be Required

CITY OF SEBASTOPOL APPLICATION
usE oF ALCOHOL IN CITY PARK (SMC 9.24.265)

TO BE FILLED OUT BY APPLICANT
Date of Application: z@ Requested: trr<s'?n"",^
(Libby,Ives, Other)
contact p"rron, d, n't Crer' betf (Must be 21 years or older) Address: 3CT,i I €:<5c- J " S*t*"*o i fr S L|TL
Phone: Cro i) so I-54qq
Cell phonepumber for person at activity
L"/ec(",t eSal qy-,
Date: 6 - 3 +o q--it Exact hours from:

Go*g)
to , 00
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylpafi) n J^ t€d' I /ru1 ee{' ad/ne -[ s.@ ] ,1, t,4 (<J- t<
Anticipated number of particip ants: / 0 0o/ a t<

OFFICE USE ONLY
Approved: Yes:-No:-Date Reason not approved:

PD ID Number

DISCLAIMER
The undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over. The applicant agrees that he/she will be responsible for the use and care of City property.

Applicant fuither agrees that the character of the activity at the above-named place will conform to that stated in the application. Applicant agrees to indemni$r and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in any way connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege hereingranted, except that arising out of the sole negligence of the City.

I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.

Signature of Applicant: Date: | / Itu
Special Event Permit Application Page 11 of 19 Applicant's l)
,6
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

CITY OF SEBASTOPOL

ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 15 days prior to event.

Vendor compliance
O We recommend that you find vendors (or collect a security deposit prior to the event) for unclean booths or composV recycling contamination.

Waste Diversion Hierarchy
Failure to comply with the requirements outlined in this application could result in increased fees or denial of future permit applications.

Thank you for helping Sebastopol meet its Zero Waste goals! MOSI FRTfGEARIE
LGACI MEFeBABL€
Attachments to Submit with this Application
Attach to the following documents to this application:
tr Signed copies of Citv of Sebastopol Event Food Service Ware Requirements for Vendors from each vendor who will be present at your event
tr Letter from Sonoma County Resource Recovery showing proof of garbage, recycling, and compost services
-oRLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
o Eventsarestronglyencouragedtouse 1O0o/o reusablesforfoodserviceware, if disposables are chosen, they need to comply with Citv of Sebastoool Event Food S Ware for Vendors
List the reusabte food service ware that will be used at your event (i.e.: glass cups, metal cutlery, fabric tablecloths, etc.):
o Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
o Events in Sebastopol with food or beverage vendors or providers must submit aZero Waste plan as part of the permit apPlication.
o All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 o Events are strongly encouraged to use loOo/o reusables for food service ware. lf disposables are Citv of Sebastooo I F,vent Food Service Ware Reo for Vendors chosen, they need to comply with tl{!1rr{t
Flccyclc
Special Event Permit Application Page 12 of 19 Applicant's lnitials "( Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

o lt is recommended that event promoters contract with a water station provider and encourage their attendees to bring personal refillable water bottles. lf cups are provided at the water station, they must be uncoated, compostable paper cups. (See examples in "Resources" section).

Describe your plan for drinking water available at the event:

Zero Waste Plan
D Hire an event greener to make a zero-waste plan that complies with guidelines, or tr Consult with the Sonoma County Resource Recovery (SCRR) Outreach team to ensure your employee or volunteer-run plan complies with guidelines below (SCRR Outreach Coordinator contacl: Amanda Rivers (7 07) 299-8169, amanda@sonomacon mm. ) l. ComposU Recycling/ Garbage stations ("Zero Waste" stations) At least 2 weeks prior to the event, contact Sonoma County Resource Recovery to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers: (email [email protected] or call (707)795-7470.

A. EachZero Waste Station must include Compost, Recycle, and Garbage grouped together. These stations need to be placed in convenient locations. They must be labeled with text and/or images of accepted and prohibited materials and color-coded (green for organics, blue for recycle, grey for landfill) B. There should be no stand-alone trash bins.

C. How many composUrecycling/ garbage stations will your event naveZ 6

1. Where will the stations be located? Attach map or give description of locations.

2. lf you are ordering large compost/ recycle/ garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsters? (Note: lf you are using rolling carts, place them out on the curb after the event and SCRR will pick them up there).
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
(. Special Event Permit Application Page 13 of 19 Applicant's lnitial Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

il.

D. Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.g., volunteers, employees, or event greener employees will staff each waste station), lt is recommended that you have a volunteer or employee standing by each waste station at all times to help patrons sort their waste:

1. How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
Leftover food and used cooking oil
A. Unserved, leftover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-8711, sonomafood runners.oro.

B. Post-consumer food scraps can be donated to a local pig farmer instead of going to compost. See "Resources" section for list of farms.

C. Vendors must remove all cooking grease and oil away from event. See "Resources" section for organizations that pick up cooking oilfor recycling into biodiesel fuel.

Other ways your event is working to reduce garbage
A. Purchase your event inventory around waste prevention.

1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or compostable?

2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. lf this is an annual event, consider leaving date off of materials so that they can be used again for years to come.

B. Events must include "eco message" in promotional materials. Example: "We are striving for zero waste at the event. Please bring your own reusable water bottle, cup, and utensil/cutlery set."

1. What "eco message" will you use?

2. Where will this message be displayed (fliers, website, Facebook event page, etc.)? Special Event Permit Application Page 14 of 19 Applicant's 0., I Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

Resources
Sonoma Gountv Resource Recoverv (SCRR)
SCRR is the waste hauler for Sebastopol.

Contact SCRR at [email protected] or (707) 795-7470 to order organics, recycle and landfill containers, which can include carts, bins (dumpsters), or debris boxes.

Download signage at https://wuvw.sonomacorr.com/sebastopol-signage-flyer/ lf you are not hiring an event greener, contact SCRR Outreach Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can fill their water bottles with filtered water) for events. ',.
lf you provide cups at the water stations you must use compostable paper cups \\ (cups without moisture barrier) such as these wax-free paper cone cups or paper cone cuos
o Hydrologic Water Treatment Services
Tony Pagliaro tony@hydrologicwater. comcastbiz. net
o US Pure Water / Michael Levine (415) 272-3288, [email protected], https://www. uspw. net/events---hvdration-stations. htm I o WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https : //www. waste buste rs. i nfo/
Sudbusters, Inc. www.sudbusters.com offers reusable cup and plate rental/ exchange onsite at events. Contact Michael Siminitus [email protected] (510) 473-2087 Green Mary / Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table clothes, etc.). (707) 548-7582, [email protected], http://qreenmary.com/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensi ls/cutlery, servi ng d ishes, etc. https:/itherentalplace. com/ Food Donations
o Unserved, leftover food from vendors can be donated to Sonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-871 1, sonomafoodrunners.orq. Contact prior to event to arrange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Used Cookinq Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
o North Bay Restaurant Services: (707) 824-9737
https://northbavrestaurantservices.com/services/cooking-oil-recycling/ r Or Green Mary I Mary Munat (707) 548-7582, [email protected], a
o
o
Special Event Permit Application Page 15 of 19 Applicant's I nma
c"
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

LOCAL LAW THAT APPLIES TO EVENTS:

Sebastopol Polvstvrene Ban and disposable food service ware ordinance :
sebastopol. municipal.codes/SMC/8.36.01 0
Municipal Code 8.36
o Polystyrene (Styrofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section

8.36.030
o All food service ware take-out containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "Allfood providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.060 o "Allfood providers shallonly provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
o Plastic straws banned (paper straws permitted).
(
Special Event Permit Application Page 16 of 19 Applicant's I Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

PEAIET WN
Surnmer Concert Series
Summer Concert Series
Event Descri tion
The Peacetown Summer Concert Series is held every Wednesday evening from June 3d to September 9th (15 Weeks). This free event to the public happens in two locations: lves Park from 5:00-8:00pm and at HopMonk Tavern in their outdoor beer garden from 6:30-9:00pm. At lves Park we have two music time slots 5:00- 6:00pm and 6:30-8:00pm. There will be three food trucks, concessions for beeL wine, soft drinks and desserts. Peacetown will obtain the proper ABC licenses for this event at lves Park. At HopMonk Tavern there is one act from 6:30-9:00pm with a short break in the middle. Food and drink will be served by the HopMonk.

These staggered times allow our audiences to see shows at both venues on the same evening, which is a very popular feature of this timing.

Peacetown would appreciate the permitting of both venues during these 15 weeks.
nk Yo u,
Ji
7)s08-s449
"A Beautilul Place to BEtt
Co
PO Box 1218 Sebastopol, CA 95473
www.peacetown.org EIN 84-2467390
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

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7il li I
i/ ri.9
n
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

PEAIET WN
Sutmmer Concert Series
February L0,2026
Dear Public Works:

Peacetown will be presenting our Summer Concert Series at lves Park this summeL on Wednesdays, 5:00-8:00pm from June 3rd to September 9th, there will be two local bands performing on the stage during that time. Peacetown will also be presenting music at the HopMonk Tavern on the outdoor stage from 6:30- 9:00pm each week during the concert series 6B ro 9/9.

We would like to be permitted for both of these venues, as they are presented together to give audiences a chance to enioy both concert venues.

Thank you for being supportive of this positive community event. ll
c
w
Ji Corbett
retaker of Peacetown
"A Beautitul Ptaee to BEtt
PO Box 1 2 1 8 SebastoPol, CA 9547 3
www.peacetown.org EIN 84'2467 3 90
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026

May 5, 2026
Dear lves Park Neighbors:

Peacetown would like to alert you that our Summer Concert Series will be returning to lves Park this summer. Wednesdays, 5:00-8:00pm from June 3rd to September 9th, there will be two local bands performing on the stage and you will be able to hear that music from where you live. There will also be added cars parking during this time and people entering the park for the event.

Peacetown will also be presenting music at HopMonk of the outdoor stage from 6:30-9:00pm each week during the concert series 6/3 to 9/9.

We realize that this may be an inconvenience for you, but hope you will join your community at the park and HopMonk for this fun summer event, that brings joy to our entire community each year.

PEACET WN
'H#(rderstanding' yo
Ji Corbett
c ker of Peacetown
"A Beautitul Place to BEtt
PO Box l2I8 Sebastopol, CA 95473
www.peacetown.org EIN 84-2467390
Agenda Item Number 9 Agenda Item Number 9
City Council Meeting Packet for September 15, 2026