Special Event Permit Process
Study Session
Michelle Perera, Chip Taylor, Ramana Chinnakotla,
Chief Ngo, Tina Murphy, Trudi Ryan
City Council
July 30, 2024
2City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Special Events & Public Parks: Municipal Code & General Plan • SMC 9.45. Special Event Permits
• SMC 9.62. Public Parks
• SMC 19.61 - Zoning
• Council Policy 7.2.18 - Special Events
3City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Special Event Process
City ReviewApplication
Submitted Conditional Letter
Special
Event
Permit
Issued
Special event
organizer submits
application
to LRS 8 weeks
prior to event.
LRS sends application to
city department special
event liaisons for review
and approval. Special
event liaisons submit
department conditions to
LRS to respond back to
applicant.
If approved, LRS compiles
all dept. requirements into
a Conditional Letter and
sends to event organizer.
Event organizer works with
staff in appropriate
departments to complete
all event requirements.
Once event organizer
completes all
requirements, LRS
issues the Special
Event Permit.
4City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Types of Events
City Events (paid for and organized by the City) - in 2024, Hands on the Arts, State of the City, Earth Day, Lunar New Year, 4th of July Drone Event.
Special Event (Municipal Code) - An event that will require the closure of a public street, temporary unenclosed use, event that is open to the public and advertised in advance that is reasonably expected to draw a crowd in excess of the permitted occupancy.
Special Event (Council Policy) - A program or set of activities that is unique or out-of-the norm in nature and may require City permits or utilize City resources.
Community Event (Council Policy) - a special event which is open to the public and typically expects a large turnout from Sunnyvale community members.
City Sponsored Events
• Community Engagement & Neighborhood Grants Program – provides $48,000 in community funding • Sunnyvale Downtown Association – through Economic Development, City provides approximately $50,000 to support events and $15,000 to their marketing, including Tree Lighting Ceremony,Summer Music Series, Jazz & Beyond, Music on the Street, Wine Stroll and Magic Show, Art & Wine, and Restaurant Week. 5City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 City Departments Involved
• LRS – initial point of contact, helps applicants meet conditions, and staff liaison to applicant throughout the process
• DPW – parks, streets, traffic control plans, portable restroom rentals, onsite staff, event banners
• ESD – waste management plan – dumpsters/zero waste
• DPS – emergency plan approval, tents larger than 10x10 require meeting with Fire, Fire inspection day of
• HRD – risk and insurance review
• CDD – large tents/engineering for stage plans, one stop permit counter and permits for events on private property
• OCM – economic development involved with Downtown events and business impacts
County Public Health
ABC License for selling alcohol
6City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Sunnyvale Special Event Data
NOTE
2024: 50 Events Permitted + 15 Estimated Upcoming Events (Oct-Dec) • Summary of Conditions
• 87% ESD Conditions
• 83% Risk & Insurance Conditions
• 76% Parks Conditions
• 22% Fire Conditions
• 20% Traffic Conditions
• 13% Police Conditions
• 11% Other Conditions
• 24% SCC Conditions
2023 Special Event Breakdown
• 36 Special Events
• 10 City-run Events
• 10 Low Impact: <500 attendees –
NO Services/Conditions
• 17 Mid Impact: <500 attendees –
2 or Less Services/Conditions
• 19 High Impact:>500 attendees –
2+ Services/Conditions
2023 Special Event Statistics
• 51 Applications Submitted
• 46 Events Permitted
• Approximately $65K Fees Paid
• Range can be from $134 to $20,160
7City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Associated Fees
Permits / Fees
Special Event Permit $155
40 ft Banner $1,000
Baylands/Plaza Del Sol $1,105/$800
Dumpster $225-$1,100
Portable Restrooms $80-175 / day + $350
delivery/pickup
Zero Waste Provider $1,300
County Health Permits Up to $441
Insurance $150 - $1,300
Stage Engineering
Plans/Permit
$2,000/$600
Deposit for Event $676-$6,762
Staffing Costs / Hr
Casual Recreation Staff (LRS) $19
After Hours Inspection (DPS) $161
Traffic Control / Event Security (DPS) $215
Park Worker (DPW) $75
Traffic Management (DPW) $74-84
Banner Hanging (DPW) $400
SMC 9.45.010 - This chapter is further
intended to create a mechanism for cost
recovery for events which result in a
need for city services.
8City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Earth Day & Civic Center Grand
Opening (2024)
• Program Costs (activities,
zero waste, portable restrooms,
entertainment, etc.): $49,000
• Staffing Costs LRS + ESD:
1,396 hours regular
employees - $120,000
(with benefits)
200 hours casual
employees - $5,000
Total Cost: $174,000
*Does not include DPS & DPW
City and Community Event Costs
Art and Wine Festival (2023)
• Application Fee: $134
• Amplified Sound: $25
• Dumpster: $1,100
• Trash Containers: $500
• Fire Permits (4): $900
• DPS Contract O/T: $15,500
• Traffic/Road Closure: $2,000
Total: $20,160
*Permit / Fees Only
4th of July Drone Show
(2024)
• Drone Operator: $65,000
• Equipment: $9,500
• Logistics: $895
• Staffing: $85,000
Total: $160,395
*Preliminary numbers
9City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Benchmarking
9 Bay Area Cities:
San Jose, Fremont, Santa Clara, Mountain View, Palo
Alto, Cupertino, Campbell, Los Gatos, Los Altos
Event requirements within benchmark cities:
Insurance, Event Permit Fees, Direct Staff Fees,
Portable Restrooms, Cleaning: Zero Waste/City
Staff/Contractor
Unique to Sunnyvale:
Certified Crowd Managers, Stage Engineering Plans,
Damage Deposit
10City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Applicant Pain Points
• Cumbersome application: 18 pages
• Costly: permit fees, portable restrooms,
engineered stage
• City conditions: portable restrooms, zero-waste,
emergency plan, in-person meetings
• Lead time: 8-weeks
• Applicant equipment needs: cones, barricades,
tents, tables/chairs, A-frames, etc.
• Cost recovery (SMC) vs. fee waiver
• Insurance requirements
• Must interact with several departments and no
lead department that can override a condition
11City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Short Term (6 months – 18 months)
• Review and update Municipal Code and Council Policy or for the City Manager to adopt formal administrative guidelines • Applicant assistance – schedule kick-off and follow-up meetings, increase online assistance (video tutorial, easier online form, streamlined process)
• Templates for most used parks (stage, tent, emergency plan, etc.)
• Increase staffing to assist with coordination and permit process Long Term (18 months+)
• Evaluate feasibility of online permit tool
• Create Study Issue on providing equipment rental program • Evaluate City assistance with insurance, portable restrooms and zero-waste
Opportunities to Streamline Process
12City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Current Staffing for Special Events
• Each department has a liaison assigned to community
special events to ensure application is processed,
conditions are defined and met, and event is successful • Staff person assigned as liaison is not dedicated solely to special events
Proposed Staffing Needs
• Staffing / resources to implement short and long term solutions
• Dedicated staff for overseeing and assisting with special events
• Public Safety needs
• Increased staff or OT for facility and park maintenance • Online permitting process
Align Staffing & Resources to Desired Outcomes
13City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 City Cultural Programs – Hands on the Arts, Hispanic Heritage Month, Asian American Pacific Islander Month, Black History Month, Day of the Dead, Diwali, Hanukkah, Lunar New Year, Women’s History Month, Persian New Year, Holi, Ramadan, Day of the Child, Cinco de Mayo, Juneteenth, etc.
City Council Equity Access & Inclusion Priority
Internal Alignment
EAI Office partnerships on cultural programming
Continued staff training on cultural awareness and allyship Human Relations Commission
EAI Office to help HRC identify where we have gaps in our city programming
Members participate on the CENGP subcommittee
Help identify and reach out to communities not holding events How does CC envision HRC involved in this process?
Improve Cultural Competency and Accessibility
14City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Guiding Questions
• What are Council’s primary desired outcomes for making these changes (e.g. more events, cost savings for community groups, increased cultural competencies, other)? • Would Council like staff to propose revisions to the SMC and/or Council policy or for the City Manager to adopt formal administrative guidelines to reflect a less stringent process and/or lower cost (e.g. eliminate cost recovery)? • City already has a Community Events and Neighborhood Grants Program in place – would Council like staff to look at how it could be enhanced to include more community events and/or to absorb more costs currently paid for by applicant? • Would Council like staff to bring back a proposal for additional staff to assist with facilitating special events (service level set aside)? Resourcing proposal depending on Council outcomes.
15City of Sunnyvale – Special Events Permit Process Study Session – July 30, 2024 Questions?