CITY OF VISALIA
SPECIAL EVENTS APPLICATION AND PERMIT PACKET
PLEASE TAKE TIME TO REVIEW THE SPECIAL EVENTS PERMIT APPLICATION AND INSTRUCTIONS BEFORE YOU BEGIN COMPLETING THE APPLICATION FORM.
PLEASE ALLOW A MINIMUM OF 60 DAYS FOR THE PROCESSING OF THE SPECIAL EVENTS PERMIT APPLICTATION Non-refundable Permit Fee
The fee for a Special Event is $64.00 and is non-refundable.
Cancellations
If the event organizer, for any reason, cancels their event they must notify the City in writing or electronically.
ADVERTISING OF THE EVENT PRIOR TO APPROVAL OF THE PERMIT IS DISCOURAGED Below are typical special event requirements, not all may apply to your event. Once your event has been reviewed by the Special Events Committee, a list of requirements will be forwarded to you.
Liability Insurance – Comprehensive general liability insurance coverage in the minimum amount of $1m (one million dollars), combined single limit per occurrence naming the City of Visalia as “additionally insured” is required for all events. Liquor Legal Liability Insurance is required if alcohol sales are taking place at the event. One-time event insurance is available for purchase by contacting the City’s Risk Management division at 220 N Santa Fe. Questions related to insurance should be directed to the City’s Risk Management Division, (559) 713-4300.
Insurance Certificate shall state the following: City of Visalia, its officers, agents, employees, representatives and volunteers are named as Additional Insured under the General liability as respects to the operations and activities of, or on behalf of the named insured, performed under contract with the City of Visalia.
Alcohol Beverage Control (ABC) License to Sell Permit - Events selling/serving alcohol will need an (Hyperlink-ABC License) Permit. The application will need to be submitted to Special Events for the Visalia Police Department approval signature. For more information visit the California Alcohol Beverage (hyperlink to website).
Security – Some events, especially those serving alcohol, will be required by the Visalia Police Department to provide private security. Security guards must be registered with a certified agency and a copy of the security contract must be submitted verifying the services. Events without alcohol shall have 1 guard for every 250 guests, and for events with alcohol there shall be no less than 1 guard for every 150 guests.
Site Plan – An event site plan must be included with each application. This is a map of the venue identifying streets surrounding the site as well as the event layout itself. Items to be included on the Site Plan are: stages, bleachers, portable restrooms, booths, vendors, tents, cooking areas, trash receptacles, generators or electrical sources and other temporary structures. If the event is all ages and alcohol will be on site, must show beer garden with security guard stations. If the event is ages 21+ and alcohol will be on site, must show where security guards will be stationed.
Traffic Control Plan – The purpose of the Traffic Control Plan (TCP) is to safely control all modes of travel (vehicle, pedestrian, bicycle) around the event site, parade, or route that is held within the public right-of-way.
Traffic Control Plan Requirements
Be legible, include north arrow, and submit on paper 8.5”x11” minimum or 11”x17” maximum.
Show all moving routes, indicate direction of travel, show all street or lane closures, and include plans for barricades and signage, and parking restrictions if needed.
Depending on the location and size of the event, a detour route may be required.
Standard Barricades with “ROAD CLOSED” signs must be placed across the street at each intersection of the designated closure. (hyperlink-Sample Traffic Control Plan) Some road closures (depending on location and duration) may require Portable Changing Message Signs (PCMS) be placed up to fine (5) days in advance of the event.
Barricades, signs and PCMS boards will not be furnished, nor placed by the City. The Event organizer is responsible for meeting this requirement.
The event organizer is responsible for removing all traffic control equipment within one hour of the end of the event.
Parking Restrictions- When restrictions for on-street parking and/or parking spaces within a public parking lot are part of the Traffic Control Plan, “NO PARKING signs are required to be in place to notify the public 24-hours in advance of the event and shall be noted on the Traffic Control Plan. (hyperlink NO PARKING SIGNAGE TEMPLATE) No part of the sign may be handwritten. Use the same font and size as given on template.
Signs are to be placed either on traffic cones or flexible traffic delineators set on curb, at every other parking stall line. When parking stall lines are not marked, signs shall be spaced no more than 100 feet apart.
When an entire public parking lot is restricted, signs may be placed at the entrance. (hyperlink - Exhibit-Example of on-street parking restrictions) Depending on the size and complexity of the event, a logistics schedule may be required detailing times for various phases of the event such as setup, take down etc.
Questions related to traffic control plans or street closures should be directed to the Traffic Safety Division at (559)713-4633.
Encroachment/Temporary Street Closures – Applications for (hyperlink - Encroachment/Temporary Street Closures) shall be made in person or in writing as early as practical, but no less than ten (10) working days prior to the event.
Good Neighbor Policy – One of the criteria for a street closure is compliance with the Good Neighbor Policy.
This requires event organizers (except those events deemed a Downtown Annual Community Event pursuant to Visalia Municipal Code Section 12.48.075) to submit a Good Neighbor Petition (hyperlink - Good Neighbor Petition) with signatures of property owners and/or business who will be affected by the proposed street closure. This petition must show at least sixty percent (60%) of those properties and/or businesses affected by the closure are in favor of the street closure.
The applicant must provide each affected property owner/occupant and/or business with an 8 ½” by 11” flyer that contains:
Front Side- Name of the event; brief description such as parade, rally, etc.; day of week and date; time; location; contact name and phone number.
Back Side-Route Map and/or location Site Map.
Good Neighbor Policy- Downtown Annual Community Events - For those events that are deemed Downtown Annual Events or those that do not require street closures, but will impact traffic (such as 5K Runs, bicycle races, walks along the sidewalk) are not required to submit a Good Neighbor Petition. However, must provide a copy of a flyer and/or other verification confirming advertisement of the event.
Note: Compliance of the Good Neighbor Policy does not guarantee approval of a Street Closure Permit; other factors such as impact on traffic flow and public safety are also considered.
Depending on the type of event, day and time, some properties (i.e., church, school, hotel, etc.) may be severely impacted by the event. At the discretion of the City, some properties may require a letter stating that they have been adequately notified in lieu of signing the Good Neighbor Petition.
Park/Facility Reservations – Any event that is planned in a City park or facility must have a park/facility permit. This can be obtained at the Parks and Recreation Department located at 345 N. Jacob Street or online (hyperlink). Park rental, facility rental and special event fees apply. Please note that Garden Street Plaza is a City Park and must follow the park reservation process.
Business Tax Certificate – All vendors and show promoters must have a City of Visalia (hyperlink - Business Tax Certificate.) If they do not have one already, they can obtain a Business Tax Certificate at City Hall East, 315 E. Acequia. Questions should be directed to (559) 713-4326.
Food and Beverage at Special Events – Contact the Tulare County Health Department to determine permit needs for your event.
If food preparation is taking place on site, you will also need to contact the Visalia Fire Department Prevention Division at (559) 713-4266 to determine if an inspection is required. (hyperlink - Fire Requirement) Tents and Canopies - A permit is required for tents and/or canopies when the following conditions exist.
Tents and canopies open on all sides 700 square feet or more.
Tents and canopies with sides exceeding 400 square feet.
Multiple tents and/or canopies side-by-side exceed 700 square feet total.
For more information contact the Visalia Fire Department Prevention Division at (559) 713-4266.
Recycling – The City of Visalia encourages recycling efforts at all events. Event needs vary based on the type of products that are used or sold. The City of Visalia Natural Resources Conservation Division works in partnership with local agencies, venues, and special events to implement comprehensive recycling and waste reduction programs. Event planners can rent large commercial bins for general recyclables or borrow Clear Stream containers (at no charge) to help you capture cans and bottles.
Depending on your event size, duration and location, the Natural Resource Conservation Division will help your event “Go-Green”.
Clear Stream containers are durable, easy to use CRV recycling containers that are easy to set up, move and empty. To arrange for free use of these containers, please contact the City of Visalia Natural Resource Conservation Division at (559) 713-4532.
Solid Waste – Successful special events provide a clean environment for participants and spectators and leave the site clean for public use. Containers in a park or along the streets are for daily use and are not intended to accommodate large special events. It is the event organizer’s responsibility to make sure that adequate refuse containers and service is available per the following requirements:
1 set (2 cans) of Special Event Refuse cans for less than 100 people 2 sets (4 cans) of Special Event Refuse cans for 100 to 250 people 3 sets (6 cans) Special Event Refuse cans for every 250 people Additional 3 sets (6 cans) For Each Additional 250 people (Hyperlink Applications) for trash receptacles or bins shall be taken to City of Solid Waste Division located at 707 W Acequia Ave. For more information contact the City’s Solid Waste Division at (559) 713-4296.
Portable Restrooms – Public restroom needs are determined by event location and size. It is the event organizer’s responsibility to ensure adequate restrooms are available for the public’s use. It is recommended that event organizers consider handicap accessible units and hand washing stations when determining event needs. If restrooms are required, applicant must provide verification/receipt on confirming the pick up date with 24 to 48 hours after the event.
Revocation of Permit - Any permit issued shall be immediately revoked by the City Manager or designee if it is found that the requirements of the Special Event permit has not been met.