CITY OF
au
STAFF REPORT
DATE: April 13, 2026
TO: Honorable Mayor and City Council
FROM: Dr. Sean M. Moore, City Manager
PREPARED BY: Megan Wolfe, Director of Community Services SUBJECT: Special Event Permit Application — 2026 Rodeo
RECOMMENDATION:
That the City Council:
Item No. 7
Approve the Special Event Permit Application submitted by the Yucaipa Equestrian Arena Rodeo Committee to conduct the 2026 Yucaipa Rodeo on Friday, May 15, 2026, and Saturday, May 16, 2026, and;
2. Approve the City's Co-sponsorship for the 2026 Yucaipa Rodeo to include use of City owned equipment and the City -owned vacant lot directly across the street, and;
3. Review and approve the street closures identified in the agenda report, and;
4. Waive the provisions of Yucaipa Municipal Code Section 12.06.010 regarding overnight camping for the duration of the event, or;
5. Provide further direction to staff.
BACKGROUNDIDISCUSSION:
The attached Special Event Permit Application (SEPA), submitted by the Yucaipa Equestrian Arena Rodeo Committee (Committee), proposes the 2026 Yucaipa Rodeo as a two-day event to be held at the Yucaipa Equestrian Center. The event is scheduled for Friday, May 15, 2026, from 4:00 p.m. to 10:00 p.m., and Saturday, May 16, 2026, from 2:00 p.m. to 11:00 p.m.
The event will include a variety of activities coordinated by the Committee, including:
• Rodeo events
• Beer and wine garden
• Food and merchandise vendors
• Rodeo Queen Pageant
• Event parking operations
Similar to previous years and to accommodate anticipated attendance, the Committee is requesting use of the City -owned vacant lot located across the street from the facility for additional parking.
The proposed traffic control plan is consistent with prior years and includes:
• Closure of California Street south of Wildwood Canyon Road • Closure of California Street north of Avenue H
• Implementation of a temporary four-way stop at California Street • Closure of outer lanes on California Street between Wildwood Canyon Road and Avenue H in both directions for diagonal parking
Additionally, the Committee and City staff will coordinate with local businesses and churches to provide off -site parking with shuttle service to and from the venue. City -owned electronic message boards and traffic control measures will be utilized to enhance public safety and pedestrian awareness.
The Committee is also requesting authorization for overnight camping at the facility for rodeo operators and participants. Pursuant to Yucaipa Municipal Code Section 12.06.010, overnight camping in public places is prohibited; however, City Council may approve a waiver for this event.
If approved, camping will be limited to self-contained recreational vehicles, and the Committee will manage access and oversight.
The Committee has requested City support in the form of portable lighting, event signage printing, marketing and promotional assistance. The estimated cost of this support is $20,000. Staff support from Community Services, Public Works, Police, and Fire is also being requested. If approved, equipment and support will be provided without charge to the Committee, while personnel costs will be reimbursed by the Committee.
Staff have worked with the Committee since the wrap-up of the 2025 event and will continue to coordinate with the Committee leading up to the event to ensure all operational, safety, and logistical requirements are met.
Proceeds generated from the event will be used to fund start-up costs of the subsequent year's event.
In addition, the agreement allows proceeds to be utilized for facility improvements.
FISCAL IMPACT:
The recommended actions waive fees related to the use of City owned equipment and the City - owned vacant lot directly across the street. City personnel costs associated with event support will be reimbursed by the Rodeo Committee following the event.
Attachment:
1. Special Event Permit Application
ATTACHMENT 1
WELCOME TO THE CITY OF YUCAIPA
Thank you for your interest in hosting a Special Event in the City of Yucaipa. The Community Services Department
created this application to help you host a successful and exciting event here in Yucaipa. Please review and complete the following application in accordance with the provided information. A special event in the City of Yucaipa is
defined as a "Carnival", "Community Celebration", or
"Outdoor Festival" which includes the use of amplified
CITY OF
rT
sound and/or estimated attendance equal to or exceeding 300 people on City or private property. Except as otherwise provided by state law, no person or entity shall operate, maintain, conduct, advertise, or provide admission for any temporary special event within the City of Yucaipa without possessing a permit for each such temporary special event (Ord. No. 384).
PROCEDURES
A complete permit application may be filed as early as one (1) year before the event, but it must be received no later than three (3) months before the actual event date. Any organized activity involving the use of, or having impact upon, public property, facilities, public parks, sidewalks or street areas requires a permit. Applicants requesting a waiver of fees or services must submit their application a minimum ofsix(6) months in advance.
The permit application process begins when you submit a complete Special Event Permit application. Keep in mind that acceptance of your application should in no way be construed as final approval or confirmation of your request. Upon receipt of your application, the Special Events Supervisor will help guide you through the permit process. Copies of the application are forwarded and reviewed by all affected departments and/or agencies. During the review process, you will be notified if your event requires any additional information, permits, licenses or certificates. During our initial application screening process, you will be allowed time to provide us with all pending documents. We must receive these items before issuing a Special Event Permit (i.e., certificates of insurance, secondary permits, etc.). Delays in providing these items often delay our ability to finish our review and approve your application in a timely manner. Special Event Permits can be approved administratively by City management under specific limited criteria. Events that exceed those criteria will require the approval of City Council:
City Management/Administrative Approval
• Estimated attendance 300-999 persons
• Amplified Sound (excluding Special Event Facilities)
City Council Approval
• Estimated attendance 1000+ persons
• Alcohol Service (excluding Community Centers and YPAC) • Street Closure — traffic management
• Fee Waiver/Co-Sponsorship/In-Kind (Community Activity Grant Application required)
APPLICATION
JjPage
Organization and Applicant Information
❑ Commercial (For -profit) ❑■ Noncommercial (Non-profit) Tax I.D. #: 33-0%6966 Organization
Name
Yucaipa Equestrian Arena Committee
Applicant Name
Shelley Russell
Address
13273 California Street
Email
Yucaipa Equestrian Center
Phone Number
(909)-239-8810
On -Site Contact
Jim Butler
Phone Number
(909)-239-8810
Event Information
Type of Event: ❑ Athletic/Recreation ❑ Festival/Celebration ❑■ Outdoor Market ❑ Circus/Carnival
❑Concert/Performance ❑ Parade/Procession/March ❑Other (specify):
Event Title
Yucaipa Rodeo
Event Location
13273 California Street
Event
Full Rodeo, food vendors and vendors
Description
Please complete a daily breakdown of event -related activities. Use multiple lines to distinguish between different daily activities. Please attach additional sheets if necessary.
Date(s)
Daily Activity
Start Time
End Time
5/1526
❑ Set-up ❑■ Event Day ❑ Clean-up
7PM
11 PM
5/16/26
❑ Set-up ❑■ Event Day ❑ Clean-up
6PM
10PM
5/11-15/26
❑■ Set-up ❑ Event Day ❑ Clean-up
7AM
7PM
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
❑ Set-up ❑ Event Day ❑ Clean-up
Has this event taken place before? ❑E Yes ❑ No How many years? 6 Years Total anticipated attendance: 4000 participants: 100 Spectators: 3900 21Page
Site Plan
Attach a diagram showing the overall layout and setup locations using the letters below.
Indicate the site for these on your diagram.
A. Alcoholic and nonalcoholic concession and/or beer garden areas B. First -aid facilities and ambulance locations
C. Tables and chairs
D. Fencing, barriers and/or barricades
E. Generator locations and/or source of electricity
F. Canopies or tent locations
G. Booths, exhibits, displays or ,
enclosures
H. Scaffolding, bleachers,
platforms, stages,
grandstands and related �``• `'
0 structures'
.�..r.Ka
I. Vehicles and/or trailers � � � `v�►. � ,�►-""
J. Other related event
ea'xao eo
components not covered�w
above (describe
separately) • uaW .,, un
K. Trash containers and " °'""' ' "
- ,w:
dumpsters
L. Non-food vendor locations • �•��•°•�- +
M. Food concession and/or _ . � �-�-.�•�LR J
food preparation areas
N. Potable toilet location(s)
Sample Site Plan:
When planning a moving route, the Yucaipa Police Department is available to assist you in planning your route. Consider the following in your planning:
• Impedance of emergency fire, police or paramedic vehicles. • Conflict with public transportation, such as buses.
• Interference with people trying to reach their own residences, businesses, places of worship and public facilities.
If your event involves street closures, you may be required to obtain traffic safety equipment, and a certified traffic control plan. Depending on the type of event, barricades, traffic cones, signs, etc., may be required. Depending on the type of event and after evaluating roadway conditions, you may be required to properly place this equipment prior to commencing the event. If the closure creates a potential hazard, your organization will be required to contract traffic service from the Yucaipa Police Department and/or Street Division. 3 1 P a g e
List street(s) requiring closure as a result of this event. Include street name(s), day, date, and time of closing and time of reopening:
California Street for 5/15 and 5/16
Indicate how this closing/reopening of streets will be handled:
❑O City of Yucaipa to handle (cost to be specified) ❑ Event to handle per CalTrans standards
List street(s) requiring the posting of "No Parking" signs. Indicate days, dates, and times needed and an explanation of necessity of "No Parking" zone:
Avenue G
Note: "No Parking" signs will be posted forty-eight (48) hours in advance of required days, dates and times. Cost for the posting of "No Parking"signs will be specified upon review of the application by Citystaff.
Food and Beverage
Please describe how food will be served at the event:
Through Vendors and the use of their own food trucks and trailers.
JVill food be cooked in the event area? ❑■ Yes ❑ No
Method: 001 Gas ❑N Electric ❑ Charcoal ❑ Other (specify):
Does the event involve the sale or use of alcoholic beverages? ❑■ Yes ❑ No If alcohol is to be sold, how will the alcohol sales be regulated? Check IDs and wrist bands. Managed by the Lions Club volunteers.
Who will be handling the alcohol sales?
Lions Club
Restrooms
Portable restrooms are required when estimated attendance exceeds what the host facility's restrooms can accommodate. One portable restroom is required for every 50 patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? ❑■ Yes ❑ No 41Page
Company
Name
Diamond Provides
Contact Name
Victor Jackson
Phone Number
760.533.3626
Lighting
If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the safety of the participants and spectators. (If required, show a arate site map which details streetl
20 Portable Lights
rtable lights, and other illuminating devices.)
Waste Removal
Event Organizer is responsible for arranging for the removal of all waste related to the event.
This includes but is not limited to emptying of trash bins and the removal of waste from the event site and other affected areas. If hiring a professional sanitation company, please provide the following information.
Company
Name
Burrtec
Contact Name
CITY WILL COORDINATE (Megan Wolfe)
Phone Number
If not hiring a professional sanitation company, please provide the following information for :heperson(s) responsible for waste removal.
Contact Name
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance company to ne on -site, piease provicie the ronowing mformation:
Company
Name
Contact Name
Phone Number
5 1 P a g e
Please describe your medical plan including your communications plan, the number, certification levels (MD, RN, Paramedic, EMT) and types of resources that will be at your event and the manner in which they will be managed and deployed. Your plan should include hours of setup and dismantle of medical aid areas. You may attach the plan to this application if necessary:
We will use radios, have a rodeo coordinator, meeting with Security, PD, and Fire before each show, coordinating during show.
Police Services/Security
In the event that a carnival/street fair and/or alcohol service will be included in the event, an
alcohol garden and security plan will need to be submitted as well as a security contract and/or public safety staffing plan for review by the Police Department.
Is there a nrofessional securitv organization hired for this event? n Yes n No Company
City of Yucaipa Police
Name
Contact Name
Sgt. Collins
Phone Number
Please describe your security plan including crowd control, internal security or venue safety, or attach the plan to this application:
PD will write an ops plan and give it to the City.
Entertainment
Will sound amplification be used? ❑■ Yes ❑ No Start time: _5PM End time: 10PM Are there any musical entertainment features for this event? ❑ Yes ❑ No Name of Act None (Announcer for rodeo)
Contact Name
Phone
Number
How many stages? Number of bands? Genre of music:
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes ❑ No Company
Name
61Page
4, `
Contact Name
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: I I Yes I I No
(Note: Additional permits maybe required as indicated by staff: These include, but are not limited to, Conditional Use 24 Permit, Land Use Permit and Fire Department permits.) Insurance
Before a Special Event Permit is issued, a certificate of insurance must be submitted.
Insurance certificate must be issued by insurance underwriters "admitted" by the California Insurance Commission and rated 'A' or better by AM Best. Requirements are:
• Minimum $1,000,000 General Liability Limit
• Minimum $1,000,000 General Automobile Liability
• Minimum $1,000,000 Worker's Compensation
• On an additional insured endorsement, the City, its elected officials, officers, and agents are to be named as additional insured
• Minimum limits of coverage may change depending on event ❑ Insurance certificate attached ❑ Insurance certificate on file ❑ Insurance certificate not available
Filing Fees
Special Event Permit Application Fee: $300.00
* Other Fees may apply (e.g. street closures, Fire Permit/Inspections, utilities, facility rental, etc.)
7 1 P a g e
Application Checklist
❑ Completed Application
❑ Certificate of liability insurance
❑ Site Plan (location of structures, lighting, restrooms, parking, etc.) ❑ Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) ❑ Facility or Shelter Reservation Application (if applicable) ❑ Copy of ABC License (if applicable)
❑ Copy of County Health Permit (if applicable)
By signing below, I agree to indemnify, hold harmless, and defend the City and its officials, employees, and agents, against all claims, liabilities, and losses arising from activities connected with or undertaken pursuant to the Permit. The City is not liable for any business loss, property loss, or other damage that may result from the use of the Permit, or suspension or revocation of the Permit.
Name C - �5y-lsignatu Date: